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Joining Process Process Note
Corporate Recruitment Team (CRT)
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
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.
Joining Process 2 | P a g e
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
Joining Process 4 | P a g e
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
Joining Process 6 | P a g e
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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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
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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