Virtual Onboarding

& Documentation
Instruction Guide

This Guide will help you in:

+ Understanding the Virtual Onboarding Process

+ Guide you in filling Online & additional Onboarding
Forms
+ Resolve any query you have regarding Documentation
Congratulations! You are just one step
closer to being an IBMer.

This Instruction Guide will help you

prepare for your Day 1 documentation.
Kindly read all the instructions first and
then complete the required steps for your
Onboarding documentation.

For any assistance, please connect with

Quinn (Password: Start@IBM) –
IBM’s AI onboarding Success Partner,
available 24/7. You may also reach out to
your Onboarding Success Partner via New
hire Lounge (slack channel)

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CONTENTS

YOUR ONBOARDING DOCUMENTS CHECKLIST 4

POINTS TO NOTE FOR FILLING YOUR FORMS 5

MANDATORY STEPS TO BE COMPLETED FOR YOUR 6

ONBOARDING PAPERWORK

HOW TO FILL, LABEL AND EMAIL YOUR 8

ONBOARDING DOCUMENTS

HOW TO LABEL AND SAVE YOUR DOCUMENTS 15

EMAIL TO BE SENT TO YOUR ONBOARDING SUCCESS 16

PARTNER WITH DOCUMENTS ATTACHED

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YOUR ONBOARDING DOCUMENTS CHECKLIST
1. Government Photo ID - PAN Card, Aadhaar, Passport with
complete Date of Birth as declared in IBM records

2. Service/Relieving/Experience Letter from previous

organization. (Incase any of these are not available share an
email from HR with Last working day mentioned)

3. Date of Joining Change Email (if applicable) –

Download in PDF or JPEG Format

4. IBM Offer Letter – PDF Soft Copy

5. Employee Provident Fund Organization Form (EPFO Form2) -

Attached in the folder

6. Employment Undertaking -Attached in the folder

7. BGC application form - Attached in the folder

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POINTS TO NOTE FOR FILLING YOUR FORMS

+ Date format: DD/MMM/YYYY (01/JAN/2020) Use this format only for all date to be entered in
Onboarding forms
+ CAPITAL LETTERS: Please ensure the forms are filled in capital letters only
+ Date of Birth: Should be as per the Government ID proof in the format- DD/MMM/YYYY
+ Address: Any Address filled in Onboarding forms should be complete with City , State and
6-digit Pin Code
+ Digital Signature: You can use Adobe/ any online PDF editor to digitally fill and sign
documents.
*Alternatively, you can also upload the image of your signature in the completed forms.
+ Employee Number: Mention 6-digit IBM employee code (Ignore country code 744)

Not Sure where to find your Employee Number?

Refer to the email received on completion of your online forms
subjected as ‘IBM Action Required: List of documents to be carried’
Note: Exclude the country-code ‘744’ from the IBM employee code mentioned on this email

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MANDATORY STEPS TO BE COMPLETED FOR YOUR ONBOARDING PAPERWORK
Step-1: Complete the Online Onboarding Forms

1. Complete your online onboarding forms using the Talent Suite link sent to your personal email ID.

+Unable to find the onboarding forms link sent to your email? Need Help?
Click on this Troubleshot link and choose forgot password to receive a link to fill your online forms. 1. Need help while
completing the Online forms?
+You will receive a confirmation email with the subject- Check out this Video Guide
‘IBM Action Required: List of documents to be carried’ once you complete the last task (Password: Start@IBM)
‘What you need to know as a new IBMer’
2. Not received the link?
Check with your Recruiter.
Step-2: Filling Editable Forms attached in the mail

Open the attached PDF Forms in any PDF editor > Fill your details as per the instructions given in this GUIDE >
Sign & update your Employee Number > Save & email the filled-in forms

1. BGC Application Form

2. Employees' Provident Form Organisation Form (EPFO Form 2)
3. Employment Undertaking

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MANDATORY STEPS TO BE COMPLETED FOR YOUR ONBOARDING PAPERWORK

Step-3: Additional Documents required for your Onboarding

1. IBM Offer Letter and Date of Joining Change Email (if applicable)
2. PAN Card, Passport and Aadhaar Card
3. Service/Relieving/Experience Letter from previous organization. (Incase any of these are not available share an
email from HR with Last working day mentioned)

Step-4: Label and send your onboarding documents to your OSP

1. Label your filled-in and signed documents as ‘Employee ID-Your Name-Document Code’
(refer page 21 for document codes)
2. Attach and send an e-mail to you Onboarding Success Partner with the complete list of documents as
mentioned in the checklist before 9:00 am on your date of joining.

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How to fill, label
and send your
Onboarding
Documents?
 BGC APPLICATION
FORM
FULL NAME

EMPLOYEE ID

To be labelled as
Employee ID-Your Name-BGC
PREVIOUS COMPANY NAME
PREVIOUS Emp No Last Working Day

Note:
1. This Form is Attached in this mail.
2. You can find your Employee ID in the
FULL NAME
mail ‘IBM Action Required: List of
documents to be carried’ (ignore 744) Digital Signature
Date of Joining Date of Joining
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EMPLOYEES’ Employee ID
PROVIDENT FUND
ORGANISATION
Serial Number 1 -8:
Personal details
1. Your Name
2. Your Father/Husband Name DO NOT FILL
3. Your DOB
4. Your Gender
5. Your Marital Status
7. Leave it blank
8. Permanent and Temporary
address

*Don’t forget State & Pin code

*If Temporary & Permanent
address are same, Please
mention it as “Same as Above”

To be labelled as
Employee ID-Your Name-PF Complete address Father/
Nominee with Mother/ Total share
DOB Applicable if
state, city, Husband/
Name 100% Nominee is a minor
Pin Code Wife/Son/
Daughter
Note:
1. This Form is Attached in this mail.
2. You can find your Employee ID in the
mail ‘IBM Action Required: List of
documents to be carried’ (ignore 744) Digital Signature
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EMPLOYEES’
PROVIDENT FUND
ORGANISATION

To be filled by ‘MARRIED’ candidates

To be filled by ‘SINGLE’ candidates

To be labelled as Date of Joining

Employee ID-Your Name-PF
Digital Signature

Note:
1. This Form is Attached in this mail.
2. You can find your Employee ID in the
mail ‘IBM Action Required: List of
documents to be carried’ (ignore 744)

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EMPLOYMENT
UNDERTAKING
Full Name Father’s Name
Age
Your Complete Address

Previous Company Name

Previous Company Address

Previous Company Tenure

Designation

To be labelled as
Employee ID-Your Name-EMPUT

Tick Boxes

Note:
1. This Form is Attached in this mail. Full Name Employee ID
2. You can find your Employee ID in the OB Location Digital Signature
mail ‘IBM Action Required: List of
Date of Joining Date of Joining
documents to be carried’ (ignore 744)
Mobile Number
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DOCUMENTS TO BE LABELLED AS
Save the documents as per the instructions given here

Sr. No. Document Name To be labelled as

1 BGC Application Form Employee ID-Your Name-BGC

Service/Relieving/Experience
2 Letter/Resignation Acceptance Mail from Employee ID-Your Name-Emp Proof
previous organization

Note:
3 Government ID Proof Employee ID-Your Name-POI Please use “ - “ :
Hyphen or Dash
Not Underscore.
4 Date of Joining Change email (if applicable) Employee ID-Your Name-DOJ

5 IBM Offer Letter(All Pages) Employee ID-Your Name-OL

6 Employee Provident Fund Organization Form Employee ID-Your Name-PF

7 Employment Undertaking Employee ID-Your Name-EMPUT

*All editable forms required to be sent in PDF format, ID proof can be sent in JPEG
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EMAIL TO BE SENT TO YOUR ONBOARDING SUCCESS PARTNER

Mail Subject: IBM Onboarding Documents & Acceptance

Attachment:
Documents labelled
as specified

Hello,
Email Declaration
I agree to the terms and conditions mentioned in the Offer letter. Since I have not printed for your IBM Offer
the document and cannot perform wet signature, this email is my acceptance and I Letter
confirm to agree to the content of the document. *You can copy and
paste this content
on an email
Name:
Emp No:
Location:
DOJ: Send this mail to your
Onboarding Success
I also agree to submit the onboarding documents as hard copies whenever required by Partner before 9:00 am on
IBM your date of joining.
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Thank You!

We are excited to see you at

Onboarding

Have Queries?

Contact for support:

1. Quinn (PW: Start@IBM)
2. Onboarding Success
Partner on Slack
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