Checklist: onboarding for international employees

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

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

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

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