Standard Operating Procedure

SOP-HR-002: Joining Formalities & Induction

SOP 002: JOINING/ON BOARDING/INDUCTION & ORIENTATION

Post Selection; Issue Offer

Letter

Joining Formalities

Pre Joining Formalities

Post Joining Formalities

-Workstation -Medical Enrolment

- Email ID creation -Business Card and ID Requisition

-Asset Arrangement -Joining Report

-Induction & Orientation Plan -Documents of Compliance.

-Accommodation and Travel -Emp ID Creation

arrangements in case of out of station
candidate

Record Keeping: HRD should make sure to complete the

personnel file of the employee with the checklist and all
the documents as mentioned in clause No. 3

Induction and Orientation process need to be processed

with all the stakeholders mentioned in the Approved
Induction Plan.

Post Submission of Induction Report and Testimonial

required by HRD (Refer Clause 3), HRD shall issue
appointment letter to the former employee.

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SOP-HR-002 Joining formalities
 Standard Operating Procedure
SOP-HR-002: Joining Formalities & Induction

After selection of a candidate through recruitment and selection process referred in SOP-
HR-001, HRD need to follow the following steps to carry joining formalities and Induction
process in smooth way:
1. Offer Letter:
An Offer Letter shall be formally issued by the HR department, duly signed on by Head HR
or Director of the Company stating joining date, designation, remuneration offered.
Format is attached with this SOP (Annexure 1) for ready reference. In case of Sales &
Marketing recruitment, Offer Letter shall also include Travel Entitlement format
(Annexure __).
HR SPOC shall make sure that acknowledgment copy of Offer Letter should be maintained
in the personnel file of the employee.
2. Joining formalities includes Pre and Post joining formalities:
a) Pre-Joining Formality:
i. HRD shall make sure that Workstation of the former employee is in place
with the coordination of Admin Department.
ii. Also, E mail ID requisition shall be sent to IT department for smooth
process.
iii. Requisition of assets, if any in the Grade, shall be coordinated with Admin
Department.
iv. Induction & Orientation Plan should be drafted in accordance of the
availability of staff and HOD’s and should be made with the discussion of
Unit Head/Department Head/ Business Head. Format Annexure __ is
attached herewith. Induction and Orientation plan must represent the
number of days programme and make sure if the induction process require
and movement from one workplace to other.
v. HRD ensure that if candidate is from out of station than should coordinate
with Admin team for accommodation and travelling formalities.
b) Post Joining Formality:
i. After candidate joins Company, HRD should fill in the joining report
(Annexure__). And all related forms and formats should get fill in by
employee and attached to his personal file (Refer clause 3).
ii. HRD should forward the Employee Identification Form (Annexure __) to
Admin team for making of ID Card.
iii. HR personnel shall also give requisition for visiting card to the Admin Team
in the prescribed format. (Annexure_)
iv. HR shall ensure that Medical Enrolment form (Annexure __) filled of the
employee and one copy should be forwarded to EA to MD and the other copy
filed in employee’s personal file.
v. If the employee is based in Delhi Corporate Office, a salary account in ICICI
Bank shall be opened and if the candidate is based in J & K then a salary
account in J & K Bank shall be opened.
vi. On the first day of joining HRD should send a Welcome E-Mail to FIL Group
mentioning employee’s career brief. (Annexure __).
vii. Ensure that employee is provided with Asset (if any) and official Mail ID for
further communication.

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SOP-HR-002: Joining Formalities & Induction

viii. Ensure that Company Dairy, stationary, Calendar should get handover to the
employee in his Induction period.
ix. HRD should create an employee punching ID of the employee in Biometric
for smooth functioning of attendance process. Also insert the Emp ID in MY
Vetan Software for smooth functioning of payroll processes. At the same
time it is the responsibility of HRD to share the password and Username of
Payroll Software to the new joinee over the email.

3. Documentation of Testimonials/Record Keeping: (Record and documents shall be maintained

location wise in separate Units.
i. As soon as HRD received the acknowledge copy of Offer Letter, a testimonial required
information need to be sent to the candidate so that the candidate can carry all the
necessary documents at the time of joining only.
ii. An employee joins ARNI MEDICA Private Limited shall submit the documents indicated in
this SOP to the Human Resources department within 7 days of joining.
iii. File Opening: The employee personal file is the standard office file where the documents
can be doubled-punched and filed. The file should be given a reference no. which indicates
division/location wise segregation. Employee file shall be opened for Permanent,
Temporary and Consultants also.
iv. All current employee personal files shall be stored in the same place in the order of their
Emp ID.
v. Human resources department is the custodian of the employee personal file. Except
Directors and HRD of FIL Group no one else is authorized to access these files.
vi. The personal files shall never leave the HR department at any circumstances. Whenever
there is a need to carry the personal file outside of HR department then it should be
accompanied by HR Manager until the safe return of the file to the HR department and
should be recorded in File movement Register kept in HRD room.
vii. There are two categories of employee personal files. The first one is of the current
employees and second is of the Left employees.
viii. Only the current employee personal files need to be maintained in HR Department and the
left employee file shall be preserved in the designated record room for a period of 10 years
from the last working date of that employee.
ix. Collecting the document is the sole responsibility of the head of the department which is
hiring the employee and the human resources department.
x. The following documents shall be submitted by the employee within 7 days of joining
- Offer and appointment letter
- Academic certificates
- Other certificates if any
- Relieving letter and No dues declaration from previous employer
- Experience and appraisal letters from previous employer
- Reference letters from the previous employer
- Resume with a passport size colour photograph
-A signed copy of the acknowledgement page of Handbook
- Government issue ID proof such as passport, PAN card, driving license and
Aadhar
-Proof of date of birth
- Salary slips for 3 months from previous employment
- Bank statement of 1 year supporting the amount mentioned in salary slip

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SOP-HR-002: Joining Formalities & Induction

- No objection certificate from the nearest police station where the candidate
resided at least 3 years
- Medical fitness certificate
- Proof of permanent residential address – Government ID proof required
- Proof of current residential address – Home rental agreement
- FORM-16
- PF and ESI declaration form

xi. Along with the above documents at the time of joining, HRD should make sure that all the
formalities like joining report, Salary Structure of Employee, any assets allocation, any
consent form, Mail ID document is recorded in the personal file of the employee
xii. Further, HRD should maintain the file by attaching documents in the life span of employee
in ARNI MEDICA Private Limited at every step like his advance taken/training provided to
him/other benefits shall need to file in the personal file of the employee.
xiii. All disciplinary actions related documents such as inspection reports, memo issued,
punishment letters, warning letters etc must be recorded in the personal file of the
employee.
4. Induction & Orientation:

Familiarization: (Table No. 1)

S.No. Activity Accountability

1 The new joinee would be given the “Welcome Kit”. For list of content
please refer Annexure_
2 Led the employee to her/ his office space, handover keys of desk,
cabinets. Responsibility shall
lie with Designated
3 Share location list of all departments and intercom contact list of the HR Resource at the
location. location. The
accountability for
Introduction to HOD’s and Work Team (peers and colleagues) compliance will be
4
that of RHR

5 Introduction of employee to locational HR / Administrative personnel

6 Assist employee to obtain Identity/ Attendance card/ Business card

placed to the Admin Department.

Orientation: (Table NO. 2)

S.No Activity Responsibility

1 Share the organogram of the department and Company
presentation with the new joinee and respond to queries.
Responsibility shall lie with
2 Share relevant information on duty timing, working hours, Designated HR Resource at the
lunch hour/break hours and holiday list etc. location. The accountability for
compliance will be that of RHR
3 Introduction of new joinee with Senior Management
Team members/ Key Senior Executive at location

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SOP-HR-002: Joining Formalities & Induction

Note: Induction and orientation process can be from 2 to 7 days period of time. In case employee need
to travel for induction and orientation purpose to any of the workstation, all the travel booking, and
accommodation shall be borne by the Company. All the arrangements need to be done by Human
Resource personnel in coordination with Admin Team.

Induction and Orientation process shall be made with discussion of HOD and HR Head. The same shall
be shared with all the stakeholders of the induction program with copy to Head HR, HOD/Business
Head/Unit Head/Factory Head and Directors (if the induction is of above middle management
personnel). Flow of Induction should include below attributes:

Table No. 3

S.No Activity Module Responsibility

1 Organisational 1. Organisation History & Heritage. HRD
Orientation 2. Vision/Mission/Values of Company.
3. Overview of the place of posting.
2 HR Orientation 1. HR policies and procedures [leave, allowances, HRD
transport, working hours, etc.]
2. Structure, role and objectives of function and
key roles holders.
3. PMS processes, practices and calendar.
4. Hands-on session using HRMS, benefit
administration/ PMS etc.

3 Business/ 1. Locational Orientation, including orientation Key resource

Function of all functions and introduction to key team person as
Orientation members. identified in
2. Functional process, practice policy the
orientation. approved
induction
program

Post completion of induction and orientation process, employee needs to submit his/her Induction
Report to his respective HOD and cc to HRD.

5. Appointment Letter:
Immediate after submission of Induction Report and other necessary documents (Refer
Clause) HRD needs to issue Appointment Letter to the concerned new joinee and keep the
acknowledged copy of it in the employee’s personal file.

Further registration in PF & ESI, refer SOP No.

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