WebSoftOSEmployee Joining Checklist
Use this checklist on every new joiner so statutory registrations (UAN, ESI), bank and PAN details, documents and assets are complete before the first payroll run.
Preview
| # | Stage | Item | Owner | When | Done? |
|---|---|---|---|---|---|
| 1 | Before joining | Signed offer letter and joining date confirmed | HR | Before day 1 | ☐ |
| 2 | Before joining | Background / reference check | HR | Before day 1 | ☐ |
| 3 | Documents | PAN card copy | HR | Day 1 | ☐ |
| 4 | Documents | Aadhaar copy (with consent) | HR | Day 1 | ☐ |
| 5 | Documents | Education and previous employment proofs | HR | Day 1 | ☐ |
| 6 | Documents | Relieving letter and last payslip from previous employer | HR | Day 1 | ☐ |
| 7 | Payroll | Bank account details and cancelled cheque | Payroll | Day 1 | ☐ |
| 8 | Payroll | Existing UAN or new UAN generation (PF) | Payroll | Week 1 | ☐ |
| 9 | Payroll | ESI registration if gross ≤ ₹21,000 | Payroll | Within 10 days | ☐ |
| 10 | Payroll | Previous employer income and TDS (Form 12B) for the year | Payroll | Week 1 | ☐ |
| 11 | Payroll | Tax regime choice and investment declaration | Payroll | Week 1 | ☐ |
| 12 | Payroll | Nomination forms (PF Form 2, gratuity Form F) | HR | Week 1 | ☐ |
| 13 | Workplace | Laptop / tools / ID card issued and recorded | Admin | Day 1 | ☐ |
| 14 | Workplace | System logins and access roles | IT | Day 1 | ☐ |
| 15 | Workplace | Policies acknowledged (leave, conduct, POSH) | HR | Week 1 | ☐ |
How to use this template
- Store documents against the employee record, not in email.
- Mid-year joiners: enter previous-employer salary and TDS so this year's TDS is correct.
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