How Can I Verify Employment When a Startup Didn't Provide Salary Slips? Seeking Advice!

Hi, please help—I have to verify a new employee that I have recruited and who has been working with us for 1 month. He has submitted his last company's appointment letter without the salary sheet.

However, when I checked his bank statement for the given period, it does show cash deposits matching his salary. He has also provided his relieving letter and confirmation letter from his last company. I have already spoken to his ex-company, and they confirm that he had worked with us.

But I am still not convinced of his credentials as I suspect that his so-called last company may be providing fake salary details. Therefore, please advise on what other documents I can obtain from this candidate to verify his employment with his last company.

Thank you.

You can ask for a copy of FORM 16, which will reflect the salary received by him.

Checking Bank Statements

When the employee claims the salary is paid in cash for the first nine months, what is the point of checking the bank statement? How will it reflect in the bank statement unless the employee deposits the cash in the bank? Only for bank transfers can you refer to the bank statement.

Tracking PF Deductions

If PF is deducted by the past employer, you can track it through the UAN number only if the employee opted for the transfer of PF.

Dear Anuradha,

I recommend that you obtain a declaration from the employee regarding his employment details, salary disbursed, mode of salary disbursement, etc. Please ensure this declaration is in hard copy.

Send a color photocopy of the declaration to his former company along with a covering letter. In the covering letter, kindly request the Managing Director of the company to authenticate the declaration provided by the employee. The authentication should bear the company's official seal and the MD's signature.

If the previous company does not raise any discrepancies or disputes, consider the matter closed. However, if there are discrepancies, submit the response from the former company to the top management for further review. Meanwhile, when sending a letter to the employee's previous company stating that a verification of the declaration is underway, also mention that disciplinary action may be taken if any claims are found to be falsified.

Thanks,

Dinesh Divekar

Dear Anuradha,

The draft can be as follows:

Date: -

From: - Mr ___________ Employee No: -

Post-employment Declaration

Dear Sir,

1. I, _________ (name of the employee), working in __________ (the complete name of your company) as ______ (designation) since _______ (DOJ), hereby solemnly affirm the following:

a) Before joining this company, I was working in ___________ (the complete name of the previous company) as ______ (designation) from ________ (DOJ) to _________ (LWD).

b) My monthly salary was disbursed in cash from _________ (month and year) to _______ (month and year).

c) My monthly salary was credited to my bank account from _________ (month and year) to _______ (month and year). A copy of the bank account statement is attached to this declaration.

d) A color photocopy of the experience-cum-service certificate issued by the company is attached to this declaration.

2. My above declaration is true to the best of my knowledge. I hereby give my consent for the verification of the same from the previous company.

3. If the falsity of the declaration is proved, then I take the onus of the disciplinary action that the administration of the company may initiate against me.

4. I have routed this declaration through the Head of my Department for his/her countersignature.

Yours faithfully,

___________ (signature of the employee)

Countersigned by: -

Signature: -

Name of the HOD: -

Date: -

Ask the employee to fill in the blanks wherever necessary. On receiving the declaration, send it to the employee's previous company under the covering letter. Let the covering letter be signed by the MD of your company.

Caveat: - The disbursement of the salary in cash is against the law. Therefore, I doubt whether any company will agree to vouch for paragraph 1(b) of the declaration. What if they deny it? In that case, you will be back to square one!

Thanks,

Dinesh Divekar

If you feel that the company is in the business of providing fake credentials, then you need to find some way to verify it without reference to the company itself.

If they are paying salary in cash, then obviously they wouldn't be paying PF, so that is not a way for you to check the employment history.

Verify the company's operations

One thing you need to do is to check the work the company is doing and speak to some of its customers to find out whether they are actually in business. Apart from that, a verification of the GST number of the company often gives you a good idea of what they are doing. If they are not in real business, they wouldn't have a GST number. Even startups today have a GST number because all you need to do is cross a turnover of ₹20 lakhs a year!

Use online resources for company verification

Also, use Google search to find out more about the company, especially on platforms like Glassdoor. Lastly, if you are a software company, NASSCOM has the information you need that you can ask them for.