Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the ideal candidate.

Action: Issue a formal job offer with the following:

• Job Title: Clearly outline the employee’s position.
• Compensation: Specify salary details, including any bonus or incentive structures.
• Start Date: Set a defined start date.
• Working Hours: Describe expected working hours, including overtime policies.
• Benefits Overview: Include health insurance, pension plans, and additional employee perks.
• Probation Period: Mention any probationary period (generally 3 months in Taiwan).

Outcome: Upon acceptance, the onboarding process proceeds to contract formalization.

Step 2: Employment Contract 📝

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

Action: Draft a formal employment contract that complies with Taiwanese labor laws. Include:

• Job Description: Define the employee’s role, tasks, and responsibilities.
• Compensation Details: Outline base salary, allowances, and any performance bonuses.
• Leave Entitlements:
  • Annual Leave: 7 days minimum after 1 year, increasing with tenure.
  • Public Holidays: Recognize Taiwan’s 12 public holidays.
  • Sick Leave: Paid sick leave provisions per labor laws.
  • Parental Leave: Parental leave as per Taiwanese regulations.
• Working Hours: Typically 40 hours per week, with overtime policies detailed.
• Termination Conditions: Specify notice period and grounds for termination.

Outcome: Both parties sign the contract, establishing the formal employment relationship.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Prior to the employee’s start date.

Action: Register the employee with Taiwan’s tax and social security system:

• Labor Insurance and National Health Insurance (NHI): Enroll the employee for health, unemployment, and pension benefits.
• Tax Registration: Obtain a tax ID for the employee.
• Employer Contributions: Employers contribute to social security and health insurance programs.

Outcome: Compliance with Taiwan’s tax and social insurance regulations.

Step 4: Health and Safety Induction 🦺

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

Action: Conduct mandatory health and safety training as required:

• Safety Guidelines: Explain workplace safety protocols.
• Emergency Procedures: Share information on fire drills and evacuation plans.
• Personal Protective Equipment (PPE): Provide any PPE as necessary for the role.

Outcome: The employee is informed about health and safety requirements and provided with appropriate protective gear.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: During the employee’s first week.

Action: Set up the employee’s payroll and benefits:

• Bank Details: Collect information for salary deposits.
• Benefits Enrollment: Register the employee for benefits, including health insurance and retirement plans.
• Overtime Policy: Clarify overtime pay rate and conditions.

Outcome: The employee is registered for payroll and benefits.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Conduct onboarding training on company policies and standards:

• Code of Conduct: Review the company’s ethical guidelines and workplace behavior expectations.
• Training Programs: Provide job-specific and mandatory compliance training.
• Performance Metrics: Set initial performance expectations and review criteria.
• Flexible Work Options: Discuss if remote work or flexible hours apply.

Outcome: The employee is aware of the company’s culture, policies, and job expectations.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the initial 3-month probation period.

Action: Monitor the employee’s performance and provide feedback:

• Performance Reviews: Regularly evaluate the employee’s progress and role fit.
• Feedback and Adjustments: Offer constructive feedback and adapt the role if necessary.
• Employment Confirmation: Confirm the employee’s position after successful probation or decide on further actions.

Outcome: The employee completes the probation period, either securing their role permanently or receiving guidance on improvement.

Summary Table of Key Onboarding Steps in Taiwan