The core file for every employee
Each employee's file should hold ID and address proof, PAN, bank proof, a photograph, education certificates where relevant, the appointment letter and nominee details. Salesmen, drivers and the cashier add the signed cash and collection rules. Collect all of it through the onboarding checklist before day one, and verify each item before the person handles cash or drives a van, because a missing document is much harder to chase once someone is out in the market all day.
Licences and vehicle papers
An expired licence usually surfaces after an accident or a police check, when it is too late to fix. Record the expiry date on every licence and vehicle document when HR verifies it, and each employee's required-document checklist in My Self-Service shows them what is missing or due. The papers of company-owned vans belong in your vehicle records, not in the driver's personal file.
- Driving licence for the vehicle class, for every van driver
- Two-wheeler licence for salesmen who ride on duty
- Registration and insurance for staff-owned vehicles used on duty
- Pollution under control certificate, if your policy asks for it
Expiry review each month
Once a month, the accountant or HR exports the document reports to CSV and sorts them by expiry date. Anything due in the next 30 days goes to the supervisor concerned: a salesman's two-wheeler insurance, a driver's licence renewal, a loader's fitness certificate if your policy asks for one. A driver with an expired licence should not take a van out until the renewed licence is on file.
Who sees the files
Sales supervisors and the godown in-charge need to know whether their team's licences are current, not what anyone earns. Access Control's data scope lets their access follow their reporting hierarchy, and salary, bank and contact fields can be masked for their role, while the owner and the accountant keep full access. Files are stored securely, and each download link stops working after a short time.
How to set it up in ZeniaHR
- Build the onboarding document checklist by role: licences and vehicle papers for field staff, and the signed cash rules for anyone who collects.
- Verify every upload in Employee Documents, and give licences, insurance and registrations their expiry dates.
- Export the document reports to CSV each month and send supervisors the items expiring in the next 30 days.
- Scope supervisors to their reporting hierarchy in Access Control, masking salary, bank and contact fields.
- Store the appointment letter and experience letter as HR letter library templates, and file every issued copy with the employee.
Read more about employee documents in ZeniaHR.
Roles this applies to
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Which documents should a distributor keep for delivery drivers?
Proof of identity, proof of address, PAN, the bank account he is paid into, a photograph, a valid driving licence for the vehicle class with its expiry date, the appointment letter and the signed cash rules. Check the licence again at every renewal, and never let a driver take a van out on an expired licence.
Should salesmen's vehicle documents be on file?
Yes, if they ride their own two-wheelers on duty and you pay fuel or an allowance for it. Keep the driving licence, registration and insurance with their expiry dates, and ask for renewals before the dates pass. It protects both the salesman and the distributor if there is an accident on a beat.
How often should a distributor review employee document expiry?
Monthly. Export the document report, sort it by expiry date, and send each supervisor the items expiring in the next 30 days. Licences and insurance lapse quietly, and a monthly habit catches them before a police check or an accident does.