Free checklist template · Word

Finance Onboarding Checklist

The finance onboarding checklist helps the payroll or accounts team set up a new employee correctly for salary, tax and statutory deductions. It covers bank and PAN verification, tax regime choice, previous-employer income, investment declarations, PF and ESI deductions, reimbursement rules and the first salary run.

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[Company Logo][Company Name]

FINANCE AND PAYROLL ONBOARDING CHECKLIST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Date of Joining:: [Date of Joining]
Annual CTC:: ₹[CTC]
Cost Centre:: [Cost Centre]

Stage 1: Data Received from HR

Employee master and CTC breakup received
Bank account number and IFSC verified (cancelled cheque / bank letter)
PAN verified
UAN linked to the employee record
ESI number generated where applicable

Stage 2: Tax Setup

Tax regime choice recorded
Investment declaration received
Previous employer income and TDS details collected (mid-year joiners)
HRA rent details and landlord PAN where required
Professional tax applicability set as per state of work location

Stage 3: Statutory Deductions

EPF at 12% of basic + DA configured, subject to wage ceiling rules
ESI deduction configured where gross wages are up to ₹21,000/month
Labour welfare fund applicability checked

Stage 4: Reimbursements and Advances

Expense and travel policy shared
Reimbursement claim process explained
Corporate card or advance issued (if eligible) and acknowledged

Stage 5: First Payroll

Check	Result	Checked By
Pro-rata days from [Date of Joining]	[Days]	[Name]
Gross and net pay verified	₹[Amount]	[Name]
Test credit to bank account	[Done / Not Done]	[Name]
Payslip access given	[Yes / No]	[Name]

Payroll Executive
[Name]
Date: [Date]

Finance Manager
[Name]
Date: [Date]

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What this template includes

Bank account and PAN verification
Tax regime choice and investment declaration
Previous employer income and TDS for mid-year joiners
PF and ESI deduction setup
Pro-rata first month salary check
Reimbursement and expense policy briefing
Finance sign-off

When to use it

When a new joiner’s details pass from HR to payroll
For mid-year joiners whose previous-employer income affects TDS
When setting up employees for corporate cards or travel advances
To check first-month salary accuracy

How to customise this template

1Add your payroll software fields
2Include company-specific allowances and reimbursements
3Add steps for corporate cards or petty cash
4Set the payroll cut-off date for joiners
5Remove ESI rows for employees above the ceiling

HR tips

Do a penny-drop or test credit before the first salary
Explain the in-hand salary vs CTC difference on day one
For mid-year joiners, collect previous income details early to avoid excess TDS
Keep bank details changes behind a written request

For HR & hiring managers

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Frequently asked questions

What does payroll need from a new employee?+

Bank details, PAN, UAN, tax regime choice, investment declaration and, for mid-year joiners, previous employer income details. HR usually collects these and passes them on.

How is the first month salary calculated for a mid-month joiner?+

Most companies pay pro-rata for days from the joining date to month end, based on their payroll policy. State the method in the checklist so it is applied consistently.

When does ESI apply to a new joiner?+

ESI applies to employees earning up to ₹21,000 a month in covered establishments, with 0.75% employee and 3.25% employer contribution.

All 50 onboarding & induction →

[Company Logo][Company Name]
EMPLOYEE ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date of Joining:
[Date of Joining]
Reporting Manager:
[Reporting Manager]
HR Coordinator:
[HR Name]
Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR
- Signed offer letter received and filed
- Background and reference checks initiated
- Pre-joining document list emailed to the candidate
- Joining date, time, reporting address and dress code confirmed
- IT, admin and reporting manager informed of the joining date
- Workstation, laptop and email ID requested
- Welcome email sent with day-one agenda
Phase 2: Joining Day – Owner: HR and Admin
- Original documents verified and copies taken (education, experience, relieving letter)
- PAN, bank account details and cancelled cheque collected
- Aadhaar (last 4 digits / masked copy) collected for KYC
- UAN obtained or new UAN generated; EPF nomination (Form 2) completed
- ESI registration done where applicable
- Appointment letter issued and signed copy received
- ID card, access card and welcome kit handed over
- Employee added to HRMS, attendance and payroll
Phase 3: First Week – Owner: HR, IT and Reporting Manager
Checklist · Word
Employee Onboarding Checklist
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[Company Logo][Company Name]
HR ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Date of Joining:
[Date of Joining]
Employment Type:
[Permanent / Contract / Intern]
HR Executive:
[HR Name]
A. Offer and Pre-Joining
- Offer letter issued and acceptance received within validity
- CTC breakup shared and agreed
- Background verification consent form signed
- Pre-joining document checklist sent
- Joining instructions sent (date, time, address, contact person)
B. Document Verification (Joining Day)
- Educational certificates – originals sighted, copies taken
- Experience and relieving letters from previous employers
- Last three salary slips or Form 16 (for tax computation)
- PAN card copy
- Aadhaar (last 4 digits / masked copy)
- Address proof (current and permanent)
- Passport-size photographs
- Bank account details with cancelled cheque
C. Statutory Registrations
Checklist · Word
HR Onboarding Checklist
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[Company Logo][Company Name]
MANAGER ONBOARDING CHECKLIST
Manager Name:
[Employee Name]
Designation:
[Designation]
Department:
[Department]
Effective Date:
[Date of Joining]
Reports To:
[Reporting Manager]
Team Size:
[Number] direct reports
Before the Start Date – Owner: Skip-Level Manager and HR
- Announcement to the team drafted and scheduled
- Handover note prepared by outgoing manager or skip-level
- List of direct reports with roles, tenure and last ratings
- Open positions and in-process hiring shared
- Budget, cost centre and vendor list prepared
Week 1 – Access and Authority
- Approver rights set up in HRMS for leave, attendance and regularisation
- Expense and purchase approval limits configured
- Access to team dashboards, reports and shared drives
- Introduced to the team in a meeting led by the skip-level manager
- Introduced to HR business partner, finance and admin contacts
Weeks 1–3 – Know the Team
Checklist · Word
Manager Onboarding Checklist
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[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
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[Company Logo][Company Name]
ADMIN ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Location:
[Work Location]
Shift:
[Shift Timing]
Before Joining
- Seat / workstation allocated: [Seat Number]
- Photograph received for ID card
- ID card printed
- Access card programmed for [Floors / Areas]
- Visiting cards ordered (if eligible)
- Drawer/locker key prepared
Joining Day
- ID card and access card handed over and acknowledged
- Stationery kit issued
- Locker allocated: [Locker Number]
- Canteen/meal card issued
- Transport route or parking slot allotted
- Uniform/PPE issued where applicable
Safety and Facilities Briefing
Checklist · Word
Admin Onboarding Checklist
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[Company Logo][Company Name]
NEW HIRE ORIENTATION CHECKLIST
New Hire:
[Employee Name]
Designation:
[Designation]
Orientation Date:
[Date]
Facilitator:
[HR Name]
Venue / Mode:
[Venue / Online]
Section 1: About the Company
- History, founders and leadership team
- Vision, mission and values
- Products, services and key customers
- Organisation structure and locations
Section 2: Working Here
- Working hours, shifts, attendance and biometric punching
- Leave types, holiday list and how to apply
- Probation period and confirmation process
- Dress code and workplace etiquette
Section 3: Pay and Benefits
Checklist · Word
New Hire Orientation Checklist
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[Company Logo][Company Name]
EMPLOYEE WELCOME KIT CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Remote]
Kit Prepared By:
[Admin Executive Name]
Documents
- Welcome letter signed by HR / CEO
- Day-one agenda and induction schedule
- Employee handbook or quick-start guide
- Holiday list for the year
- Key contacts card (HR, IT, admin, buddy)
Workplace Essentials
- ID card with lanyard
- Access card
- Notebook and pen
- Desk name plate
- Visiting cards (if applicable)
Branded Merchandise
Checklist · Word
Employee Welcome Kit Checklist
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[Company Logo][Company Name]
NEW EMPLOYEE ORIENTATION CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Orientation Date:
[Date of Joining]
Buddy:
[Buddy Name]
HR – [HR Name]
- Welcome the employee at reception
- Complete joining forms and document verification
- Explain leave, attendance, pay date and benefits
- Explain POSH policy and grievance channels
- Hand over ID card and welcome kit
Reporting Manager – [Reporting Manager]
- Block time for a one-on-one on day one
- Explain the role, team goals and first-week plan
- Introduce the employee to the team
- Share key documents and tools for the role
- Agree a check-in time for the end of week one
Buddy – [Buddy Name]
Checklist · Word
New Employee Orientation Checklist
Download .docx