Standard Operating Procedure

SOP-HR-002: Joining Formalities & Induction

SOP 002: JOINING/ON BOARDING/INDUCTION & ORIENTATION

After selection of a candidate through recruitment and selection process referred in SOP 1, HRD need
to follow the following steps to carry joining formalities and Induction process in smooth way:

2.1 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 2).

HR SPOC shall make sure that acknowledgment copy of Offer Letter should be maintained in the
personnel file of the employee.

2.2 Joining formalities includes Pre and Post joining formalities:

2.2.1 Pre-Joining Formality:

a. HRD shall make sure that Workstation of the former employee is in place with the
coordination of Admin Department.

b. Also, E mail ID requisition shall be sent to IT department for smooth process.

c. Requisition of assets, if any in the Grade, shall be coordinated with Admin Department.

d. 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 3 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.

e. HRD ensure that if candidate is from out of station than should coordinate with Admin team
for accommodation and travelling formalities.

2.2.2 Post Joining Formality:

a. 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 2.3).
b. HRD should forward the Employee Identification Form (Annexure __) to Admin team for
making of ID Card.
c. HR personnel shall also give requisition for visiting card to the Admin Team in the prescribed
format. (Annexure_)
d. 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.
e. 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.
f. On the first day of joining HRD should send a Welcome E-Mail to FIL Group mentioning
employee’s career brief. (Annexure __).

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

g. Ensure that employee is provided with Asset (if any) and official Mail ID for further
communication.
h. Ensure that Company Dairy, stationary, Calendar should get handover to the employee in his
Induction period.
i. HRD should create an employee punching ID of the employee in Biometric for smooth
functioning of attendance process. Also insert the Emp ID in Software for smooth functioning
of payroll processes. At the same time it is the responsibility of HRD to share the password and
Username of All Software to the new joinee over the email.

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

location wise in separate Units.

1) 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.
2) An employee joins FIL Group shall submit the documents indicated in this SOP to the Human
Resources department within 7 days of joining.
3) 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.
4) All current employee personal files shall be stored in the same place in the order of their Emp
ID.
5) 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.
6) 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.
7) There are two categories of employee personal files. The first one is of the current employees
and second is of the Left employees.
8) 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.
9) Collecting the document is the sole responsibility of the head of the department which is
hiring the employee and the human resources department.
10) The following documents shall be submitted by the employee within 7 days of joining

Academic certificates Aadhar Card

Relieving certificate from previous Pay Slip for last 3 months from
employer previous employer
Experience certificates from previous Proof of permanent residential
employments address – Government ID proof
required

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SOP-HR-002: Joining Formalities & Induction

Resume with a passport size colour Proof of current residential address –

photograph. Government ID proof required
PAN ID Bank Details

 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
 Further, HRD should maintain the file by attaching documents in the life span of employee in
FIL Group at every step like his advance taken/training provided to him/other benefits shall
need to file in the personal file of the employee.
 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.

Note: Once in three months Human Resource Manager (HRM) or anyone in the same capacity shall
review the personal files and take necessary action to complete pending documents if any. Based on
the review the HRM shall submit the report to Head HR by mentioning the TAT for completing the level
of compliance associated with it.

2.4 Induction & Orientation:

2.4.1 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.

2.4.2 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
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SOP-HR-002: Joining Formalities & Induction

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

Note: Induction and orientation process can be from 2 to 7 days period of time. 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.

2.5 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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