3. Scope :
This SOP is applicable for Employee Joining Formalities at Organization name
4. Responsibility:
HR
5. Procedure
5.1. Joining Procedure
5.1.1. Offer Letter: An offer letter shall be formally issued by the HR Department, duly signed on, recommendation from the management. Stating the joining Date that the employee aggress to report to the Office
5.2. Appointment &Employee Agreement: On the day of joining the employee shall be formally given a letter of Appointment stating the Salary and other conditions of service prescribed from duly signed by the Authorized person.
5.3. Job Description: On appointment, an employee shall be given a job description. This shall specify the scope and terms of reference for their position. Job Description shall be reviewed yearly.
5.4. Education Certificate
5.4.1. S.S.C
5.4.2. H.S.C
5.4.3. Graduation
5.4.4. Post Graduation
5.5. Residential & Identity Proof
5.5.1. All Employee shall Provide proof of permanent and temporary address before joining and all written correspondence wherein there is need addressed to employee’s residence shall be sent to the last address provide by the employee
5.5.2. When an employee is shifting or relocating his residence ,he/she shall provide the new address in writing one week prior to his shifting or relocating
5.5.3. Employee for this purpose shall provide any of the following documents for proof of address:
1. Ration Card
2. Pan Card
3. Driving License
4. Voters Card
5.5.4. Photographs: Employee shall submit three Photographs.
5.6. Provident Fund & ESIC:
5.6.1. New joining employee shall crate an Account of PF
5.6.2. New joining employee shall crate an Account of ESIC
5.6.3. Clear the query of employee transfer or withdraw the PF Account
5.7. Personal Form
5.7.1. On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data form - (See Annexure 1). New employees must also furnish a declaration of dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.8. Personal Form: On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data form - (See Annexure 1). New employees must also furnish a declaration of dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.9. Personal File
5.9.1. Job Application
5.9.2. Job Description
5.9.3. Resume
5.9.4. Copies of Education Certificate
5.9.5. Copied of past Employment Credentials
5.9.6. Salary History
5.9.7. Documents Related to Employee Performance reviews, Appraisals.
5.10. Joining Kit
5.10.1. Computer
5.10.2. Phone Line
5.10.3. Stationary
5.10.4. Lab coat
5.11. Issuing ID Cards
5.11.1. Employee Card
5.11.2. Visiting Card
5.11.3. Email Id
5.12. Allocating Employee code and entering Name in Register
5.13. Leave policy
5.13.1. All leave entitlement shall be on a calendar year basis& the leave rules applicable to Staff, Executives, Officers and Managers
5.13.2. All confirmed employees are eligible to avail the above leave facility. Employee has applicable leave for 21 Days.
5.13.3. Leave is calculated on pro-data basis for the period of actual working days including the leave on full pay but excluding the leave without pay.
5.13.4. In case any employee leaves the company’s service in the middle of the year, excess leave availed by him, over and above the pro-rata entitlement, will be subject to adjustment against leave and/deduction from final dues.
5.13.5. Leave can be availed in terms of full day/half day, the timings to be mentioned.
5.13.6. Leave can be sanctioned only by the Department Head or by the competent authority delegated with power to do so. The requests for leave should be routed through immediate supervisor for recommendation and approval.
5.13.7. Normally the employee’s application for leave be considered favorably. However the company reserves its right to curtail/refuse the leave applied for, or recall an employee who has already been granted leave, if exigencies or work warrant.
5.13.8. All Holidays and weekly off falling during the leave period shall be treated as leave.
5.13.9. Employees are permitted to attend office only up to a maximum of 15 minutes late. However late coming shall be restricted to only three occasions in a month and thereon for any further late comings, half-day leaves will be debited from employee’s account and if there is no leave in his account then the same will be treated as leave without pay.
5.14. Bank A/C opening: HR will take care to get bank account opening with these banks for all the employees at the time of joining and do the follow up with bank. It is responsibility of all individual employees to submit the required documents with Account opening from of bank (Provided by HR) with in 15 days of their joining.
5.15. Intimating through mail information of new joined Employee to Accounts Department
6. Training:
Training responsibility: HR
Training given to:
7. Distribution:
8. Annexure:
8.1. Offer letter Format
8.2. Appointment letter Format
8.3. Copy of Employee Agreement
8.4. Copy Of Personal Form
8.5. List Of Joining Kit
8.6. Copy Of Leave Policy
9. Reference:
In House