Most of the times, we have similar Joining
formalities in companies when you get recruited. Starting from the document
check, they even want to know what the level of sugar in your blood is.
Companies make it sure, both legally and financially to safeguard their
interests while hiring a candidate and letting her/him join the campus. Let’s
discuss in details about various joining formalities in companies before date
of joining. We have tried to keep the list informative and easy to understand.
1) Grade Sheet check:
Most basic formality s to check all the documents. This process is carried on
in two phases, i.e. pre joining and post joining.
In pre joining phase, you are asked to upload the
scanned PDF files of detailed mark/grade sheets right from 10th std. up to the
Bachelor’s or master’s degree including semester results.
Post joining, all the grade sheets are verified
against the originals you carry along. Make it sure to carry same documents
that you uploaded.
2) PAN Card and
Passport: You are advised to get a PAN card and passport legally processed and
availed from the governing bodies responsible, as these two play a vital role
in identification and work scalability.
3) National Skills
Registry (NSR) Registration: NASSCOM has come up with an initiative to keep a
record of the tech work force in the country, which allows you to build up a
profile based on your confirmed qualification, finger prints and reg. No. this
long term project gives one a facility to propose her/himself via this profile
to IT companies worldwide.
4) Medical Reports:
Getting an overall medical checkups certificate is a vital part of joining
formalities in companies. The test reports from any registered practitioner
have an expiry date. As you enter an organization, you need to be 100% fit but
the major reason behind this are provisions of health insurance, for which your
health needs to be tested and recorded to device your policy and cover by the
management.
5) Criminal background
confirmation: A few organizations even ask you for a ‘no criminal background’
document from the concerned authorities.
6)
Experience Letter(if any) : An experience letter from the previous place of
work needs to be authentic up to the duration of work, nature of job, projects
undertaken etc. as there is a separate team that checks and confirms your
information with your previous employer.
7) Travelling
allowance: If your company provides you a one time travelling allowance, keep
the tickets intact so that you can submit them to generate a claim later.
8) Salary Bank
Account: Most of the Companies do-not bar you to open your salary account with
bank of your choice. If your company has no such restriction, you could get
your bank account documents done with your desired bank during the joining or
initial days post joining. Later when your SAP account gets done in the company
records, you could update account details there.
Make a checklist of all the above mentioned of
joining formalities in companies plus the ones listed by your employer. Knowing
about these formalities will help you keep yourself a step ahead. Readers are
free to add more in comment section if we have missed any major one to create a
resource for of joining formalities in companies.
Some of the examples and check list are give below
Key points for Supervisors / Managers to be followed when candidates are
shortlisted for any position:
·
Resource Request Form with proper approval
mail to be sent in advance to HR
·
Post Ops interview round, fully updated
softcopies of interview sheet, passport photograph and resume to be sent to HR
·
Post HR interview round, based on outcome,
the offer will be rolled out to the candidates, as per employment category.
·
HR sends the Joining Kit to the candidates
along with checklist of documents to be submitted.
·
Supervisor / Manager to ensure the joining
kit and checklist of documents reach HR within 3 days of joining.
Notes:
·
Please note that HR needs to be intimated in
advance for all stopgap arrangements (Vendors Name, salary, contract period,
etc.)
·
Without a proper Vendor Agreement in place,
we cannot hire resources for any project. Please ensure the agreement is in
place, in coordination with HR, before onboarding the candidate.
A. Checklist for On-Roll Staff
1.
All certificates including marks cards from SSLC
onwards.
2.
Experience & relieving letter from previous
employer (as applicable).
3.
5 passport size colour photographs & 2 Family
Post Card Size photo (self, mother & father)
4.
Self-attested copy of below documents as ID and
Address proof
(as applicable):
(as applicable):
a) Passport
b) Driving license
c) PAN card
d) Ration card with photos of all members
e) Voter ID Card
f) Electric city Bill/phone Bill
5.
PF Account Number and Employer Code from previous
employment (as applicable).
6.
Blood Group
7.
For on-rolls, cancelled cheque of existing bank account
(HDFC/AXIS Bank only).
8.
If in the case of consultants and employees on
direct contract with Centillion:
a) Account number
b) IFS Code
c) Bank Name & Branch address
d) Cancelled cheque
B. CHECKLIST – Off Rolls
1.
Duly filled up Joining Form
2.
Copy of the offer letter (Vendor
) to be signed on all sheets/pages
3.
NDA to be signed on all
sheets/pages
4.
Four passport size photos
5.
Self-attested copies of
Educational Qualification certificates
6.
Self-attested copy of below
documents as ID and Address proof
(as applicable):
(as applicable):
a) Passport
b) Driving license
c) PAN card
d) Ration card with photos of all members
e) Voter ID Card
f) Electric city Bill/phone Bill
7.
Blood Group
8.
Work Experience
Certificates
9.
Resume Copy
10. For Off-rolls:
a) Account number
b) IFS Code
c) Bank Name & Branch address
d) Cancelled cheque