Employee documents for IT companies

The standard file for an engineer

Configure the documents below as the required-document checklist, so every engineer sees what is missing in My Self-Service and HR sees the gaps across the company. HR verifies or rejects each upload and asks the employee for a clearer copy when a scan is rejected. Keep the list short enough to finish in the first week: eight documents that everyone submits are worth more than twenty that nobody completes.

• Offer letter, appointment letter and signed NDA
• PAN, Aadhaar and current address proof
• Degree certificates and final mark sheets
• Relieving and experience letters from previous employers
• Background verification report
• Passport and visa copies for engineers who travel
• Certification certificates with their expiry dates

Passports, visas and onsite travel

Onsite travel for a client workshop or a longer deputation depends on a valid passport and the right visa. Record the passport with its expiry date, and every visa copy with its own expiry, in the employee's documents. The travel desk can then see who is ready to fly before a client asks for someone onsite next month. Visa filings often need an employment verification letter and a salary certificate; keep both as templates in the HR letter library so they go out in a day.

Client audits without exposing salaries

When a client's security team audits an account, it typically asks for BGV reports, signed NDAs and training records for a sample of engineers. HR pulls those files and shares them through time-limited download links, so a link forwarded in an email stops working once it expires. For internal or statutory auditors who need to look inside ZeniaHR, the ready-made Auditor role gives read access, and Access Control can mask salary, bank and contact fields by role.

Documents that expire

Four kinds of papers lapse in an IT file: passports, visas, certifications and the client access declarations some accounts ask engineers to sign again every year. Give each an expiry date when it is uploaded, and every month use the document reports to look for anything due in the next 60 days. An engineer whose visa lapses a week before a planned trip, or whose certification lapses in the middle of a bid, costs the account far more than a monthly check.

How to set it up in ZeniaHR

1. Set up the required-document checklist for engineers with appointment letter, NDA, ID, degrees, relieving letters and BGV report.
2. Add expiry dates to passports, visas and certifications as they are uploaded, and verify or reject each document.
3. Add employment verification, salary certificate and relieving letter templates to the HR letter library.
4. In Access Control, give auditors read-only access and mask salary, bank and contact fields for roles that do not need them.
5. Check the document reports and expiry dates every month, so missing files and papers close to expiry are chased early.

Read more about employee documents in ZeniaHR.

Roles this applies to

Frequently asked questions