Joining & On-boarding Policy & Process
Joining & On-boarding Policy
This policy sets out the guidelines on release of Offer Letter, Appointment Letter & Checklist for joining & on-boarding of employees.
As per Regulatory Compliance, Appointment Letter can be issued only on same day as that of the joining. Any request of issuance Appointment Letter of previous dates will not be entertained.
Recruiters/Project Managers must confirm the joining to HR on the date of joining given in Offer Letter. The Offer Letter will be rejected on the next day, if Appointment Letter is not released.
Joining & On-boarding Process
Upon selection, Offer Letter will be sent to candidates on their personal email with detailed terms & conditions.
Appointment Letter will be issued on the day of joining & will be shared on personal & official email by HR.
This email will include the following important details along with the Appointment Letter.
- Employee Code
- Tophawks email ID and password
- Attendance Policy
- Leave Policy
- Claim Policy
- Insurance Policy
Upon joining, employee must upload all the below documents in the tophawks system by logging-in with the credentials shared in the Appointment Letter email.
After logging in, upload the following documents:
- One Passport Size Photograph
- Education Document
- Aadhar Card Document.
- PAN card Copy
- Address Proof – Aadhar Card/Voter ID/Driving License/Passport/Ration Card/Bank Passbook/Rent Agreement
- Bank Document – Cancelled Cheque, Bank Statement, Bank Passbook
- Signed First Page of Appointment Letter
- Payslip from last organization, if any
- Other Documents – Relieving Letter & Resignation Letter, if any
Failure to upload S. no. 1-7 mandatory documents within 7 days of joining date, will lead to salary hold.
Documents Approval Process
– Once the documents are uploaded, HR verifies & approves each & every document
– In case of rejection, email mentioning the reason of rejection is sent to the employee
TAT for re-uploading the correct documents is 2 working days
Salary shall remain on hold until all 7 Mandatory documents are uploaded and approved
Pending Joining Documents Completion Process
|Timeline||Follow UP SMS||Follow UP Email|
|Joining Date + 3 days||Dear First name, Your joining documents have|
not been uploaded. Please check email and
upload them ASAP. Tophawks HR.
Subject: Joining documents pending
|Joining Date + 7 days||Reminder: Your joining documents are pending.|
Please check email and upload them ASAP.
CC: Reporting Manager
Subject: Joining documents
pending – Reminder
|29th of every month|
To employees who have joined before 20th of the month.
|Salary put on hold due to documents not received. Please contact your Manager.|
CC: Employee’s reporting manager
Subject: Joining Documents Pending
Subject: Salary put on hold due
to joining documents not
Employees also have to fill the below mandatory details
- My Details
- Contact Details
- Education Details
- Dependent Details
Online New Hire Induction
On the day of joining, employee will receive an email from tophawks with subject Online Induction. It includes
the link to access the courses, the list of courses to be completed and how to enroll
All the employees have to complete online induction courses within 20 days of their joining, non-completion may lead to second month salary hold, below is the list of course.
|S .No||List of Courses|
|1||ISO – Guidelines & Your role|
|2||Prevention of Sexual Harassment Policy|
|3||Introduction to Tophawks|
|5||Reimbursement of Employee Claims|
|6||Helpdesk for Employees|
|7||Employee Insurance Benefits|
|8||Tophawks Admin Support Process|
|9||Leaves & Holidays|
|10||Attendance Process: Corporate Employees|
|11||Performance Management – Process & Your role|
|12||Asset Issuance Policy|