New Employee Onboarding: Navigating Appointment Letters, Bank Accounts, and Benefits

Appointment Letter Submission

1) Whom should I give back my appointment letter to? Should it be a copy of the appointment letter or the original?

Bank Account for Salary Transactions

2) Does the company provide a bank account for salary transactions to the employee, or does the employee open a bank account and provide it to the company? If so, to whom should he give his details in the company?

Provision of PF, ESI, and Gratuity Accounts

3) Who provides PF, ESI, and Gratuity accounts? Is it the company or the employee themselves?

Receiving ESI and Gratuity

4) When does the employee receive ESI and Gratuity in their salary? Is it after working for 90 days or more?

Other Formalities for New Employees

5) What are the other formalities a new employee should complete?

Please answer all my questions.

Thank you.

Q-1) Whom should I give back my appointment letter? A copy of the appointment letter or the original appointment letter?

A-1) Normally, the Appointment Letter/Offer of Employment letter is issued in duplicate: one copy for your records and another copy for you to sign as you accept the terms and conditions. You will join on (date) and hand over the copy to the HR/Personnel Department of the organization.

Q-2) Does the company provide a bank account for salary transactions to employees, or does the employee open a bank account and provide it to the company? If so, to whom should he give his details in the company?

A-2) Normally, you must open a Savings Account in the bank referred by your organization and submit the account number to the Accounts/Finance Department through the HR/Personnel Department so that your salary can be credited to that account. For the convenience of the employee, some companies will arrange for a bank representative to help you open the Savings Account. You must provide the representative with name and address proof, photos, and if required, a photocopy of the appointment/Offer of Employment letter.

Q-3) Who provides PF, ESI, and Gratuity accounts? Is it the company or the employee's responsibility?

A-3) The company will allot the PF and ESI numbers for all employees, and the contributions deducted from you and the employer part will be credited to the same account.

Q-4) When does an employee receive ESI and Gratuity as part of their salary? Is it after working 90 days or more?

A-4) Your query is not clear. Normally, ESI benefits will commence immediately after joining the organization and upon receiving the ESI Card. Gratuity is received at the time of leaving the service and is not part of your regular salary.

Q-5) What other formalities should a new employee complete?

A-5) The formalities vary from company to company. Typically, a new employee needs to fill out an employee details proforma, PF/ESI-related forms, Gratuity Nomination Form, and any other relevant forms required by the HR/Personnel Department and Accounts/Finance Department.

Thank you very much, dear Bhasker sir. But what if the employee is an HR? And giving back the appointment letter means don't we have any appointment letter copy after submission? Is there no use for that?

In PF matters, who is the employer (is this the chairman), and is his part limited to basic 6500/-? How would the first week of a new HR in his job be like?

Regards.

Your query is not clear. If the employee is an HR, then he must submit a signed copy of the offer of employment as accepted, and you must save the same in your personal file to be maintained by the HR Department. Even while dealing with your personal data, you must handle it as if dealing with others' records. Only then will you be a true HR. The employer is your organization, and you will be the authorized person to allot the PF Number/ESI Number for all employees as well as yourself.

PF Contribution Details

There is no such restriction as Rs. 6500/- for PF contribution. However, Rs. 6500/- is the ceiling only for EPS and EDLI contributions. Instead of 8.33% in EPS, you will remit Rs. 541/- in EPS, and the balance will be remitted in the Employer PF instead of 3.67%.

First Day, First Week, First Month on the Job

The first day, first week, first month on the job of an HR will depend on his morale, enthusiasm, knowledge, interest towards implementing new rules, policies, initiatives. Whatever you take, your involvement also counts to ascertain your feelings.

I got my answer, sir. Thank you. I would like to continue this thread with more questions. I am sure your answers will definitely help both new and current employees with their doubts.

6) Is there a column for 'Religion' and 'Caste' on the employee bio-data form?

7) What should an employee do if they convert to another religion/caste? (I mean if their caste status changes on certain grounds) and need to inform organizational officials?

8) How should one address gaps in their employment history during interviews? Particularly after completing their studies?

9) When and why would HR professionals need to work outside the office? I have read that HR professionals often have to work outside of the office. However, HR is a distinct and more traditional job role. It is hard for me to imagine HR professionals working in the field. When and why would they need to work outside, and does this have any legal implications?

10) What is the typical entry-level position for a fresher in HR? If a fresher begins their career in HR, what position would they typically be given? What would their job profile look like at the entry-level executive position? Also, how many years of experience are usually required to progress from an executive to a manager role?

Please find the reply to your questions.

6) Is there a column for 'Religion' and 'Caste' on the employee bio-data form?

Yes. This column is required not for religion or caste discrimination but in case the employee dies, the final rites will be conducted based on the religion/caste mentioned in the Bio Data Form.

7) What should an employee do if he/she converts to another religion/caste (meaning if the caste status changed due to certain grounds)?

The employee has to inform the HR/Personnel Department in writing so that the information can be updated in the personal file. Self-declaration by the individual is sufficient for this purpose.

8) How should one respond in interviews if there is a gap between studies and employment?

This question has been addressed by our knowledgeable members several times in this forum. You can utilize the Research option available at the top of this page.

9) I have read that HR professionals often have to go outside for their job. However, HR is a distinct and traditional role. It's difficult to imagine HR professionals in field job profiles. When would they need to go outside and for what reasons, especially concerning legal matters?

Maintaining a positive relationship with local authorities, law enforcement agencies, government officials, handling legal cases, and ensuring compliance with statutory requirements are all part of HR responsibilities. Therefore, HR professionals may need to go out to perform these tasks.

10) If a fresher begins a career in HR, what position would they be typically given initially? What would be their job profile at the executive level? How many years of experience are usually required to progress from an executive to a managerial role?

The initial position offered to a fresher in HR depends on their interview performance and subsequent work performance. The specific job profile and timeline to advance to a managerial role vary across organizations, based on the individual's capabilities, company policies, and proficiency in handling employee-related issues.