SayPro Documents Required from Employee:Module Quality Assurance Sheet (SayPro QA Standard)

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SayPro Documents Required from Employee:

Module Quality Assurance Sheet (SayPro QA Standard)

Module Name:

Documents Required from Employee

QA Sheet Version:

1.0

Prepared By:

[Name]

Date:

[DD/MM/YYYY]

1. Objective

To ensure that all employee-submitted documents meet SayPro’s quality standards for authenticity, completeness, and compliance, facilitating smooth HR operations and audit readiness.

2. Scope

This QA sheet covers all required documents that employees must submit during onboarding and employment tenure, including identity, address, education, experience, tax, and other relevant proofs.

3. Documents Included for QA Verification

Document Type	Mandatory	Description	Quality Criteria
Identity Proof	Yes	Passport, Aadhaar, Driver’s License, or equivalent	Clear photocopy, unexpired, readable details
Address Proof	Yes	Utility bill, rental agreement, Aadhaar	Recent document (within 3 months), legible address
Educational Certificates	Yes	Highest qualification certificate(s)	Original or notarized copy, relevant to role
Experience Letters	Yes (if applicable)	Official letters from previous employers	Signed on letterhead, clearly mentioning employment duration
Appointment / Offer Letter	Yes	Official employment confirmation	Signed by authorized person, dated
Bank Details	Yes	Cancelled cheque or bank passbook page	Details match employee name, legible information
PAN Card / Tax Forms	Yes	PAN card copy, tax declaration forms	Clear copy, valid PAN number
Medical Certificates	Conditional	Required for certain roles or company policies	Recent and signed by certified medical practitioner
Passport-size Photographs	Yes	Recent color photographs	Correct size (passport standard), clear, plain background
Additional Compliance Docs	Conditional	NDAs, background check forms, others	Fully filled and signed

4. Quality Assurance Checks

4.1 Completeness Check

Ensure all mandatory documents are submitted before employee onboarding completion.
Identify and flag any missing or incomplete documents for immediate follow-up.

4.2 Authenticity Verification

Cross-verify document details with employee-provided data and official sources where applicable.
Check for signs of tampering or forgery, such as inconsistent fonts, missing seals, or altered dates.

4.3 Document Condition & Legibility

Verify all scanned or photocopied documents are clear, not blurred, and all information is readable.
Originals should be presented for verification when required.

4.4 Date Validity

Confirm validity periods where applicable (e.g., ID expiration, utility bill date).
Documents older than acceptable limits (typically 3-6 months for address proof) should be rejected.

4.5 Compliance with Company Policy

Ensure submitted documents align with SayPro’s HR and legal compliance standards.
Validate tax forms and declarations according to statutory requirements.

5. QA Review Process

QA Step	Description	Responsible Person
Document Receipt	Collect and log all employee documents	HR Coordinator
Preliminary Completeness Check	Verify all required documents submitted	HR Executive
Authenticity & Legibility Check	Verify document authenticity and clarity	QA Analyst
Compliance Check	Validate against legal and company policies	Legal/Compliance Team
Final Approval	Approve documents for employee file creation	HR Manager

6. Common Issues & Resolution Guidelines

Issue	Possible Cause	Recommended Action
Missing Documents	Employee oversight or delay	Send reminder; escalate if overdue
Illegible Document Copies	Poor scanning or photocopy quality	Request rescan or physical verification
Expired IDs or Proofs	Employee submitted outdated documents	Request updated documents
Inconsistent Data	Mismatch between documents and employee info	Cross-check details; clarify with employee
Suspicious or Forged Docs	Possible document tampering	Escalate to HR/legal team for investigation

7. QA Sign-off

By signing below, I confirm that the documents submitted by the employee meet SayPro’s quality and compliance standards.

QA Analyst Name: ___________________________
Signature: ___________________________
Date: ___________________________

HR Manager Name: ___________________________
Signature: ___________________________
Date: ___________________________