Pre-Start Documentation Checklist
- Signed employment contract
- Work permit (if non-EU)
- Copy of passport or ID
- Social security number (or application)
- Tax ID (Steuer-ID in Germany)
- Bank account details for salary
- Health insurance selection/proof
- Emergency contact information
- Previous employment certificate (if requested)
Collect all documents BEFORE the first day. Missing paperwork can delay payroll registration and create compliance issues.
Germany: Registration Requirements
| Task | Deadline | Responsible Party |
|---|---|---|
| Signed contract | Before Day 1 | Employer |
| Social security registration | Day 1 | Employer (via payroll) |
| Health insurance registration | Within 14 days | Employee chooses; employer registers |
| Tax registration (ELStAM) | Day 1 | Employer (automatic) |
| Accident insurance (BG) | Within 1 week | Employer |
| Works council notification | Before start | Employer (if council exists) |
The employee must provide their social security number (Sozialversicherungsnummer). If they do not have one (new to Germany), the employer requests one through the pension insurance authority.
Germany uses electronic tax cards (ELStAM). Once you have the employee tax ID and birthdate, tax class is retrieved automatically. No paper tax card needed.
Austria: Registration Requirements
| Task | Deadline | Responsible Party |
|---|---|---|
| Signed contract | Before Day 1 | Employer |
| GKK registration | Before Day 1 (or same day) | Employer |
| Tax registration (Finanzamt) | With first payroll | Employer |
| CBA classification | Before contract | Employer (determine correct CBA) |
| Abfertigung fund registration | With first payroll | Employer |
Austria requires registration with the Gebietskrankenkasse (regional health insurance) before or on the first day of work. Late registration can result in fines.
Austria has strict same-day registration requirements. Ensure GKK registration is submitted before the employee starts work.
Switzerland: Registration Requirements
| Task | Deadline | Responsible Party |
|---|---|---|
| Work permit (non-EU) | Before Day 1 | Employer application; canton approval |
| Residence registration | Within 14 days of arrival | Employee (at Gemeinde) |
| AHV registration | With first payroll | Employer |
| BVG pension enrollment | From Day 1 (if salary > threshold) | Employer |
| Cantonal tax registration | Varies by canton | Employer |
Switzerland cantonal system means registration requirements vary. Zurich, Geneva, and Basel have different forms and deadlines. Work with a local expert or EOR.
For non-EU hires, the work permit must be approved BEFORE the employee can start. Do not let them begin work while the permit is pending.
First Day Setup
- Workspace ready (desk, chair, equipment)
- IT equipment configured and tested
- System accounts created (email, collaboration tools)
- Security access provisioned (badges, VPN, passwords)
- Manager introduction scheduled
- Team introductions arranged
- Company policies provided (handbook, IT policy)
- Benefits enrollment initiated
- Emergency procedures explained
Send a welcome email 1-2 days before start with Day 1 logistics: where to go, who to meet, what to bring. Reduces first-day anxiety.
First Week Priorities
- Role clarity meeting: Discuss expectations, goals, and success criteria with manager
- Key stakeholder introductions: Schedule meetings with cross-functional partners
- Initial projects assigned: Give meaningful work from Day 1; avoid overwhelming
- Benefits enrollment completed: Health insurance selection, pension forms
- Culture onboarding: Values, communication norms, team rituals
- Tools training: Key systems they will use daily
- 30/60/90 day plan: Set expectations for ramp-up milestones
The first week sets the tone. A structured onboarding shows the employee they are valued and helps them contribute faster.
Assign an onboarding buddy; a peer who can answer informal questions and help the new hire navigate the organization.
How Virmondo EOR Streamlines Onboarding
- We handle all country-specific registrations (social security, tax, health)
- Compliant employment contracts drafted in 24-48 hours
- Employee receives digital welcome package with all forms
- Benefits enrollment guidance in local language
- Ongoing HR support for employee questions
- You focus on the job; we handle the paperwork
3-5 days
Offer to Day 1
100%
Registration Compliance
24/7
Employee Support
DACH onboarding complexity (especially Austria's same-day registration and Germany's multiple authorities) is where EOR value is clearest. We have done it hundreds of times.