Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the best candidate.
Action: Extend a detailed job offer including:

• Job Title: Clearly specify the role.

• Compensation: List salary or hourly pay.

  Minimum Wage (2024): PHP 570 per day (subject to local variations based on regional wage orders).

• Start Date: Mention the expected commencement date.

• Working Hours: Standard is typically 40 hours per week; outline any overtime policies.

• Benefits Overview: Highlight key benefits, such as 13th month pay and health insurance.

• Probation Period: State the duration, which is usually between 3 to 6 months.

Outcome: The onboarding process proceeds after candidate acceptance.

Step 2: Employment Contract 📝

When It’s Used: Immediately following job offer acceptance.
Action: Prepare a written employment contract, a legal requirement in the Philippines, covering:

• Job Description: Outline duties and responsibilities.

• Compensation Details: Include regular pay, overtime, and any bonuses.

• Leave Entitlements:

  • Annual Leave: Minimum of 5 days paid leave after one year of service.

  • Public Holidays: Typically 12 regular and 8 special non-working holidays.

  • Sick Leave: Minimum of 5 days of sick leave per year, which can be cumulative.

  • Parental Leave: Maternity leave is up to 105 days, while paternity leave is 7 days.

• Working Hours: Specify standard hours and conditions for flexible arrangements.

• Termination Conditions: Clarify notice periods (typically 30 days) and reasons for termination.

Outcome: Signed by both parties to formalize employment terms.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Before the employee starts.
Action: Register employee tax details and arrange for contributions:

• Social Security Registration: Register the employee with the Social Security System (SSS).

• Tax Identification Number: Collect and register the employee’s Tax Identification Number (TIN).

• Contribution Rates: Employer contributions typically total around 13% of the gross salary for SSS, with additional contributions for PhilHealth and Pag-IBIG (Housing Fund).

Outcome: Tax and social security setup is completed, ensuring correct payroll deductions.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the employee’s first day.
Action: Provide an orientation covering workplace health and safety, which is mandatory under Philippine law.

• Health and Safety Regulations: Outline emergency procedures, hazards, and safety protocols.

• Employee Safety Manual: Share a copy of safety guidelines specific to the role and work environment.

• Personal Protective Equipment (PPE): Supply any necessary safety gear.

Outcome: Confirm the employee understands safety protocols through acknowledgment.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: During the first week.
Action: Ensure employee payroll and benefits are properly set up.

• Bank Details: Gather employee bank account information for salary deposits.

• Benefits Enrollment: Register the employee for any additional benefits (e.g., private health insurance).

• Overtime Policy: Communicate how overtime is calculated, typically 1.5 times the regular hourly wage for hours worked beyond 40 hours per week.

Outcome: Employee receives accurate and timely compensation.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.
Action: Provide comprehensive onboarding about workplace policies and required training.

• Code of Conduct: Share company policies regarding behavior, communication, and professionalism.

• Training Programs: Include job-specific training modules and compliance courses.

• Performance Metrics: Set clear goals and KPIs during the onboarding phase.

• Flexible Work: Discuss options for remote work, flexible hours, or other arrangements.

Outcome: Employee is well-informed and prepared to fulfill their role.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the first 3-6 months.

Action: Evaluate the new hire’s performance and provide regular feedback.

• Trial Period Review: If applicable, review performance at the end of the trial period.

• Performance Check-ins: Schedule monthly or bi-weekly meetings to discuss progress and address any concerns.

• Adjustments: Make role adjustments based on performance or feedback.

Outcome: Decide on permanent employment status based on performance evaluations.

Additional Information on Philippine Employment Laws

• Workplace Discrimination: The Philippines enforces strict anti-discrimination laws under the Labor Code, ensuring fair treatment regardless of race, gender, age, or other factors.

• Flexible Working Arrangements: Employees can request flexible work arrangements after 6 months of employment.

• Pay and Benefits Transparency: Employers must provide clear documentation of wages, including holiday pay, sick leave entitlements, and deductions.

Key Documents Summary Checklist

• Job Offer Letter

• Written Employment Contract

• Social Security Registration Form (SSS)

• Tax Identification Number (TIN)

• Health and Safety Manual

• Payroll Enrollment Forms

• Employee Data Privacy Consent Form