New Employee Onboarding: 7 Things HR Must Prepare
When a new employee joins the company, HR should not only prepare the offer letter. There are also important compliance, payroll, statutory registration, and filing tasks to complete.
Here is a simple checklist for HR teams to manage new employee onboarding smoothly.
| No. | Task | What HR Should Do |
|---|---|---|
| 1 | Employment Contract & Stamping | Prepare the signed contract, arrange stamping within 30 days, and keep the stamped copy in the employee file. |
| 2 | CP22 to LHDN | Submit CP22 within 30 days from the employee’s commencement date and save the submission record. |
| 3 | TP3 Form | Collect signed TP3 where applicable for PCB and tax record purposes. |
| 4 | Payroll Setup | Update salary, bank account, EPF, SOCSO, income tax, and PCB details in the payroll system. |
| 5 | SOCSO & EIS | Register or update the employee in PERKESO to ensure coverage starts correctly. |
| 6 | EPF | Check whether the employee has an EPF account and guide registration if needed. |
| 7 | Employee File | Keep IC/passport, contract, TP3, bank details, emergency contact, and statutory records. |
Final HR Checklist
Before completing the onboarding process, HR should make sure:
| Checklist | Status |
| Employment contract signed and stamped | ☐ |
| CP22 submitted to LHDN | ☐ |
| TP3 collected and filed, where applicable | ☐ |
| Payroll system updated | ☐ |
| EPF details updated | ☐ |
| SOCSO and EIS registered | ☐ |
| Bank account details confirmed | ☐ |
| Employee personal file created | ☐ |
| HRMS employee profile created | ☐ |
Key Takeaway
A good onboarding checklist helps HR reduce missing documents, payroll errors, and compliance issues. With a proper HRMS, HR teams can manage employee records, statutory details, and onboarding tasks more efficiently.