Prepare the onboarding record
Confirm the employing legal entity, role, agreed start date and employment terms. Gather the employee’s required identifiers and Social Insurance details through a secure process. Resolve missing or inconsistent records before the intended start date rather than inventing a temporary identifier.
Check the right to work separately where applicable. Recruitment notification and immigration permission are different requirements. A successful system submission does not establish permission to employ a person in every circumstance.
Submit and verify
Use the official ERGANI service with the appropriate employer access. Check the current instructions and enter the required recruitment information. Review the employer, employee and commencement date before submission.
Keep the acknowledgement or other confirmation and the submitted details in the personnel file. A completed form on screen or a saved draft is not evidence of a successful notification. If the system rejects the record, retain the error and resolve it through the official support route promptly.
Connect notification to payroll
Pass the confirmed start date and agreed pay to payroll. Set the first pay period, contribution treatment, leave arrangement and bank-payment approval. Obtain the employee’s TD59 declaration and other relevant evidence.
For an internal-control example, use three separate completion fields: contract agreed, ERGANI notification confirmed and payroll record checked. This prevents one completed task from masking an unfinished obligation.
Handle changes without losing the trail
If the start date changes or the employee does not join, check the appropriate correction or cancellation procedure. Do not create duplicate records as a workaround. Keep who made the change, why and the confirmation.
Review termination notification separately when employment ends. Maintain a staff list reconciled to payroll and Social Insurance records, with access limited to authorised people. The Holiday Fund check belongs in the same onboarding workflow.