Just got hired for a new job in the EU? Congratulations! Now that you've secured your desired role, it's time to focus on onboarding to fully integrate and understand the culture of the business or organisation that hired you. According to recent data, the average new hire is expected to complete more than 50 activities during the onboarding process, which includes training and paperwork. Completing onboarding paperwork involves submitting certain documents, as well as reviewing and signing agreements, contracts, and legal forms that relate to the company's policies and procedures.
Onboarding paperwork is more than just filling out forms– it's about taking a pivotal step in creating trust and a strong employee-employer relationship. It also verifies that you can legally work in the organisation.To help you complete your paperwork, here's a list of onboarding documents that every employee should know.
Legal, Immigration, and Personal Documents
Before your first day, expect HR to collect legal and immigration documents to verify your right to work. You'll be asked to submit your work permit, and there are many options for this, with the EU Blue Card being one of the most commonly issued work permits that can be used in 25 out of the 27 European member countries. You will also need to submit copies of your work visa and a proof of right to work in the host country. These documents are essential for compliance with local immigration laws, and it also helps your employer to avoid penalties for hiring unauthorised workers. Some companies may also require a police clearance and health certificates, so have copies of these on hand just in case.
For payroll processing and accurate employee records, you’ll be asked to submit your personal documents, like a valid passport and a national ID. You'll also need your tax identification number, social security information, health insurance information, emergency contact numbers, education and training records, and bank information. Once all of these have been handed in, the HR office may issue your ID and access cards with holograms, watermarks, and other security features to help you gain access to the premises and complete the rest of the onboarding process.
Employee Offer Letter and Contract
Your employment offer letter contains important details relevant to your role in the company. Ideally, it should include your job title, job description, start date, starting salary, direct manager or supervisor, department, and job benefits. Some organisations may include certain contingencies, such as passing a drug test, a psychological evaluation, a health check, and a background check.
Along with the offer letter, you'll also get a copy of your contract, which is a document that contains specific details of your role and responsibilities. Your contract should include information about your salary and/or allowances, position responsibilities, employment duration, employee benefits (such as free shuttle rides to your workplace, free or discounted meals, free use of company gym facilities, and company provided phones, laptops and other devices, among others), and non-compete or non-disclosure agreements.
Business-Specific Documents
If you've only skimmed your company handbook at your previous job in your home country, you may want to take a closer look at your new employee handbook to avoid getting in trouble while working for a European company. Along with the organisation's codes of conduct, the handbook will contain a list of local laws and customs, confidentiality agreements, intellectual property agreements, and performance management documents.
You may also be asked to sign a few compliance documents, such as non-disclosure agreements, language and cultural training agreements, local tax forms, labour law compliance documents, and data protection agreements, to name a few. See to it that you carefully read each form before signing, and ask your HR officer or manager for clarification if anything seems confusing to you.
Documents to Receive from the Company
The onboarding training process usually starts during or after completion of initial paperwork. While in training, you'll receive a few documents from the company to help you acclimate and navigate processes. This will include your employee handbook, a list of important contact numbers, and other resources that you may need, such as a list of passwords to access certain company systems. You may also be asked to fill out a direct deposit form so you can get your first paycheck on time.
Completing paperwork during onboarding can help you start on the right foot at your new place of work. Consider this list and tips to make the process a breeze, and have a hassle-free onboarding experience at your EU job.
