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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 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

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
    • 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

The first 6 months 

You as a new employee

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