Sample HR Policy Manual
Policies are generally for shift timings & breaks,misconduct,attendance rules, dress code,leaves, statutory obligations,non-disclosure and appraisals to mention a few of them. So you can coordinate with your management and frame rules or guidelines for all such types of policies. I have attached a sample HR policy manual.
Sample HR Budget Spreadsheet
Plan HR budget on yearly basis. All expenses related with pay roll divided into two major divisions like direct expenses & Indirect expenses.
In direct expenses take salary -all forms, esi, epf contributions involved by the employer,staff duty meal,training and development etc.
In In-direct expenses take staff welfare, uniform, insurance,annual day, bonus,gratuity, lave salary etc. All expenses to be projected accurately by HR head and presented to the Management for approval.
In this capital expenses to be projected separately for example some thing to be purchased as first time like computer, cafeteria kitchen equipments etc.
Just go through the attachment file which will suit with your requirements.
#REF! | Proposed Expenditure for | ||||||||||||||||
Till Dec’08 | Till Dec’09 | variance | variance | Particulars | 2010 APRIL | 2010 MAY | 2010 JUNE | 2010 JULY | 2010 AUG | 2010 SEPTEM | 2010 OCTO | 2010 NOVEM | 2010 DECEM | 2011 JAN. | 2011 FEB | 2011 MAR | TOTAL FY 2010-11 |
Rs. Lacs | Rs. Lacs | Rs. Lacs | % | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | Rs. Lacs | |
DIRECT SALARY | |||||||||||||||||
Salary – Direct | |||||||||||||||||
Salary-Deputation | |||||||||||||||||
Casuals | |||||||||||||||||
Co’s Contribution to PF | |||||||||||||||||
Co’s Contribution to ESI | |||||||||||||||||
Outsourcing (Incl Gardening) | |||||||||||||||||
Staff Duty Meal | |||||||||||||||||
Uniforms | |||||||||||||||||
Recruitment/Training | |||||||||||||||||
Sub-Total | |||||||||||||||||
INDIRECT SALARY | |||||||||||||||||
Bonus/ Exgratia | |||||||||||||||||
Leave Encashment | |||||||||||||||||
Medical Reimbursement | |||||||||||||||||
Leave Travel Allowance | |||||||||||||||||
Trainees Stipend | |||||||||||||||||
Medical check up | |||||||||||||||||
Staff Welfare | |||||||||||||||||
Gratuity | |||||||||||||||||
Staff Accommodation | |||||||||||||||||
Sub-Total | |||||||||||||||||
Total | |||||||||||||||||
Click Here To Download Prepare HR Budget
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Key Skills for HR Practitioners in the Future
The key skills required for the HR practitioner
Introduction
Before considering what the key skills for HR practitioners in the future will be, it is essential to identify the future challenges for the HR service.
The role of HR is changing as a result of many influences. These include: globalization resulting in increased competition; a change from a large manufacturing base in the UK to service-related industries such as finance; demographic trends evidenced by falling birth rates and extended life expectancy. These trends affect the labor market and have resulted in skill shortages in specific areas. The HR practitioner needs to understand the impact of these factors on their organization.
In considering key skills, much will depend on the functionality of HR in the particular organization. The function may deliver a mainly transactional service or may have moved towards the strategic business partner role, but certain factors will remain the same regardless of model of delivery. In many organizations the administrative function of HR has already been outsourced, for example payroll and pension administration.
There can be confusion about the role of HR as it moves from one model to another, and HR practitioners can find that they are still heavily involved in the operational role, handling grievances and discipline while new demands are made of them. The expectations of the service and individuals need to be clearly articulated and managers need to be clear about their role in managing people.
The challenges for the future include:
1. Added value
HR needs to be able to demonstrate clearly how it impacts on the business. However, measuring the effectiveness of HR is not easy. Much research has been conducted on whether there is a link between good HR management practice and increased productivity. In a study by the Centre for Economic Performance, London School of Economics and the Institute of Work Psychology. one of the questions was: “Do HRM practices predict change in company performance?” The results of this survey found a 19% change in profitability and an 18% change in productivity. The report states: “This is a clear demonstration of the link between the management of people and the performance of companies.”
However, increased monitoring and collection of data can be administratively cumbersome and tie up a lot of time for HR practitioners. This needs to be carefully implemented or it does not add value but becomes simply another administrative burden.
2. Recruitment and retention
In view of the global and sector changes outlined above, there is a tightening labour market in certain areas. It is important that HR understands the labour market it is recruiting from and also the need to retain key talent in the organisation.
3. Succession planning
There needs to be a clear workforce development plan, identifying areas which could be affected by turnover or changes to the business. By planning in advance, the organisation is not left trying to cover gaps in key areas. This can also inform the organisation in terms of identifying future managers and leaders. Career routes can be identified and linked to an individual’s career aspirations. This development plan will also inform the learning and development function of HR.
4. Motivation/engagement
If HR is to make an impact and demonstrate that people make a difference, there is a challenge with employee motivation and engagement. There is evidence to suggest that motivation and engagement are linked to certain factors. Some of these are listed below.
5. Employer of Choice
To engage the best talent and keep these people motivated and engaged, many organisations now invest in their image as an employer of choice. The Sunday Times undertakes a year survey of the 100 Best Companies to work for in conjunction with the Department of Trade and Industry and Investors in People.
In the 2005 survey it states: “This research clearly demonstrates that a person’s experience of their workplace is a result of their feelings and perceptions in the following areas: leadership (the leadership and senior management of the company): my manager (the local management on a day-to-day basis); personal growth (opportunities to learn, grow and be challenged); wellbeing (balancing work-life issues); my team (immediate colleagues); giving something back (giving back to society and to the local community); my company (the company and the way it treats staff); and fair deal (pay and benefits).”
Key Skills
In view of the areas identified above the key skills for HR practitioners for the future are:
1. Communication
Clear, concise communication – both verbal and written – is essential. Without these skills, the practitioners cannot engage productively with individuals, nor with the top table.
2. Business understanding and influencing skills
I have linked these two skills together as in my opinion the HR practitioner needs to be able to influence the organisation by using examples and information from other organisations in the sector of activity they support. This requires not only a sound understanding of their own organisation but also wider knowledge of how other organisations have approached similar problems.
3. Data literacy/analytical skills
The HR practitioner of the future needs to be data literate and be able to question the figures and reports which they read. The data needs to be interpreted and an understanding of the wider picture is necessary to identify underlying factors which may be influencing what they read. For example, during a time of change there may be an increased level of sickness absence, in considering employee turnover are there peak periods or is it steady throughout the time period?
4. Coaching and inter-personal skills
HR has a role in enabling managers to be confident in people management, and this should be supported by individual coaching. Inter-personal skills feature in most of the work of an HR practitioner but these skills are paramount in giving feedback to the people being coached.
There is also a need for HR professionals to be able to access coaching for themselves to identify their own development needs.
Human Resources Manager Generalist Roles & Responsibility
I have attached Human Resources Manager Generalist Roles & Responsibility.
HR GENERALIST:
Position Description:
The Human Resources Generalist manages the day-to-day operations of the Human Resource office. The HR Generalist manages the administration of the human resources policies, procedures and programs. The HR Generalist carries out responsibilities in the following functional areas: departmental development, Human Resource Information Systems (HRIS), employee relations, training and development, benefits, compensation, organizational development, and employment.
Roles & Responsibilities:
- recruiting and staffing logistics;
- organizational and space planning;
- performance management and improvement systems;
- organization development;
- employment and compliance to regulatory concerns and reporting;
- employee orientation, development, and training;
- policy development and documentation;
- employee relations;
- company-wide committee facilitation;
- company employee communication;
- compensation and benefits administration;
- employee safety, welfare, wellness and health; and
- employee services and counseling.
CORE HUMAN RESOURCES
Roles & Responsibilities:
- plan and manage recruitment and selection of staff
- plan and conduct new employee orientation
- identify and manage training and development needs for employees
- develop and implement human resources policies and procedures
- administer HR policies and procedures
- administer compensation and benefits
- ensure compensation and benefits are in line with company policies and legislation
- benchmark compensation and benefits
- support annual salary review
- implement and monitor performance management system
- handle employee complaints, grievances and disputes
- administer employee discipline processes
- conduct exit interviews
- review and update employee rules and regulations
- maintain the human resource information system and employee database
- coordinate employee safety, welfare and wellness
- maintain knowledge of legal requirements and government reporting regulations affecting HR functions.
MIS EXECUTIVE
Roles & Responsibilities:
- Creating and maintaining reports in Excel & MS SQL Server that allows the company to get information on daily business activities.
- Preparation of monthly Performance Status Reports to Senior Management
- Collate, Analyze and Present company performance details quarterly and half yearly.
- Provide information to management and meet weekly to ensure consistency in data and information across the company.
- Generate, maintain, analyze & present daily/ weekly/ monthly Sales, Quality and Client Service reports.
- Creating MIS/ Dashboard report and presenting it to the concern Department.
- Make company performance reports and analyzing them from company prospect.
- Design reporting formats to provide accurate information in a clear and concise manner.
- Produce and support existing reports and processes
- Review history of current reporting usedKanalyze for time utilization, consistency and accuracy.
- Monitor implementation of MIS processes and evaluate their effectiveness.
- Standardize similar reports across clients, departments and teams.
- Ad Hoc data collection, analysis and reporting as required. (I. e. Data/ Field Formatting, Data Storage, and report Generation.
- Maintain all details of service agreements with clients.
- Understand requirements, design formats, deploy formats, follow up with Business development Team, Client Services Department, and Quality team and validate data.
- Prepare Quality dashboards to report progress made through quality initiatives and report overall quality level in the organization.
- Measure and develop service level targets against Best in class benchmarks.
- Preparing Workflow MIS reports and forecasting workforce availability based on data collected and trend analysis.
- Undertake Trend Analysis of Data and Automation of reports.
- Day-to-Day Analysis of MIS Reports
HR EMPLOYEE RELATIONS
Roles & Responsibilities:
- Support and/or coordinate new hire orientations.
- Supervise the maintenance of employee personnel records.
- Initiate and conduct timely investigations, prepare documentation and make recommendations for corrective/disciplinary actions.
- Represent the management at meetings that involve employee benefits, compensation and discipline issues.
HR ADMIN
Roles & Responsibilities:
- Conducting with and advising management and supervising human resource issues; investigating human resource related problems and making recommendations to the organization.
- Ensuring the execution of criminal record checks fully in a timely effective manner.
- Providing HR advice and support to line managers and employees, explaining procedures and policies in a timely effective manner.
- Assisting in the development of human resource procedures and policies.
- Contributing to HR projects like introducing an induction program.
- Administering the performance of management system.
- Entering data into the database or HR system for maintaining accurate records.
- Providing data for and preparing management information reports and documents.
- Liaising with payroll, absence recording, and holiday recording systems.
- Administering the probationary review time periods.
- Maintaining and developing the filing system of personnel.
- Assisting the human resource officer with the maintenance and development of human resource procedures and policies.
- Advising staff regarding personnel, benefits, and pay issues.
- Administering staff benefits, programs, and events.
- Counseling applicants and employees on rules, policies, benefits, procedures and job opportunities.
- Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
- Performing or supervising payroll processing, developing, and implementing procedures and applications.
- Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
- Evaluating risks and giving advices for risk management procedures, processes, policies, and practices.
- Preparing, reviewing, interpreting, analyzing and approving a variety of data, information and reports, and making recommendations depending on findings.
Categories: HR Tags: And, Generalist, HR, of, Responsibilities, Role
HR MIS Report Format
I have attached HR MIS report format in excel.
MONTHLY HR MIS REPORT | |||||||||||
MAN POWER PLANNING REPORT | |||||||||||
MANPOWER DEMANDED IN TOTAL | MAN POWER REQUIREMENT PROVIDED IN TOTAL | MAN POWER DEFICENCY IN TOTAL | |||||||||
RECRUITMENT REPORT | |||||||||||
NEW RECRUITS IN TOTAL | DEPARTMENT WITH MAXIMUM RECRUITS | DEPARTMENT WITH MINIMUM RECRUITS | |||||||||
ABSENTISM REPORT | |||||||||||
ABSENTISM IN TOTAL | DEPARTMENT WITH MAXIMUM ABSENTISM | DEPARTMENT WITH MINIMUM ABSENTISM | |||||||||
LATE COMING REPORT | |||||||||||
LATE COMING IN TOTAL | DEPARTMENT WITH MAXIMUM LATE COMING | DEPARTMENT WITH MINIMUM LATE COMING | |||||||||
ATTRITION REPORT | |||||||||||
TOTAL NUMBER OF EMPLOYEE WHO LEFT | DEPARTMENT WITH MAXIMUM ATTRITION | DEPARTMENT WITH MINIMUM ATTRITION | |||||||||
OVER-TIME REPORT | |||||||||||
TOTAL OVER-TIME PERFORMED BY EMPLOYEES | DERPARTMENT WITH MAXIMUM OVER-TIME PERFORMED | DEPARTMENT WITH MINIMUM OVER TIME PERFORMED | |||||||||
SALARY REPORT | |||||||||||
TOTAL SALARY PAID | DEPARTMENT WITH MAXIMUM SALARY DEDUCTION | DEPARTMENT WITH MINIMUM SALARY DEDUCTION | |||||||||
SALARY PAID THROUGH SALARY ACCOUNT | SALARY PAID THROUGH CHEQUES | AMOUNT PAID TO CONSULTANTS | |||||||||
CROSS CHEQUE | |||||||||||
BEARER CHEQUE | |||||||||||
QUOTE ONLY TOTAL FIGURES IN ABOVE TABLE | |||||||||||
Disciplinary Action and Warning Letters
I have attached the 26 warning letters formats which will help you for all the Disciplinary actions.
MODEL PRO-FORM FOR GENERAL CHARGE-SHEET
To
………………………
………………………
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged). The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you.
Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you. Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter. The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company.
You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for
such continued / habitual absence.
AUTHIRISED SIGNATORY
MODEL SHOW CAUSE NOTICE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported against you as under : On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct. Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you.
Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required,the matter will be disposed of without any further reference to you.
AUTHORISED SIGNATORY
SIMPLE WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
WARNING
Your explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory. You are accordingly hereby warned.
You are further advised in your own interest to be cautious and not to repeat such an act in future.
AUTHORISED SIGNATORY
STERN WARNING LETTER
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
STERN WARNING
Your explanation dated …..in reply to show cause notice /letter of charge dated…….has been found to be unsatisfactory.The gravity of misconduct committed by you is such that it warrants severe punishment. However, we are taking a lenient view this time and have decided to award you this
stern warning.Should you repeat any such thing in future or commit any
other misconduct we will not hesitate to take strict disciplinary action against you.
AUTHORISED SIGNATORY
WARNING LETTER FOR HABITUAL IRREGULAR ATTENDANCE
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned.
AUTHORISED SIGNATORY
WARNING LETTER FOR INSUBORDINATION
To
Mr………………………………..
Emp.No…………………………
Designation:…………………..
It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you forinsubordination, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned.
AUTHORISED SIGNATORY
MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
It is reported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged).The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you. Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished.
Should you fail to submit your explanation as required, It will be presumed
that you admit the charges and have no explanation to offer and the matter
will be disposed of without any further reference to you.Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter.
The receipt of this letter should be acknowledged.
AHTOHRISED SIGNATORY
PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY:
To
Mr./ Ms……………………..
Emp.No…………………….
Designation………………..
Whereas the charges amounting to gross misconduct (s) and indiscipline
againt you have been leveled in accordance with Company Service Rules /
Standing Order No……as per charge-sheet dated………..sent to you.Now, therefore, you are hereby placed under suspension with effect from………under clauses………..of the Factory / Company Rules / Standing
Orders. Your suspension has been considered necessary in order to maintain
proper discipline in the Factory / Company / Establishment and to conduct
proper enquiry against you.You will be entitled to receive subsistence / suspension allowance of Rs……. During the period of suspension.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR
CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms…………………………..
……………………………………
Sir / Madam,
The Management has issued a charge-sheet to one of the employees calling
for his explanation thereto. The explanation, has been found to be as
unsatisfactory. The Management has decided to hold an enquiry by giving an
opportunity to the delinquent employee to defend himself.
The Management has decided to appoint you as an Enquiry Officer and we
need your formal approval which may kindly be conveyed at your earliest.
Please be assured that the Management will extend full co-operation in this
context and Mr. / Ms……………. Has been appointed as its representative.
Thanking you,
Yours Sincerely,
For & on behalf of the Management
Authorised Signatory
CC: Mr./ Ms.—————————, you are appointed as Management’s
Representative to co-ordinate with the Enquiry Officer.
Note: After the disciplinary authority decides to order an enquiry, it may hold the same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority. The prerequisites of a person to be Enquiry Officer may thus be summarized as under.:
(a) The appointment of the Enquiry Officer should be made by an authority competent totake disciplinary action against the workman concerned.
(b) Before making the appointment of a person to act as Enquiry Officer, it must be seenthat he is a person with open mind, a mind which is not biased against the workman concerned.
(c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status and should not be judge in his own cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE
FOR HOLDING ENQUIRY:
To
Mr./ Ms………………….
Emp.No…………………
Designation……………..
Ref: Your explanation dated ………………..in response to the charge-sheet
dated………………
We are in receipt of your explanation dated…….in response to the charge sheet dated……..After careful consideration of your explanation, which has
been found unsatisfactory, it is considered desirable and necessary to
conduct an enquiry into the charges leveled against you. You are hereby
informed that the enquiry will be conducted by Sri……………….who has been
entrusted with assignment to hold the enquiry.You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry proceedings without sufficient cause, the enquiry will be proceeded ex-parte without notice to you. For & on behalf of the Management
Authorised Signatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
———————-
———————-
———————-
This has reference to the charge sheet dated __________ issued to you and
the enquiry held thereafter. We have since received the report of the enquiry
officer, wherein the charges leveled against you have been proved.
Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to
you.
Manager/ Competent Authority
NOTICE OF DISCHARGE TO AN EMPLOYEE
To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you &
enquiry held thereafter. We have duly considered the report of the enquiry
officer and are satisfied that the charges as leveled against you have been
proved against you in the enquiry.
In view of the serious nature of misconduct committed by you & fully proved
against you, it has been decided to dispense with your services. However, on
compassionate grounds considering extenuating and aggravating
circumstances, the management, instead of dismissing you from services has
decided to impose lesser punishment of discharge on you with immediate
effect from____________ Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ during office hours on any working day after you hand over the charge.
Manager/ Competent Authority
ORDER OF DISMISSAL
To
_______________
_______________
_______________
We have received the enquiry report that was held on_______________
against you consequent to the charge sheet dated______________. After
going through the proceedings of the enquiry, we find that the charges have
been proved against you.Since the charge (s) committed by you is/are of serous nature, the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any,and settle your account on any working day during the office hours from
Accounts Department.
Manager/ Authorised person with designation
C.C : – The Accounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
Your past conduct and service records reveal that you have no initiative or
sense of responsibility. Frequently, you have stayed away from duty &
neglected your work. Time & again you were warned/ reprimanded but there
has been no improvement. We tried our best to motivate you to take interest
in the work & to observe regularity & punctuality but of no avail. You have
been as careless as ever & have refused to perform your duties seriously.
Your carelessness has not caused the work to suffer but it is also likely to
effect the discipline among other members of the staff.Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1- month notice to relieve you from the present post and instead assign you post
of____________ with immediate effect from_______________. This post
entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.Manager/Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe
punishment including dismissal/discharge can be inflicted upon you.
However, on going through your past record & considering the nature of the
misconduct by you the undersigned decide that this time a milder punishment will meet the ends of justice. Therefore, it has been decided to withhold your annual increment for___________year/years.During the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered onthe expiry of the said period.
Manager/ Authorized person with designation
C.C: – The Accounts deptt for information & necessary action.
ORDER OF IMPOSING FINE AS A PUNISHMENT
To
_______________
_______________
_______________
This is in continuance of the charge-sheeted dated__________ issued to you & the enquiry held in pursuance thereof. As a result of the enquiry, the
management is satisfied that the charges leveled against you amply proved.
On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of
Rs._________ as
punishment.
Manager/ Competent Authority
Date: –
C.C: – The Accounts Dept
PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE
FOR HABITUAL ABSENTEEISM
TO
Following are the charges against you:
Perusal of your attendance record reveals that you are in habit of absenting
yourself from your duties without any information and proper sanction of
leave. Your absentee spells are on an increase and your absentee record for
the preceding ________years are reproduced hereunder.
MONTH DATES NO. OF
DAYS OF
UNAUTH
ORIZED
ABSE
NCE
________ __________
________________
XXX XXX XXX
XXX XXX XXX
You have been verbally advised to improve you attendance record and not to
indulge in unauthorized absence from duties. But despite these verbal
advises/reprimands and assurance given by you, you have not shown any
improvement in your attendance.The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.You are hereby required to submit your explanation, if any to this chargesheet
within 3 days from its receipt failing which it will be presumed that you
have no explanation to offer and the management will be free to take any
action that may be deemed proper in you case.
For _________________________
(Authorized Signatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN
WORK
To,
It is reported against you as under:
1. That on______(date) at about________(time) while on duty, you in
combination with others, deliberately slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‘go slow’ tactics. You further threatened Mr. D who did not want to follow the suit.
2. That while you prior production was_____ per day, your production on
________ and thereafter has been deliberately brought down to______
which is much below the normal production of a worker of average
efficiency.
3. That the above acts/omissions on your part are highly objectionable
being prejudicial to the interest of the company, which has to compete
with other efficiently run enterprises.
4. That despite repeated advice not to adopt to ‘go slow’ tactics, by your
superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time.
5. As a result of your ‘Go Slow’ tactics and instigating others to slow down
the work/production has considerably gone down, resulting into loss to
the company.
6. The above acts on your part constitute major misconduct under
certified standing orders no.______ and no._____ of the company
applicable to you.You are hereby required to submit your explanation, if any to this charge sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case.
AUTHORISED SIGNATORY
Appreciation Letter
Dear (Name of the candidate),
I would like to take this opportunity to express my heartfelt thanks to you for
your very active involvement _________(Reason) . The Chairman and Board
Members have also asked me to pass on their sincere appreciation for your
efforts in supporting us with the undertaking.Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence.
Best Regards,
_______(Your name and Your Digital Signature)
Rejection Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the Head of Security
position at __(Name of the company) was unsuccessful.Although you met all of the mandatory minimum qualifications for the position,the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current profile we are looking at . I am here to convey thanks for your candidacy.On behalf of ____(Company name) I thank you for your interest and effort,and I wish you all the best in your future career endeavors.
Sincerely,
_______(Your name and Your Digital Signature)
Apology Letter
Dear (Name of the candidate)
The purpose of this is to convey to you my sincere apologies for any
inconvenience you may have experienced last month with respect to
____(Cause of Inconvenience). We continue to be committed in reaching your expectations. Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future .
Sincerely,
_______(Your name and Your Digital Signature)
Appointment For Interview
Dear (recipient’s name),
Thank you for your application regarding the position of (job title) at (company). We are impressed with your qualifications and would like to meet
with you to have a round of Discussion . Please come down to our office and
take an interview any time between __ A.M to __ P.M . Should you have any
queries ,please feel free to call me _____(Mob Num) and reach me at (your
Email ID) .We look forward to meet you soon at our Office.
Best Regards,
_______(Your name and Your Digital Signature
New Employee Introduction
Hi All
Please extend your warmest welcome to (name). (name) will be heading up
our (department) division and is excited to begin in this capacity. He comes to us with more than (number) years in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon
her .
Best Regards,
_______(Your name and Your Digital Signature
Extending Job Offer
Dear (recipient’s name),
We are delighted to have you be a part of (company). As discussed in your
interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .An Early response to the same is highly appreciated. Look forward to have a amiable Association with you .
Regards
_______(Your name and Your Digital Signature .
Birthday Congratulations
Dear (recipient’s name)
Wish you a Happy Birthday ! We hope that you have a great year and
accomplish all the fabulous goals you have set. May the coming years be
filled with happiness, peace, and love.Have a Great day ahead .
Sincerely,
_______(Your name and Your Digital Signature
HIKE Letter
Dear Employee,
We are glad to inform you that your CTC/salary is being revised to
__________________. The break up of the same is as follows:
Basic:
Conveyance:
Flexi Benefit Plan:
PF Contrbution:
The other terms and conditions of the appointment remains the same.
Looking forward for a greater performance.
Regards,
_______(Your name and Your Digital Signature
HIKE Letter II
Dear Employee,
We take this opportunity to thank you for your contribution towards(Name of
the company)_________________performance in (Year)_______. Your
efforts towards helping the company achive its strategic goals are
appreciated.Your performance for the year _______ has __________ and has been evaluated as ___(Rating). Consequently, your annural compensation has been enhanced as shown below wef ________.
Components:
Fixed Cash Component(A)
Basic:
Flexible Benefit Pan(FBP)
Provident Fund(PF)
Cost to Company
VariableCash Component(B)
Performance Bonus
Retirals(C)
Gratuity
Other Allowances(D)
Total Yearly Compensation (A+B+C+D)
Benefits:
Group Term Life Insurance
Group Personal Accident Insurance
Group Mediclaim Insurance
We look forward to your continued contribution that would enable us to work
together as a team and scale grater heights in the coming years.We wish you all th best for your future endeavours and contributions to our organization.
PROMOTION LETTER
Dear Mr. /Ms,
We are very happy to inform you that you have been promoted as
(designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /-.Other terms and Conditions remain the same as per the appointment letter. Kindly sign and return the duplicate of this letter as a token of your acceptance of the above terms and conditions.
With best wishes,
_______(Your name and Your Digital Signature
ADDRESS PROOF LETTER FOR EMPLOYEE
To Whomsoever it may concern
This is to confirm that Ch.Sudheer is working in (Company) as (Designation) .
As per the company’s record, His services were effective since (Date of
Joining) . Also would want to confirm the current address of (Name of the
Employee) as “ put the Adress ” as per company’s Employee Records .
Sincerely
Human Resources
_______(Your name and Your Digital Signature
Click Here To Download Hr Forms & Procedures
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Categories: HR Tags: &, Forms, HR, Procedures
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
HR Budget Format
I have attached HR budget worksheet.
HUMAN RESOURCES | ||||||||||||||||||||||||||||||||||||||||||||||||
SECURITY AGENCY FEES | ||||||||||||||||||||||||||||||||||||||||||||||||
Value in Rupees | ||||||||||||||||||||||||||||||||||||||||||||||||
PARTICULARS | No.of Men | Rate | Jan’04 | Feb’04 | Mar’04 | Apr’04 | May’04 | Jun’04 | Jul’04 | Aug’04 | Sep’04 | Oct’04 | Nov’04 | Dec’04 | TOTAL | |||||||||||||||||||||||||||||||||
Security Guard | 14 | 4540 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 63560 | 762720 | |||||||||||||||||||||||||||||||||
Lady Guard | 2 | 3025 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 6050 | 72600 | |||||||||||||||||||||||||||||||||
Asst.Security Officer | 2 | 6600 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 13200 | 158400 | |||||||||||||||||||||||||||||||||
Sec.Points | ||||||||||||||||||||||||||||||||||||||||||||||||
Security Office – ASO | 1 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
SG (Roming & canteen) | 1 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
Main Entrance-LG | 1 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
II Floor Lift/Ramp area-SG | 2 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
Switch Room-SG | 1 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
III floor-SG | 2 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
New Area | 1 | X2 | ||||||||||||||||||||||||||||||||||||||||||||||
993720 | ||||||||||||||||||||||||||||||||||||||||||||||||
TOTAL | 49686 | 5 % discount | ||||||||||||||||||||||||||||||||||||||||||||||
944034 | total | |||||||||||||||||||||||||||||||||||||||||||||||
II FLOOR | III FLOOR | |||||||||||||||||||||||||||||||||||||||||||||||
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Daily & Monthly HR MIS – Format
Find enclosed herewith HR MIS :
1. Daily Deployment Report
a. Manpower Shortfall
b. Physical Absenteeism
2.Monthly MIS
a. Workers recruitment
b. Fresher’s Trainee (batch wise)
c. Attrition Rate,bi-Monthly
d. Attrition and Absenteeism Trends
e. Mandays Analysis
f. Wages
h.Expenses
i. Staff Joining,Left/Transfer
Hopefully, you will find it useful and suggest some inclusion also in your practice.
Download DAILY MANPOWER SEPT-11
Download HR MONTHLY MIS TEMPLATE
HR Metrics & Their Formulas
Please find the attached list of Metrics which I use along with the formula.