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.
Main content
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 accomodation - 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 eligable 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 norwegians 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
17.06.2022