Annex No. 1


                     Pre- and post-employment checklist for the HR department


The checklist serves as an orientation tool for the Personnel Office in preparation for the
onboarding of a new employee.

Responsible Person: Head of the FI Personnel Office


                                  RECRUITMENT DOCUMENTS / ACTIONS

□

Proposal to conclude an Employment Contract

□

Personal Questionnaire

□

When a foreign EU/EFTA employee joins:

sending information about the planned arrival of the employee to the Welcome Office MU
vicarova@czs.muni.cz,

sending a link to the online questionnaire
https://isois.ois.muni.cz/en/international-staff/application/to the employee

□

Establishing an employee's employment relationship in the personnel system (PaMS)

(First check if the employee has a UČO, if not, then generate UČO.)

□

Request for an initial occupational health Examination


□

sending/forwarding the request and sending the employee to the GP

(in the case of employees classified in category 1 without occupational risks)

or

referral to the occupational health service provider MUDr. Věra Pribylová, including booking an
appointment in the IS Manipulation of Occupational Health Examination Dates (muni.cz)

(in cases where the employee

-        does not have a general practitioner in the Czech Republic: send/transmit a health
questionnaire to the employee, which he/she must fill in and take with him/her to the examination,

-        performs work with occupational hazards (e.g. receptionist in category 2R): the employee
must obtain a medical record from a general practitioner and take it with him/her to the check-up)

              MEETING TO SIGN THE EMPLOYMENT CONTRACT AND OTHER RECRUITMENT DOCUMENTS

□

Receipt of Documents from an Employee

medical report (i.e. confirmed request for examination) and proof of payment for the examination

a certificate of employment from the last employer (proof of registration with the Labour Office)

a copy of proof of the highest level of education attained

copy of ID card/passport (foreigners)

□

Signing Employment Documents


□

covering letter for payment of the document for the occupational health examination


□

employment contract


□

payroll


□

boarding pass


□

handing over the primary password (in case a UČO has been generated) – generating the password:
Change of primary password to another person (islogin.cz)


□

Confirmation of receipt of entrusted items (issuance of temporary card)


□

job description in the case of non-academic staff


□

declaration of awareness of the rights and obligations related to the protection of personal data


□

affidavit (delivery of employment documents, personal data, concurrent employment)


□

agreement to work from home in the case of non-academic staff (as decided by the supervisor - at
the conclusion of the employment contract or after the probationary period)

□

Documents to be handed over to the Payroll Accountant


□

income taxpayer's declaration


□

documents for claiming tax credits


□

bank account details


□

affidavit of health insurance supplement in the case of a part-time job

(if the gross salary is below the minimum wage)


□

a copy of the supplementary pension agreement (if applicable)

                     ACTIONS AFTER THE MEETING TO SIGN THE EMPLOYMENT CONTRACT

□

Adding data to the HR system:

information on the entry examination carried out,

information on the employee's education (remember the TREXIMA code),

ID card number (foreigners) and others according to the specific case


ACTIONS AFTER THE EMPLOYEE'S ARRIVAL

□

 Delivery of the A1 form by the employee

 (only in case of concurrent employment within the EU/EEA/Switzerland)

□

 Issuing an Employee/ITIC Card

 (As soon as the employee has a photo uploaded in the IS.)

 Making an employee/ITIC card - Applying for an ITIC and employee card (muni.cz)

 Issue employee/ITIC card and receive temporary card (invalidate temporary card in IS and issue
 employee/ITIC card)

 Receipt for the receipt of entrusted items

□

 Handing over a health insurance card (VZP) to a foreign employee

 (If the employee was not covered by Czech health insurance before joining. It takes about 3 months
 to issue the VZP card.)


The process of recruiting an employee from a so-called third country is significantly more complex
and includes additional steps that are carried out in cooperation with the MU Welcome Office. This
is described in more detail in the following picture (source Welcome Office MU).

Documents provided by the Personnel Department that are necessary to secure a residence permit:

-          Hosting Agreement.

-          Commitment from the research institution.


In the case of arrival and family members of the employee, the MU Welcome Office secures the
Accommodation Confirmation.