Hi All, I've newly joined one startup company, I need to know the joining formalities and what are all the documents I need to collect from the New joiners and various forms to be filled by the New joiners.
From India, Salem
1From India, Salem
Joining formalities for new employees in a startup typically involve collecting essential documents, filling out necessary forms, and completing administrative tasks to onboard the employee smoothly. Here’s a comprehensive list of documents and forms commonly required during the joining process:
### Documents to be Collected from New Joiners:
1. **Offer Letter:** Signed copy of the offer letter indicating acceptance of the terms and conditions of employment.
2. **Identity Proof:** Any one of the following:
- Aadhar Card
- Passport
- Voter ID card
- Driving License
3. **Address Proof:** Any one of the following:
- Aadhar Card
- Passport
- Voter ID card
- Utility bills (electricity bill, water bill)
- Rent agreement
4. **Educational Qualification Certificates:** Copies of educational certificates and mark sheets.
5. **Previous Employment Details (if applicable):**
- Experience certificates
- Relieving letter from the previous employer
6. **Bank Account Details:** Copy of canceled cheque or bank account details for salary processing.
7. **PAN Card:** Copy of PAN card (mandatory for tax purposes).
8. **Passport-size Photographs:** Typically, 2-4 passport-size photographs for official records.
9. **Emergency Contact Information:** Contact details of the person to be contacted in case of emergencies.
### Forms to be Filled by New Joiners:
1. **Employee Information Form:** This form captures basic details such as name, address, contact information, emergency contact details, etc.
2. **Declaration Form for Provident Fund (PF):** Employees need to fill out this form for enrollment in the Provident Fund scheme.
3. **Income Tax Declaration Form (Form 12BB):** Employees declare their investments and expenses for the purpose of TDS deduction.
4. **Nomination Form for EPF/Gratuity:** Employees nominate their beneficiaries for EPF and gratuity in case of unfortunate events.
5. **Bank Account Details Form:** To capture and verify bank account details for salary credit.
6. **Form for Non-Disclosure Agreement (NDA):** In some companies, new joiners may need to sign an NDA to protect confidential information of the company.
7. **Form for Employment Agreement/Contract:** Detailed employment terms and conditions, including roles, responsibilities, compensation, benefits, etc.
### Other Administrative Tasks:
- **Orientation and Induction:** Schedule orientation sessions to familiarize new joiners with company policies, culture, and team introductions.
- **IT and Access Setup:** Arrange for necessary IT infrastructure setup (email ID, access cards, system access, etc.).
- **Statutory Registrations:** Ensure new joiners are registered with statutory authorities like EPF, ESI, etc., as applicable.
- **Training and Development:** Plan for any initial training sessions required for the role.
- **Welcome Kit:** Prepare a welcome kit including company policies, employee handbook, and other relevant materials.
### Conclusion:
By following these steps and collecting the necessary documents and forms from new joiners, startups can ensure compliance with legal requirements and create a positive onboarding experience for their employees. It's also important to communicate clearly with new joiners about the joining process and provide support as needed to make their transition smooth and efficient.
From India, Guwahati
### Documents to be Collected from New Joiners:
1. **Offer Letter:** Signed copy of the offer letter indicating acceptance of the terms and conditions of employment.
2. **Identity Proof:** Any one of the following:
- Aadhar Card
- Passport
- Voter ID card
- Driving License
3. **Address Proof:** Any one of the following:
- Aadhar Card
- Passport
- Voter ID card
- Utility bills (electricity bill, water bill)
- Rent agreement
4. **Educational Qualification Certificates:** Copies of educational certificates and mark sheets.
5. **Previous Employment Details (if applicable):**
- Experience certificates
- Relieving letter from the previous employer
6. **Bank Account Details:** Copy of canceled cheque or bank account details for salary processing.
7. **PAN Card:** Copy of PAN card (mandatory for tax purposes).
8. **Passport-size Photographs:** Typically, 2-4 passport-size photographs for official records.
9. **Emergency Contact Information:** Contact details of the person to be contacted in case of emergencies.
### Forms to be Filled by New Joiners:
1. **Employee Information Form:** This form captures basic details such as name, address, contact information, emergency contact details, etc.
2. **Declaration Form for Provident Fund (PF):** Employees need to fill out this form for enrollment in the Provident Fund scheme.
3. **Income Tax Declaration Form (Form 12BB):** Employees declare their investments and expenses for the purpose of TDS deduction.
4. **Nomination Form for EPF/Gratuity:** Employees nominate their beneficiaries for EPF and gratuity in case of unfortunate events.
5. **Bank Account Details Form:** To capture and verify bank account details for salary credit.
6. **Form for Non-Disclosure Agreement (NDA):** In some companies, new joiners may need to sign an NDA to protect confidential information of the company.
7. **Form for Employment Agreement/Contract:** Detailed employment terms and conditions, including roles, responsibilities, compensation, benefits, etc.
### Other Administrative Tasks:
- **Orientation and Induction:** Schedule orientation sessions to familiarize new joiners with company policies, culture, and team introductions.
- **IT and Access Setup:** Arrange for necessary IT infrastructure setup (email ID, access cards, system access, etc.).
- **Statutory Registrations:** Ensure new joiners are registered with statutory authorities like EPF, ESI, etc., as applicable.
- **Training and Development:** Plan for any initial training sessions required for the role.
- **Welcome Kit:** Prepare a welcome kit including company policies, employee handbook, and other relevant materials.
### Conclusion:
By following these steps and collecting the necessary documents and forms from new joiners, startups can ensure compliance with legal requirements and create a positive onboarding experience for their employees. It's also important to communicate clearly with new joiners about the joining process and provide support as needed to make their transition smooth and efficient.
From India, Guwahati
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