Hello All, I want to make joining kit for my company to fill before the joining of every employee. We are delivering PF/ESI services also. Regards, Sachin MD Eckrox Solutions Pvt Ltd
From India, Chandigarh
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From India, Chandigarh
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Nice idea! You can include forms such as the Joining Report, Nomination forms for PF, ESI, and Gratuity, whichever is applicable. Additionally, consider adding the New Declaration form under PF, an Application form for the Company I-Card (including contact person details in case of emergency), and Family details for coverage under any Group Medical Insurance Scheme (if applicable). Moreover, you may want to provide a booklet containing details about your organization, such as its vision, mission, and values, HR Policies, entitlements under various policies, code of conduct, and any other relevant information you deem necessary to include.
Thanks,
Rajendra Zala
From India, Rajkot
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7Thanks,
Rajendra Zala
From India, Rajkot
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Dear Sachin,
We follow a similar joining kit with the below-mentioned documents:
- Resume (provided by the employee)
- Joining report
- Aadhar card & Voter ID (provided by the employee)
- Nominations for PF/ESI/Gratuity
- Family details for accidental insurance (if not in ESI)
- Pre-Employment Medical Check proforma
- HR & Organization Policies
- Bank account opening format
- Identity card detail
- Code of conduct (though it is there in the policies, we issue it again)
- Basic Safety guidelines
Thank you.
From India, Hyderabad
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We follow a similar joining kit with the below-mentioned documents:
- Resume (provided by the employee)
- Joining report
- Aadhar card & Voter ID (provided by the employee)
- Nominations for PF/ESI/Gratuity
- Family details for accidental insurance (if not in ESI)
- Pre-Employment Medical Check proforma
- HR & Organization Policies
- Bank account opening format
- Identity card detail
- Code of conduct (though it is there in the policies, we issue it again)
- Basic Safety guidelines
Thank you.
From India, Hyderabad
Acknowledge(1)Amend(0)
Typical Joining Kit
A typical joining kit is given below for guidance.
==================================
Joining Kit to New Recruit - Induction Process
HRD/Appt: Date 15.11.2017.
TO: MR. . . . . . . . . . . . Designation: Engineer - Mechanical
Department: Mechanical.
Dear Mr. . . . . . . . .,
Sub: Your Joining for Duty – "Joining Kit" – Induction Programme.
This has reference to your appointment as an Engineer in the Mechanical Department of our company and your joining for duty today. We welcome you to our organization. You are initially posted in our Mechanical Department and will report to Shri . . . . G.M. - Plant, who will allot you regular duty, place of work, job description, etc.
As a new recruit, you have to follow the induction process, some of which are as follows:
1. Submit the company application/bio-data form with all certificates, if not already done.
2. Submit the joining report (copy enclosed) duly filled in with all documents, certificates, etc.
3. Submit the medical examination report for your fitness for employment, blood report, etc.
4. Submit Aadhar Card, PAN Card, Voter ID Card, etc.
5. You are allotted an employee code number . . . and are required to quote this number in all your letters for future correspondence.
6. You are given an ID card number . . . with a photo for your identification. You are required to wear it while on duty in the factory/establishment.
7. You will enter the factory/establishment through the main gate/reception, sign in the attendance register in the time office. A biometric system is installed at the time office for recording in & out time. You have to punch in time before starting work. Out time to be punched while leaving the factory/establishment. Signing & punching must be done as above in the allotted shift time without fail as they will be the basis for the HR department to certify your presence for payment of salary.
8. You are admitted as a P.F. member and are allotted P.F. No. . . .
9. You are covered under the ESI scheme and are allotted ESI No. . . .
10. You will also be covered under the gratuity scheme, etc. Please fill up the prescribed declaration, nomination forms in the HR department to complete the formalities for PF, ESI, gratuity, etc. Please provide family details for medical coverage.
11. You have to open a bank account with . . . bank for crediting all payments from the company. Please submit your local address with proof to complete the formalities in the HR department.
12. Our appointment order with details of terms & conditions of employment will be given to you for your information and compliance. You are to sign on the original and return the duplicate copy as a token of acceptance of all the terms & conditions therein.
13. You will be given a copy of our certified standing orders containing important rules & regulations of discipline, conduct, do’s & don’ts, duties & responsibilities, etc., for your perusal and compliance.
14. You will be given a copy of the leave rules of the company for your information and compliance.
15. You will be given the company’s booklet containing our company’s vision, mission, values, HR policies, facilities, benefits to employees & other important information.
16. After the above induction process, you will be taken to/briefed on:
a. Safety Department to get training for safe working in the factory & to collect safety items like helmet, shoes, hand gloves, etc., depending upon the nature of your duty, which you have to wear while on duty.
b. O.H.C. (Medical Department) for medical exam, first aid & other medical assistance.
17. Our HR Officer Mr. . . . . . . will brief you on working hours, place/department of work, your superiors, conditions of work/employment, canteen, transport, company uniform, and other benefits, welfare facilities/activities of the company for your information & guidance.
Please contact our HR Officer to complete your joining formalities/report with all your certificates/documents for verification, etc.
Wishing you a prosperous career in our organization.
For . . .
GENERAL MANAGER – H.R. & Admn.
==================================
I have been explained about the joining formalities and I have understood them.
Signature & Name of New Recruit:............Date:.....
----------------------------------------------------------------
I confirm that the above induction process has been completed for the above engineer.
Signature & Name of HOD of . . . Dept. . . . (Allotted Dept.)
Designation..................... Date: . . .
----------------------------
I confirm that the above induction process has been completed for the above employee.
Signature & Name of HR Officer/Manager. . . Date . . .
================================================
Introduction
(Abbreviations used to save space). 15.11.2017.
I am an Ex AGM-HR & Adm. with 40+ years of experience in HR, IR, legal, & administration works of 7 manufacturing companies - steel plant, power, chemical, electronics plants & mines. I am providing consultancy on all aspects of HR, company, mines, S.O., leave, PF, ESI management - (in hard/soft-copy, ppt for easy presentation, understanding & adoption). I am providing below solutions to some of the personnel & administration problems for your information, please. As these are important rules, you may print & read them leisurely. I hope it will be informative & useful for your P&A works.
--------------------------------------------------------------------
Dusera, Divali Holidays - Optional Holidays
Some companies face manpower shortage during festivals like Dusera, Divali, etc., when 3-4 days holidays come at a time. This problem can be reduced by providing optional holidays; i.e., Republic Day, Independence Day, Gandhi Jayanthi, Karnatak Rajyotsav Day, May Day are fixed whereas employees can be given the option to take festival holidays (6 as per company rule) in a staggered way, depending upon the urgency of work to be regulated by HODs. This will help continuous working of the companies (like manufacturing, production, etc., for uninterrupted works) and ensures minimum manpower to man essential services like production, O&M, accounts, HR, etc., as most employees don’t observe all festivals at one time & so, when one set of employees take holiday, another set can work & vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit his needs & avoid work-stoppage, etc., due to holidays (without increasing declared holidays or violating N&F Holidays Act).
To control, keep track of optional holidays, you have to adopt a leave card system. Otherwise, where will you enter holidays availed by the employees; how to keep track to ensure that employees take only 6 out of 20 festivals? Government declared 25 holidays for 2018 including 5 above. Though biometric & online systems exist, LC is useful for P&A managers for various purposes. As January 2018 is fast approaching, please go through my HR systems, rules; so that you can discuss for adoption from the new year 2018.
==============
Leave Card/Record (L.C) Form
Some companies still use leave application (LA) loose forms to take leave every time: As LA is loose, difficulty to check, account, store, keep track; to make monthly salary besides paper & printing cost/waste where hundreds of employees work. You can print & use leave card (LC)-record & stop LA: LC is handy, seniors can always check, find the number of times, days leave taken; to calculate monthly CL, SL, PL/EL, OH, LWOP to make salary. LC is a record & statutory and cannot be manipulated like loose LA. One card for one employee for one year. You can introduce LC from 1.1.2018. After one year, keep old LC in personnel file as a record to verify in future. Easy for P&A to work out entitlement, balance - leave management & salary preparation. It is cheap & easy to maintain. Employee will know how often he is taking leave & HOD can caution, misuse/approve on need basis. Custody - P&A Department. Each HOD to keep LC to facilitate his employee to take leave. HR to call LC when required, to update leave register, make salary - month-end, & in December to work out leave earned, availed & balance & post in LC of all employees and update leave register.
Final Settlement
As the L.C. is frequently checked by HRM, HODs, auditors & employees, GM/MD can rely on L.C. as an accepted record to crosscheck leave, DOJ, & approve FS & avoid employees disputing while making FS.
====================
Absent Notification Form - A.N.F.
Absenteeism is becoming a serious problem in some companies. HR Manager is blamed for laxity. It can be controlled by using the above form. HRM to take action against erring employee or when a HOD sends A.N.F. to him. Proper disciplinary procedure to be followed for AOS lest; court may nullify termination as void.
=============================================
(As per new PF & ESI notifications (PF Form-11 to replace earlier Form 2 & Form 13), companies have to collect & provide all employees' personal details + their family, dependents, nominee + Aadhar, PAN card, bank details, etc. & to keep in personnel files; & to show to officials to get benefits to employees in critical times).
1. Appointment order which binds employer-employee relation do not contain essential terms & conditions of service (minimum terms & conditions - 30 points). Please check the number of points in your appointment order. If not issued; please issue now to regulate/regularize employment relation as required under labor acts.
2. Existing company application/bio-data form not providing important details of all employees, family, dependents, nominee, person to contact in emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, gratuity, HRIS, etc., (My new bio-data form will help to collect all such information. 50 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company application form).
3. Personal Information Change Notification (P.I.C.N.) - Form
Where company application/bio-data was already collected while joining; subsequent changes in personal information to be collected from all employees; using P.I.C.N. form. However, many P&A managers don’t have this form & face problems to collect/give personal details to GM/MD, government officers, etc. as following current information is missing:
1. No present address to send notice to X,
2. Mobile number changed & unable to contact X,
3. No nominee’s details or details of person to contact in emergency; to notify accident etc.
4. No nominee’s details to send payment of deceased X,
5. No details of marriage/family, children, dependents,
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
As the above information has changed after joining/giving first bio-data, and if personal information not collected for 3-4 years, please make all employees fill & submit P.I.C.N. now so that you will have all employees' details in one form (instead of piecemeal) to update statutory returns, PF, ESI, HRIS, personnel files, etc. My new P.I.C.N. form will help you to collect all such information in one form.
I have developed 100+ important HR systems, rules with my experience in 7 different manufacturing & mines companies, in Bellary, Chitradurga, Bangalore, Chennai, Hyderabad, & as Secretary for ISO certification. You may adopt them to improve your P&A works, preserve them as statutory records to comply with labor acts & reduce legal cost. I can provide soft & hard copy of basic rules, forms to professionally manage all P&A works - + procedures for adopting: PA, OD, OP, GP, VP, TA, LTA, resignation, exit interview, clearance certificate, F & FS. Short & long leave rules, register, PL rules - encash, application form, MB rules, application form, company off rules + register, application form, clubbing, W-off, LWOP, S.O. certification procedures, letters/forms to labor commissioner, list of duties, misconducts, essential services, all service rules, forms, bonds, deeds, contracts, agreements, etc. - provided to group companies to set up HR department where no P&A department, personnel files existed, no company application, appointment order, S.O., leave & service rules, ISO forms existed to regularize services of employees working for many years. Most companies hire experts to train existing officers to improve the working of the companies' most valuable asset; the human resources & to solve HR problems.
=================
Thanks. Please discuss with your concerned & reply to share more/recommend to your friends in other companies by forwarding this mail.
With Kind Regards,
C.Neyimkhan, HR & Management Consultant & Advocate, (Ex-AGM-HR & A) 40 years experience.
Ph: [Phone Number Removed For Privacy-Reasons]
E-Mail: [Email Removed For Privacy Reasons]
# ISR-CHITWADGI P.O. 583 211, HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Training Member, I.I.M., Bangalore.
Languages known: Kannada, Tamil, Telugu, Malayalam + Hindi & English
From India, Mumbai
Acknowledge(0)Amend(0)
A typical joining kit is given below for guidance.
==================================
Joining Kit to New Recruit - Induction Process
HRD/Appt: Date 15.11.2017.
TO: MR. . . . . . . . . . . . Designation: Engineer - Mechanical
Department: Mechanical.
Dear Mr. . . . . . . . .,
Sub: Your Joining for Duty – "Joining Kit" – Induction Programme.
This has reference to your appointment as an Engineer in the Mechanical Department of our company and your joining for duty today. We welcome you to our organization. You are initially posted in our Mechanical Department and will report to Shri . . . . G.M. - Plant, who will allot you regular duty, place of work, job description, etc.
As a new recruit, you have to follow the induction process, some of which are as follows:
1. Submit the company application/bio-data form with all certificates, if not already done.
2. Submit the joining report (copy enclosed) duly filled in with all documents, certificates, etc.
3. Submit the medical examination report for your fitness for employment, blood report, etc.
4. Submit Aadhar Card, PAN Card, Voter ID Card, etc.
5. You are allotted an employee code number . . . and are required to quote this number in all your letters for future correspondence.
6. You are given an ID card number . . . with a photo for your identification. You are required to wear it while on duty in the factory/establishment.
7. You will enter the factory/establishment through the main gate/reception, sign in the attendance register in the time office. A biometric system is installed at the time office for recording in & out time. You have to punch in time before starting work. Out time to be punched while leaving the factory/establishment. Signing & punching must be done as above in the allotted shift time without fail as they will be the basis for the HR department to certify your presence for payment of salary.
8. You are admitted as a P.F. member and are allotted P.F. No. . . .
9. You are covered under the ESI scheme and are allotted ESI No. . . .
10. You will also be covered under the gratuity scheme, etc. Please fill up the prescribed declaration, nomination forms in the HR department to complete the formalities for PF, ESI, gratuity, etc. Please provide family details for medical coverage.
11. You have to open a bank account with . . . bank for crediting all payments from the company. Please submit your local address with proof to complete the formalities in the HR department.
12. Our appointment order with details of terms & conditions of employment will be given to you for your information and compliance. You are to sign on the original and return the duplicate copy as a token of acceptance of all the terms & conditions therein.
13. You will be given a copy of our certified standing orders containing important rules & regulations of discipline, conduct, do’s & don’ts, duties & responsibilities, etc., for your perusal and compliance.
14. You will be given a copy of the leave rules of the company for your information and compliance.
15. You will be given the company’s booklet containing our company’s vision, mission, values, HR policies, facilities, benefits to employees & other important information.
16. After the above induction process, you will be taken to/briefed on:
a. Safety Department to get training for safe working in the factory & to collect safety items like helmet, shoes, hand gloves, etc., depending upon the nature of your duty, which you have to wear while on duty.
b. O.H.C. (Medical Department) for medical exam, first aid & other medical assistance.
17. Our HR Officer Mr. . . . . . . will brief you on working hours, place/department of work, your superiors, conditions of work/employment, canteen, transport, company uniform, and other benefits, welfare facilities/activities of the company for your information & guidance.
Please contact our HR Officer to complete your joining formalities/report with all your certificates/documents for verification, etc.
Wishing you a prosperous career in our organization.
For . . .
GENERAL MANAGER – H.R. & Admn.
==================================
I have been explained about the joining formalities and I have understood them.
Signature & Name of New Recruit:............Date:.....
----------------------------------------------------------------
I confirm that the above induction process has been completed for the above engineer.
Signature & Name of HOD of . . . Dept. . . . (Allotted Dept.)
Designation..................... Date: . . .
----------------------------
I confirm that the above induction process has been completed for the above employee.
Signature & Name of HR Officer/Manager. . . Date . . .
================================================
Introduction
(Abbreviations used to save space). 15.11.2017.
I am an Ex AGM-HR & Adm. with 40+ years of experience in HR, IR, legal, & administration works of 7 manufacturing companies - steel plant, power, chemical, electronics plants & mines. I am providing consultancy on all aspects of HR, company, mines, S.O., leave, PF, ESI management - (in hard/soft-copy, ppt for easy presentation, understanding & adoption). I am providing below solutions to some of the personnel & administration problems for your information, please. As these are important rules, you may print & read them leisurely. I hope it will be informative & useful for your P&A works.
--------------------------------------------------------------------
Dusera, Divali Holidays - Optional Holidays
Some companies face manpower shortage during festivals like Dusera, Divali, etc., when 3-4 days holidays come at a time. This problem can be reduced by providing optional holidays; i.e., Republic Day, Independence Day, Gandhi Jayanthi, Karnatak Rajyotsav Day, May Day are fixed whereas employees can be given the option to take festival holidays (6 as per company rule) in a staggered way, depending upon the urgency of work to be regulated by HODs. This will help continuous working of the companies (like manufacturing, production, etc., for uninterrupted works) and ensures minimum manpower to man essential services like production, O&M, accounts, HR, etc., as most employees don’t observe all festivals at one time & so, when one set of employees take holiday, another set can work & vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit his needs & avoid work-stoppage, etc., due to holidays (without increasing declared holidays or violating N&F Holidays Act).
To control, keep track of optional holidays, you have to adopt a leave card system. Otherwise, where will you enter holidays availed by the employees; how to keep track to ensure that employees take only 6 out of 20 festivals? Government declared 25 holidays for 2018 including 5 above. Though biometric & online systems exist, LC is useful for P&A managers for various purposes. As January 2018 is fast approaching, please go through my HR systems, rules; so that you can discuss for adoption from the new year 2018.
==============
Leave Card/Record (L.C) Form
Some companies still use leave application (LA) loose forms to take leave every time: As LA is loose, difficulty to check, account, store, keep track; to make monthly salary besides paper & printing cost/waste where hundreds of employees work. You can print & use leave card (LC)-record & stop LA: LC is handy, seniors can always check, find the number of times, days leave taken; to calculate monthly CL, SL, PL/EL, OH, LWOP to make salary. LC is a record & statutory and cannot be manipulated like loose LA. One card for one employee for one year. You can introduce LC from 1.1.2018. After one year, keep old LC in personnel file as a record to verify in future. Easy for P&A to work out entitlement, balance - leave management & salary preparation. It is cheap & easy to maintain. Employee will know how often he is taking leave & HOD can caution, misuse/approve on need basis. Custody - P&A Department. Each HOD to keep LC to facilitate his employee to take leave. HR to call LC when required, to update leave register, make salary - month-end, & in December to work out leave earned, availed & balance & post in LC of all employees and update leave register.
Final Settlement
As the L.C. is frequently checked by HRM, HODs, auditors & employees, GM/MD can rely on L.C. as an accepted record to crosscheck leave, DOJ, & approve FS & avoid employees disputing while making FS.
====================
Absent Notification Form - A.N.F.
Absenteeism is becoming a serious problem in some companies. HR Manager is blamed for laxity. It can be controlled by using the above form. HRM to take action against erring employee or when a HOD sends A.N.F. to him. Proper disciplinary procedure to be followed for AOS lest; court may nullify termination as void.
=============================================
(As per new PF & ESI notifications (PF Form-11 to replace earlier Form 2 & Form 13), companies have to collect & provide all employees' personal details + their family, dependents, nominee + Aadhar, PAN card, bank details, etc. & to keep in personnel files; & to show to officials to get benefits to employees in critical times).
1. Appointment order which binds employer-employee relation do not contain essential terms & conditions of service (minimum terms & conditions - 30 points). Please check the number of points in your appointment order. If not issued; please issue now to regulate/regularize employment relation as required under labor acts.
2. Existing company application/bio-data form not providing important details of all employees, family, dependents, nominee, person to contact in emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, gratuity, HRIS, etc., (My new bio-data form will help to collect all such information. 50 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company application form).
3. Personal Information Change Notification (P.I.C.N.) - Form
Where company application/bio-data was already collected while joining; subsequent changes in personal information to be collected from all employees; using P.I.C.N. form. However, many P&A managers don’t have this form & face problems to collect/give personal details to GM/MD, government officers, etc. as following current information is missing:
1. No present address to send notice to X,
2. Mobile number changed & unable to contact X,
3. No nominee’s details or details of person to contact in emergency; to notify accident etc.
4. No nominee’s details to send payment of deceased X,
5. No details of marriage/family, children, dependents,
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
As the above information has changed after joining/giving first bio-data, and if personal information not collected for 3-4 years, please make all employees fill & submit P.I.C.N. now so that you will have all employees' details in one form (instead of piecemeal) to update statutory returns, PF, ESI, HRIS, personnel files, etc. My new P.I.C.N. form will help you to collect all such information in one form.
I have developed 100+ important HR systems, rules with my experience in 7 different manufacturing & mines companies, in Bellary, Chitradurga, Bangalore, Chennai, Hyderabad, & as Secretary for ISO certification. You may adopt them to improve your P&A works, preserve them as statutory records to comply with labor acts & reduce legal cost. I can provide soft & hard copy of basic rules, forms to professionally manage all P&A works - + procedures for adopting: PA, OD, OP, GP, VP, TA, LTA, resignation, exit interview, clearance certificate, F & FS. Short & long leave rules, register, PL rules - encash, application form, MB rules, application form, company off rules + register, application form, clubbing, W-off, LWOP, S.O. certification procedures, letters/forms to labor commissioner, list of duties, misconducts, essential services, all service rules, forms, bonds, deeds, contracts, agreements, etc. - provided to group companies to set up HR department where no P&A department, personnel files existed, no company application, appointment order, S.O., leave & service rules, ISO forms existed to regularize services of employees working for many years. Most companies hire experts to train existing officers to improve the working of the companies' most valuable asset; the human resources & to solve HR problems.
=================
Thanks. Please discuss with your concerned & reply to share more/recommend to your friends in other companies by forwarding this mail.
With Kind Regards,
C.Neyimkhan, HR & Management Consultant & Advocate, (Ex-AGM-HR & A) 40 years experience.
Ph: [Phone Number Removed For Privacy-Reasons]
E-Mail: [Email Removed For Privacy Reasons]
# ISR-CHITWADGI P.O. 583 211, HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Training Member, I.I.M., Bangalore.
Languages known: Kannada, Tamil, Telugu, Malayalam + Hindi & English
From India, Mumbai
Acknowledge(0)Amend(0)
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