1. Personal Information

Full Name: As per official records (Aadhaar, PAN, etc.).
Date of Birth: For age-related statutory benefits such as Provident Fund (PF) and gratuity.
Gender: For diversity records and compliance with gender-specific laws such as maternity benefits.
Marital Status: Relevant for employee benefits, insurance, and tax purposes.
Nationality: For legal and tax documentation, especially if hiring foreign nationals.

2. Contact Information

Residential Address: Required for official correspondence, Provident Fund, and other regulatory documentation.
Phone Number: For emergency contact and regular communication.
Email Address: For electronic communication like payslips and notices.

3. Employment Details

Employee Code/ID: Unique identifier for tracking within the company.
Date of Joining: Used for tenure-based benefits like gratuity, Provident Fund (PF), and leave entitlement.
Job Title/Designation: Clarifies the employee’s role and is crucial for payroll structuring.
Department: Helps in internal organization and departmental compliance audits.
Reporting Manager: Necessary for organizational hierarchy and performance management.
Employment Type: Permanent, probationary, or contractual, which affects benefits and legal rights.
Work Location: Important for compliance with local labor laws, minimum wages, and statutory benefits.
Probation Period Details: To track when an employee's status changes to permanent after successful completion.

4. Compensation and Financial Details

Basic Salary: Forms the basis for PF, Employee State Insurance (ESI), and tax calculations.
Allowances: HRA (House Rent Allowance), medical allowances, and special allowances that are part of the salary.
Incentives/Bonuses: Variable pay that may impact tax and statutory calculations.
Bank Account Details: For salary disbursement and compliance with digital payment norms.
PAN (Permanent Account Number): Required for income tax purposes and compliance with TDS (Tax Deducted at Source).
Provident Fund (PF) Account Number: Mandatory for employees under the Employees' Provident Fund Act.
ESI Number: Required for employees covered under the Employee State Insurance (ESI) Act.
Professional Tax: Required in states that levy professional tax; applicable based on salary levels.

5. Statutory Compliance Details

Aadhaar Number: Used for identity verification and linking with various statutory benefits.
UAN (Universal Account Number): For PF contributions and tracking across different employments.
Gratuity Eligibility: Tracking of eligibility after 5 years of continuous service, as per the Payment of Gratuity Act.
Leave Records: As per statutory leave entitlements, including annual, sick, and maternity leave.

6. KYC (Know Your Customer) Documents

ID Proof: Aadhaar, voter ID, or passport for identity verification.
Address Proof: Utility bills, Aadhaar, or rental agreements for verifying employee addresses.
Educational Certificates: To validate the employee’s qualifications for the job role.
Previous Employment Records: Experience certificates, relieving letters, and salary slips from previous employers.
Passport-size Photographs: For employee identity records.

7. Attendance and Leave Management

Attendance Records: For compliance with working hours, overtime, and statutory wage calculations.
Leave Records: Tracks sick leave, casual leave, and paid leave as per statutory norms.
Maternity/Paternity Leave: For female employees, maintaining records as per the Maternity Benefit Act.

8. Health and Insurance Information

Medical Certificates: In certain sectors, proof of medical fitness is required.
Health Insurance Policy: Details of coverage if provided by the company, or details of Employee State Insurance (ESI) if applicable.
Nominee Details: For Provident Fund, gratuity, and insurance purposes.

9. Tax Information

PAN (Permanent Account Number): For income tax purposes and deduction of TDS.
Form 16: Issued to employees for income tax filing.
Tax Deductions: Records of deductions made for income tax (TDS) and other statutory obligations like PF and ESI.

10. Exit and Final Settlement

Resignation Letter: Documenting voluntary termination of employment.
Relieving Letter: Formal documentation provided by the employer confirming the employee’s exit.
Experience Letter: Certifying the employee’s tenure and role in the organization.
Full and Final Settlement: Final payment of all dues, including pending salary, leave encashment, bonuses, and gratuity.
Gratuity Payment Records: For employees eligible for gratuity as per the Payment of Gratuity Act.
Return of Company Property: Documentation of assets like laptops, ID cards, etc., being returned by the employee.

11. Legal Compliance Records

Shops and Establishments Act Records: For employees covered under the Shops and Establishments Act of respective states.
Minimum Wages Act Compliance: Salary records should adhere to the minimum wage laws applicable to different regions and roles.
Payment of Wages Act: Ensuring wage payments are made timely and properly documented.
Maternity Benefit Act Records: Tracking leave and benefits given under the Maternity Benefit Act.
Sexual Harassment Compliance: Records of training and policy acknowledgment in compliance with the Sexual Harassment of Women at Workplace Act.