Formalities Related to Human Resources While Hiring Interns

Hiring Interns may seem like a good plan to expand your team and achieve business goals. But like every other process involved in running a company, this process too requires a set of conventions that companies must follow. This is to ensure a smooth Internship Program. In the season of internships companies need to ready their procedures or revise them as per the latest laws and company-wide changes (if any). They must avoid taking this as a regular mundane task.
With hiring interns, you as a company will not just have more people working for you. You will also be responsible to a large extent with their professional development and well-being. Let’s look below at some of the formalities that the HR team needs to take care while hiring Interns.

1.    Intern Training Program

Hiring interns involves several HR formalities for interns, including developing a comprehensive training program that provides real project experience. Prior to hiring these young candidates, it's important to create a training module that their supposed mentor will focus upon when they are onboarded. Lack of such a module thereof will not look good and will be considered very sloppy as a company.

2.    Interns as Non-Permanent Employees

It's important to note that interns are not permanent employees and may not be on the company's official payroll, affecting their internship employment laws UK status. Interns are usually offered stipend (if they are paid ones). Their leave policy, allowances structure needs to be different in comparison to the rest of the team members.
Also, the responsibilities of interns must also set them apart from a regular employee. The permanent teams will have tough workload on them, and the interns will only be just starting with the training of basics.

3.    Compensation Structure and Allowances

The #2 point leads us to the fact about an intern’s pay structure and whether they are eligible for allowances or not. Most companies do offer salaries presently, but allowances are a part that is offered only to the permanent employees.
Of-course there may be incentive attached for interns, based on the targets they achieve and the department they work in. For example, Marketing and Sales interns may be eligible for incentives if the companies allow.

4.    Leave Entitlement for Interns

This is another formality that the HR teams need to work on while hiring interns. Will they or will they not be eligible for leaves like other team members? Just like allowances, leaves are also not a part of an intern’s offer. They are allowed to take leaves, definitely, but those are Leave without Pay, deducted when they avail leaves.
They are of course eligible to all the national holidays like other employees. Companies where they follow 5 day working, interns may have to come in for 6 days a week. That usually depends on company and the industry they are interning in. A lot of companies also allow 5 day working for interns.

5.    Tax Obligations and Compliance

One other vital aspect of an Intern’s hiring is taxation. If the interns are being paid, as per the company norms, they most likely won’t be attracting any tax liabilities. That's because the amount they receive. But they may be considered for Provident Fund and other legal deductions as per the state laws. So those laws must be taken in consideration while creating their pay structure.

6.    Required Documentation and Paperwork

This is one of the most important part of intern hiring. Without paperwork and documentation an employee’s authenticity and presence in that company cannot be validated. When it comes to interns, additional documentation is required for their identification, reference details, educational documents, etc. Their offer letter is also different from usual, and it states their terms of employment clearly.

The complete process of hiring to onboarding an intern involves a series of steps. If followed properly will that lead to an organised Internship Program. The company’s goal of creating leaders out of youngsters can be realised efficiently. A streamlined procedure also helps create company brand value and helps you get the talented pool of candidates always.