Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After the interview process, you’ve decided to hire the employee.
Action: Prepare and send a formal job offer letter that outlines the terms of employment, including:

• Job Title: [Position Title]

• Compensation: ¥[Salary Amount] per month

• Start Date: [Start Date]

• Additional Benefits: Any allowances or bonuses

• Working Hours: Standard work hours based on company policy and Chinese labor laws

Outcome: The employee reviews and accepts the offer, marking the start of the onboarding process.

Step 2: Employment Contract 📝

When It’s Used: After the offer letter is accepted.
Action: Draft and provide an employment contract that includes:

• Job Duties: Clear outline of responsibilities

• Compensation & Benefits: Salary, performance bonuses, housing allowance, etc.

• Termination Clauses: Terms under which employment can be terminated

• Probation Period: Typically 1-6 months

• Non-Compete Clause: Where applicable, outlining any restrictions on the employee after leaving the company

• Work Hours and Overtime Compensation: Standard work hours and overtime pay in compliance with labor laws

Outcome: The employee signs the contract, confirming their employment terms.

Step 3: Social Insurance and Housing Fund Registration 📄

Legal Requirement: Employers must register employees for social insurance and housing fund contributions.
Action: Enroll the employee in the mandatory social insurance programs, including:

• Pension

• Medical Insurance

• Unemployment Insurance

• Work-Related Injury Insurance

• Maternity Insurance

• Also, enroll them in the Housing Provident Fund, which is mandatory in China. Both employer and employee contribute to this fund.

Outcome: The employee is fully covered under China’s social security system.

Step 4: Tax Identification Number (TIN) Registration 💳

Purpose: To ensure accurate tax withholding from the employee’s salary.
Action: Register the employee with the local tax authority for a Tax Identification Number (TIN), which is used for income tax deductions.
Outcome: The employee’s TIN is recorded, and payroll taxes are calculated in compliance with Chinese tax laws.

Step 5: Personal Identification Documents 🔍

Purpose: To verify the employee’s identity and eligibility to work in China.
Action: Request a copy of the employee’s:

• National ID (for Chinese nationals)

• Passport and valid visa (for foreign nationals)

• For foreign workers, ensure they have the proper work visa and residence permit to comply with Chinese immigration laws.

Outcome: Identity is verified, and the employee’s eligibility to work is confirmed.

Step 6: Employee Handbook Acknowledgment 📚

Purpose: To ensure the employee is familiar with company policies and workplace rules.
Action: Provide the employee with an Employee Handbook covering policies such as:

• Code of Conduct

• Work Hours and Overtime

• Annual Leave, Sick Leave, and Maternity Leave

• Anti-Discrimination and Harassment Policies

• Confidentiality Guidelines

• Ensure the handbook complies with Chinese labor regulations.

Outcome: The employee signs an acknowledgment form, confirming receipt and understanding of company policies.

Step 7: Health and Safety Training Acknowledgment 🚧

Purpose: To comply with China’s work safety regulations and ensure the employee understands required safety protocols.
Action: Provide health and safety training tailored to the employee’s role, especially if their job involves hazardous work or equipment.
Outcome: The employee signs an acknowledgment form, confirming they have received and understood the training.

Step 8: Emergency Contact Information Form 🚑

Purpose: To have contact details in case of an emergency involving the employee.
Action: Request the employee to provide Emergency Contact Information, including:

• Name

• Relationship

• Phone Number

Outcome: The employee provides these details, ensuring you have a point of contact for emergencies.

Step 9: Bank Account Information Form 🏦

Purpose: To set up direct deposit for salary payments.
Action: Request the employee to provide their banking details, including:

• Bank Name

• Account Number

• Branch and Bank Address

Outcome: The employee submits their banking information, and you set up direct deposit for timely salary payments.

Step 10: Non-Disclosure Agreement (NDA) 🔒

Purpose: To protect the company’s confidential information, trade secrets, and intellectual property.
Action: Have the employee sign an NDA to ensure that proprietary business information is kept confidential and not disclosed to unauthorized parties.
Outcome: The employee acknowledges their duty to protect the company’s confidential information.

Step 11: Work Visa (for Foreign Employees) 🌍

Purpose: To ensure foreign employees have the legal right to work in China.

Action: For non-Chinese employees, assist them in obtaining the required Z Visa (work visa) and subsequently a Residence Permit. Foreign employees must also complete a physical examination as part of the visa process.

Outcome: The employee receives their work visa and residence permit, allowing them to legally work in China.