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Joining Process Process Note Corporate Recruitment Team (CRT)

Joining Process

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Page 1: Joining Process

Joining Process Process Note

Corporate Recruitment Team (CRT)

Page 2: Joining Process

Table of Contents

Contents

1. Introduction:.............................................................................................................................1

2. Objective:.................................................................................................................................1

3. Eligibility:.................................................................................................................................1

4. Procedure:.................................................................................................................................2

5. Responsibilities:.......................................................................................................................7

6. Flowchart:.................................................................................................................................8

FREQUENTLY ASKED QUESTIONS..........................................................................................9

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1. Introduction:

Post selection of new recruits marks the beginning of the joining formalities of the company.

These formalities need to be fulfilled by both the new entrant as well as the employer to

minimize the risk of recruitment.

On fulfilling the joining formalities, the recruitment process for that particular position is

complete and the recruit becomes a part of the organization.

In case the recruit is unable to fulfill the joining formalities, it is under the discretion of the

company whether they select or reject the candidate.

2. Objective:

The objectives of the Joining Formalities are:

All the necessary information that is required by the recruit so as to verify for

authenticity, is provided at the time of completing these formalities.

It helps the new employee get well acquainted with the company, its policies and

procedures and also the role of the employee in the organization.

3. Eligibility:

Candidates which are recruited as A code or C code employees are eligible for joining process. A

code employees are those that are recruited as undergraduates and C code employees are

recruited as graduates.

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4. Procedure:

The employee is given a Date of Joining on the offer letter and the employee arrives at

the company on that particular day. The joining process starts with the employee arriving

at the organization on the Date of Joining.

The employee is then given the joining kit and he is required to fill the forms and submit

them along with the relevant documents, to the Recruitment officer on the same day. In

case there are documents that cannot be submitted on the day of joining, they are required

to be submitted within 3 working days of joining for employee records.

Given below is a list of documents that are in the joining kit which is provided to the

employee at the time of joining.

A. Welcome Kit:

Welcome Letter – Welcoming the employee to the organization, this letter gives a brief

introduction of the company. This letter remains with the employee itself. A sample of

the Welcome Letter is in Annexure.

Checklist – The Checklist is a list of all the documents that need to be filled and

submitted by the employee. It helps the employee to check and see whether he has

successfully submitted all the documents or not. This document is forwarded to be kept in

storage.

Employee Personal Details – These details include personal information of the

employee. This consists of the name, pan card information, educational information,

certification details, family background, employee data, information about the last

employer, etc. This form is forwarded to be kept in storage.

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Non Disclosure Agreement – The employee is required to read and go through the non

disclosure agreement, understand it properly and sign the agreement accepting the terms

and conditions in the agreement. There are also witnesses to the signing of the non

disclosure agreement by the employee. This form is forwarded to be kept in storage.

Security Policy and Terms of Employment – The employee is also required to accept

the security policy and the terms of employment by acknowledging the document with a

signature. This document is forwarded to be kept in storage.

Employee Trading Policy – The employee is required to read and go thought he trading

policy and accept the terms and conditions by acknowledging it with a signature. This

form is forwarded to be kept in storage.

Background Verification Form – The employee is required to fill this form with

integrity. All the details mentioned in this form will be cross checked and verified. All

the relevant documents mentioned in the form also need to be attached with the form.

This form is forwarded to the Recruitment Department.

PF Contribution Declaration Letter – This is a form declaring the employee opting for

Provident Fund Contribution or not. The form is forwarded to be kept in storage.

Nomination and Declaration Form –

◦ EPF (Employees' Provident Fund): This form enables the employee to nominate

any person(s) to receive the amount standing to the employee's credit in the

Employees' Provident Fund in the event of the employee's death. This form also

enables the employee to cancel the nomination made by him/her previously to

nominate someone else.

◦ EPS (Employees' Pension Scheme): This form enables the employee to nominate

members of the employee's family who would be eligible to receive widow/children

pension in the event of the employee's death. It also enables the employee to

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nominate any other family member that might be eligible to receive the monthly

family pension. The form is acknowledged with a signature of both the employee as

well as the employer with the employer's designation clearly mentioned. This form is

forwarded to the Payroll Department.

Form of Nomination - Gratuity Fund – This is a form that nominates certain persons to

claim the gratuity amount in the event of the employee's death having occurred before the

amount becomes payable; or having become payable, has not been paid. This amount will

be distributed among the said persons in the manner mentioned in the nomination form.

The form is acknowledged with a signature in the presence of two witnesses. The form is

forwarded to be kept in storage.

B. Documents Required from New Joinee: These include certification details as well as

identity proofs that the new joinee is required to submit along with the above mentioned forms.

Two photocopies are required of each document.

4 Passport size Photographs

Educational certificates (10th, 12th, Graduation, Post Graduation)

2 references (contact details – name, designation, telephone number, address, email id)

NCFM, IRDA, AMFI or any other professional certification

Relieving Letter from previous employer and 3 months pay slips

Photo identity proof (PAN Card, Passport, Voters ID, Driving License)

Proof of Residential Address (driving license/passport/voter's ID/PAN card/electricity

bill)

Medical Certificate

C. Pre-Joining Documents: These documents are received from the Recruitment Team. They

are forwarded to be kept in storage.

Resume

Candidate Information Sheet

Acknowledged Offer Letter from the Candidate

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On receiving these documents, the HR department will check and verify them.

Once that is done, the HR officer will update the employee information on IWIN. The

employee code is generated through IWIN. This employee code is sent to the employee’s

IRA through email and the IRA provides the employee code to the employee.

The HR Officer also provides an Access Card. This card is applicable to only those

employees who work at the head office and the corporate office. The Access Card is used

to mark the employee’s attendance.

The HR Officer also provides the Identification Card to the employee within 15 days of

his joining.

IWIN:

IWIN is the Company's intranet. This is used to share corporate emails, queries and other

information amongst the employees. It is also used to store personal information of the employee

which includes the personal details of the employee, salary information as well as the attendance

details. IWIN also includes the HR Manual with all policies and procedures of the Company that

the employee can access and go through anytime he/she wants during his/her tenure in the

Company.

Once the joining formalities are approved and the employee gets his/her employee code, he/she

is required to log in to IWIN and update his/her personal information. The employee can do this

by first downloading the shortcut of IWIN from the company's website. On double clicking the

shortcut, IWIN will prompt for the employee's ID and password. For first time login, the

employee ID as well as password is the employee code. After the first log in, the employee may

change the password as per his/her convenience.

On joining the employee is required to update his/her bank details for hassle free disbursement of

salaries. The employee is also required to declare his investments for the current financial year

for the tax declaration.

Once the joining formalities are completed by the employee, an appointment letter is issued to

the employee. The same is made available on the employee’s IWIN account. It is mandatory for

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the employee to download the appointment letter and submit a signed copy to the HR

representative.

This completes the joining process and all relevant formalities. The employee now moves on to

his/her induction and any other training that he/she is required to undertake.

5. Responsibilities:

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Page 9: Joining Process

Sr. No. Activity Responsibility

1 Employee comes to the organization on the Date of Joining

Employee

2 Employee is given the Joining Kit Recruitment Team

3 Employee fills the Joining Kit Employee

4 Submitting the completed Joining Kit Recruitment Team5 Forwarding all the information of the

new joineeRecruitment Team to HR - Officer

6 Updating of the Employee details on IWIN

HR - Officer

7 Approval mail by HOD to generate Employee Code

IRA will send to HR - Officer

8 Generation of Employee Code HR – Officer through IWIN

9 Access Card given to the employee HR - Officer

10 ID Card given to the employee HR - Officer

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6. Flowchart:

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Employee Joins the Organization on the Date of Joining

Joining Kit is given to the Employee

Employee Submits completed Joining Kit

Approval Mail is received from the HOD

Employee begins to work in the organization

Employee information is updated on IWIN

Employee code is generated

Access Card and ID card is given to the employee

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FREQUENTLY ASKED QUESTIONS

1) When do I ask the new joinee to fill the Joining Kit?

The new joinee is supposed to fill and submit the Joining Kit and all the documents mentioned in it on the day of joining. In case he/she cannot do so, they are required to be submitted within 3 working days.

2) Where do I get the Joining Kit?

The Joining Kit is available with the HR – Operations team.

3) Who gives the Joining Kit to the New Joinee?

The recruitment team will give the Joining Kit to the New Joinee.

4) When does the employee get the employee code?

The employee gets the Employee Code on the Date of Joining itself.

5) Once the employee fills the Joining Kit, what should be done?

The employee needs to submit all the documents and the completed forms to the recruitment officer. The recruitment officer will then forward all the details to the Operations team.

6) Are Visiting Cards given to employees?

Visiting cards are given to only those employees who need to travel for sales as well as those with a designation of VP/HOD and above.

7) What is the purpose of the Access Card? When will the employee receive it?

The Access card is used to mark an employee’s attendance. It is given to the employee on the Date of Joining itself.There is no Access card used in Branch offices. An attendance sheet is passed to note the attendance.

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8) When does the employee get the ID card?

The employee gets the ID card within 15 days of joining the organization.

9) Who gives the desktop/laptop to the new joinee?

The IT Department.

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