Onboarding
Checklist: onboarding for international employees
In this checklist for successful onboarding you will find all the necessary steps for you as an international employee, leader, HR or other administrative staff.

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Preparations before arrival in Norway
You as a new employee
- Read your offer of employment carefully
- Fill out the "Acceptance and information" form and return to HR together with a copy of your passport, and "Placement in the basic collective agreement" form
- Information on how to apply for a visa for yourself, and your family.
- Find accommodation - read more about UiB guest housing (the booking must be done by your department)
- If you are eligible to apply for a moving allowance, collect price estimates from at least three registered relocation firms. You will find information about who is eligible here
You as HR staff
- Choose and send the correct template for offer of employment in ePhorte
- Use "filesender" to send the "acceptance and information" form and "Placement in the basic collective agreement" form. See user manual for encrypted sending here
- For non-EU/EEA citizens, fill out and send "UDI offer of employment" form
- For EU/EEA citizens, sign and send the "employment certificate for EEA/EFTA nationals"
- Save all necessary documentation in the personnel file in ePhorte:
- Acceptance and information form
- CV and application
- Copy of passport
- Copy of granted residence permit
You as the nearest leader
- Find important information about onboarding here, with a description of the onboarding process here
Preparations before the first day at work
For employees who need a residence permit, the start date cannot be set until the permit is granted.
You as a new employee
- Sign and return the contract of employment
- Registration with Norwegian authorities at SUA:
- Nordic citizens
- Book an appointment with the Tax administration at SUA to get your tax deduction card/Norwegian ID number and register your move to Norway
- EU/EEA-citizens
- Register with the UDI
- Book an appointment with the police to receive your proof of registration
- Book an appointment with the Tax administration to get your tax deduction card/Norwegian ID number and register your move to Norway
- Non-EU/EEA citizens
- From UDI's application portal, book an appointment with the police to go through ID control. You cannot work in Norway until you have attended this appointment
- You will receive your residence card and your Norwegian ID number in separate letters, to the address you declared to the Police and / or Tax administration
- Once you receive your Norwegian ID number you have to become an online user and apply for apply for a tax deduction at the tax administration
- Nordic citizens
You as HR staff
- Decide on a start date together with the department/faculty and the employee
- Send the contract of employment stating the correct start date
- Non-EU/EEA citizens, will:
- need a valid residence permit for work in Norway
- have to undergo an ID control with the police before they can start working
- need to bring the contract of employment with a start date to their appointment with the police
- Notify the payroll department at UiB (Fagspesialistteamet) using Melding om lønn for utenlandsk arbeidstaker via an "N-notat" in ePhorte to the Payroll department
You as the nearest leader
- Start preparing the onboarding plan
- Make arrangements to welcome the employee on their first day
- Appoint a buddy
- Order necessary equipment and relevant accesses depending on the position
Payroll department at UiB (seksjon for lønn)
- Register the new employees in HR/payroll system when the information is available in the personnel file in ePhorte
- "N-notat" - Melding om lønn for utenlandsk arbeidstaker
- Acceptance and information form
- Signed contract of employment
- Copy of passport
- Copy of Residence permit
- CV and application letter
The first 6 months
You as a new employee
- Once you have your Norwegian ID number you:
- need to inform the payroll department about your Norwegian ID number via post@lonnskontoret.uib.no
- can open a bank account in a Norwegian bank
- must inform the payroll department about changes in your bank account number
- Update "My information" in the self service portal
- Sign up for Norwegian course
- Sign up for the introductory courses for new international employees
You as HR staff
- Give support to the new employee and the leader with personnel responsibility
- New information such as change of bank account number, Norwegian address, ID-number and/or telephone number must be sent as N-notat in ePhorte to the payroll department
You as the nearest leader
- During the first week:
- Implement the start up meeting, according to the onboarding plan
- Make sure that the international employee has:
- been to SUA
- signed up for a Norwegian course
- been introduced to trade unions
- signed up for the introductory courses for new international employees
- been introduced to the workplace
- signed up for the fire safety training and first aid training
- been introduced to the safety delegate
07.11.2022