Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

• Trigger: After selecting the ideal candidate.

• Action: Extend a detailed job offer including:

  • Job Title: Clearly specify the position.

  • Compensation: State the salary or hourly pay rate.

  • Minimum Wage: Not regulated, but market norms are essential to ensure competitiveness.

  • Start Date: Specify the expected commencement date.

  • Working Hours: Typically 44 hours per week for full-time; outline any overtime policies.

  • Benefits Overview: Highlight primary benefits, such as CPF contributions, annual leave, and medical insurance.

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

• Outcome: The onboarding process progresses upon candidate acceptance.

Step 2: Employment Contract 📝

• When It’s Used: Immediately after job offer acceptance.

• Action: Prepare a written employment contract, recommended for legal clarity and required by the Employment Act for certain employee categories. The contract should cover:

  • Job Description: Detail job duties and expectations.

  • Compensation Details: Include basic pay, overtime, and any bonus structures.

  • Leave Entitlements:

    • Annual Leave: At least 7 days, increasing with tenure.

    • Public Holidays: Singapore observes 11 public holidays, provided as paid leave.

    • Sick Leave: Up to 14 days with a medical certificate, plus up to 60 days if hospitalization is required.

    • Parental Leave: 16 weeks of maternity leave (for eligible employees) and 2 weeks of paternity leave.

  • Working Hours: Specify regular hours and conditions for overtime.

  • Termination Conditions: Clarify notice periods (typically 1 month or as per contract) and grounds for termination.

• Outcome: Both parties sign to formalize employment terms.

Step 3: Tax and Social Security Registration 💰

• When It’s Used: Before the employee starts.

• Action: Register employee for CPF (Central Provident Fund) and tax purposes:

  • CPF Registration: Register employees for CPF, which covers retirement, healthcare, and housing.

  • Tax Identification Number: Collect the employee’s NRIC or FIN for tax reporting.

  • Contribution Rates: Employer’s CPF contribution is around 17% of gross salary, depending on the employee’s age and nationality.

• Outcome: Completion of tax and social security setup for accurate payroll deductions.

Step 4: Health and Safety Induction 🦺

• When It’s Used: On or before the employee’s first day.

• Action: Provide a workplace health and safety orientation, as mandated by Singapore’s Workplace Safety and Health Act (WSH):

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

  • Employee Safety Manual: Distribute a manual on role-specific safety guidelines.

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

• Outcome: Ensure employee comprehension of safety protocols through acknowledgment.

Step 5: Payroll and Benefits Enrollment 📊

• When It’s Used: Within the first week.

• Action: Set up payroll and benefits:

  • Bank Details: Gather employee banking information for salary deposits.

  • Benefits Enrollment: Register for any company-offered benefits (e.g., additional health insurance).

  • Overtime Policy: Communicate overtime rates (1.5 times regular pay).

• Outcome: Employee is registered to receive timely and accurate payments.

Step 6: Workplace Policies and Training 📚

• When It’s Used: Within the first month.

• Action: Provide onboarding covering workplace policies and training:

  • Code of Conduct: Review company policies on behavior, ethics, and professionalism.

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

  • Performance Metrics: Set clear KPIs and expectations.

  • Flexible Work Options: Discuss any remote or hybrid work options.

• Outcome: Employee is well-informed about their role and company policies.

Step 7: Probation and Feedback Period 📅

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

• Action: Monitor performance and provide regular feedback.

  • Trial Period Review: Assess performance at the end of probation.

  • Performance Check-ins: Schedule regular check-ins to discuss progress.

  • Adjustments: Make role adjustments based on performance feedback.

• Outcome: Confirm or adjust the employment status based on performance evaluation.

Additional Information on Singapore Employment Laws

• Workplace Discrimination: Singapore’s Tripartite Guidelines on Fair Employment Practices (TGFEP) enforce anti-discrimination policies.

• Flexible Working Arrangements: Employees may request flexible arrangements, subject to employer approval.

• Pay and Benefits Transparency: Employers must provide clear documentation of wages, leave entitlements, and CPF deductions.

Key Documents Summary Checklist

• Job Offer Letter

• Written Employment Contract

• CPF Registration Form

• Employee Tax Identification (NRIC or FIN)

• Health and Safety Manual

• Payroll Enrollment Forms

• Employee Data Privacy Consent Form