Warning Enquiry Appraisal format
I have Attached Warning Enquiry Appraisal format
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 IRREGULAT 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 for insubordination, 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 to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that 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 on the 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
UNAUTHORIZED
ABSENCE
________ __________ ________________
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 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.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN WORK
To,
It is reported against you as under:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
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
ADRESS 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
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
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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DEV102 Training Reimbursement
Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
DEV102 Ex 1 Request For Training
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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
Click Here To Download HR Manual & Employee Handbook
Warning,Enquiry,Appraisal format
I have Attached Warning,Enquiry,Appraisal format
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 IRREGULAT 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 for insubordination, 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 to take disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seen that 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 on the 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
UNAUTHORIZED
ABSENCE
________ __________ ________________
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 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.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN WORK
To,
It is reported against you as under:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
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
ADRESS 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
Click Here To Download Warning,Enquiry,Appraisal format
Categories: HR Tags: Appraisal format, Enquiry, Warning
Warning Letter
I have Attached Warning Letter
Date: ____________
To
Mr.
Designation:.
Sub. – Warning Letter
Mr.
It has been observed that you have proceeded on leave without prior permission of the concerned authorities, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Absenting yourself from duties without prior intimation is a misconduct for which you are making yourself liable for necessary action.
You are hereby warned to refrain from such activities; failure to do so shall invoke appropriate action.
You are further advised to submit a written explanation on your unauthorized leave as soon as you receive this letter or as soon as you resume duties.
Kindly treat this as very urgent.
For Company Name
Name:
Authorized Signatory,
Click Here To Download Warning Letter
Resources Related To Warning Letter Formats
Warning Letter to Employee for Careless Attitude
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Warning Letter to Employee Taking Leave Without Handing Over Work
Warning Letter to Employees Refusing to Work
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Warning Letter or Memo To Employee
Poor Performance Warning Letter Format
Categories: HR Tags: Warning Letter
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
—————————————————————– ——–
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
Warning Letter Format
WARNING LETTER
To
Mr. _________________
Designation
Sub. – Warning Letter
Mr. ___________,
It has been observed that you have not submitted your documents required for employee verification such as Academic certificates and previous company documents, resulting in willful insubordination and gross negligence of duties, in your capacity as Designation.
Not submitting the documents after asking for several times of the same is a misconduct for which you are making yourself liable for necessary action.
You are hereby warned to submit all the doc; failure to do so shall invoke appropriate action.
You are further advised to submit a written explanation on your not submitting the documents as soon as you receive this letter.
Kindly treat this as very urgent.
For, Company Name
Name:
Designation:
Click Here To Download WARNING LETTER
Resources Related To Warning Letter Formats
Letter Format to Employee for Misbehaving at Workplace
Warning Letter to Employee for Cigarette Smell
Warning Letter to Employee for Negligence of Duty
Warning Letter to Employee for Careless Attitude That Caused Financial Loss
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First Warning Letter to Employee
Warning Letters for not attending Office regularly
Warning Letter to Employee for Salary Deduction
Writing Warning Letter to Employee
Warning Letter to Employee for Poor Performance
Warning Letter For Alcohol Consumption During Working Hours
Warning Letter for Misbehavior with Senior
Warning Mail on Resignation Without Notice Period Completion
Warning Letter to Employee Taking Leave Without Handing Over Work
Warning Letter to Employees Refusing to Work
Writing a Warning Letter to Employee for Poor Attendance
Warning Letter or Memo To Employee
Poor Performance Warning Letter Format
Sample Draft of Notice for Punctuality in Attendance
Please find the attachment sample Draft of notice for enforcing punctuality in attendance.
To:
All
……………………….
……………………….
Punctuality in attendance and unfailing observance of work discipline in all, spheres are watchwards of an Organisation for its success. It has been observed that there is growing indiscipline amongst all categories of staff in many areas of activities of the Organisation which has been causing tremendous inconvenience to customers besides tarnishing the image of the Organization. It has also been observed that extreme slackness is permitted in monitoring the attendance/departure of the employees. As a service organisation, the Management
can ill- afford to sacrifice time, discipline amongst the employees. It has, therefore, been decided by the management to accord the highest priority, intoning up discipline which alone can increase productivity and ensure better consumer’s service. In this context, it is felt that not only the existing instructions on attendance need reiteration but also the following additional guidelines, strict enforcement of which with immediate effect is must:
The attendance register will be made available to the members of the staff well before the commencement of the working hours at each section/branch and it shall be withdrawn ten minutes after the commencement of the working hours and kept with the section branch in-charge or a responsible official and the employees/workmen who will come thereafter shall be marked “late”.
An employee, coming after ten minutes of the commencement of the working hours, shall sign the attendance register in the presence of the section/branch incharge and verbally explain the reasons for his delay in attendance.
An employee, who comes more than one hour late, shall submit his explanation in writing for coming late after which he may be permitted to join duty.
An employee, who comes late habitually, may be refused permission to join office and asked to submit leave application or may be marked as habitual late comer.
Un punctual attendance or unauthorised absence shall be treated as acts of
misconduct making such employees liable to disciplinary action.
As regards departure, the attendance register will be made available only at the close of the working hour and the section/branch in- charge shall ensure that in no case the entries made in the attendance register are at variance with the actual timings of departure.
To ensure this, the attendance register shall also be occasionally checked at higher level and appropriate notings made immediately after the opening and closing hours.
Leaving office earlier than the scheduled time of departure and any failure on the part of the employees to record the time of departure before leaving office shall also render them liable to disciplinary action.
No employee, who is found to be late coming for more than one hour habitually, shall be allowed to join his duties except in cases where he had obtained prior permission from the section/ branch in-charge for attending late on grounds such as serious illness in the family, etc.
Authorized Signatory
Related To Attendance Letter Formats
Conference Attendance Verification Letter
Memo to Employees on Attendance Policy and Procedure
Confirming Attendance Letter
Warning Letter for habitual irregular attendance
Formula for Attendance in Excel Format
Attendance Simple Format
Employee Attendance Record Format
Categories: HR Tags: DRAFT OF NOTICE FOR ENFORCING PUNCTUALITY IN ATTENDANCE
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
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
Show Cause Notice
I have Attached Show Cause Notice
A. Show Cause Notice |
I) Show cause notice for all types of misconduct
Date:
Shri ………………..
You have been working as ________________ in the department/ section/ branch/ unit/ shift since _______________
(Please write the charges in detail)
Note : Please refer to the Narration of Incidents given below for a detailed list of misconducts
The aforesaid acts and/ or omissions amount to misconduct under the Model Standing Orders / Certified Standing Orders/ Rules/ Regulations applicable to you and you are hereby called upon to explain within 48 hours on receipt hereof, as to why action should not be taken against you. In the event we do not hear from you within the above mentioned period, it shall be presumed that you have no explanation to offer and the matter will be dealt with as per law.
Signature of Competent Authority
II) Narration of Incidents
I) Unauthorisedly remaining absent
It has been found from the attendence records that you have been unauthorisedly remaining absent from duty. The details of your unauthorized absence for the period from ___________ to ___________ are given as follows :
|
Sr. No. |
Month |
Total Number of days absent in the month |
| ____________________
____________________ ____________________ ____________________
|
___________________
___________________ ___________________ ___________________ |
____________________________
____________________________ ____________________________ ____________________________ |
| TOTAL DAYS ABSENT | XXX |
The above dates of absence by you are in addition to the leave availed by you for the said period by way of Privilege Leave, Sick Leave, Casual Leave etc. as well as the weekly holidays.A letter in this regard dated __ was sent to you by the Personnel Department of the company, asking for explanation on your part but till date you have not submitted any reply nor did we hear anything from you in respect of this unauthorised absence.
II) Refusing to comply with transfer order
As per the terms of your contract of service and service conditions /letter of appointment /settlement/ rules /regulations and due to administrative exigencies, you are liable to be transferred periodically. Transfer order no. _________ was accordingly issued to you on (date) transferring you from your present place of posting at __________ to __________ w.e.f. ____________. You however failed to comply with the said transfer order and did not report for duty at the place of transfer as directed by the management. Upon the management asking you for an explanation for your failure to do so, by its letter dated __________, you have failed to reply and not provided any explanation.
III) Theft of goods
On __________ (date) you were employed in the second shift from ___________ to ____________ (time). At ___________ (time) when you were leaving the premises after your shift was over, the watchman while conducting your search found certain items of raw material/finished products (give description, quantity, details of the goods) belonging to the company concealed in your trouser pockets and you were unable to give any explanation when asked by your supervisor. Panchnama of seized goods was taken in your presence.
IV) Misappropriation – false leave travel concessoin, medical bills, travel. reimbursement
On ___________ you falsely claimed reimbursement of medical bills and traveling allowance amounting to Rs. __________. On _________ (date) you had made an application to the personnel department for reimbursement of medical bills totalling Rs. _________ for medical tests viz. MRI scan, blood test and ECG with appended receipts in the name of your wife. However on inquiry it was found that the person who had in fact undergone the tests was not your wife and personal details in the vouchers also are different from those of your wife in the records. You have told your supervisor that the tests were in fact taken by a second cousin of yours but since the company provided for reimbursement of medical expenses only of employee and immediate family and not distant relatives you had got the bills made in the name of your wife.
You have also claimed reimbursement of traveling expenses of Rs. _________ on the basis of vouchers which on careful examination have proved to be forged.
V) Disorderly behaviour – assault, abuse, slogan shouting
On _______ (date) your shift commenced at _______ (time) but you reported for duty very late at _________ (time). On reaching your work place the supervisor Mr. ___________ reprimanded you for coming late and then informed you that the manager had summoned you to his office when you report for duty, as this was your third instance of late coming in this month. On so being told by the supervisor you became very angry and shouted at him in a loud voice “Chup raho, warna……….” (please give the exact words used by him in the language which he spoke and also give the description of his gesture). The supervisor asked you to be quiet, upon which in a fit of rage you assaulted him and he fell on the floor. You then proceeded angrily to the manager’s cabin and entered without permission and demanded in an angry voice why he had summoned you. He asked you to calm down and then explained that you had been regularly coming late and warned you about disciplinary action for such misconduct of late attendance. You then began to use abusive language against him….*** (Give details of the exact words spoken). You then raised a threatening fist at him saying “Dekh lega tumko” and stormed out of his cabin. You collected the other workmen ______________ (Give names of the workmen) at ____(place) and you along with these workmen went around instigating and threatening other workers to stop work and join you and thereafter you in a mob went to the managers office shouting threatening, abusive and vile slogans “________*** ” (Give details of the slogans). In the meanwhile security staff came to the place and escorted you out. While leaving, you along with other workers threatened the manager and other officers with dire consequences.
VI) Agitational behaviour – go slow
On __________ (date), at _________ (time) while you were expected to be on duty, you left your place of work and held meeting of other workers i. e. A, B, C (give the names of the few workers who are leaders so that charge-sheet to them also can be issued) and instigated the workers to slow down production so as to put pressure on the management to accept the charter of demands issued by the worker’s union, of which you are an executive member of the union. Due to your instigation, most workers slowed down production. You coerced and threatened those workers who did not want to take part in such agitation that if they do not obey the directions they will meet with dire consequences and thereby created atmosphere of terror and fear in them. As a result of such go slow tactics, the production on that day was ______ tons as compared to the usual production of ________ tons, which resulted in ________ % of loss.
VII) Illegal Strike
On ________ (date) at________ (time), you gathered __(number) of workmen in the factory and together stopped work, in order to put pressure on the management to accept the demands raised by the worker’s union which was regarding increase in the rates of wages and change in the work timings. You have played an active part in instigating the workmen to strike work and also coerced those workmen who did not wish to participate, to stop work by threatening them with physical harm. As a result, the entire production in the factory came to a standstill and there was a loss of _______ (quantity) to the establishment. The strike resorted to by the workmen was with common understanding and concerted action in pursuance of the demand for which the dispute is pending before the Industrial Tribunal at _______which was referred by the State Government vide notification ______ dated _______ and thus is illegal as per the Industrial Disputes Act and you were fully aware of this fact.
VIII) Drunkenness and disorderly behaviour
On ___________ (date) your duty in the third shift commenced from ________ p.m. However you reported late for duty at _______ p.m. in a drunken state and smelling of consuming alcohol. After reporting for duty you went to your work station at the ____________ machine. The supervisor Sri ______________ was present over there and finding you in a drunken state, he advised you to go home. But you refused to do so and threatened him with the words, “Agar mere raaste me aaya to dono hath tod dega” (Please give details of the exact words spoken and gestures used.) Meanwhile on hearing your loud voice two members of the union committee Sri ___________ and Sri ____________ came to the spot and tried to calm you down but you refused to listen and tried to move to your work place. Since your duties involved several complex operations and in your drunken condition you would not be able to perform them and could possibly cause accident or damage, the union committee members tried to restrain you physically, but you pushed them away from you and proceeded to your work station and began to start up the machines and would not be stopped.
As the situation had totally gone out of control the supervisor went and informed the Deputy General Manager Sri _____________ who was present in the factory at that time and he along with security staff came to the factory at _______ a.m. and on reaching your work place found you slumped at your desk in a state of severe intoxication. On being summoned to the factory office you refused to answer any questions and maintained a sullen silence. You were then escorted out of the premises and back to your residence by a security guard in view of your intoxicated condition.
IX) Sleeping while on duty
You have been working in the factory as a watchman and have been posted at the night shift. The supervisor Sri _____________ while on his round of inspection of the premises found that you were sleeping on the chair, at the main entrance gate where you where posted to keep watch. During such time at least four workers passed into the premises without the regulatory checks, which you were expected to carry out. The supervisor then proceeded to awaken you and you awoke embarrassed and returned quietly to your post. In fact, this is not the first instance where you have been found sleeping on duty. On two occasions previously, you were found sleeping on duty, on __________ and __________ (mention dates) and on the second occasion you were even given a warning against sleeping on duty failing which you would invite disciplinary action.
X) Unauthorised union activities/ meetings in premises of establishment
You are an executive member of the Worker’s Trade Union. On ________ (date), you reported for duty at ________ (time). A short while later you were found collecting the union membership fees from the workers in your shift. The supervisor told you to get back to work and you did so but an hour later again you were found to be collecting the dues and you were warned not to repeat such activity.
On _________ (date) while you were on duty, at _________ (time), you called a meeting of workmen in the assembly hall where about 30 workmen gathered and you were found inciting the workmen to resort to drastic measures for their rights and urging them to enlist for the membership of the union. Such meeting was held during working hours without the permission of the management.
XI) Insubordination, agitational behaviour, staging demonstration, gherao etc.
Your behaviour towards your superiors and the senior management has often been arrogant and rude to the point of being willful insubordinating. You have been reprimanded by your superior officers but have taken no notice. On ________ (date), you reported for duty at _________ (time), and then left your workplace and were seen loitering in the corridors and were found addressing some workers of the previous shift who were leaving the premises. The supervisor on seeing this asked you to return to your workplace at once but you refused to do so and continued to loiter around. The senior manager Sri ____________ on being informed of your behaviour of insubordination summoned you to his cabin and warned you to behave yourself in a disciplined manner or face suspension. On hearing this you glared angrily at him and raising a fist at him shouted, “Dekh lega” and went out. Thereupon you gathered a number of co-workers and incited them that the management was anti-worker and convinced them to join you in staging a demonstration in the premises. They accordingly joined you in demonstrating against the management and picketing and agitation led by you. When the senior manager came out with two other members of the senior management to see what was happening, you and your co-workers gheraoed them and raising fists shouted slogans against the management. On account of such agitational behaviour caused by you, the peace of the workplace was disturbed and finally security personnel had to stop your gherao and disperse the demonstration to restore order in the work place.