Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the right candidate.

Action:

• Job Title: Clearly define the position, job responsibilities, and the reporting structure.
• Compensation: Outline salary, bonuses, allowances, and other benefits like pension contributions or transportation allowances.
• Start Date: Set an agreed-upon date for the employee’s start of work.
• Working Hours: Specify working hours, typically 40-44 hours per week, and the break time, as required by Swiss law.
• Benefits Overview: Include health insurance, pension scheme contributions, and other company perks like meal allowances.
• Probation Period: The probation period usually lasts 1 to 3 months in Switzerland, during which either party can terminate the contract with a short notice period.

Outcome: A signed offer letter allows the process to move to the formal contract stage.

Step 2: Employment Contract 📝

When It’s Used: Once the job offer is accepted.

Action:
Draft a written contract that complies with Swiss employment law, which should include:

• Job Description: Define the scope of work and specific responsibilities.
• Compensation: Clearly state the salary, bonuses, and any other financial benefits such as transportation and meal allowances.
• Leave Entitlements:
  • Annual Leave: Swiss employees are typically entitled to a minimum of 4 weeks (20 days) of paid vacation.
  • Sick Leave: Employees may receive up to 3 weeks of paid sick leave, depending on the company’s policies and the employee’s contract.
  • Public Holidays: Switzerland observes about 9 to 13 public holidays, depending on the canton.
• Working Hours: The standard workweek is 40-44 hours, with clear terms regarding overtime compensation, which is typically paid at 125% of the regular salary.
• Termination Conditions: Include the notice period (usually 1 to 3 months) and grounds for dismissal.

Outcome: A signed employment contract ensures both legal compliance and mutual understanding of employment terms.

Step 3: Residency and Work Permit 🛂

When It’s Used: Before the employee begins work.

Action:

• Work Visa: Non-EU employees must apply for a work visa, and this must be arranged before entering Switzerland.
• Residency Permit: Once the employee arrives in Switzerland, the employer must register the employee with the cantonal migration office for a residency permit (if applicable).
• Medical Examination: A health check may be required as part of the work permit process, depending on the employee’s role.

Outcome: The employee is legally authorized to work in Switzerland.

Step 4: Tax and Social Security Registration 💰

When It’s Used: Prior to the employee’s first salary payment.

Action:

• Tax Registration: Ensure employees are registered for tax purposes. Swiss tax residency is determined by the employee’s permanent residence.
• Social Security: Employers must register Swiss employees for social security contributions, which include health insurance, old-age pension, and unemployment insurance.
• Pension System (2nd Pillar): Contributions to the 2nd pillar pension system are mandatory for Swiss employees, and the employer must arrange these deductions.
• Bank Account: Employees are required to open a Swiss bank account for salary deposits.

Outcome: Ensures compliance with payroll and tax obligations.

Step 5: Health and Safety Orientation 🦺

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

Action:

• Workplace Safety Guidelines: Introduce safety protocols relevant to the employee’s role.
• Emergency Procedures: Provide training on emergency evacuation, fire safety, and first-aid procedures.
• Protective Equipment: If applicable, supply employees with necessary personal protective equipment (PPE).

Outcome: Employees are informed of workplace safety standards and their rights regarding health and safety.

Step 6: Payroll and Benefits Enrollment 📊

When It’s Used: Within the first week of employment.

Action:

• Bank Details: Collect the employee’s bank account details for salary processing.
• Benefits Enrollment: Register the employee for health insurance (mandatory for all employees), pension schemes (2nd pillar), and other optional benefits like life insurance or disability coverage.
• Overtime Policy: Explain the overtime policy, including compensation rates (125% for regular overtime, with higher rates for exceptional hours).

Outcome: Employees are successfully integrated into the payroll and benefits system.

Step 7: Policies, Training, and Feedback 📚

When It’s Used: Throughout the first month and probationary period.

Action:

• Workplace Policies: Familiarize the employee with the company’s code of conduct, workplace behavior expectations, and confidentiality agreements.
• Training Programs: Conduct orientation training to introduce the company’s values, culture, and role-specific training.
• Probationary Feedback: Provide feedback on the employee’s performance during the probation period and guide improvements if needed.

Outcome: Employees are well-acquainted with workplace norms and expectations, ensuring they can settle into their roles effectively.

Summary Table of Key Onboarding Steps in Switzerland

Key Takeaways:

• Swiss employment contracts must include job roles, salary details, leave policies, and termination terms.
• Non-EU employees must secure work and residency permits before starting employment.
• A structured onboarding process ensures compliance with Swiss labor laws, streamlines employee integration, and improves employee satisfaction.