SayPro Employee ID & Onboarding Form

As part of its professional human resources standards, SayPro  requires all new employees to complete a standardized onboarding process. This process ensures proper documentation, compliance with local labor laws, and effective internal records management.

Two essential components of this process include the issuance of the SayPro Employee ID and the completion of the SayPro Employee Onboarding Form. Below is a breakdown of what employees are expected to submit and complete.

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1. SayPro Employee ID

The SayPro Employee ID is an official identification issued to all full-time, part-time, and contract employees upon successful onboarding. It is used for:

• Identification at SayPro offices, events, and field locations
• Access to SayPro facilities, systems, and digital tools
• Attendance tracking and verification for payroll
• Representing SayPro at external meetings and partnerships

 Documents Required for Employee ID Issuance:

1. Government-Issued Identification (any one of the following):
   • National ID card
   • Passport
   • Driver’s license
2. Recent Passport-Sized Photograph:
   • JPEG or PNG format (for digital ID)
   • High resolution with a plain background
3. Proof of Address (for verification):
   • Utility bill
   • Lease agreement
   • Bank statement (optional, with address)
4. Signed Employment Contract
   • Must be on record before the ID is issued

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 2. SayPro Employee Onboarding Form

The Onboarding Form captures critical personal, professional, and emergency information from all new hires. It ensures employees are registered correctly in SayPro’s systems and supports payroll, communication, and emergency procedures.

Key Information Collected in the Onboarding Form:

• Personal Details
  • Full legal name
  • Date of birth
  • National ID/passport number
  • Home address
  • Contact number and personal email
• Position and Employment Details
  • Job title
  • Department
  • Start date
  • Type of employment (full-time, part-time, internship, consultancy)
• Banking Information (for payroll)
  • Bank name
  • Branch code
  • Account number
• Tax and Social Security Details
  • Tax reference number (if applicable)
  • UIF or social insurance number (where applicable)
• Emergency Contact Information
  • Name of next of kin
  • Relationship to employee
  • Contact number(s)
• Medical and Accessibility Information(Optional but recommended)
  • Any relevant health disclosures
  • Accessibility needs or accommodations
• Declarations and Signatures
  • Acknowledgment of SayPro’s policies (code of conduct, data protection, confidentiality)
  • Digital or physical signature

 Submission Format:

• The onboarding form is submitted either:
  • Via SayPro’s digital onboarding portal
  • As a PDF form emailed to HR
  • In printed format during in-person onboarding (if applicable)

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 Other Required Documents from Employees (General)

In addition to the ID and onboarding form, employees may also be required to provide:

1. Academic Certificates & Transcripts
   • Relevant to the job role
2. Professional Certifications or Licenses (if required for the position)
3. Previous Employment Reference Letters or contact details
4. Police Clearance Certificate or Background Check Report
5. Work Permit or Visa (for foreign nationals)

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 Optional Documents for Internal Benefits or Recordkeeping:

• Proof of dependents (for insurance or benefits)
• Tax directive forms (where applicable)
• Updated CV or resume
• Digital signature file (for internal communication and approvals)

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 Data Protection and Confidentiality

SayPro ensures all employee documents are:

• Collected with informed consent
• Stored securely in compliance with POPIA (Protection of Personal Information Act) or GDPR (if applicable)
• Accessible only to authorized HR personnel
• Used solely for internal administrative purposes

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 What Employees Receive After Submission:

• Employee ID card or digital ID
• Welcome email with login credentials for SayPro platforms
• HR handbook, code of conduct, and communication guidelines
• Access to internal systems, timesheets, and communication platforms (e.g., HR portal, email, Slack/Teams)

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Summary Checklist for New Employees

Requirement	Status
✓ Completed Onboarding Form	✅
✓ ID/Passport Copy	✅
✓ Passport-Sized Photo	✅
✓ Signed Employment Contract	✅
✓ Proof of Address	✅
✓ Bank and Tax Details	✅
✓ Emergency Contact Info	✅
✓ Certificates (if applicable)	✅
✓ SayPro Policies Acknowledged	✅