About ESI and EPF
Employee State Insurance
Coverage – Act is applicable to non-seasonal factories using power and employing 10 or more persons and non-power using factories 20 or more persons.
Earning wages limit- Gross Salary Rs. 10,000/- w. e. f. 01.04.2006.
Contribution : By Employer @ 4.75%
By Employee @ 1.75%
Registration and number allotment– Duly filled Form-01
For Employees Form 01 & Declaration Form no. 03 within 10 days of joining, kept one copy of Form-3 for record.
Identity Cards : Form 4 the ESI Office will issue the same.
Register for ESI Record : Every employer shall maintain a register in Form-6 which is prescribed in rule-32.
Contribution periods 1st : 1st April to 30th September
2nd : 1st October to 31st March
Challans Deposit : Deposit in bank by 21st of every month.
Returns of contribution : On Form no. 5 in quadruplicate with Six Challans within or before 11 May & 12 Nov of every year mandatory certified by the Chartered Accountant if the member are 40 nos. or more w. e f. 01.04.2008.
Special Provision :
(i) Within 42 days of the termination of the contribution period to which it related.
(ii) Within 21 days of the date of permanent closure of the factory.
(iii) Within 7 days of the date f receipt of requisition in that behalf from the appropriate office.
Notice of Accident : As soon as practicable after the accident.
Maintenance of Accident Book : Form-15 any injury to an insured person.
Report to Accident :
- Immediately if the injury is serious. i.e. is likely to be cause to death or permanent disablement or loss of a member.
- In any other case within 24 hours after the receipt of the notice or when the accident came to his notice or to his foremen or other official under whose supervision the insured person was employed at the time of accident.
- If the injury result in the death at the place of employment, the report to IMO and Local Office should be sent through a special messenger.
Every Employer shall send a report in Form-16 to the nearest Local Office and to the nearest Insurance Medical Officer in triplicate i.e.
(1) One deposit to Local Office
(2) Second deposit to IMO
(3) Kept for their records.
Benefit Period : If the person joined insurable employment for the first time say 5th January, but his contribution period will be 5th Jan to 31st March and his corresponding first benefit will be from 5th October to 31st December.
| Sr. No. | To be deemed as a wages | Not to be deemed as a wages |
|
1 |
Basic Allowance | Contribution paid by employer on any pension / PF or ESI |
|
2 |
Dearness Allowance | Daily Allowance paid for period spent on tour |
|
3 |
House Rent Allowance | Encashment of leaves |
|
4 |
City Compensatory Allowance | Washing Allowance |
|
5 |
OT Wages | Amount towards reimbursement for duty related journey |
|
6 |
Production Incentive | Gratuity payable on discharge |
|
7 |
Payment for day of rest | Benefit paid under ESI |
|
8 |
Night Shift Allowance | Payment of Inam which does not form part of the terms of employment |
|
9 |
Meal / Food Allowance | |
|
10 |
Suspension Allowance | |
|
11 |
Conveyance Allowance |
Damages or contribution or any other amount due but not paid in time-
| Sr. No. | Period of delay | Maximum rate of damages in % per annum of the amount due |
|
1 |
Less than 2 months |
5 % |
|
2 |
Grater than 2 but less than 4 months |
10 % |
|
3 |
Grater than 4 but less than 6 months |
15 % |
|
4 |
Grater than 6 months |
25 % |
Penalties : Different punishment have been prescribed for different types of offences in terms of section 85 :
(i) Six month imprisonment and fine Rs. 5000/-
(ii) One year imprisonment and fine
And under section 85-A
(i) Five year imprisonment and not less than 2 years
And under section 85-C(2) of the ESI Act which are self explanatory
Besides these provisions, action also can be taken under section 406 of the IPC in case where an employer deduct contribution from the wages of his employees but does not pay the same to the corporation which amounts to criminal breach of trust
EPF
FREQUENTLY ASKED QUESTIONS
1) Who will be covered by the Pension Scheme?
Every member of the ceased Family Pension Scheme 1971 and anyone who joins any covered establishment on or after 16-11-95 is compulsorily to join this scheme, provided his/her salary/wage is less than Rs. 6500/- per month at the date of appointment.
2) What is a covered establishment?
Covered establishment is an establishment belonging to the class of industries / other establishments, which have been listed in the schedule appended to the Employees’ Provident Fund and Miscellaneous Provisions Act 1952 and where 20 or more persons are employed.
3) What are the eligibility criteria for taking the benefit of Employee Pension Scheme?
For getting the benefit of Employee Pension Scheme, an employee has completed to complete the age of 58 and have least 10 years of contribution in pension scheme.
4) Is employee the only beneficiary of Fund?
Benefit will be paid to him/her and in his/her absence to his/her family.
5) What is meant by Family?
Family means employees’ spouse and children below 25 years of age.
6) Suppose an employee does not have a Family and he/she dies before receiving benefit. Does his/her pension get lost?
No, if he/she does not have a family, benefits will be paid to his /her nominee, who will receive the benefit in his/her, absence.
11) Suppose member has not nominated anyone.
The pension / ROC will be paid to the dependent parents.
12) Can member change his/her nomination?
He/She can change his/her nomination whenever he/she decides within the framework of rules for such nomination. In other words if he/she has a family, nomination should be in favour of a member(s) of the family. If he/she has no family he/she can nominate anyone he/she wishes.
14) Employee is a member of Employees’ Pension Scheme. He/She has left employment at 48 yrs. of age and 8 yrs. of service. When shall he/she receive his/her pension?
He/She can take either withdrawal benefit or can take scheme certificate so that the 8 years service can be added to any future service that he / she may put in, in any other covered establishment. By virtue of being a holder of a scheme certificate, if the member dies before 58 years widow / widower and children shall be entitled for pension.
16) When does an employee become eligible to become a member of Employees’ Provident Fund Scheme, 1952 and Employees’ Deposit Linked Insurance Scheme, 1976?
An employee becomes a member of Employees Provident Fund (Employees’ Provident Fund) Scheme, 1952 / Employees Deposit Linked Insurance (Employees’ Deposit Linked Insurance) Scheme, 1976 immediately on joining an establishment covered under the Employees Provident Funds & Miscellaneous Provision Act, 1952.
17) What is nomination?
Every member has to give the details of himself & details of the nominee for Employees’ Provident Fund & Employees’ Deposit Linked Insurance Schemes and details of family for Employees Pension Scheme, 1995 in form no. 2.
A member if, is having a family can nominate any one or more persons to receive the Provident Fund on his death. In case of him having no family he can nominate any other person.
Family for the purpose of Employee Provident Fund Scheme’52 means wife/husband, children, whether married or unmarried, including adopted children, if adoption is recognized and dependant parents of member.
Employees Deposit Linked Insurance Scheme benefit will be paid to the nominee under Employees Provident Fund Scheme, 1952.
For the purpose of Employees Pension Scheme,1995 the member has to furnish the details, such as name, relationship & age of all the family members in the form no. 2. Family for the purpose of Employees Pension Scheme, 1995 means wife/husband & children. Whenever member wants to make a change in the nomination already made for Provident Fund, or to update the details of family for Employees Pension Scheme,1995, he has to send a revised form no. 2. The form no.2 is routed through the employer.
18) What are the periodical returns to be sent by an employer to the Provident Fund Office?
The employer of an un-exempted establishment has to forward the following returns. These returns will include details required under the three schemes namely, Employees Provident Fund Scheme, 1952, Employee Deposit Linked Insurance Scheme,1976 and Employee Pension Scheme, 1995.
a) Form-9(Revised):
The details of employees enrolled as members of Employees’ Provident FundS’52, Employees’ Deposit Linked Insurance’76 & Employees’ Pension Scheme’95 on coverage of the establishment- This is to be submitted immediately after coverage, within 15 days of coverage.
b) Form-12A:
The details of the contributions recovered form the members & paid along with details of employers’ contribution & administrative charges- This is to be submitted monthly by 25th of following month.
c) Form-5:
The details of the employees enrolled newly to the Provident Fund- To be submitted along with Form-12A every month within 15 days of the following month.
d) Form-10:
The details of the employees leaving service during the month- To be submitted along with form-12A.
e) Challans:
The triplicate copy of challans in token of having remitted the Provident Fund dues in the bank- to be submitted along with form-12A every month.
f) Form-2(Revised):
Nomination form- To be submitted along with form-5/9.
g) Form-3A:
The details of wages & contributions in respect of each member, to be prepared financial year wise- To be submitted to the Provident Fund office by 30th of April every year.
h) Form-6A:
Yearly consolidated statement of contributions- To be forwarded yearly along with form-3A. It should be ensured that all the form-3A are entered in form-6A, irrespective of whether the form-3A was forwarded for the broken period and the total dues as per the form-12A for the whole year agrees with the total of form-6A within 30th April.
i) Form-5A:
Return of ownership of the establishment- To be forwarded immediately after coverage & whenever there is a change in the ownership, it has to be intimated with in 15 days of change.
j) Specimen signature:
Specimen signature of the officer/officers who are authorized to sign the returns/documents relating to Provident Fund forwarded immediately after coverage & whenever there is a change in
authorized officer.
19) What is the procedure to be followed by the member if the employer is not attesting his claim forms?
It is the duty of the employer under the Act & Scheme to help Employees’ Provident Fund organisation to settle the Provident Fund dues of his employees. He has to complete the prescribed application within 5 days of receipt [para72(5)] forms & hand over it to the member when he leaves the service. When a member finds difficult to get the form attested by the employer, he can get the attestation of any of the following officer & send to the Provident Fund office
- Manager of a bank.
- By any gazetted officer.
- Member of the Central Board of Trustees./ committee/ Regional Committee (Employees’
Provident Fund Organization).
Magistrate/ Post/ Sub Post Master/ President of Village Panchayat/ Notary Public.
20) What is the mode of payment of Provident Fund and Employees’ Deposit Linked Insurance dues?
Provident Fund & Employees’ Deposit Linked Insurance dues is paid by money order/ by deposit in payees’ bank a/c/ through employer/ by depositing the cheque in payees’ name or part of amount in annuity scheme in any nationalised bank. Payment by money order is allowed where the amount is not more than Rs. 2000/-
21) What are the modalities to be followed for payment through cheque?
The member has to open an account in the nationalised bank, scheduled bank, urban bank or post office savings bank. He has to furnish the details of bank a/c no. with the full address of the bank in application form. An advance stamped receipt has also to be annexed in the form.
For receipt of pension member/claimant has to open an account only in State Bank of India or Punjab National Bank.
22) In case of returning of cheque what is the procedure to be followed?
Generally the cheques are returned by the bankers when the a/c number is furnished incorrect or a/c has been closed. On receipt of the cheque from the bankers the Provident Fund office will write to the member & employer about the fact & request them to intimate the bank, a/c number & detailed address. In case, the member comes to know about returning of the cheque before this, he can write to the Provident Fund office through his former employer regarding his present address & bank a/c number.
23) What is the time taken for disposal of the application in the Provident Fund office?
The claims received complete in all respects are disposed off within a maximum period of 30 days from the date of receipt of claims in the office. In case the member is not hearing anything about his application within 30 days, he can approach the Public Relation Officer.
24) What is the voluntary rate of Provident Fund contribution by the member?
As per the Act, the member has to contribute at the rate of 10% or 12% of his basic pay, D.A. & retaining allowance if any. In case the member wants to contribute more than this, voluntarily he can do so at any rate he desires. i.e. upto 100% of basic and D.A. But the employer is not bound to contribute at the enhanced rate.
Instructions for a member while sending application to Employees’ Provident Fund.
Instructions for a member while sending application to Employees’ Provident Fund Organization:
General:
- Use the appropriate form for claiming Provident Fund Pension, withdrawal benefit/scheme certificate, Employees’ Deposit Linked Insurance benefit, etc. as given below :-
- Form-19 : To claim final settlement of Provident Fund by a member.
- Form-20 : To claim Provident Fund by nominee/legal heir on death of the member.
- Form-10-D : To claim pension. (In duplicate : If within state, In triplicate : If outside state.)
- Form-10-C : To claim withdrawal benefit/scheme certificate under Employees’ Pension Scheme ’95.
- Form-5IF : To claim assurance benefit under Employees’ Deposit Linked Insurance ’76 by nominee/legal heir of a member.
- Form-31 : To claim temporary withdrawal/advance under Employees’ Provident Fund scheme
’52. - Form-13 : To effect transfer of Provident Fund/Pension from one A/C to another.
- Ensure that all columns of the application are filled completely.
- Information in the application form relating to name, a/c no. should agree with the details
available with Employees’ Provident Fund Organization; which were furnished by the employer at the time of enrolling to Provident Fund. - Application should be signed by the member/claimant.
- It should be attested by the former employer. In case attestation by the former employer is not possible, it should be got attested by any other authorized official specified with application form.
- Application for final settlement can be sent by a member on completion of 2 months from the date of leaving service, if the reason for leaving service is other than superannuation, medical ground, retrenchment and V.R.S./ Female members getting married etc.
- Desired mode of payment can be given legibly, if the amount involved is more than Rs. 2000/-. The amount will sent by deposit in payees’ bank a/c. To facilitate this, Bank a/c no., name and address of the bank should be furnished. An advance stamped receipt should also accompany this application.
- Application may be supported by the return Form-10, showing the details of leaving service and details of contribution for the year in Form-3A, if not sent earlier by the employer.Specific additional requirements:A) Death cases:
- Nominee/legal heir should apply in Form-20 /Form-10-D /Form-5IF.
- If the member has not executed any nomination, application should be supported by certificate of family members issued by employer/revenue official/sworn in an affidavit by the family/ member/legal certificate from a court of law.
- Death certificate of the member.
Certificate of the employer stating whether the death was while in service of the member or not.
B) Pension cases:
- Joint photograph of member/spouse or the claimant should accompany the application.
- Option for return of capital/commutation should be specified clearly.
- Details of non-contributory period during the service, wages/salary for last 12 months should also accompany, if not already sent.
- Details of the branch of the specified bank may be given legibly.
- Date of birth certificates of children
In case of death away from service, an undertaking by the claimant to the effect that the member was not working / had not worked in any other covered establishment after exit from the establishment on the basis of which pension is being claimed.
How to Change/Correction Employee Name in ESIC Portal – ESIC Name Change Letter Format
Categories: HR Tags: PF & ESI Rate
Useful Tips and Advice on Getting a Promotion
Who doesn’t desire a promotion? Well each one of us looks forward for it. But it doesn’t happen all the time that you are offered a promotion by your manager without even asking for it. In such a case, you have to make efforts from your end by requesting a promotion from the manager in a diplomatic manner in order to increase your chances of getting promoted.
This post sincerely takes into account the useful tips and Advices which are very effective in putting up your formal request for promotion. So read on and explore how to accomplish this difficult job with effectiveness.
Process of Asking for a Promotion
Follow these guidelines while asking for a promotion and you will definitely nail it, if cards fall in place.
Be Ready to Ask
You should never be hesitant in asking for a promotion if you have strong points to support your demand. Not always you will have your manager come to you with a promotion. So be prepared to ask. In fact, there are so many companies which expect you to apply for it and only then you can enjoy the hike.
Talk it Out With Your Boss
It is very important that you let your immediate boss know that you are applying for a new position in the company. This is essential because all your references will be checked and he should also be prepared for it. Do not miss on discussing it with him or else finding out from the HR Department will not be a very good thing for your relationship.
Go with the Formal Application Process
It is always good to follow the application process in the best possible manner rather than assuming that you will be able to get the job. There are so many people working in the company and not every hiring manager knows everything about you. So make sure that you submit your updated resume and attach it with a formally drafted cover letter. Following the process will keep you in the competition.
Letter of Recommendation
You can get extra points if you can ask your boss, supervisor or other senior staff members to write a letter of recommendation for you. Getting references from higher-level staff with whom you have worked in the past can help you get lots of points. So do not miss on it.
Be Ready to be Interviewed
Make sure you are thoroughly prepared for a promotion interview. It is not necessary that just your resume and letter of recommendations are enough. Prepare well to be interviewed and impress the interviewer with your talent.
Thank You Letter Counts
Once you are done with the interview, sending a formal Thank You note or email message makes a remarkable impression. Do not forget to thank the people who took out time to interview you.
Bid Adieu Formally
When you have got selected for the promotion, make sure you take out time to say goodbye to your present team, supervisor and everyone else who is a part of your working team and stay in touch with them. It is important to share the news with them before a formal announcement to keep that warmth in your relationship alive.
Tips on Getting a Promotion
You can only ask for a promotion, if you have done the necessary things to earn it. Given below are some of the tips which you must keep in mind so that you are confident about the demand that you are planning to put across the management.
Performance
It is very important for you to perform well in your job before asking for a promotion. You need to have earned impressive performance reviews in order to create a strong image in your company. This will surely help you stand out in the competition.
Commitment
You really need to be committed to your work. You must always be on time and always present to shoulder responsibilities. These are important to communicate the managers that you are ready to shoulder more difficult responsibilities and face more challenges.
Network and Socialize
You must make sure that you attend all the company gatherings. You need to connect with more and more people at work so that more and more people know you. Managers would prefer promoting a person whom they know rather than someone they are not even aware of.
Stay Ahead with Education
Never miss on the opportunity of joining a refresher’s course or any other professional development program offered by the company as it will help you stay updated and fresh.
Be a Team Player
You need to impress everyone with your ability to work in a team. Be ready to volunteer yourself for different projects. Offer help to co-workers and managers as and when you can. You must work hard to be popular as a strong team player with whom everyone wants to work with.
Other Related Promotion Letter Format
No Promotion Letter to Staff for Discipline Violation
Reprimanding Officer Letter for Being Angry On Not Getting Promoted
Promotion Letter from Employer to Employee
Promotion Letter for HR Manager
Professional Employee Promotion Letter with Salary Increase
Letter of Interest for a Promotion
Job Promotion Cover Letter for a Retail Job
Promotion Letter & Increment Letter Format
Thank You Letter to a Boss for a Promotion
Categories: Others Tags: Effective Tips, Promotion Letter
Recruitment & Joining Checklist
Find attached a recruitment & joining checklist. Kindly go through it and let me know if anything else can be added to it during the recruitment & joining of a candidate.
HUMAN RESOURCE DEPARTMENTRECRUITMENT AND JOINING -CHECKLIST |
|||
| NAME : LEVEL / GRADE: | |||
| BU / DEPT : LOCATION : | |||
| DATE OF JOINING : REPORTING TO : | |||
| S.L | PROCESS | Y/N | COMMENTS |
| 1 | MANPOWER REQUISITION FORM | ||
| 2 | INTERNAL MOBILITY POLICY– ( POSITION ON MAIL ) | ||
| 3 | SPEAK TO CONSULTANTS | ||
| 1- DESIGNATION | |||
| 2 – CTC | |||
| 3- PLACE OF POSTING | |||
| 4- JOB PROFILE / JOB DESCRIPTION | |||
| 5- CHECK IF INTERVIEWED EARLIER BY THE ORGANISATION | |||
| 4 | INTERVIEW | ||
| 1- CV | |||
| 2- INTERVIEW ASSESMENT FORM | |||
| 3- WRITTEN TEST / GD | |||
| 5 | COMPANY APPLICATION FORM FOR EMPLOYMENT ( COMMENT OF HR & INTERVIEW PANEL ) | ||
| DOCUMENTS TO BE SUBMITED : ( BY THE CANDIDATE IN CASE SHORTLISTED / FINALISED ) | |||
| 1- CURRENT CV | |||
| 2- PREVIOUS COMPANY APPOINTMENT LETTERS | |||
| 3- RECENT SALARY SLIP | |||
| 4- ALL EDUCATIONAL CERTIFICATES | |||
| 5- PHOTOS (PASSPORT SIZE) 4 NOS. | |||
| 6- PHOTO IDENTITY / RESIDENTIAL PROOF (OUTSTATION CANDIDATE) | |||
| 6 | REFERENCE CHECK | ||
| 7 | CV SENT FOR INVESTIGATION | ||
| 8 | SALARY FITTMENT ( SENT TO THE CANDIDATE FOR APPROVAL ) | ||
| 9 | OFFER LETTER ISSUED | ||
| DATE OF JOINING ( CHECKED WITH THE CANDIDATE ) | |||
| 10 | MEDICAL CHECKUP ( REPORT FILED IN PERSONAL FILE ) | ||
| 11 | DUTY JOINING REPORT, SIGNED OFFER LETTER & INVESTIGATION COPY ( TO BE FILED IN THR PERSONAL FILE OF THE EMPLOYEE ) | ||
| DUTY JOINING REPORT ( TO BE FILLED / SUBMITTED BY THE JOINEE ): | |||
| 1- DUTY JOINING FORM | |||
| 2- FORM 11 | |||
| 3- FORM 2 ( NOMINATION AND DECLARATION FORM FOR EPF &EPS ) | |||
| 4- FORM 13 ( APPLICATION FOR TRANSFER OF EPF ) | |||
| 5- FORM F ( NOMINATION FOR GRATUITY ) | |||
| 6- DEATH RELIEF SCHEME ENROLMENT FORM | |||
| 7- GROUP HEALTH INSURANCE SCHEME | |||
| 8- APPLICATION FOR MEDICLAIM ID CARDS | |||
| 9- FORM FOR EMPLOYEE ID CARD | |||
| 10- ACCEPTED RESIGNATION COPY / RELIEVING LETTER | |||
| 11- REQUISITION FORM FOR E-MAIL ID | |||
| 12- CHECK / OPEN SALARY BANK ACCOUNT | |||
| 13- ESI | |||
| 14- PAN NO. | |||
| 12 | JOINING OF CANDIDATE | ||
| 1- WELCOME NOTE ( EMAIL ) | |||
| 2- INDUCTION SCHEDULE ( A 15/30 DAY SCHEDULE ) | |||
| 3- ARRANGE OPENING UP OF SALARY BANK ACCOUNT | |||
| 4- EMPLOYEE ID CARD | |||
| 5- INDUCTION MANUAL / INFORMATION HANDBOOK | |||
| 13 | RELIEVING LETTER OF PREVIOUS COMPANY | ||
| 14 | APPOINTMENT LETTER ISSUED | ||
| 15 | ENTRY IN HR PROFILE / REGISTER | ||
| 16 | CONTACT NO. UPDATED IN COMMUNICATION LIST | ||
| 17 | UPDATE EMPLOYEE DETAILS IN HR PROFILE / ATTENDANCE REGISTER | ||
| 18 | CONSULTANT REIMBURSEMENT: | ||
Click Here To Download Recruitment & Joining Checklist
Other Related HR Letter Formats
Email to HR Asking for Joining Date
Email Format for New Employee Joining Announcement to Related Departments
Announcement Letter Of New Employee Joining
New Joining forms formats
Request to Change Joining Date on Job Offer
Address Proof Letter Format Date Of Joining
Employment Joining Letter Format For Employee
Categories: HR Tags: &, Checklist, Joining, Recruitment
HR Policies in New Companies
I have Attached HR Policies in New Companies
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices/policies [ if any]
Audit all hr activities that are performed [ even the crude format]
HERE ARE THE CORE HR KRAs [ key result areas]
KRA 1 : Recruitment/Selection
KRA 2 : Workforce Planning and Diversity
KRA 3 : Performance Management
KRA 4 : Reward Management
KRA 5 : Workplace Management and Relations
KRA 6 : A Safe and Healthy Workplace
KRA 7 : Building Capabilities and Organisational Learning
KRA 8 : Effective HR Management Systems, Support and Monitoring
STAGE 2
- Understand the organization
- Understand the organization structure
- Understand the organization systems
- Understand the organization politics/influential people
- Understand the organization/individual roles
- Understand the organization/positions
- Understand the individual job descriptions
- Understand the job/ job specifications etc…
STAGE 3
- Discuss the values/beliefs with senior management/CEO and the need for HR department.
- Discuss the expectations from HR department -short/medium/long term.
- Discuss with CEO, the organization’s corporate objectives/strategies and how HR can contribute to the corporate objectives.
- Discuss / seek consensus on organization structure / management process.
- Discuss the current organization culture with senior management.
- Discuss with CEO/senior management the core activities/competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S
- VISION
- MISSION
- CORPORATE OBJECTIVES
- CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the informations and summarized, you should sit down with your boss [ CEO] and discuss and prioritize the items, as follows
- URGENT / IMPORTANT
- URGENT/ NOT IMPORTANT
- NOT URGENT/ IMPORTANT
- NOT URGENT / NOT IMPORTANT , BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL , as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
- HR department OBJECTIVES.
- HR DEPARTMENT STRATEGIES
- Draft on Recruitment / Selection Procedure /PROCESS
- Draft on organization / structure
- Draft on jobs’ analyses/ job descriptions/ job specifications/competences
- Draft on payroll / compensation / administration
- Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
- Induction program
- Orientation program
- Employee communications
- Training & development of the employees
- Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
- HR AUDITING
- HR BUDGETING
- Strategic HRM Planning
- HR Strategies and Policies.
- HR and change management.
- Competency-based HR
- Knowledge management
JOB DEVELOPMENT
- Job analysis
- Job Role
- Job Description.
- Job specifications
- Job enrichment
- Job rotation
RECRUITMENT/SELECTION
- Recruitment
- Selection
- Induction
- Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
- Employee engagement
- Motivation
- Organization culture
- Organization development
ORGANIZATION
- Org. designing
- Org. structuring
- Org. development
- Job / role structuring
HUMAN RESOURCING
- HR planning
- Manpower planning
- Succession planning
- Talent management
PERFORMANCE MANAGEMENT
- Performance appraisals
- Performance managing the processes.
HR DEVELOPMENT
- Org. learning
- Training
- Education
- Development
- Training evaluation
- E-learning
- Management development
- Career planning /development.
REWARD MANAGEMENT
- Job evaluation
- Managing reward process
- Administration of rewards
- Benefits
EMPLOYEE RELATIONS
- Organization communications
- Employee communications.
- Staff amenities
HEALTH AND SAFETY.
- OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
- HR strategic planning system
- Human resource planning system
- Manpower planning system
- Job profiling system
- Recruitment &selection system
- Performance appraisal system
- Performance management system
- People development systems
- Career planning and development system
- Succession planning system
- Job enrichment system
- Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
- What is the current situation
- What kind of HR DEPARTMENT is required.
- What you think are your priorities
- What is your action plan
- What is time schedule.
MAKE A TEMPORARY HR DEPARTMENT
- ONE HR MANAGER [YOURSELF]
- ONE TRAINING MANAGER
- ONE SALARY ADMINISTRATION MANAGER
- ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
- TO IMPLEMENT YOUR PLAN.
- To win confidence/trust, you need to show credibility/functional knowledge level.
- Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
ADM.102 Form Development Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
ADM.103 Document Control Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
Ex1 Request For Document Change (RDC)
ADM. 104 Mail & Express Services Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
Ex1 Outgoing Mail Register
ADM. 105 Telephone Answering Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
Ex1 Important Message
ADM.106 Property & Access Control Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
Ex1 Key Issue Policy
Ex2 Visitor Log
ADM.107 Separation Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
Ex1 Exit Interview Checklist
Ex2 Exit References Authorization
ADM.108 Workplace Rules & Guidelines Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
Ex1 Suggestion Form
ADM.109 Human Resources Reports Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
EX1 Human Resource Reporting Summary
EX2 HR Hiring Status Report
ADM.110 Dress Code Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
HIRING PROCEDURES
HRG.101 Employee Hiring Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
Ex1 Personnel Requisition
Ex2 Offer Letter
Ex3 Personnel Change Notice
Ex4 New Employee Hiring Checklist
Ex5 Employment Eligibility Verification .
Ex6 Employee’s Withholding Allowance Certificate.
HRG102 Job Descriptions Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
Ex1 Job Description Format
HRG103 Employment Applications Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
Ex1 Employment Application
Ex2 Employment Application Supplement
HRG104 Interviewing Applicants Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
Ex1 Employment Interview Questions
Ex2 Interview Form
HRG105 Background Investigations Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
Ex1 Employee Investigation Checklist
Ex2 Employee Background Authorization
Ex3 New References Authorization
Ex4 Reference Check Survey
Compensation Procedures
COM101 Payroll Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
Ex1 Monthly Time Sheet
Ex2 Central Govt. Tax Calendar
Ex3 Electronic Funds Transfer Authorization
COM102 Paid & Unpaid Leave Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
Ex1 Absence Request Form
COM103 Insurance Benefits Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
COM104 Healthcare Benefits Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
Ex1 Benefits Enrollment/Change Form
COM105 Employee Retirement Income Security Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
COM106 Consolidated Budget Reconciliation Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
Development Procedures
DEV101 Development Management Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
Ex1 Training Plan
DEV102 Training Reimbursement Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
Ex 1 Request For Training
DEV103 Computer User & Staff Training Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
DEV104 Internet & E-Mail Acceptable Use Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
Ex1 Computer And Internet Usage Policy
DEV105 Performance Appraisals Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
Ex1 Self Appraisal Form
Ex2 Performance Appraisal Form
DEV106 Employee Discipline Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
Forms
Ex1 Disciplinary Notice
Compliance Procedures
CMP101 Workplace Safety Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
Ex1 Safety Suggestion Sheet
Ex2 Workplace Safety Self-Inspection Checklist
Ex3 Workplace Safety Action Plan
Ex4 Workplace Safety Rules
Ex5 Index of Hazardous Chemicals
Doc Material Safety Data Sheet
Doc Injuries and Illness Log
Doc Summary of Injuries and Illness
Doc Injuries and Illness Incident Report
Doc Instructions for OSHA Forms
CMP102 People With Disabilities Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
CMP103 Annual And Medical Leave Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
Ex 1 Certification Of Healthcare Provider
Ex 2 Employer Response To Employee Request
CMP104 Drug Free Workplace Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
CMP105 Health Insurance Portability And Accountability Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
Ex1 HIPAA Authorization Form
CMP106 Harassment & Discrimination Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
- INTRODUCTION
- PURPOSE
- SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
a) Acknowledgement Of Receipt And Understanding
b) Statement Of Legal And Ethical Business Conduct
c) Drug-Free Workplace Policy Employee Acknowledgement
d) Job Related Accident
HR MANUAL
- HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.
- The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work.
- Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
- The copy of HR MANUAL [ including the employee handbook] is given to the managers only.
- The copy of the EMPLOYEE handbook is given to the employees.
- The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
- At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
Once you have formed the HR manual list, you should sit with your boss
- Analyse the list
- Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
- Discuss the need for HO material, to uniform the approach
- Discuss the need for local expert
- Etc…
Your priorities could be
- Personnel records
- Various forms required
- Access control
- Workplace rules
- Employee hiring
- Job descriptions
- Employment applications
- Interviewing applicants
- Payroll administration
- Training [ induction / orientation/development]
- Employee handbook
You/Your senior management should agree to the priority list.
NOW YOU ARE READY FOR THE HARD WORK
Employee Engagement Activities Ideas
Please find the attached PDF file for team building games for employees.
1. The I’s Have It !
Objectives:
To illustrate how we tend to be more self-centered than we may have thought, and to demonstrate the importance of focusing on the other person.
Procedure:
After a discussion on inter-personal skills or any aspect of communication, casually mention that many of us forget about focusing on others and instead become somewhat self-centered, albeit not in a conscious way. With this in mind, ask the participants to find a partner and for the next 2 minutes, they will be allowed to talk about anything in the world they want to discuss. There is, however, one rule – THEY CANNOT USE THE WORD ‘I’. They can do anything else they want; they just can’t say I. After 2 minutes, call time out & lead the discussion.
Discussion Questions:
• How many of you were able to talk for those 2 minutes without using the pronoun ‘I’?
• Why do so many of us have difficulty avoiding the use of ‘I’ in conversation?
• How do you feel when talking to (listening to) someone who starts every sentence with I?
• How can we phrase our communications to better focus on the other person?
• If you did not use the word ‘I’, what strategies did you use to avoid it? Could you do those things more often in your work (or social) environment?
Materials: –
Time: 3-5 minutes
1
2. Does a Straight beat a Flush?
Objectives:
To stimulate a higher level of member participation in whole group discussions.
Procedure:
Some groups are reluctant to get involved in open discussions, specially if they are first time trainees, face a complex or threatening issue, or don’t feel comfortable with the trainer yet. You can break the ice quickly, and stimulate broader (even competitive) group participation in response to your questions by simply following this method. Inform the group that they will have the opportunity to play one hand of poker at the end of each instruction module (or the end of the day). The person with the best overall poker hand will win some prize. One card will be given to each person every time they make a meaningful contribution to the discussion. Liberally reward participants with randomly drawn cards as they engage in discussion. Clarify the winning order of poker hands, and identify the best 5 card hand in the group.
Discussion Questions:
• What Impact did this technique have on your participation?
• Did this aid or interfere with your learning of the course material?
Materials: 2 or more decks of cards (depending on total number of participants & length of discussion)
Time: 5 minutes (to assess the best hands)
2
3. Who am I? Who is he/she?
Objectives:
To provide the trainer with a wide variety of information about group members/ participants, to provide a format for information sharing among members of an extended seminar, course or work group.
Procedure:
Identify the group members who will spending significant time together. Send a copy of the form to all prospective participants in advance, explaining that the information maybe shared with their colleagues. Request its return by a specified date prior to the begining of the training. If possible, reproduce complete sets of the completed forms and distribute to participants prior to their arrival. encourage participants, at the begining of their time together, to seek out different partners during coffee breaks, lunches, dinners, etc. to explore common interests and probe interesting perspectives.
Discussion Questions:
• What did others say that you admired? What comments/ items attracted your curiosity?
• How did others’ answers make you reflect on your own? Have you subsequently changed any of your perspectives?
Materials: Copies of blank forms; sets of completed forms for each participant.
Time: –
3
Who am I?
Name:
Job Title:
Best thing about my job:
Worst job I ever had:
Most important lesson I’ve learned:
How my friends describe me:
How I would describe myself:
How I spend my leisure time:
My favorite heroes/ heroines:
If money were no limitation, I’d probably:
The achievement I feel proudest of:
Favorite advice I give to others:
4
4. How sharp are you?
Objectives:
To encourage partipants to read carefully, and to search for “hidden wrinkles” that distinguish simplistic answers; to simulate participants to be alert to tiny details and assumptions that hold the key to success.
Procedure:
Present the “How sharp are you” quiz to them, allowing a very tight time limit (3 minutes). Before you present the correct answers to them, ask them how many had the incorrect answer for each question. Then present the answers to them and lead the discussion.
Discussion Questions:
• What factors caused you to err?
• How might those factors affect your work performance?
• What can you do to control such factors?
Materials: Handouts of questions.
Time: 10-15 minutes
5
How sharp are you?
1. Being very tired, a child went to bed at 7:00 o’clock at night. The child had a morning piano lesson, and therefore set the morning alarm clock to ring at 8:45. How many hours and minutes of sleep could the child get?
2. Some months like October have 31 days. Only February has precisely 28 (except in a leap year). How many months have 30 days?
3. A farmer had 18 pigs and all but 7 died. How many were left?
4. Divide 50 by 1/3 and add 7. What is the answer?
5. What four words appear on every denomination of US currency?
6. If a physician gave you 5 pills and told you to take 1 every half hour, how long would your supply last?
7. If you had only one match and entered a cold, dimly lit room where there was a kerosene lamp, an oil heater and a wood burning stove, which would you light first?
8. Two women play checkers. They play 5 games without a draw game and each woman wins the same number of games. How can this be?
9. What word is mispelled in this test?
6
Answers:
1. 1 hour and 45 minutes
2. 11 months (all except February)
3. 7 pigs
4. 157
5. United States of America or IN God we trust
6. 2 hours
7. The match
8. They are not playing each other
9. Mispelled is misspelled
7
5. Know Your Customer
Objectives:
To stimulate participants to use their brains; to serve as an ice-breaker exercise or warm-up; to accent the ‘wealth’ that exists in customers if participants will just look for it.
Procedure:
Identify a key word that is relevant to your training program or central theme of the workshop or presentation. An example could be the usage of word “Customer” for illustration. Indicate to the group that their task, working alone, is to identify as many legitimate words as they can from the letters available to them, using each only once. Ask them to make two predictions – the number of words they can individually identify, and the word score of the highest producer. Then give them a tight time limit (E.G. 5 minutes) and set them loose on the task.
Discussion Questions:
• How many words did you predict you’d find? How does your own performance expectation compare to the expectations others held for themselves?
• Did you exceed your expectations, or fall short? Why?
• How many words did you predict could be found? How does this compare to the actual total?
• How do you explain the actual results?
• What does this exercise illustrate to you? (Are “Customers” a rich source of information?
Materials: An appropriate word
Time: 5-10 minutes
8
“Customer”
us
ore
or
ort
use
user
rest
rut
rot
rote
rose
cot
cost
cote
come
comer
comes
course
cut
cur
core
corset
court
sum
some
sore
sot
sour
set
tomes
tome
tore
more
to
me
must
mouse
met
tour
most
toes
costumer
custom
costume
9
6. Give me a hand!
Objectives:
To project participants’ future successes by applying concepts learned at real world jobs.
Procedure:
Towards the end of the session, tell participants they are about to take an imaginary journey one year hence. Ask them to close their eyes and visualize that they are all right back in this very room for a VIP Awards Banquet. The winners are being recognized for skills and concepts learned and successfully applied over the past year (since attending this programme). Each participant will receive grand prize, and their acceptance speech will detail the things they did this last year to win the award. Ask them to open their eyes and write out 2-3 paragraphs of important elements that they will use in that acceptance speech. Call on several volunteers – as time permits – to hear their speeches. Ask the groups to applaud wildly after each of the presentations. If you wish, you may also go to a speciality paper products store and pick up a supply of inexpensive “Grand Prize” ribbons to distribute to the “Winners”.
Discussion Questions:
• What are the central themes (topics) that received multiple mention in the acceptance speeches?
• What is the significance of the variety of items that were mentioned?
• How many of you will commit, right now, to write a letter one year form today indicating your actual use of items from this workshop?
Materials:
Time: 10-15 minutes
10
7. I’m gonna write myself a letter
Objectives:
To provide a formal method of follow up and self contracting for behaviour change following a skills oriented workshop
Procedure:
Towards the closing time of your full day (or longer) workshop, distribute copies of the form to each participant. Tell the group that you realize that a lot of material has been covered during the past day of so and you need their help to facilitate transfer of the training to their jobs. give them sufficient time to fill out the form, and then distribute blank envelopes which the participants will address to themselves. have the participants insert the form in their own envelopes, seal them and pass them on to you. place postage on the envelope and mail them to the participants about 2-3 weeks after the programme.
Discussion Questions:
• What impact will writing these contracts have on you and on your behaviour?
• How many think that you will be successful in doing the things that you told yourself that you would do?
• What kinds of barriers would make it difficult or even prevent you from carrying out your promise?
Materials: Forms, envelopes and stamps
Time: 5-10 minutes
11
Letter:
TO:
FROM:
SUBJECT:
CONTRACT WITH MYSELF
DATE:
The most important or significant ideas I have learned/ thought/ heard/ while at this seminar are:
As a result of these ideas, I intend to do the following things within the next 30 days:
By doing these things I will achieve the following results:
NOTE :
CHANGE THESE QUESTIONS TO MORE ACCURATELY FIT THE CONTENT OF THE RESPECTIVE WORKSHOP AS NECESSARY
12
8. Its time to say goodbye
Objectives:
To close a training programme of a full day or more in a sharing way by giving/soliciting positive feedback
Procedure:
Use this at the very end of the training programme. Announce to the group that even as this experience is coming to an end, you note there have been many solid friendships built over the last days. As the facilitator you have also gained and learned from them, and you want to give some honest and sincere feedback to them. (NOTE: this requires that you have been observant and probably taken good notes on each participant). you would also appreciate receiving some comments from them (about either you or others) if they feel so inclined. As an example you may say to the first person, ” Mary you have given to me and the group your fine sense of humour and have helped make this programme a fun one. Or “Bill you have given to me and the group a great perspective by sharing your vast experience”. Encourage their feedback to you as well. For example someone might offer “Sue, you have given some much needed encouragement”. NOTE: Although the first few comments to you may come slowly, allow them plenty of time to comment. once the group sees that you seriously want their feedback, they tend to open up with sincere comments. allow sufficient time for this before the scheduled closing time. how many feel comfortable soliciting feedback?
Discussion Questions:
• What kinds of barriers would make it difficult or even prevent you from carrying out your promise?
• How many regularly give out positive feedback?
Materials: –
Time: 15-30 minutes
13
9. The Top 10 : Managerial Time Wasters
Objectives:
To provide a light hearted opportunity for individuals or groups to test their knowledge of current business research regarding time-wasters
Procedure:
This can be used either as a quick break during a concentrated training session, or as a device to draw trainees’ attention back to the training session following a refreshment break. Ask the group to identify the 10 most significant ways in which a manager’s time is wasted. Answers can be solicited either individually (in open discussion) until all 10 correct answers appear, or individual ‘quizzes’ can be distributed and unofficially scored by exchanging papers. “Prizes” can be awarded to those who are most successful in generating the answers, either because they have a high score, or because they have come up with the “missing link” – the difficult tenth item. Group competition works particularly well, with a tight time limit. In this way, no one feels embarrassed for not knowing any of the 10 items.
Discussion Questions:
• How did you know the answers?
• What helps us to retain information such as this?
• Why might we block data such as this from our permanent brain storage?
• How does this exercise demonstrate the merits of collective effort?
• What ideas do you have for using time more effectively?
Materials: Master list
Time: 5-10 minutes
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TIME WASTERS
1
Crises
2
Telephone Calls
3
Poor planning
4
Attempting to do too much
5
Drop-in visitors
6
Poor delegation
7
Personal disorganization
8
Lack of self-discipline
9
Inability to say ‘no’
10
Procrastination
15
10. The Top 10 : Reasons why people get fired
Objectives:
To provide a light hearted opportunity for individuals or groups to test their knowledge of current business facts.
Procedure:
This can be used either as a quick break during a concentrated training session, or as a device to draw trainees’ attention back to the training session following a refreshment break. Ask the group to identify the 10 most important reasons why people get fired from work. Answers can be solicited either individually (in open discussion) until all 10 correct answers appear, or individual ‘quizzes’ can be distributed and unofficially scored by exchanging papers. “Prizes” can be awarded to those who are most successful in generating the answers, either because they have a high score, or because they have come up with the “missing link” – the difficult tenth item. Group competition works particularly well, with a tight time limit. In this way, no one feels embarrassed for not knowing any of the 10 items.
Discussion Questions:
• How did you know the answers?
Materials: Master list
Time: 5-10 minutes
16
Firing
1
Poor fit with the corporate culture
2
Over-selling one’s qualifications
3
Bad chemistry with the boss
4
Rigidity (clinging to old experiences)
5
Lack of necessary job skills
6
Victim of a power play
7
Refusal to conform to unspoken rules
8
Failing to be a team player
9
Business cutbacks (plus mergers)
10
Poor judgement
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11. SELL UNTO YOUR METTLE
SELL UNTO YOUR METTLE is a market simulation game, wherein the participants are subjected to real time bargaining, as in the real world. For this bargaining, they must have something to sell. So, this game starts with the strategic buying of the raw materials, goes on to their conversion into the finished products, and finally, the products are sold in the market. However, if some product is not conducive to the demands of the market, it should be modified and customized as per the need of the hour. This exercise brings about the hard-selling skills present in an individual, and showcases them while an individual is working in a team. This game can be played even in large groups; however, all the components of the exercise will have to be modified as per the requirements of the group size.
To start with, think of the easiest object one can craft using paper. Some of the examples could be Boat and Cap. Let us take Boat as our object.
Now, think of all the things that can beautify, or enhance the quality of the boats that can be made. Some of these could be pencils, pens, sketch pens, scissors, glue, adhesive tape, and of course, various qualities and quantities of paper. These would also be required for the game, in sufficient quantities. After these are acquired, decide on some price for each of the objects. An indicative list could be:
Object
Quantity
Price
Sketch Pen
1 No.
Re. 1
Tape
1 No.
Re. 1
Glue
1 Tube
Rs. 2
Paper sheet
1 No.
Re. 1
Scale
1 No.
Rs. 2
Scissors
1 Pair
Rs. 4
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Next, divide the participants in groups of, say, 6 persons each, and also allocate certain amount to be given to each of the groups. We can decide an amount, say, Rs. 15 to be given to each group at the start of the game. The groups can use this money to buy resources from the co-ordinator. It is in the interest of the groups not to exhaust all their money in the initial stages only, so that they can do transactions for the resources later in the game, as per the demand in the market.
The game begins. Each of the groups’ participants meet and discuss the strategy they should adopt. Some of the groups start buying resources from the coordinator immediately. They might be following a strategy of mass production or early-mover advantage. Some other groups may still be discussing over the resources they should buy. Still some other groups might have started the reconnaissance survey to identify the needs of the customer.
Each group normally divides itself into various SSGs (Self Service Groups) to undertake various tasks. In such a scenario, one of the SSG’s of a group looks after raw materials, another goes for purchases, a third one looks after the production department, a fourth one looking after marketing, a fifth one going for after-sales service, and so on.
After all the groups have initially done their purchases of the raw material, the resource bank (the co-ordinator) can change the prices of the resources, as per the demand in the market, or the fluctuations expected in the times to come.
The groups start making the products, and side-by-side, they may also start operating the marketing and selling functions. In case of shortage of some resource, the groups can either go to the co-ordinator for buying more
19
of the resources, or they can also seek trading of the resources amongst themselves at reasonable price. Most of the times, it comes down to the good old Barter trading system in this stage of the game, where the groups start exchanging their resources for certain period of time. It brings about the human mentality, which we have inherited from our forefathers who used to do barter trade as the first form of marketing.
When the agents of various groups are trying to sell their boats to the customers (who in this case are the coordinators, preferably some marketing department officials), the customers may quote any price for the boat they have been offered. The agents need to show the special features of their products in order to persuade the customers to buy their products. They may also give some incentives to enhance their sales. The incentives could be in the form of a small boat that could be given free with the big one, or some customized design as per the requirements of the customer.
Another noteworthy point can be the sale of products from one group to another. If an agent of a group sees that another agent is not able to market or target the product properly, he can offer a price to the other agent for his boat, and can try his own marketing skills in selling that particular boat.
After some considerable time, the coordinator can call time out, and the game comes to an end. At the end of it, the group with maximum amount of cash is declared the winner. There could be other ways as well to identify the winner. One of them could be valuation of all semi-finished goods of all the groups. The resources can also be evaluated based on their market value.
At the end of the session, some of the successful and relatively unsuccessful groups can be called over to explain the strategies they
20
adopted, or did not adopt. All in all, this game proves to be a worthwhile experience for all the participants.
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Click Here To Download Employee Engagement Activities
Categories: HR Tags: Activities, Employee, Engagement
Sample Cell Phone Reimbursement Policy
I have attached Sample Cell Phone Reimbursement Policy.
Introduction
The objective of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and especially with the customers and to prevent them from the hassle of purchasing Sim Cards / Hand Sets.
Objective
This policy has been introduced to:
v define clearly who is entitled to a cell phone and how the costs of purchasing the asset plus ancillary equipment, and the rental and call costs will be met.
v streamline statement administration and payment, and the reimbursement of the costs of business calls.
Applicability
v Employees at the level of executive of special duties and Managers.
v Employees who by virtue of their function have a constant need to be in contact with other employees and to attend external customers or office work through mobile phone.
When Sim + mobile allotted to employee
Reimbursement rules
Company is entitled to pay monthly rental charges + taxes + call charges up to a limit as per the grades & perks.
- Bill amount exceeding other than official calls should be recovered by the employees.
- Expenses in excess of approve limits can be reimbursed only on approval from their immediate reporting authority.
- At top management levels reimbursement can be direct and full.
Mode of Reimbursement
- Direct payment by the company to the service provider.
- Monthly reimbursement to employee on presentation of detailed bills.
- Excess amount of bills other than official calls can be charged by employee in cash/ cheque of debited to their salary.
- Prepaid card of some limits defined as per grades can be given + lifetime free incoming calls.
Safety rules
- Handset should be insured.
- In case of handset damaged / lost (non – insured) cost should be recovered from the employees.
Operative Guidelines
- Where providing of such facility is warranted, formal approval will be sought.
- Asset purchased form duly signed by HR head.
- Cell Phone authorization letter needs to be filled.
- Cost of mobile should be within entitlement.
- Replacement of handset by existing employees can be done after expiry of…………..period.
- Employees are liable for safety of the phone.
- In case of employee separation from company, sim + set to be surrendered to the company by employee.
- Full and final settlement of employee will be put on hold until the sim & set is not surrendered.
Advantages
- Easy accessibility to all employees.
- Employee benefit – reducing effort of buying sim +set.
- Company can save the cost by purchasing the same corporate plan and set for all employees.
- Employees will get a connection at low cost.
- Free group calling
When only sim is allotted
- Set cost is saved.
- Selling of used phone and purchasing of new phones transactions are not needed.
Sim + some % of cost of mobile in cash as per the entitlement
- Reduction in purchasing formalities.
Disadvantages
Increase in paper formality.
- Support documentation leads to increase in cost (in terms of labour, stationary and efforts).
- Employees refusal in case of used phone.
When only sim is allotted
- Employees may not take interest in purchasing a mobile set.
Sim + some % of cost of mobile in cash as per the entitlement
- Increase in feeling in inequality in employees
No Sim, No mobile from Company
- Company can contact to the service provider for employees facility.
- Company can pay first time installation charges.
- Service provider will intimate officially to the company about the number being allotted to an employee.
- All the formalities related to support document will be done by the company only.
- Employees will contact directly or company can act as initial link between the service provider and the employees (like in case of salary account)
Reimbursement rules
- Reimbursement can be done upto a limit as per the entitlement after presentation of detailed bills.
- For top management, bills can be reimbursed fully.
Advantages
- All the documentation will be done through service provider leads to reducing the cost and saving of time, which can be used in some other important work of the company.
- Reduce filing and recording work.
- Saving of sim and set cost.
- No need to employees to surrender the no. or set on parting from the services.
- Employees will get low rate of calling.
- Company will get benefits in terms of free calling between the group.
- Handset insurance formalities will also not require, leading to saving of cost.
The total expenses on mobile phone claim can not exceed the limits as given below:
- Top management: upto Rs. ………/- per month (full reimbursement).
- Sr. Mgr and Mangers : upto Rs ……………/-Per Month.
- Executives upto Rs…………./-Per Month.
Cost / Value of Mobile at different levels:
Category 1
Top management : – Actual Payment.
– Fixed amount range between (Rs. X – Y).
Category 2
Senior Manager to Manager : Between Rs. X – Y.
Category 3
Senior Executives to Executives : Between Rs. X – Y.
Mobile / Blackberry / Data card Request Form
Name _________________________________ Emp. Code: _____________________
Designation ________________________Location ____________________________
Department: _______________________Date: _______________________________
I have read the policy on Mobile Connection for Employees and I shall abide myself to policy. Please issue me an activated SIM with following requirements.
STD REQUIRED: YES / NO
ISD REQUIRED: YES / NO
ROAMING REQUIRED: YES / NO
HARDWARE REQUEST YES / NO
Justification:
Employee’s Signature: _____________________
APPROVAL
Approved by HOD Approved by HR & Admin
Remarks:
(Approval for General Manager and above would not be required)
OFFICE USE
Handset Model & cost: Serial No.
Data Card No. Date of Issuance:
Handset No. Mobile Connection Number
Signature of Admin Incharge
EMPLOYEE DECLARATION
I have received the Mobile Connection No._______________ and Handset bearing no. (if applicable)___________. I hereby declare that I will be responsible and accountable for the safety of the Mobile handset alongwith activated connection, and in the case of loss/theft/damage, I will report immediately to Administration and shall pay the due amount to the Company. I also declare that this Mobile connection issued to me will be used by me only.
Employee’s signature: _______________________ Date: ______________________
Copies of this form to be forwarded by Administration Incharge to:
1) Finance & Accounts,
2) Purchase,
3) HR (Personal file)
Click Here To Download Mobile Policy
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GUIDELINES TO SET UP HR DEPARTMENT
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices / policies [if any].
Audit all HR activities that are performed [even the crude format].
HERE ARE THE CORE HR KRAs [ Key Result Areas]
KRA 1 : Recruitment / Selection.
KRA 2 : Workforce Planning and Diversity.
KRA 3 : Performance Management.
KRA 4 : Reward Management.
KRA 5 : Workplace Management and Relations.
KRA 6 : A Safe and Healthy Workplace.
KRA 7 : Building Capabilities and Organizational Learning.
KRA 8 : Effective HR Management Systems, Support and Monitoring.
STAGE 2
- Understand the organization.
- Understand the organization structure.
- Understand the organization systems.
- Understand the organization politics/influential people.
- Understand the organization / individual roles.
- Understand the organization / positions.
- Understand the individual job descriptions.
- Understand the job / job specifications etc…
STAGE 3
- Discuss the values / beliefs with senior management / CEO and the need for HR department.
- Discuss the expectations from HR department – short / medium / long term.
- Discuss with CEO, the organization’s corporate objectives / strategies and how HR can contribute to the corporate objectives.
- Discuss / seek consensus on organization structure / management process.
- Discuss the current organization culture with senior management.
- Discuss with CEO / senior management the core activities / competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S
- VISION
- MISSION
- CORPORATE OBJECTIVES
- CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the information and summarized, you should sit down with your boss [CEO] and discuss and prioritize the items, as follows:
- URGENT / IMPORTANT
- URGENT/ NOT IMPORTANT
- NOT URGENT/ IMPORTANT
- NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL, as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
- HR DEPARTMENT OBJECTIVES.
- HR DEPARTMENT STRATEGIES.
- Draft on Recruitment / Selection Procedure / PROCESS.
- Draft on organization structure.
- Draft on job analysis / job descriptions / job specifications / competencies.
- Draft on payroll / compensation / administration.
- Appointment /Confirmation / Termination / Resignation / PROCEDURES / PROCESS.
- Induction program
- Orientation program
- Employee communications
- Training & development of the employees
- Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
- HR AUDITING
- HR BUDGETING
- Strategic HRM Planning
- HR Strategies and Policies.
- HR and change management.
- Competency-based HR
- Knowledge management
JOB DEVELOPMENT
- Job analysis
- Job Role
- Job Description.
- Job specifications
- Job enrichment
- Job rotation
RECRUITMENT/SELECTION
- Recruitment
- Selection
- Induction
- Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
- Employee engagement
- Motivation
- Organization culture
- Organization development
ORGANIZATION
- Org. designing
- Org. structuring
- Org. development
- Job / role structuring
HUMAN RESOURCING
- HR planning
- Manpower planning
- Succession planning
- Talent management
PERFORMANCE MANAGEMENT
- Performance appraisals
- Performance managing the processes.
HR DEVELOPMENT
- Org. learning
- Training
- Education
- Development
- Training evaluation
- E-learning
- Management development
- Career planning /development.
REWARD MANAGEMENT
- Job evaluation
- Managing reward process
- Administration of rewards
- Benefits
EMPLOYEE RELATIONS
- Organization communications
- Employee communications.
- Staff amenities
HEALTH AND SAFETY.
- OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
- HR strategic planning system
- Human resource planning system
- Manpower planning system
- Job profiling system
- Recruitment &selection system
- Performance appraisal system
- Performance management system
- People development systems
- Career planning and development system
- Succession planning system
- Job enrichment system
- Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
- What is the current situation
- What kind of HR DEPARTMENT is required.
- What you think are your priorities
- What is your action plan
- What is time schedule.
MAKE A TEMPORARY HR DEPARTMENT
- ONE HR MANAGER [YOURSELF]
- ONE TRAINING MANAGER
- ONE SALARY ADMINISTRATION MANAGER
- ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
- TO IMPLEMENT YOUR PLAN.
- To win confidence/trust, you need to show credibility/functional knowledge level.
- Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
ADM.102 Form Development Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
ADM.103 Document Control Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
Ex1 Request For Document Change (RDC)
ADM. 104 Mail & Express Services Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
Ex1 Outgoing Mail Register
ADM. 105 Telephone Answering Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
Ex1 Important Message
ADM.106 Property & Access Control Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
Ex1 Key Issue Policy
Ex2 Visitor Log
ADM.107 Separation Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
Ex1 Exit Interview Checklist
Ex2 Exit References Authorization
ADM.108 Workplace Rules & Guidelines Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
Ex1 Suggestion Form
ADM.109 Human Resources Reports Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
EX1 Human Resource Reporting Summary
EX2 HR Hiring Status Report
ADM.110 Dress Code Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
HIRING PROCEDURES
HRG.101 Employee Hiring Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
Ex1 Personnel Requisition
Ex2 Offer Letter
Ex3 Personnel Change Notice
Ex4 New Employee Hiring Checklist
Ex5 Employment Eligibility Verification .
Ex6 Employee’s Withholding Allowance Certificate.
HRG102 Job Descriptions Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
Ex1 Job Description Format
HRG103 Employment Applications Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
Ex1 Employment Application
Ex2 Employment Application Supplement
HRG104 Interviewing Applicants Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
Ex1 Employment Interview Questions
Ex2 Interview Form
HRG105 Background Investigations Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
Ex1 Employee Investigation Checklist
Ex2 Employee Background Authorization
Ex3 New References Authorization
Ex4 Reference Check Survey
Compensation Procedures
COM101 Payroll Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
Ex1 Monthly Time Sheet
Ex2 Central Govt. Tax Calendar
Ex3 Electronic Funds Transfer Authorization
COM102 Paid & Unpaid Leave Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
Ex1 Absence Request Form
COM103 Insurance Benefits Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
COM104 Healthcare Benefits Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
Ex1 Benefits Enrollment/Change Form
COM105 Employee Retirement Income Security Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
COM106 Consolidated Budget Reconciliation Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
Development Procedures
DEV101 Development Management Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
Ex1 Training Plan
DEV102 Training Reimbursement Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
Ex 1 Request For Training
DEV103 Computer User & Staff Training Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
DEV104 Internet & E-Mail Acceptable Use Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
Ex1 Computer And Internet Usage Policy
DEV105 Performance Appraisals Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
Ex1 Self Appraisal Form
Ex2 Performance Appraisal Form
DEV106 Employee Discipline Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
Forms
Ex1 Disciplinary Notice
Compliance Procedures
CMP101 Workplace Safety Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
Ex1 Safety Suggestion Sheet
Ex2 Workplace Safety Self-Inspection Checklist
Ex3 Workplace Safety Action Plan
Ex4 Workplace Safety Rules
Ex5 Index of Hazardous Chemicals
Doc Material Safety Data Sheet
Doc Injuries and Illness Log
Doc Summary of Injuries and Illness
Doc Injuries and Illness Incident Report
Doc Instructions for OSHA Forms
CMP102 People With Disabilities Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
CMP103 Annual And Medical Leave Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
Ex 1 Certification Of Healthcare Provider
Ex 2 Employer Response To Employee Request
CMP104 Drug Free Workplace Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
CMP105 Health Insurance Portability And Accountability Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
Ex1 HIPAA Authorization Form
CMP106 Harassment & Discrimination Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
- INTRODUCTION
- PURPOSE
- SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
a) Acknowledgement Of Receipt And Understanding
b) Statement Of Legal And Ethical Business Conduct
c) Drug-Free Workplace Policy Employee Acknowledgement
d) Job Related Accident
HR MANUAL
- HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.
- The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work.
- Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
- The copy of HR MANUAL [ including the employee handbook] is given to the managers only.
- The copy of the EMPLOYEE handbook is given to the employees.
- The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
- At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
Once you have formed the HR manual list, you should sit with your boss
- Analyse the list
- Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
- Discuss the need for HO material, to uniform the approach
- Discuss the need for local expert
- Etc…
Your priorities could be
- Personnel records
- Various forms required
- Access control
- Workplace rules
- Employee hiring
- Job descriptions
- Employment applications
- Interviewing applicants
- Payroll administration
- Training [ induction / orientation/development]
- Employee handbook
You/Your senior management should agree to the priority list.
NOW YOU ARE READY FOR THE HARD WORK
Sample Human Resource Manual & Employee Handbook
I have attached Sample Human Resource Manual & Employee Handbook.
1.HR MANUAL
IS A GUIDELINE FOR LINE MANAGERS HOW TO MANAGE THEIR
HUMAN RESOURCES.
———————————————
2. EMPLOYEE HANDBOOK IS A GUIDELINE FOR STAFF –WHAT /HOW
TO MANAGE THEIR RESPONSIBILITIES.
—————————————————————– —–
3. POLICIES ARE GUIDELINES WRITTEN IN THE MANUAL.
—————————————————————– ———
EMPLOYEE HANDBOOK IS AN INTEGRAL PART OF HR MANUAL.
============================================
I AM OUTLINING HEREBELOW, WHAT GOES INTO HR MANUAL
AND EMPLOYEE HANDBOOK.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records
Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
—————————————————————– ——————————–
ADM.102 Form Development
Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
—————————————————————– ——————————-
ADM.103 Document Control
Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
103 Ex1 Request For Document Change (RDC)
—————————————————————– ——————————–
ADM. 104 Mail & Express Services
Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
104 Ex1 Outgoing Mail Register
—————————————————————– —————————–
ADM. 105 Telephone Answering
Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
105 Ex1 Important Message
—————————————————————– ————————–
ADM.106 Property & Access Control
Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
ADM106 Ex1 Key Issue Policy
ADM106 Ex2 Visitor Log
—————————————————————– —————————
ADM.107 Separation
Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
107 Ex1 Exit Interview Checklist
107 Ex2 Exit References Authorization
—————————————————————– ————————–
ADM.108 Workplace Rules & Guidelines
Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
108 Ex1 Suggestion Form
—————————————————————– ——————————-
ADM.109 Human Resources Reports
Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
109 EX1 Human Resource Reporting Summary
109 EX2 HR Hiring Status Report
—————————————————————– —————————–
ADM.110 Dress Code
Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
—————————————————————– ——————————–
HIRING PROCEDURES
HRG.101 Employee Hiring
Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
HRG101 Ex1 Personnel Requisition
HRG101 Ex2 Offer Letter
HRG101 Ex3 Personnel Change Notice
HRG101 Ex4 New Employee Hiring Checklist
HRG101 Employment Eligibility Verification .
HRG101 Employee’s Withholding Allowance Certificate.
—————————————————————– —————————–
HRG102 Job Descriptions
Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
HRG102 Ex1 Job Description Format
—————————————————————– —————————-
HRG103 Employment Applications
Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
HRG103 Ex1 Employment Application
HRG103 Ex2 Employment Application Supplement
—————————————————————– —————————–
HRG104 Interviewing Applicants
Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
HRG104 Ex1 Employment Interview Questions
HRG104 Ex2 Interview Form
—————————————————————– ————————–
HRG105 Background Investigations
Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
HRG105 Ex1 Employee Investigation Checklist
HRG105 Ex2 Employee Background Authorization
HRG105 Ex3 New References Authorization
HRG105 Ex4 Reference Check Survey
—————————————————————– —————————
Compensation Procedures
COM101 Payroll
Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
COM101 Ex1 Monthly Time Sheet
COM101 Ex2 Central Govt. Tax Calendar
COM101 Ex3 Electronic Funds Transfer Authorization
—————————————————————– ————————
COM102 Paid & Unpaid Leave
Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
COM102 Ex1 Absence Request Form
—————————————————————– ————————
COM103 Insurance Benefits
Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
—————————————————————– ———————–
COM104 Healthcare Benefits
Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
COM104 Ex1 Benefits Enrollment/Change Form
—————————————————————– ———————-
COM105 Employee Retirement Income Security
Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
—————————————————————– ————–
COM106 Consolidated Budget Reconciliation
Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
—————————————————————– —————-
Development Procedures
DEV101 Development Management
Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
DEV101 Ex1 Training Plan
—————————————————————– —————–
DEV102 Training Reimbursement
Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
DEV102 Ex 1 Request For Training
—————————————————————– ————
DEV103 Computer User & Staff Training
Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
—————————————————————– ———-
DEV104 Internet & E-Mail Acceptable Use
Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
DEV104 Ex1 Computer And Internet Usage Policy
—————————————————————– ———-
DEV105 Performance Appraisals
Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
DEV105 Ex1 Self Appraisal Form
DEV105 Ex2 Performance Appraisal Form
—————————————————————– ——–
DEV106 Employee Discipline
Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
DEV106 Ex1 Disciplinary Notice
—————————————————————– ———————————–
Compliance Procedures
CMP101 Workplace Safety
Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
CMP101 Ex1 Safety Suggestion Sheet
CMP101 Ex2 Workplace Safety Self-Inspection Checklist
CMP101 Ex3 Workplace Safety Action Plan
CMP101 Ex4 Workplace Safety Rules
CMP101 Ex5 Index of Hazardous Chemicals
CMP101 PDF Material Safety Data Sheet
CMP101 PDF Injuries and Illness Log
CMP101 PDF Summary of Injuries and Illness
CMP101 PDF Injuries and Illness Incident Report
CMP101 PDF Instructions for for OSHA Forms
—————————————————————– ———————
CMP102 People With Disabilities
Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
—————————————————————– ——————-
CMP103 Annual And Medical Leave
Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
CMP103 Ex 1 Certification Of Healthcare Provider
CMP103 Ex 2 Employer Response To Employee Request
—————————————————————– ———————–
CMP104 Drug Free Workplace
Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
—————————————————————– ————————
CMP105 Health Insurance Portability And Accountability
Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
CMP105 HIPAA Authorization Form
—————————————————————– ———————–
CMP106 Harassment & Discrimination
Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
—————————————————————– ——————
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
INTRODUCTION
PURPOSE
SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
APPENDIX 2 SAMPLE JOB DESCRIPTIONS
Accounting Manager
Credit Manager
Customer Service Manager
Data Processing Technician
Computer Programmer
Director Of Quality Assurance
Graphic Illustrator
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
Acknowledgement Of Receipt And Understanding
Statement Of Legal And Ethical Business Conduct
Drug-Free Workplace Policy Employee Acknowledgement
Job Related Accident
Start HR Department in An Orrganization
I have Attached Start HR Department in An Orrganization
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices / policies [if any].
Audit all HR activities that are performed [even the crude format].
HERE ARE THE CORE HR KRAs [ Key Result Areas]
KRA 1 : Recruitment / Selection.
KRA 2 : Workforce Planning and Diversity.
KRA 3 : Performance Management.
KRA 4 : Reward Management.
KRA 5 : Workplace Management and Relations.
KRA 6 : A Safe and Healthy Workplace.
KRA 7 : Building Capabilities and Organizational Learning.
KRA 8 : Effective HR Management Systems, Support and Monitoring.
STAGE 2
- Understand the organization.
- Understand the organization structure.
- Understand the organization systems.
- Understand the organization politics/influential people.
- Understand the organization / individual roles.
- Understand the organization / positions.
- Understand the individual job descriptions.
- Understand the job / job specifications etc…
STAGE 3
- Discuss the values / beliefs with senior management / CEO and the need for HR department.
- Discuss the expectations from HR department – short / medium / long term.
- Discuss with CEO, the organization’s corporate objectives / strategies and how HR can contribute to the corporate objectives.
- Discuss / seek consensus on organization structure / management process.
- Discuss the current organization culture with senior management.
- Discuss with CEO / senior management the core activities / competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S
- VISION
- MISSION
- CORPORATE OBJECTIVES
- CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the information and summarized, you should sit down with your boss [CEO] and discuss and prioritize the items, as follows:
- URGENT / IMPORTANT
- URGENT/ NOT IMPORTANT
- NOT URGENT/ IMPORTANT
- NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL, as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
- HR DEPARTMENT OBJECTIVES.
- HR DEPARTMENT STRATEGIES.
- Draft on Recruitment / Selection Procedure / PROCESS.
- Draft on organization structure.
- Draft on job analysis / job descriptions / job specifications / competencies.
- Draft on payroll / compensation / administration.
- Appointment /Confirmation / Termination / Resignation / PROCEDURES / PROCESS.
- Induction program
- Orientation program
- Employee communications
- Training & development of the employees
- Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
- HR AUDITING
- HR BUDGETING
- Strategic HRM Planning
- HR Strategies and Policies.
- HR and change management.
- Competency-based HR
- Knowledge management
JOB DEVELOPMENT
- Job analysis
- Job Role
- Job Description.
- Job specifications
- Job enrichment
- Job rotation
RECRUITMENT/SELECTION
- Recruitment
- Selection
- Induction
- Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
- Employee engagement
- Motivation
- Organization culture
- Organization development
ORGANIZATION
- Org. designing
- Org. structuring
- Org. development
- Job / role structuring
HUMAN RESOURCING
- HR planning
- Manpower planning
- Succession planning
- Talent management
PERFORMANCE MANAGEMENT
- Performance appraisals
- Performance managing the processes.
HR DEVELOPMENT
- Org. learning
- Training
- Education
- Development
- Training evaluation
- E-learning
- Management development
- Career planning /development.
REWARD MANAGEMENT
- Job evaluation
- Managing reward process
- Administration of rewards
- Benefits
EMPLOYEE RELATIONS
- Organization communications
- Employee communications.
- Staff amenities
HEALTH AND SAFETY.
- OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
- HR strategic planning system
- Human resource planning system
- Manpower planning system
- Job profiling system
- Recruitment &selection system
- Performance appraisal system
- Performance management system
- People development systems
- Career planning and development system
- Succession planning system
- Job enrichment system
- Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
- What is the current situation
- What kind of HR DEPARTMENT is required.
- What you think are your priorities
- What is your action plan
- What is time schedule.
MAKE A TEMPORARY HR DEPARTMENT
- ONE HR MANAGER [YOURSELF]
- ONE TRAINING MANAGER
- ONE SALARY ADMINISTRATION MANAGER
- ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
- TO IMPLEMENT YOUR PLAN.
- To win confidence/trust, you need to show credibility/functional knowledge level.
- Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
ADM.102 Form Development Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
ADM.103 Document Control Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
Ex1 Request For Document Change (RDC)
ADM. 104 Mail & Express Services Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
Ex1 Outgoing Mail Register
ADM. 105 Telephone Answering Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
Ex1 Important Message
ADM.106 Property & Access Control Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
Ex1 Key Issue Policy
Ex2 Visitor Log
ADM.107 Separation Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
Ex1 Exit Interview Checklist
Ex2 Exit References Authorization
ADM.108 Workplace Rules & Guidelines Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
Ex1 Suggestion Form
ADM.109 Human Resources Reports Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
EX1 Human Resource Reporting Summary
EX2 HR Hiring Status Report
ADM.110 Dress Code Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
HIRING PROCEDURES
HRG.101 Employee Hiring Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
Ex1 Personnel Requisition
Ex2 Offer Letter
Ex3 Personnel Change Notice
Ex4 New Employee Hiring Checklist
Ex5 Employment Eligibility Verification .
Ex6 Employee’s Withholding Allowance Certificate.
HRG102 Job Descriptions Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
Ex1 Job Description Format
HRG103 Employment Applications Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
Ex1 Employment Application
Ex2 Employment Application Supplement
HRG104 Interviewing Applicants Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
Ex1 Employment Interview Questions
Ex2 Interview Form
HRG105 Background Investigations Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
Ex1 Employee Investigation Checklist
Ex2 Employee Background Authorization
Ex3 New References Authorization
Ex4 Reference Check Survey
Compensation Procedures
COM101 Payroll Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
Ex1 Monthly Time Sheet
Ex2 Central Govt. Tax Calendar
Ex3 Electronic Funds Transfer Authorization
COM102 Paid & Unpaid Leave Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
Ex1 Absence Request Form
COM103 Insurance Benefits Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
COM104 Healthcare Benefits Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
Ex1 Benefits Enrollment/Change Form
COM105 Employee Retirement Income Security Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
COM106 Consolidated Budget Reconciliation Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
Development Procedures
DEV101 Development Management Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
Ex1 Training Plan
DEV102 Training Reimbursement Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
Ex 1 Request For Training
DEV103 Computer User & Staff Training Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
DEV104 Internet & E-Mail Acceptable Use Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
Ex1 Computer And Internet Usage Policy
DEV105 Performance Appraisals Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
Ex1 Self Appraisal Form
Ex2 Performance Appraisal Form
DEV106 Employee Discipline Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
Forms
Ex1 Disciplinary Notice
Compliance Procedures
CMP101 Workplace Safety Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
Ex1 Safety Suggestion Sheet
Ex2 Workplace Safety Self-Inspection Checklist
Ex3 Workplace Safety Action Plan
Ex4 Workplace Safety Rules
Ex5 Index of Hazardous Chemicals
Doc Material Safety Data Sheet
Doc Injuries and Illness Log
Doc Summary of Injuries and Illness
Doc Injuries and Illness Incident Report
Doc Instructions for OSHA Forms
CMP102 People With Disabilities Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
CMP103 Annual And Medical Leave Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
Ex 1 Certification Of Healthcare Provider
Ex 2 Employer Response To Employee Request
CMP104 Drug Free Workplace Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
CMP105 Health Insurance Portability And Accountability Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
Ex1 HIPAA Authorization Form
CMP106 Harassment & Discrimination Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
- INTRODUCTION
- PURPOSE
- SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
a) Acknowledgement Of Receipt And Understanding
b) Statement Of Legal And Ethical Business Conduct
c) Drug-Free Workplace Policy Employee Acknowledgement
d) Job Related Accident
HR MANUAL
- HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.
- The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work.
- Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
- The copy of HR MANUAL [ including the employee handbook] is given to the managers only.
- The copy of the EMPLOYEE handbook is given to the employees.
- The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
- At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
Once you have formed the HR manual list, you should sit with your boss
- Analyse the list
- Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
- Discuss the need for HO material, to uniform the approach
- Discuss the need for local expert
- Etc…
Your priorities could be
- Personnel records
- Various forms required
- Access control
- Workplace rules
- Employee hiring
- Job descriptions
- Employment applications
- Interviewing applicants
- Payroll administration
- Training [ induction / orientation/development]
- Employee handbook
You/Your senior management should agree to the priority list.
NOW YOU ARE READY FOR THE HARD WORK
Click Here To Download Start HR Department in An Orrganization
Categories: HR Tags: an, Department, HR, In, Orrganization, Start
HR Manual & Employee Handbook
I have Attached HR Manual & Employee Handbook
1.HR MANUAL
IS A GUIDELINE FOR LINE MANAGERS HOW TO MANAGE THEIR
HUMAN RESOURCES.
———————————————
2. EMPLOYEE HANDBOOK IS A GUIDELINE FOR STAFF –WHAT /HOW
TO MANAGE THEIR RESPONSIBILITIES.
—————————————————————– —–
3. POLICIES ARE GUIDELINES WRITTEN IN THE MANUAL.
—————————————————————– ———
EMPLOYEE HANDBOOK IS AN INTEGRAL PART OF HR MANUAL.
============================================
I AM OUTLINING HEREBELOW, WHAT GOES INTO HR MANUAL
AND EMPLOYEE HANDBOOK.
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records
Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee’s Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
—————————————————————– ——————————–
ADM.102 Form Development
Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
—————————————————————– ——————————-
ADM.103 Document Control
Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
103 Ex1 Request For Document Change (RDC)
—————————————————————– ——————————–
ADM. 104 Mail & Express Services
Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
104 Ex1 Outgoing Mail Register
—————————————————————– —————————–
ADM. 105 Telephone Answering
Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User’s Guide
Forms
105 Ex1 Important Message
—————————————————————– ————————–
ADM.106 Property & Access Control
Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
ADM106 Ex1 Key Issue Policy
ADM106 Ex2 Visitor Log
—————————————————————– —————————
ADM.107 Separation
Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
107 Ex1 Exit Interview Checklist
107 Ex2 Exit References Authorization
—————————————————————– ————————–
ADM.108 Workplace Rules & Guidelines
Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
108 Ex1 Suggestion Form
—————————————————————– ——————————-
ADM.109 Human Resources Reports
Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
109 EX1 Human Resource Reporting Summary
109 EX2 HR Hiring Status Report
—————————————————————– —————————–
ADM.110 Dress Code
Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
—————————————————————– ——————————–
HIRING PROCEDURES
HRG.101 Employee Hiring
Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
HRG101 Ex1 Personnel Requisition
HRG101 Ex2 Offer Letter
HRG101 Ex3 Personnel Change Notice
HRG101 Ex4 New Employee Hiring Checklist
HRG101 Employment Eligibility Verification .
HRG101 Employee’s Withholding Allowance Certificate.
—————————————————————– —————————–
HRG102 Job Descriptions
Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
HRG102 Ex1 Job Description Format
—————————————————————– —————————-
HRG103 Employment Applications
Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
HRG103 Ex1 Employment Application
HRG103 Ex2 Employment Application Supplement
—————————————————————– —————————–
HRG104 Interviewing Applicants
Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
HRG104 Ex1 Employment Interview Questions
HRG104 Ex2 Interview Form
—————————————————————– ————————–
HRG105 Background Investigations
Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
HRG105 Ex1 Employee Investigation Checklist
HRG105 Ex2 Employee Background Authorization
HRG105 Ex3 New References Authorization
HRG105 Ex4 Reference Check Survey
—————————————————————– —————————
Compensation Procedures
COM101 Payroll
Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker’s Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
COM101 Ex1 Monthly Time Sheet
COM101 Ex2 Central Govt. Tax Calendar
COM101 Ex3 Electronic Funds Transfer Authorization
—————————————————————– ————————
COM102 Paid & Unpaid Leave
Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
COM102 Ex1 Absence Request Form
—————————————————————– ————————
COM103 Insurance Benefits
Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers’ Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
—————————————————————– ———————–
COM104 Healthcare Benefits
Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
COM104 Ex1 Benefits Enrollment/Change Form
—————————————————————– ———————-
COM105 Employee Retirement Income Security
Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
—————————————————————– ————–
COM106 Consolidated Budget Reconciliation
Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
—————————————————————– —————-
Development Procedures
DEV101 Development Management
Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
DEV101 Ex1 Training Plan
—————————————————————– —————–
DEV102 Training Reimbursement
Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
DEV102 Ex 1 Request For Training
—————————————————————– ————
DEV103 Computer User & Staff Training
Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
—————————————————————– ———-
DEV104 Internet & E-Mail Acceptable Use
Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
DEV104 Ex1 Computer And Internet Usage Policy
—————————————————————– ———-
DEV105 Performance Appraisals
Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
Forms
DEV105 Ex1 Self Appraisal Form
DEV105 Ex2 Performance Appraisal Form
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DEV106 Employee Discipline
Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
DEV106 Ex1 Disciplinary Notice
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Compliance Procedures
CMP101 Workplace Safety
Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
CMP101 Ex1 Safety Suggestion Sheet
CMP101 Ex2 Workplace Safety Self-Inspection Checklist
CMP101 Ex3 Workplace Safety Action Plan
CMP101 Ex4 Workplace Safety Rules
CMP101 Ex5 Index of Hazardous Chemicals
CMP101 PDF Material Safety Data Sheet
CMP101 PDF Injuries and Illness Log
CMP101 PDF Summary of Injuries and Illness
CMP101 PDF Injuries and Illness Incident Report
CMP101 PDF Instructions for for OSHA Forms
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CMP102 People With Disabilities
Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
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CMP103 Annual And Medical Leave
Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
CMP103 Ex 1 Certification Of Healthcare Provider
CMP103 Ex 2 Employer Response To Employee Request
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CMP104 Drug Free Workplace
Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
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CMP105 Health Insurance Portability And Accountability
Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
CMP105 HIPAA Authorization Form
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CMP106 Harassment & Discrimination
Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
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Job Descriptions Tab
WRITING JOB DESCRIPTIONS
INTRODUCTION
PURPOSE
SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
APPENDIX 2 SAMPLE JOB DESCRIPTIONS
Accounting Manager
Credit Manager
Customer Service Manager
Data Processing Technician
Computer Programmer
Director Of Quality Assurance
Graphic Illustrator
Employee Handbook
SECTION 1 INTRODUCTION
1.0 The Company Philosophy
1.1 The Company Mission
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan
1.3 Employment-At-Will
1.4 Sexual Harassment
1.5 Safety
1.5.1 Safety Rules
1.5.2 Hazardous Wastes
1.5.3 Reporting Injuries and Accidents
1.6 Drug Free Workplace
1.6.1 Prohibitions
1.6.2 Drug Awareness Program
1.6.3 Disciplinary Actions
SECTION 2 EMPLOYMENT
2.0 Personnel Administration
2.1 HR Personnel Records
2.1.1 Contents of Personnel Files
2.1.2 Employee Information
2.1.3 Employee’s Request for Review of Personnel Records
2.1.4 Management Review of Personnel Files
2.2 Service
2.2.1 Employee Categories
2.2.2 Job Posting Procedures
2.2.3 Employment of Relatives
2.2.4 Employment of Minors
2.2.5 Promotions
2.2.6 Transfer of Employees
2.2.7 Separation of Employment
2.2.8 Work force Reductions
2.2.9 Probationary Period
2.2.10 Extra Income
2.3 Process Improvement
2.3.1 Employee-Management Forums
2.3.2 Employee Suggestion Program
SECTION 3 COMPENSATION & BENEFITS
3.0 Benefit Eligibility
3.1 Payroll Information
3.1.1 Time Records
3.1.2 Pay Periods
3.1.3 Salary Compensation for Partial Pay Period
3.1.4 Pay Rate Schedule – Hourly Paid Employees
3.1.5 Payroll Deductions
3.1.6 Overtime
3.1.7 Payroll Errors
3.1.8 Garnishment of Employee Wages
3.1.9 Authorized Check Pickup
3.1.10 Pay at Time of Separation
3.2 Attendance & Leave
3.2.1 Medical Leave Policy
3.2.2 Sick Leave Credit Limit
3.2.3 Sick Leave Policy – Usage
3.2.4 Medical, Dental and Optical Appointments
3.2.5 Exhaustion of Accumulated Sick Leave
3.2.6 Pallbearer, Funeral, Emergency Leave
3.2.7 Civic Leave or Jury Duty
3.2.8 Voting
3.2.9 Military Leave
3.2.10 Maternity Leave
3.2.11 Parental Leave
3.2.12 Leave of Absence
3.3 Insurance
3.3.1 Hospitalization and Medical Insurance
3.3.2 Continuation of Group Health Insurance
3.3.3 Life Insurance
3.3.4 Long Term Disability Insurance
3.3.5 Social Security
3.3.6 Workers’ Compensation
3.3.7 Unemployment Compensation
3.4 Savings Plan
3.5 Break Room
3.6 Employee Discounts
3.7 Educational Assistance
SECTION 4 EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules
4.1.1 Working Hours
4.1.2 Salary Employees
4.1.3 Hourly Employees
4.1.4 Clean Work-Place
4.2 Legal & Ethical Conduct
4.2.1 Ethical Standards
4.2.2 Conflicts of Interest
4.2.3 Personal Conduct
4.2.4 Confidentiality
4.2.5 Bribes, Kickbacks and Illegal Payments
4.2.6 Patents and Copyrights
4.3 Misconduct
4.3.1 Serious Misconduct
4.3.2 Very Serious Misconduct
4.3.3 Inexcusable Misconduct
4.3.3 Misconduct Investigations
4.4 Transportation & Travel
4.4.1 Company Owned Vehicles
4.4.2 Personal Vehicles
4.4.3 Living Expense Allowance
4.4.4 Other Travel Expenses
4.4.5 Expense Records
4.4.6 Travel Advances
4.4.7 Expense Reimbursement – Third Party
4.4.8 Expense Policies – Violations
4.4.9 Company Credit Cards
4.5 Appearance & Belongings
4.5.1 Personal Appearance
4.5.2 Business Attire
4.5.3 Casual Attire
4.5.4 Inappropriate Attire
4.5.5 Personal Belongings
4.5.6 Alcohol and Drugs
4.5.7 Medication
4.5.8 Smoking Policy
4.6 Equipment & Facilities
4.6.1 Parking
4.6.2 Telephone Use
4.6.3 Motor Vehicle and Workplace Equipment Operation
4.6.4 Safety Equipment
4.6.5 Company Tools
4.6.6 Waste Prevention
4.6.7 Solicitation and/or Distribution
4.6.8 Security
4.6.9 Bulletin Board
EMPLOYEE HANDBOOK FORMS
Acknowledgement Of Receipt And Understanding
Statement Of Legal And Ethical Business Conduct
Drug-Free Workplace Policy Employee Acknowledgement
Job Related Accident