New to HR? Seeking Guidance on Joining and Exit Formalities, Payroll, and More

Hello Professionals,

My name is Lucky Mehta. I have joined an IT company as an HR Executive in IT Park, Chandigarh. I am a fresher in HR with some knowledge of HR functions but lacking practical experience. Therefore, I need your assistance with various issues such as:

1. Joining formalities of new employees.
2. Exit formalities.
3. Forms for PF and ESIC for new joiners.
4. How to calculate and keep records of attendance and how to prepare salaries.
5. How to measure PMS and maintain MIS reports.
6. After preparing salaries, how should I forward them to the HR manager or the accounting department? Should it be through email or in some other manner?

Kindly help or suggest me on these topics.

Thank you,
Lucky Mehta
[Email Removed For Privacy Reasons]
Location: Delhi, India

Joining Formalities of New Employees
- Ensure new employees fill out all necessary forms such as the offer letter, confidentiality agreements, and any other company-specific documents.
- Collect essential documents like educational certificates, identification proofs, and bank account details for payroll processing.
- Conduct an orientation session to familiarize new employees with company policies, culture, and their roles and responsibilities.

Exit Formalities
- Guide departing employees through the resignation process, including submitting a formal resignation letter and conducting an exit interview.
- Collect company assets like laptops, access cards, and ensure all dues are settled.
- Provide necessary documents like experience certificates and relieving letters.

Forms for PF and ESIC for New Joiners
- Provide Form 11 for the declaration of the employee's PF details.
- Assist new joiners in filling out Form 2 for ESIC registration.
- Ensure timely submission of these forms to the respective authorities.

Attendance Records and Salary Preparation
- Use attendance tracking software or manual registers to record employee attendance.
- Calculate salaries based on attendance, leaves taken, and any other applicable factors.
- Maintain accurate records of salary components like basic pay, allowances, and deductions.

Performance Management System (PMS) and MIS Reports
- Implement a structured PMS to evaluate employee performance against set goals and KPIs.
- Generate MIS reports to track key HR metrics like attrition rates, training effectiveness, and employee engagement levels.
- Use these reports to identify trends and make data-driven decisions.

Salary Disbursement Process
- After preparing salaries, verify the calculations for accuracy.
- Forward the salary details to the HR manager or accounting department for approval.
- Share the finalized payroll information securely, either through a dedicated payroll system or encrypted email.

By following these steps diligently, you can effectively manage HR functions and ensure smooth operations within your organization. Good luck in your new role!