Posts tagged "HR"

How Can I Improve My HR skills

HR plays a vital role in the development of the organization. HR is the role concerned with handling and managing people in an organization. So, we can say that HR is all about tackling the issues related to organization and its employees. Learning is a continuous process and is good if we want to improve on our skills. But improving on current skills requires proper planning.

First we should know the qualities of a good HR:

  1. Organized: The most essential quality that HRs should possess is organized behavior. They are expected to manage time efficiently. They are expected to know the time-frame of completing a particular time and should be able to complete the task within that time.
  2. Multitasking: Good HR professionals have many things to do. Recruitments, employee relations, talent management, career development, employee retention and lots of other things, each of which is critical and takes lot of time to finish. So to be a good HR, you should be capable of performing different tasks as the same time.
  3. Communication skill: HR is the one professional who needs to communicate with all employees at all levels. To be an effective HR one should have both verbal and written communication skills and should be able to share ideas and information in an understandable manner. The ability to form strong internal and external business relationships is also an important part of his role.
  4. Leadership: A successful HR manager must possess the qualities of a true leader. One should be confident, alert, positive and optimistic. HR should be able to motivate employees in improving their performances through rewards and appreciation. He should be able to develop the skills of the employees to help them grow professionally and personally.
  5. Problem solving skills: HR should have the ability to address and resolve issues with the least amount of conflict. Problem solving skill is an important part of the HR role.

The qualities mentioned above are very important for an HR in his/her profession. Besides these there are other characteristics that are also important, for example, ethical behavior, emotional intelligence, ability to build and maintain confidentiality, etc. A good HR should possess all the above mentioned qualities in order to perform better. We have talked about the qualities of an HR and now in the topic given below we will discuss how to grow in HR career.

Here we are suggesting you some tips to follow by which you can enhance your skills.

  1. Goal: Identify your next goal which you want to achieve in your career plan. Where you want to see yourself and things you would like to achieve with reference to your skill improvement and development.
  2. Know your strength: Once you have a clear vision about your career, the next most important thing which keeps you going is your strength. So you should be well aware of the things at which you are good, this will instill more confidence in you.
  3. Identify your weakness: Once you become aware bout your strength, now it’s time to look for your weaknesses. Indentify the area in which you need improvement or the skills on which you need to work on to get ahead in your career. While improving on your weakness you also need to learn new things in your surroundings like changes in existing policies and procedures, latest changes in employment law, government’s new rules and regulation for employees, etc.
  4. Make a plan: Once you have worked on setting a goal, knowing strengths and weaknesses, now it’s time to make a plan to achieve the desired target and to face the challenges. For this, you can also take help and suggestions from senior HRs in your company who can help you find out what staff development and training schemes exist in your company. Or you can search for post-graduate level qualifications to enhance your skills and overall HR knowledge. There are many institutes which provide distance education in related field.
  5. Evaluate your progress: Give yourself a deadline to achieve you goal. You have to evaluate your growth and improvement from time to time to gauge your achievements. Evaluation will help you improve upon the plan you have prepared to achieve your goal. Taking time to check what you have learnt with each step is an essential part to ensure that you are putting your efforts in right direction.

We hope that the above tips will help you improve your skills and move forward towards your career plan.

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Posted by Hrformats - July 3, 2014 at 5:34 PM

Categories: HR   Tags: , ,

HR policy annexure

I Have Attached HR policy Annexure

LEAVE APPLICATION FORM

 

 

 

Employee’s Name       :                                                                                            

Designation               :                                                                                            

Department               :                                                Employee Code                     

 

 

 

 

Type of Leave          :                  FULL                                HALF                               SHORT

 

 

                                               ADVANCE

Address & contact no. during leave:                                                                            

                                                                                                                            

 

From:  __________ _____ To: ____________                       No. of leave: __ ________   _

Reason:                                                                                                                 

                                                                                                                            

Officiating Officer’s Name: :  ___________________

Remarks:  ___________________

Signature: ___________________

Date: ___________________

Applicant’s Signature:   ________________

Date: _ ________________

 

 

 Click Here to Download Leave Application

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Posted by Hrformats - September 26, 2012 at 5:10 AM

Categories: HR   Tags: , ,

Sample HR Policy Manual

Policies are generally for shift timings & breaks,misconduct,attendance rules, dress code,leaves, statutory obligations,non-disclosure and appraisals to mention a few of them. So you can coordinate with your management and frame rules or guidelines for all such types of policies. I have attached a sample HR policy manual.

Click Here To Download HR Policy Manual Main Dipl

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Posted by Hrformats - September 24, 2012 at 4:39 AM

Categories: HR   Tags: , , , ,

Sample HR Budget Spreadsheet

Plan HR budget on yearly basis. All expenses related with pay roll divided into two major divisions like direct expenses & Indirect expenses.

In direct expenses take salary -all forms, esi, epf contributions involved by the employer,staff duty meal,training and development etc.

In In-direct expenses take staff welfare, uniform, insurance,annual day, bonus,gratuity, lave salary etc. All expenses to be projected accurately by HR head and presented to the Management for approval.

In this capital expenses to be projected separately for example some thing to be purchased as first time like computer, cafeteria kitchen equipments etc.

Just go through the attachment file which will suit with your requirements.

 

#REF! Proposed Expenditure for
Till Dec’08  Till Dec’09 variance variance Particulars 2010 APRIL 2010 MAY 2010 JUNE 2010 JULY 2010 AUG 2010 SEPTEM 2010 OCTO 2010 NOVEM 2010 DECEM 2011 JAN. 2011 FEB 2011  MAR TOTAL FY 2010-11
 Rs. Lacs  Rs. Lacs  Rs. Lacs %  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs  Rs. Lacs
 DIRECT SALARY
 Salary – Direct
 Salary-Deputation
 Casuals
 Co’s Contribution to PF
 Co’s Contribution to ESI
 Outsourcing (Incl Gardening)
 Staff Duty Meal
 Uniforms
 Recruitment/Training
 Sub-Total
 INDIRECT SALARY
Bonus/ Exgratia
 Leave Encashment
 Medical Reimbursement
Leave  Travel Allowance
 Trainees Stipend
 Medical check up
 Staff Welfare
 Gratuity
 Staff Accommodation
 Sub-Total
Total

 

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Posted by Hrformats - September 13, 2012 at 4:03 AM

Categories: HR   Tags: , ,

Key Skills for HR Practitioners in the Future

The key skills required for the HR practitioner

 

Introduction

Before considering what the key skills for HR practitioners in the future will be, it is essential to identify the future challenges for the HR service.

The role of HR is changing as a result of many influences. These include: globalization resulting in increased competition; a change from a large manufacturing base in the UK to service-related industries such as finance; demographic trends evidenced by falling birth rates and extended life expectancy. These trends affect the labor market and have resulted in skill shortages in specific areas. The HR practitioner needs to understand the impact of these factors on their organization.

In considering key skills, much will depend on the functionality of HR in the particular organization.  The function may deliver a mainly transactional service or may have moved towards the strategic business partner role, but certain factors will remain the same regardless of model of delivery. In many organizations the administrative function of HR has already been outsourced, for example payroll and pension administration.
There can be confusion about the role of HR as it moves from one model to another, and HR practitioners can find that they are still heavily involved in the operational role, handling grievances and discipline while new demands are made of them. The expectations of the service and individuals need to be clearly articulated and managers need to be clear about their role in managing people.
The challenges for the future include:

1. Added value
HR needs to be able to demonstrate clearly how it impacts on the business. However, measuring the effectiveness of HR is not easy. Much research has been conducted on whether there is a link between good HR management practice and increased productivity.  In a study by the Centre for Economic Performance, London School of Economics and the Institute of Work Psychology. one of the questions was: “Do HRM practices predict change in company performance?” The results of this survey found a 19% change in profitability and an 18% change in productivity. The report states: “This is a clear demonstration of the link between the management of people and the performance of companies.”
However, increased monitoring and collection of data can be administratively cumbersome and tie up a lot of time for HR practitioners.  This needs to be carefully implemented or it does not add value but becomes simply another administrative burden.

2. Recruitment and retention
In view of the global and sector changes outlined above, there is a tightening labour market in certain areas. It is important that HR understands the labour market it is recruiting from and also the need to retain key talent in the organisation.

3. Succession planning
There needs to be a clear workforce development plan, identifying areas which could be affected by turnover or changes to the business. By planning in advance, the organisation is not left trying to cover gaps in key areas. This can also inform the organisation in terms of identifying future managers and leaders. Career routes can be identified and linked to an individual’s career aspirations. This development plan will also inform the learning and development function of HR.

4. Motivation/engagement
If HR is to make an impact and demonstrate that people make a difference, there is a challenge with employee motivation and engagement. There is evidence to suggest that motivation and engagement are linked to certain factors. Some of these are listed below.

5. Employer of Choice
To engage the best talent and keep these people motivated and engaged, many organisations now invest in their image as an employer of choice.  The Sunday Times undertakes a year survey of the 100 Best Companies to work for in conjunction with the Department of Trade and Industry and Investors in People.
In the 2005 survey it states: “This research clearly demonstrates that a person’s experience of their workplace is a result of their feelings and perceptions in the following areas: leadership (the leadership and senior management of the company): my manager (the local management on a day-to-day basis); personal growth (opportunities to learn, grow and be challenged); wellbeing (balancing work-life issues); my team (immediate colleagues); giving something back (giving back to society and to the local community); my company (the company and the way it treats staff); and fair deal (pay and benefits).”

 

Key Skills
In view of the areas identified above the key skills for HR practitioners for the future are:

1. Communication
Clear, concise communication – both verbal and written – is essential. Without these skills, the practitioners cannot engage productively with individuals, nor with the top table.

2. Business understanding and influencing skills
I have linked these two skills together as in my opinion the HR practitioner needs to be able to influence the organisation by using examples and information from other organisations in the sector of activity they support.  This requires not only a sound understanding of their own organisation but also wider knowledge of how other organisations have approached similar problems.

3. Data literacy/analytical skills
The HR practitioner of the future needs to be data literate and be able to question the figures and reports which they read.  The data needs to be interpreted and an understanding of the wider picture is necessary to identify underlying factors which may be influencing what they read.  For example, during a time of change there may be an increased level of sickness absence, in considering employee turnover are there peak periods or is it steady throughout the time period?

4. Coaching and inter-personal skills
HR has a role in enabling managers to be confident in people management, and this should be supported by individual coaching. Inter-personal skills feature in most of the work of an HR practitioner but these skills are paramount in giving feedback to the people being coached.
There is also a need for HR professionals to be able to access coaching for themselves to identify their own development needs.

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Posted by Hrformats - August 20, 2012 at 5:11 AM

Categories: HR   Tags: , , , , , ,

Human Resources Manager Generalist Roles & Responsibility

I have attached Human Resources Manager Generalist Roles & Responsibility.

HR GENERALIST:

Position Description:

The Human Resources Generalist manages the day-to-day operations of the Human Resource office. The HR Generalist manages the administration of the human resources policies, procedures and programs. The HR Generalist carries out responsibilities in the following functional areas: departmental development, Human Resource Information Systems (HRIS), employee relations, training and development, benefits, compensation, organizational development, and employment.

Roles & Responsibilities:

  • recruiting and staffing logistics;
  • organizational and space planning;
  • performance management and improvement systems;
  • organization development;
  • employment and compliance to regulatory concerns and reporting;
  • employee orientation, development, and training;
  • policy development and documentation;
  • employee relations;
  • company-wide committee facilitation;
  • company employee communication;
  • compensation and benefits administration;
  • employee safety, welfare, wellness and health; and
  • employee services and counseling.

 

CORE HUMAN RESOURCES

Roles & Responsibilities:

  • plan and manage recruitment and selection of staff
  • plan and conduct new employee orientation
  • identify and manage training and development needs for employees
  • develop and implement human resources policies and procedures
  • administer HR policies and procedures
  • administer compensation and benefits
  • ensure compensation and benefits are in line with company policies and legislation
  • benchmark compensation and benefits
  • support annual salary review
  • implement and monitor performance management system
  • handle employee complaints, grievances and disputes
  • administer employee discipline processes
  • conduct exit interviews
  • review and update employee rules and regulations
  • maintain the human resource information system and employee database
  • coordinate employee safety, welfare and wellness
  • maintain knowledge of legal requirements and government reporting regulations affecting HR functions.

MIS EXECUTIVE

Roles & Responsibilities:

  • Creating and maintaining reports in Excel & MS SQL Server that allows the company to get information on daily business activities.
  • Preparation of monthly Performance Status Reports to Senior Management
  • Collate, Analyze and Present company performance details quarterly and half yearly.
  • Provide information to management and meet weekly to ensure consistency in data and information across the company.
  •  Generate, maintain, analyze & present daily/ weekly/ monthly Sales, Quality and Client Service reports.
  • Creating MIS/ Dashboard report and presenting it to the concern Department.
  • Make company performance reports and analyzing them from company prospect.
  •  Design reporting formats to provide accurate information in a clear and concise manner.
  •  Produce and support existing reports and processes
  • Review history of current reporting usedKanalyze for time utilization, consistency and accuracy.
  • Monitor implementation of MIS processes and evaluate their effectiveness.
  • Standardize similar reports across clients, departments and teams.
  •  Ad Hoc data collection, analysis and reporting as required. (I. e. Data/ Field Formatting, Data Storage, and report Generation.
  •  Maintain all details of service agreements with clients.
  • Understand requirements, design formats, deploy formats, follow up with Business development Team, Client Services Department, and Quality team and validate data.
  • Prepare Quality dashboards to report progress made through quality initiatives and report overall quality level in the organization.
  •  Measure and develop service level targets against Best in class benchmarks.
  •  Preparing Workflow MIS reports and forecasting workforce availability based on data collected and trend analysis.
  • Undertake Trend Analysis of Data and Automation of reports.
  • Day-to-Day Analysis of MIS Reports

HR EMPLOYEE RELATIONS

Roles & Responsibilities:

  • Support and/or coordinate new hire orientations.
  • Supervise the maintenance of employee personnel records.
  • Initiate and conduct timely investigations, prepare documentation and make recommendations for corrective/disciplinary actions.
  • Represent the management at meetings that involve employee benefits, compensation and discipline issues.

HR ADMIN

Roles & Responsibilities:

  • Conducting with and advising management and supervising human resource issues; investigating human resource related problems and making recommendations to the organization.
  • Ensuring the execution of criminal record checks fully in a timely effective manner.
  • Providing HR advice and support to line managers and employees, explaining procedures and policies in a timely effective manner.
  • Assisting in the development of human resource procedures and policies.
  • Contributing to HR projects like introducing an induction program.
  • Administering the performance of management system.
  • Entering data into the database or HR system for maintaining accurate records.
  • Providing data for and preparing management information reports and documents.
  • Liaising with payroll, absence recording, and holiday recording systems.
  • Administering the probationary review time periods.
  • Maintaining and developing the filing system of personnel.
  • Assisting the human resource officer with the maintenance and development of human resource procedures and policies.
  • Advising staff regarding personnel, benefits, and pay issues.
  • Administering staff benefits, programs, and events.
  • Counseling applicants and employees on rules, policies, benefits, procedures and job opportunities.
  • Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
  • Performing or supervising payroll processing, developing, and implementing procedures and applications.
  • Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
  • Evaluating risks and giving advices for risk management procedures, processes, policies, and practices.
  • Preparing, reviewing, interpreting, analyzing and approving a variety of data, information and reports, and making recommendations depending on findings.

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Posted by Hrformats - August 13, 2012 at 8:04 AM

Categories: HR   Tags: , , , , ,

HR MIS Report Format

I have attached HR MIS report format in excel.


MONTHLY HR MIS REPORT
MAN POWER PLANNING REPORT
MANPOWER DEMANDED IN TOTAL MAN POWER REQUIREMENT PROVIDED IN TOTAL MAN POWER DEFICENCY IN TOTAL
RECRUITMENT REPORT
NEW RECRUITS IN TOTAL DEPARTMENT WITH MAXIMUM RECRUITS DEPARTMENT WITH MINIMUM RECRUITS
ABSENTISM REPORT
ABSENTISM IN TOTAL DEPARTMENT WITH MAXIMUM ABSENTISM DEPARTMENT WITH MINIMUM ABSENTISM
LATE COMING REPORT
LATE COMING IN TOTAL DEPARTMENT WITH MAXIMUM LATE COMING DEPARTMENT WITH MINIMUM LATE COMING
ATTRITION REPORT
TOTAL NUMBER OF EMPLOYEE WHO LEFT DEPARTMENT WITH MAXIMUM ATTRITION DEPARTMENT WITH MINIMUM ATTRITION
OVER-TIME REPORT
TOTAL OVER-TIME PERFORMED BY EMPLOYEES DERPARTMENT WITH MAXIMUM OVER-TIME PERFORMED DEPARTMENT WITH MINIMUM OVER TIME PERFORMED
SALARY REPORT
TOTAL SALARY PAID DEPARTMENT WITH MAXIMUM SALARY DEDUCTION DEPARTMENT WITH MINIMUM SALARY DEDUCTION
SALARY PAID THROUGH SALARY ACCOUNT SALARY PAID THROUGH CHEQUES AMOUNT PAID TO CONSULTANTS
CROSS CHEQUE
BEARER CHEQUE
QUOTE ONLY TOTAL FIGURES IN ABOVE TABLE

 

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Posted by Hrformats - August 10, 2012 at 9:05 AM

Categories: HR   Tags: , ,

Disciplinary Action and Warning Letters

I have attached the 26 warning letters formats which will help you for all the Disciplinary actions.

MODEL PRO-FORM FOR GENERAL CHARGE-SHEET

To
………………………
………………………
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged). The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you. Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter. The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY

MODEL SHOW CAUSE NOTICE

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.
You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for
such continued / habitual absence.

AUTHIRISED SIGNATORY

MODEL SHOW CAUSE NOTICE

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported against you as under : On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct. Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.
Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required,the matter will be disposed of without any further reference to you.

AUTHORISED SIGNATORY

SIMPLE WARNING LETTER

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..

WARNING

Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory. You are accordingly hereby warned.
You are further advised in your own interest to be cautious and not to repeat such an act in future.
AUTHORISED SIGNATORY

STERN WARNING LETTER

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..

STERN WARNING

Your explanation dated …..in reply to show cause notice /letter of charge dated…….has been found to be unsatisfactory.The gravity of misconduct committed by you is such that it warrants severe punishment. However, we are taking a lenient view this time and have decided to award you this
stern warning.Should you repeat any such thing in future or commit any
other misconduct we will not hesitate to take strict disciplinary action against you.
AUTHORISED SIGNATORY

WARNING LETTER FOR HABITUAL IRREGULAR ATTENDANCE

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.
AUTHORISED SIGNATORY

WARNING LETTER FOR INSUBORDINATION

To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you forinsubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.
AUTHORISED SIGNATORY

MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET

To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you. Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed
that you admit the charges and have no explanation to offer and the matter
will be disposed of without any further reference to you.Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY

PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY:

To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
Whereas the charges amounting to gross misconduct (s) and indiscipline
againt you have been leveled in accordance with Company Service Rules /
Standing Order No……as per charge-sheet dated………..sent to you.Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing
Orders. Your suspension has been considered necessary in order to maintain
proper discipline in the Factory / Company / Establishment and to conduct
proper enquiry against you.You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.
AHTOHRISED SIGNATORY

PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR
CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE

To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling
for his explanation thereto. The explanation, has been found to be as
unsatisfactory. The Management has decided to hold an enquiry by giving an
opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we
need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this
context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s
Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority. The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:

(a) The appointment of the Enquiry Officer should be made by an authority competent totake disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seenthat he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.

PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE
FOR HOLDING ENQUIRY:

To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet
dated………………
We are in receipt of your explanation dated…….in response to the charge sheet dated……..After careful consideration of your explanation, which has
been found unsatisfactory, it is considered desirable and necessary to
conduct an enquiry into the charges leveled against you. You are hereby
informed that the enquiry will be conducted by Sri……………….who has been
entrusted with assignment to hold the enquiry.You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you. For & on behalf of the Management
Authorised Signatory

 

DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT

To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and
the enquiry held thereafter. We have since received the report of the enquiry
officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to
you.
Manager/ Competent Authority

NOTICE OF DISCHARGE TO AN EMPLOYEE

To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you &
enquiry held thereafter. We have duly considered the report of the enquiry
officer and are satisfied that the charges as leveled against you have been
proved against you in the enquiry.
In view of the serious nature of misconduct committed by you & fully proved
against you, it has been decided to dispense with your services. However, on
compassionate grounds considering extenuating and aggravating
circumstances, the management, instead of dismissing you from services has
decided to impose lesser punishment of discharge on you with immediate
effect from____________ Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.

Manager/ Competent Authority

ORDER OF DISMISSAL

To
_______________
_______________
_______________
We have received the enquiry report that was held on_______________
against you consequent to the charge sheet dated______________. After
going through the proceedings of the enquiry, we find that the charges have
been proved against you.Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any,and settle your account on any working day during the office hours from
Accounts Department.

Manager/ Authorised person with designation

C.C : – The Accounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or
sense of responsibility. Frequently, you have stayed away from duty &
neglected your work. Time & again you were warned/ reprimanded but there
has been no improvement. We tried our best to motivate you to take interest
in the work & to observe regularity & punctuality but of no avail. You have
been as careless as ever & have refused to perform your duties seriously.
Your carelessness has not caused the work to suffer but it is also likely to
effect the discipline among other members of the staff.Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1- month notice to relieve you from the present post and instead assign you post
of____________ with immediate effect from_______________. This post
entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.Manager/Authorized person with designation

 

C.C: – The Accounts deptt for information & necessary action.

ORDER OF WITHOLDING ANNUAL INCREMENT/(S)

To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe
punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the
misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered onthe expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.

ORDER OF IMPOSING FINE AS A PUNISHMENT

To
_______________
_______________
_______________
This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the
management is satisfied that the charges leveled against you amply proved.
On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of

Rs._________ as
punishment.
Manager/ Competent Authority
Date: –
C.C: – The Accounts Dept

PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE
FOR HABITUAL ABSENTEEISM

TO
Following are the charges against you:
Perusal of your attendance record reveals that you are in habit of absenting
yourself from your duties without any information and proper sanction of
leave. Your absentee spells are on an increase and your absentee record for
the preceding ________years are reproduced hereunder.
MONTH DATES NO. OF
DAYS OF
UNAUTH
ORIZED
ABSE
NCE
________ __________
________________
XXX XXX XXX
XXX XXX XXX
You have been verbally advised to improve you attendance record and not to
indulge in unauthorized absence from duties. But despite these verbal
advises/reprimands and assurance given by you, you have not shown any
improvement in your attendance.The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.You are hereby required to submit your explanation, if any to this chargesheet
within 3 days from its receipt failing which it will be presumed that you
have no explanation to offer and the management will be free to take any
action that may be deemed proper in you case.
For _________________________
(Authorized Signatory)

PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN
WORK

To,
It is reported against you as under:
1. That on______(date) at about________(time) while on duty, you in
combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.
2. That while you prior production was_____ per day, your production on
________ and thereafter has been deliberately brought down to______
which is much below the normal production of a worker of average
efficiency.
3. That the above acts/omissions on your part are highly objectionable
being prejudicial to the interest of the company, which has to compete
with other efficiently run enterprises.
4. That despite repeated advice not to adopt to ‘go slow’ tactics, by your
superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.
5. As a result of your ‘Go Slow’ tactics and instigating others to slow down
the work/production has considerably gone down, resulting into loss to
the company.
6. The above acts on your part constitute major misconduct under
certified standing orders no.______ and no._____ of the company
applicable to you.You are hereby required to submit your explanation, if any to this charge sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
AUTHORISED SIGNATORY
Appreciation Letter
Dear (Name of the candidate),
I would like to take this opportunity to express my heartfelt thanks to you for
your very active involvement _________(Reason) . The Chairman and Board
Members have also asked me to pass on their sincere appreciation for your
efforts in supporting us with the undertaking.Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.
Best Regards,
_______(Your name and Your Digital Signature)
Rejection Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security
position at __(Name of the company) was unsuccessful.Although you met all of the mandatory minimum qualifications for the position,the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am here to convey thanks for your candidacy.On behalf of ____(Company name) I thank you for your interest and effort,and I wish you all the best in your future career endeavors.
Sincerely,
_______(Your name and Your Digital Signature)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any
inconvenience you may have experienced last month with respect to
____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
Sincerely,
_______(Your name and Your Digital Signature)
Appointment For Interview
Dear (recipient’s name),
Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet
with you to have a round of Discussion . Please come down to our office and
take an interview any time between __ A.M to __ P.M . Should you have any
queries ,please feel free to call me _____(Mob Num) and reach me at (your
Email ID) .We look forward to meet you soon at our Office.
Best Regards,
_______(Your name and Your Digital Signature
New Employee Introduction
Hi All
Please extend your warmest welcome to (name). (name) will be heading up
our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon
her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your
interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and
accomplish all the fabulous goals you have set. May the coming years be
filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to
__________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of
the company)_________________performance in (Year)_______. Your
efforts towards helping the company achive its strategic goals are
appreciated.Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:

Fixed Cash Component(A)

Basic:

Flexible Benefit Pan(FBP)

Provident Fund(PF)

Cost to Company

VariableCash Component(B)

Performance Bonus

Retirals(C)

Gratuity

Other Allowances(D)

Total Yearly Compensation (A+B+C+D)

Benefits:

Group Term Life Insurance

Group Personal Accident Insurance

Group Mediclaim Insurance

We look forward to your continued contribution that would enable us to work
together as a team and scale grater heights in the coming years.We wish you all th best for your future endeavours and contributions to our organization.

PROMOTION LETTER

Dear Mr. /Ms,
We are very happy to inform you that you have been promoted as
(designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /-.Other terms and Conditions remain the same as per the appointment letter. Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.

With best wishes,
_______(Your name and Your Digital Signature

ADDRESS PROOF LETTER FOR EMPLOYEE

To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) .
As per the company’s record, His services were effective since (Date of
Joining) . Also would want to confirm the current address of (Name of the
Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature

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Posted by Hrformats - August 1, 2012 at 6:19 AM

Categories: HR   Tags: , , ,

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

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4 comments - What do you think?
Posted by Hrformats - July 30, 2012 at 3:44 AM

Categories: HR   Tags: , , , ,

HR Budget Format

I have attached HR budget worksheet.


HUMAN RESOURCES
SECURITY AGENCY FEES
Value in Rupees
PARTICULARS No.of Men Rate Jan’04 Feb’04 Mar’04 Apr’04 May’04 Jun’04 Jul’04 Aug’04 Sep’04 Oct’04 Nov’04 Dec’04 TOTAL
Security Guard 14 4540 63560 63560 63560 63560 63560 63560 63560 63560 63560 63560 63560 63560 762720
Lady Guard 2 3025 6050 6050 6050 6050 6050 6050 6050 6050 6050 6050 6050 6050 72600
Asst.Security Officer 2 6600 13200 13200 13200 13200 13200 13200 13200 13200 13200 13200 13200 13200 158400
Sec.Points
Security Office – ASO 1 X2
SG (Roming & canteen) 1 X2
Main Entrance-LG 1 X2
II Floor Lift/Ramp area-SG 2 X2
Switch Room-SG 1 X2
III floor-SG 2 X2
New Area 1 X2
993720
TOTAL 49686 5 % discount
944034 total
II FLOOR III FLOOR

 

 

Click Here To Download HR Budget

Be the first to comment - What do you think?
Posted by Hrformats - July 26, 2012 at 4:27 AM

Categories: HR   Tags: ,

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