Posts tagged "In"

Sample HR Audit Sheet

I have attached HR audit sheet in excel format.

 

HR AUDIT – Process Chart
Sr.No Detail Content Obtain Marks Total Marks Remark
1 Appointment Letter Designation 2
Date of Joining 2
CTC 2
2 Offer Letter Date of Joining 2
Offered Designation 2
3  Interview Evaluation Sheet Interview Panel 2
Approval 2
CTC Offer 2
4 Qualification certificate Last Degree 3
Certificate 2
Addi. Qualification 2
5 Experience related certificate Experience Letter 2
Relieving Letter 2
Last Salary Slip 3
6 Confirmation Letter(If Confirm Or Completed Six month) Date of Confirmation 5
7 Salary Increment letter(If Applicable) Approval for Increment 5
8  Office Order(If Applicable) Office order 2
9 HRMS Entry Personal Detail 5
Professional Detail 5
Educational Detail 5
Leave Balance 5
10 Attendance Process/ Register Bio Matrix Attendance 5
Register (On-Roll) 2
Register (Off-Roll) 2
11  Leave Process & Record Leave Form 5
Approved Authority 5
Signature 2
Balance 2
12 HR System At Unit Level Actual HR System At Unit level 3
Way of work for HR 3
Day to Day activity 3
13 Salary Discrepancy Last Salary Sheet 2
Salary Discrepancy 2
Approval of HOD 2
Any other issue related to Salary 2
14 Salary File Month Wise 5
All Documents as per check list 5
Company wise Salary File (i.e.NLL, CHHPL, TDPL) 5
15 Meeting with HOD Meeting with HOD during Morning Meeting in Unit. 2
Take feedback and suggestion to improve HR System. 2
Give instruction to Follow HR Process. 2
Update HR System 2
16 Observation Work Process 5
Work Environment 5
Attitude/Behavior of HOD 5
17 MIS – HR Employee Detail 2
New Joinee Detail – Monthly 5
Left Emloyee Detail – Monthly 5
Full & Final Status of Left Employee 5
18 Legal Compliance ESIC Sub Code (If Applicable) 5
ESIC No. of all employee 3
Form – 2 for PF Nomination 3
 Form – F for Gratuity Nomination 3
Monthly ESIC Chalan Copy 3
Form – 5 & Form – 10 3
All Required Register 3
Total

 

Click Here To Download Hr Audit Sheet In Excel Format

Search Sample Formats:

Be the first to comment - What do you think?
Posted by Hrformats - June 7, 2012 at 5:23 AM

Categories: HR   Tags: , , , , ,

Register of Wages in Excel Format

I have attached register of Wages in Excel Format. This may be useful for you.


Register of Wages
SBC/WR/007/2011
Name of Establistment: Tiki Tar Industries (Baroda) Limited Wage Period from……1st April 2012…To…30th April 2012………….. MWV
Form V
Place:Mangalore Rule (29) (1)
Minimum Wages Payable Rate of Wages Acturally Paid Deduction
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
Employee’s Contribution
Sr. No. Name of Employees Father Name Designation Basic DA Basic DA Total Attendance/ Days of work done Overtime Worked Gross Salary Payable PF ESI HRA Other Deductions Total Deductions Wages Paid Date of Payment Signature or Thumb Impression of Employee
1 Ravindra Pujari Shivagondappa Plant Operator 181 0 226 0 26 0 5876 705 0 0 0 705 5171 7th May 2012
2 Shivanand  Pujari Kallappa Plant Operator 181 0 237 0 26 415 6576.8 739 0 0 0 739 5837 7th May 2012
2  Shekh Aftabbhai Iqbalbhai Plant Operator 181 0 193 0 26 1737 6755 602 0 0 0 602 6153 7th May 2012
4 Parashuram  Navi Sayabanna Plant Helper 181 0 171 0 25 0 4275 513 0 0 0 513 3762 7th May 2012

 

Click Here To Download Register of Wages in Excell Format

Search Sample Formats:

8 comments - What do you think?
Posted by Hrformats - June 1, 2012 at 4:54 AM

Categories: HR   Tags: , , , , ,

Journal to Balance Sheet in Excel

 Useful for Accounting people to explore the wonders of excel formulas.

Date Debit particulars
(DR.)
Credit particulars
(CR.)
L.F. Debit-Rs. Credit-Rs Narration

furniture A/c
2 Enter Ledger account name
JOURNAL ENTRIES Date Debit particulars
(DR.)
Credit particulars
(CR.)
Folio Debit-Rs. Credit-Rs Balance-Rs. Narration
cash A/c capital A/c 50000 50000 capital introduce in the business furniture A/c Bank A/c 0 10000 10000 furniture purchased against cheque
Bank A/c cash A/c 35000 35000 opened bank account depreciation A/c furniture A/c 0 200 9800 depreciate [email protected]%
Purchases A/c ajay A/c 20000 20000 goods purchased on credit 9800
vijay A/c Sales A/c 14000 14000 sold good on credit 9800
ajay A/c Bank A/c 19500 19500 paid ajay in full settlement 9800
ajay A/c Discount A/c 500 500 paid ajay in full settlement 9800
Bank A/c vijay A/c 13000 13000 received in full settlement 9800
Discount A/c vijay A/c 1000 1000 received in full settlement 9800
furniture A/c Bank A/c 10000 10000 furniture purchased against cheque 9800
Travelling & conveyance expenses A/c cash A/c 3000 3000 paid for travelling expenses 9800
cash A/c Sales A/c 10000 10000 sold goods for cash 9800
Purchases A/c cash A/c 8000 8000 goods purchased for cash 9800
Bank A/c cash A/c 5000 5000 cash deposited in bank 9800
capital A/c Bank A/c 3000 3000 withdrawn for personal use 9800
salary A/c cash A/c 2000 2000 paid salary in cash 9800
telephone expenses A/c outstanding expenses A/c 1500 1500 telephone expenses were unpaid 9800
depreciation A/c furniture A/c 200 200 depreciate [email protected]% 9800
9800

 

Click Here To Download Journal to Balance Sheet in Excel

1 comment - What do you think?
Posted by Hrformats - May 23, 2012 at 11:43 AM

Categories: HR   Tags: , , , , ,

Hr audit sheet in Word Format

I have Attached Hr audit sheet in Word Format

HR Audit Questions

 

  1. What was total revenue for the business unit  for the most recently completed fiscal year?
  2. What were total assets for the business unit for the most recently completed fiscal year?
  3. How many locations exist within the business unit? (Include all operating and administrative locations which perform HR activities.)
  4. Is the business unit a publicly-held or a privately-held entity?
  5. What was the pre-tax income for the business unit for the last fiscal year-end?
  6. What is the company business strategy?
  7. Does the company business strategy link to Human Resources (HR)? Please describe.
  8. What is your company’s HR Strategy? Is the HR strategy aligned with the company’s strategy?
  9. Who develop the HR Strategy? Do you assemble a cross-functional team to develop the HR strategy?
  10. What does HR do in supporting the implementation of organization’s strategy?
  11. Determine how the human resources department will support strategic goal and impact organization performance?
  12. Do you perform a gap analysis of current versus desired organizational behavior and performance, and develop strategy to close the gap?
  13. Outline the HR department’s present role, list its function and evaluate its effectiveness?

 

 

 

1.       Please describe the Human Resources Policies of the company. If possible, please specify the policies for each HR function (recruitment & placement, training & development, performance appraisal, etc)

2.       How and to what extent do the policies support the HR department in executing the strategy?

 

3.       Please describe the Human Resources Program of your company.

4.       Do these programs align with your Human Resources Policies?


1.       Are your workforce formation fits the company’s business objectives?

2.       Does the company have manpower plan?

3.       How do you create a manpower plan?

4.       Do you develop a competency-based approach to staffing?

5.       Does every position have competency/requirement?

6.       Do every employee understand competency/requirement needed to perform a job/position?

7.       Does this company have a clear job description for each job/position? And does each have clear competency ‘map’?

8.       What is the total number of all employees (headcount) at the business unit?

 

  • managerial level :
  • supervisory level :
  • staff/operator level          :
  • total                              :

 

8.  What is the total number of employees (headcount)for the human resources department?

number

  • managerial
  • supervisory
  • staff
  • total

 

 

 

1. Answer the following in relation to the job offer cycle:

a. What was the total number of offers made in most recent

complete fiscal year?

b. What was the total number of offers accepted in

most recent complete fiscal year?

c. What was the average time (in days) from

job requisition to extension of job offer?

 

 

2. Please complete the following question with the number of entry and non-entry level positions filled

internally and externally during the most recent complete fiscal year:

 

internal                        external

a. Entry

b. Non-entry

 

3.  What were your total recruiting costs for                                  internal                        external

the previous year?

 

4.       How many positions (job titles) exist across the organization?

5.       How is the recruitment process?

6.       Does it eliminate unsuitable applicants early and focus on promising candidates ?

7.      How is the recruitment methodology? Does it attract desirables workers? Does it match capabilities of candidates with competency requirement for positions?

8.       Do you use executive search services to help you in the recruitment area?

9.       How do you describe the qualification requirements for the vacant positions?

10.   Who makes the hiring decision?

 

 

 

1.       What kind of programs does exist for employee retention? Are they sufficient?

2.       Does the company develop attractive benefit program that can retain employees?

3.       Do you track your staff turnover? What is your turn over rate this fiscal year?

4.

 

 

 

 

 

 

 

1.       Does the company have a clear development or training plan/strategy ?

2.       What is the current training and development system for employees?

3.       What was the total number of training hours in the previous year for all employees?

         Managerial      :

Supervisory    :

Staff                :

 

4. Of the total amount of training hours offered, what percentage was:

Percentage

a. Formal classroom

b. Computer-based

c. On-the-job

d. Self-study

e. Off-site

 

5.       What was the total cost for training in the previous year?

6.       How do you conduct Training Need Analysis (TNA)?

7.       How do you translate the TNA into a Training Program?

8.       What kind of training programs offered to employees?

9.       Do managers and employees find the training program relevant to their needs?

10.   How do you evaluate training effectiveness?

11.   Does each employees have Individual Development Plan(IDP)? How are individual development plans and needs identified?

12.   Does IDP work effectively? If it doesn’t work effectively, what is the cause of it?

 

 

1.       What types of performance management systems do you use? Please describe.

2.       Does it work effectively? If not, why?

3.       Do you give constructive feedback to increase employee’s performance?

4.       Do you include a customer satisfaction element in performance evaluations?

 

 

 

 

 

1.       What is the current compensation system in your company? Please describe

2.       Do you offer compensation plans that provide a stable base with variables linked to performance?

3.       Do you develop compensation plan that support strategic goals?

4.       Who design the current compensation system? Does the BOD / HR Department involve in formulating pay strategy?

5.       Is the compensation system reviewed periodically? How do you evaluate your pay structure and compensation policy at least annually and adjust it when needed?

6.       Do you compare the company’s compensation programs with the market rates? Does the current compensation system competitive?

7.       Do you set up procedures that ensure company compliance with all applicable payroll laws needed?

8.       Please describe the current benefit and allowance system of your company? (describe in detail if there is differences among upper / middle / lower level of management / staff?)

9.       For all employees in the organization (include both part-time and full-time employees in  all departments), what is the:

 

a. Total base pay

b. Total overtime pay

c. Total variable pay

d. Total payroll cost

 

10.   What is the total benefits cost (not including benefits administrations costs) for all employees in the organization? (Include both part- and full-time employees in all departments)?

 

 

 

1.       What is the current system for Career Development in your company? Please describe.

2.       Does it work based on meritocracy and fairness?

3.       How does this current system apply to the employee individually?

4.       What is the current system of succession planning?

5.       Do succession plan exist for all critical positions?

6.       What percentage of management positions at the following levels has succession plans in place?

            percent

a. Executives

b. Senior mgt.

c. Middle mgt.

 

7.       What are the criteria for the successors?

8.       Does the succession planning system work effectively? If not, why?

 

 

 

1.       Do you build a culture of inclusion that promotes labor and management as partner in business success? How?

2.       What problems does the company encounter in labor relation issues? Do you have labor union? Does the labor union represent the employees well?

3.       How do you solve labor relation (LR) issues?

4.       Do employees give feedback to solve IR issues? Do you design grievance procedure for resolving employees problem?

 

5.       Do the company actively communicate LR / IR procedure to all employees?

6.       Do you encourage employees to play a proactive role in improving the labor-management relationship?

 

 

 

 

 

 

 

1.       What IT systems and infrastructure do you use to support your HRIS? Does it work effectively?

2.       How can the IT system be used to support the HR Strategy?

3.       How many human resource information databases your company have?

 

 

 

 

1.       What is the current retirement policy?

2.       Does your company have Pre-Retirement Preparation Program for their employees?

3.       Please indicate the number of employees participating in retirement plans.

Managerial        :

Supervisory       :

Staff                  :

 

4.       Please indicate the total contribution (in terms of percentage of total compensation) into retirement  plans as outlined below:

 

managerial                  supervisory                                  staff

 

a. By employee

b. By the organization

 

 

 

1.       Do you create an environment of open communication between employees and management.

2.       How do managers and employees perceive the effectiveness and integrity of current communication culture?

3.       Do you capture the creative insight of employees by soliciting their ideas for improvement?

4.       Do you create environment to delegate decision making to the lowest level possible?

5.       What kind of media your organization uses to communicate to the entire workforce on a regular basis?

6.       What mechanisms do you have for obtaining employee feedback on a regular basis?

 

 

 

 

1.       How much the cost for the following items:

  • Human resources department direct labor cost  (Wages, overtime, and benefits.)
  • Human resources department operating expenses (Supplies, training, and other locally controllable expenses not including rent, depreciation, or allocated overhead expenses.)
  • Outsourcing fees, if any (Contract fees including annual fees and monthly operating charges.)
  • Contracted services cost (Temporary and contract labor).
  • Data processing equipment and facilities to support the human resources department (Include the cost of providing computer processing, software, hardware, )
  • Total human resources department cost (Total of questions 1 through 5)

Be the first to comment - What do you think?
Posted by Hrformats - May 7, 2012 at 11:17 AM

Categories: HR   Tags: , , , , ,

Start HR Department in An Orrganization

 I have Attached Start HR Department in An Orrganization

 

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.

STAGE  1

Review  the  current practices / policies [if any].
Audit all HR activities that are performed [even the crude format].

HERE  ARE  THE  CORE  HR  KRAs [ Key Result Areas]

KRA 1  :        Recruitment / Selection.
KRA 2  :        Workforce Planning and Diversity.
KRA 3  :        Performance Management.
KRA 4  :        Reward Management.
KRA 5 :        Workplace Management and Relations.
KRA 6 :        A Safe and Healthy Workplace.
KRA 7 :        Building Capabilities and Organizational Learning.
KRA 8 :        Effective HR Management Systems, Support and Monitoring.

STAGE 2

  • Understand the organization.
  • Understand the organization structure.
  • Understand the organization systems.
  • Understand the organization politics/influential people.
  • Understand the organization / individual roles.
  • Understand the organization / positions.
  • Understand the individual job descriptions.
  • Understand the job / job specifications etc…

 

STAGE 3

  • Discuss the values / beliefs with senior management / CEO and the need for HR department.
  • Discuss the expectations from HR department – short / medium / long term.
  • Discuss with CEO, the organization’s corporate objectives / strategies and how HR can contribute to the corporate objectives.
  • Discuss / seek consensus on organization structure / management process.
  • Discuss the current organization culture with senior management.
  • Discuss with CEO / senior management the core activities / competences and business drivers of the organization.

TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.

GET   A   COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S  

  • VISION
  • MISSION
  • CORPORATE OBJECTIVES
  • CORPORATE STRATEGIES
    etc…

HR dept. is a support unit  and  hence  must  work closely with  other  depts.

STAGE   4

Even  though  there  is  currently  no  HR  department, there are a  number of  HR activities are being  carried  out now.

YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.

TO  COLLECT  AND  CONSOLIDATE THESE, YOU  NEED TO  A QUICK  HR  AUDIT  OF  THE  PRESENT  SITUATION.

AFTER  you  gather  all  the  information  and summarized, you  should  sit  down  with your  boss [CEO]  and discuss and  prioritize  the  items, as  follows:

  • URGENT / IMPORTANT
  • URGENT/ NOT IMPORTANT
  • NOT URGENT/ IMPORTANT
  • NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.

STAGE 5

Please   REVIEW   the HR MANUAL, as listed below.
Pick  points out  of  it ,  as  per  your  need,  based  on  your discussion /  audit  results.

You may want to start up with

  • HR DEPARTMENT OBJECTIVES.
  • HR DEPARTMENT STRATEGIES.
  • Draft on Recruitment / Selection Procedure / PROCESS.
  • Draft on organization structure.
  • Draft on job analysis / job descriptions / job specifications / competencies.
  • Draft on payroll / compensation / administration.
  • Appointment /Confirmation / Termination / Resignation / PROCEDURES / PROCESS.
  • Induction program
  • Orientation  program
  • Employee  communications
  • Training & development of the employees
  • Performance Appraisals / management

Once you have the  preliminary  draft ready, you  can  start  with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]

STAGE 6

REVIEW THE  HRM  PROCESSES, MAKE A  NOTE OF  WHAT  YOU  THINK  ARE  IMPORTANT FOR  THE COMPANY  AND  THE  PRIORITY  ONES.

HRM PROCESSES

  • HR  AUDITING
  • HR  BUDGETING
  • Strategic  HRM  Planning
  • HR Strategies and Policies.
  • HR  and change management.
  • Competency-based HR
  • Knowledge management

JOB DEVELOPMENT

  • Job analysis
  • Job Role
  • Job Description.
  • Job specifications
  • Job enrichment
  • Job  rotation

RECRUITMENT/SELECTION

  • Recruitment
  • Selection
  • Induction
  • Orientation

ORGANIZATIONAL BEHAVIOR PROGRAMS

  • Employee  engagement
  • Motivation
  • Organization  culture
  • Organization  development

ORGANIZATION

  • Org. designing
  • Org. structuring
  • Org. development
  • Job / role  structuring

HUMAN RESOURCING

  • HR planning
  • Manpower  planning
  • Succession  planning
  • Talent management

PERFORMANCE MANAGEMENT

  • Performance appraisals
  • Performance managing the processes.

HR DEVELOPMENT

  • Org. learning
  • Training
  • Education
  • Development
  • Training  evaluation
  • E-learning
  • Management  development
  • Career planning /development.

REWARD MANAGEMENT

  • Job  evaluation
  • Managing  reward  process
  • Administration  of  rewards
  • Benefits

EMPLOYEE RELATIONS

  • Organization  communications
  • Employee communications.
  • Staff  amenities

HEALTH AND SAFETY.

  • OHS

 

 

 

 

 

 

 

 

HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7

REVIEW THE  HRM  SYSTEMS , MAKE A  NOTE OF  WHAT  YOU  THINK  ARE  IMPORTANT FOR  THE COMPANY  AND  THE  PRIORITY  ONES.

HR SYSTEMS

  • HR  strategic planning system
  • Human resource planning  system
  • Manpower  planning system
  • Job profiling system
  • Recruitment  &selection system
  • Performance appraisal  system
  • Performance management system
  • People development  systems
  • Career  planning  and  development  system
  • Succession  planning  system
  • Job enrichment  system
  • Compensation  planning and packaging system

THIS is just a common list.

AFTER   STAGE 1,2,3,4,5,6,7 MAKE A REPORT

  • What  is  the  current situation
  • What kind of  HR DEPARTMENT is required.
  • What you  think  are  your priorities
  • What  is  your  action plan
  • What is time schedule.

MAKE A TEMPORARY HR DEPARTMENT

  • ONE   HR MANAGER  [YOURSELF]
  • ONE  TRAINING MANAGER
  • ONE  SALARY ADMINISTRATION  MANAGER
  • ONE RECRUITMENT /SELECTION  MANAGER

 

 

 

DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT

  • TO IMPLEMENT YOUR PLAN.
  • To win confidence/trust, you need to show credibility/functional knowledge level.
  • Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.

 

PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.

DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.

HR MANAGEMENT MANUAL

Human Resources Policies, Procedures and Forms

Table of Contents

ADMINISTRATION

ADM.101      Personnel Records Activities
1.0               Employee Information
2.0               HR Personnel Records
3.0               Contents of Personnel Files
4.0               Employee’s Personnel Records Review
5.0               Management Review of Personnel Files
6.0               Company Release Of Employee Information
7.0               Record Retention and Long-Term Storage
8.0               Record Destruction

Forms
Ex1               Personnel Records Access Log
Ex2               HR Records Retention Periods

ADM.102      Form Development Activities
1.0               Form Development and Format
2.0               Authorization and Printing
3.0               Form Numbering and Placement
4.0               Forms Index and Manual

Forms
Ex1               Form Printing Request

ADM.103      Document Control Activities
1.0               Document Distribution
2.0               Document Revision
3.0               Document
4.0               Temporary Changes

Forms
Ex1     Request For Document Change (RDC)

ADM. 104      Mail & Express Services Activities
1.0               General Mail Usage
2.0               Addressing Mail
3.0               Express Mail
4.0               Overnight Packages
5.0               Additional Information Resources

Forms
Ex1               Outgoing Mail Register

ADM. 105      Telephone Answering Activities
1.0               Answering Techniques and Etiquette
2.0               Answering and Directing Calls
3.0               Taking Messages
4.0               Telephone User’s Guide

Forms
Ex1               Important Message

ADM.106      Property & Access Control Activities
1.0               Background Checks
2.0               Physical Access Controls
3.0               Key Controls
4.0               Proprietary Information Controls
5.0               Collection Of Access Controls
6.0               Visitors & Guests

Forms
Ex1               Key Issue Policy
Ex2               Visitor Log

ADM.107      Separation Activities
1.0               Resignations
2.0               Involuntary Terminations And Layoffs
3.0               Terminations For Cause
4.0               Termination Meeting
5.0               Additional Information Resources

Forms
Ex1     Exit Interview Checklist
Ex2     Exit References Authorization

ADM.108      Workplace Rules & Guidelines Activities
1.0               Alcohol And Drugs
2.0               Breaks And Lunch Time
3.0               Company Property
4.0               Grievances And Complaints
5.0               Inclement Weather
6.0               Parking
7.0               Personal Telephone Calls
8.0               Smoking
9.0               Solicitations
10.0             Suggestions
11.0             Visitors

Forms
Ex1               Suggestion Form

ADM.109      Human Resources Reports Activities
1.0               Preparation Guidelines
2.0               Occupational  Health &  Safety  Reports
3.0               Equal Opportunity  Reports
4.0               Training Plan
5.0               Hiring Status Report
6.0               Compensation Summary

Forms
EX1              Human Resource Reporting Summary
EX2              HR Hiring Status Report

ADM.110      Dress Code Activities
1.0               Dress Code
1.1               Business Attire
1.2               Business Casual Attire
1.3               Casual Attire
1.4               Uniformed Attire
1.5               Safety Attire
1.6               Formal Attire
1.7               Inappropriate Attire
1.8               Business Situations
1.9               Recreation & Parties

2.0               Dinners & Receptions
3.0               Personal Hygiene
4.0               Disciplinary Action

HIRING  PROCEDURES

HRG.101       Employee Hiring Activities
1.0               Needs Analysis
2.0               Personnel Requisition
3.0               Job Posting & Screening
4.0               Interviewing
5.0               Pre-Employment Screening & Testing
6.0               Background Investigation
7.0               Hiring And Employee Offers
8.0               Motor Vehicle And Equipment Operation
9.0               Applicant Files
10.0             Additional Information Resources

Forms
Ex1               Personnel Requisition
Ex2               Offer Letter
Ex3               Personnel Change Notice
Ex4               New Employee Hiring Checklist
Ex5               Employment Eligibility Verification .
Ex6               Employee’s Withholding Allowance Certificate.

HRG102        Job Descriptions Activities
1.0               Job Description Preparation
2.0               Format And Content
2.1               Job Title
2.2               Effective Date
2.3               Department
2.4               Summary Of Functions
2.5               Essential Duties And Responsibilities
2.6               Organizational Relationships
2.7               Qualifications
2.8               Physical Demands
2.9               Work Environment
3.0               Job Description Approval & Distribution

Forms
Ex1               Job Description Format

HRG103        Employment Applications Activities
1.0               Application For Employment
2.0               Application Information
2.1               Personal Information
2.2               Employment Interest
2.3               Education & Training
2.4               Employment History
2.5               Military Service Record
2.6               References
3.0               Compliance Information

Forms
Ex1               Employment Application
Ex2               Employment Application Supplement
HRG104        Interviewing Applicants Activities
1.0               Interviewing Objectives
2.0               Resume Examination
3.0               Telephone Interviews
4.0               E-Mail Interviews
5.0               In-Person Interviews

Forms
Ex1               Employment Interview Questions
Ex2               Interview Form

HRG105        Background Investigations Activities
1.0               Background And Hiring
2.0               Investigative Consumer Reporting
3.0               Employee Reference Checks
4.0               Motor Vehicle Record (MVR) Inquiry

Forms
Ex1               Employee Investigation Checklist
Ex2               Employee Background Authorization
Ex3               New References Authorization
Ex4               Reference Check Survey

Compensation Procedures

COM101       Payroll Activities
1.0               Payroll Records
2.0               Timesheets
3.0               Payroll Deductions
3.1               Worker’s Compensation Insurance
3.2               Social Security & Medicare
3.3               State Income Tax
3.4               Earnings Tax
3.5               Tax Withholding Payments
4.0               Payroll Adjustments
4.1               Advances
4.2               Garnishments
5.0               Paychecks
5.1               Direct Deposit
5.2               Lost Paychecks
5.3               Final Paychecks
6.0               Vacation Pay
7.0               Additional Information Resources

Forms
Ex1               Monthly Time Sheet
Ex2               Central Govt.  Tax Calendar
Ex3               Electronic Funds Transfer Authorization

COM102       Paid & Unpaid Leave Activities

1.0               Paid Time Off
2.0               Unpaid Time Off
3.0               Absence Request And Notification
4.0               Holidays
5.0               Vacation Eligibility
5.1               Vacation Schedules
5.2               Vacation Over Holidays
6.0               Additional Information Resources

Forms
Ex1               Absence Request Form

COM103       Insurance Benefits Activities
1.0               Life Insurance
2.0               Long Term Disability Insurance
3.0               Social Security
4.0               Workers’ Compensation
5.0               Wage Continuation
6.0               Unemployment Compensation
7.0               Health Insurance
8.0               Additional Information Resources

COM104       Healthcare Benefits Activities

1.0               Cost And Premiums
2.0               Eligibility
3.0               Enrollment
4.0               Coverage
5.0               Filing A Claim
6.0               Termination And Conversion Of Coverage
7.0               Additional Information Resources

Forms
Ex1               Benefits Enrollment/Change Form

COM105       Employee Retirement Income Security Activities
1.0               Plan Administration
1.1               Investment Policy Statement
1.2               Fidelity Bond
1.3               Fiduciary Liability Insurance
1.4               Employer Matching
1.5               In-Service Loans And Withdrawals
2.0               Employee Participation
3.0               Notice Procedures
3.1               Initial Notice
3.2               Annual Notices
4.0               Additional Information Resources

COM106       Consolidated Budget Reconciliation Activities
1.0               Plan Administration
2.0               Qualifying Events
3.0               Notice Procedure
4.0               Benefits Protection
6.0               Enforcement
7.0               Additional Information Resources

Development Procedures

DEV101        Development Management Activities
1.0               Development Planning
2.0               Training Effectiveness
3.0               Training Records
4.0               Training Courses
5.0               Performance Evaluations
6.0               Additional Information Resources

Forms
Ex1               Training Plan

DEV102        Training Reimbursement Activities
1.0               Eligibility
2.0               Approved Programs
3.0               Reimbursement

Forms
Ex 1              Request For Training

DEV103        Computer User & Staff Training Activities
1.0               MIS Training And Certification
2.0               MIS/LAN User Training
3.0               E-Mail Training
4.0               Software Applications

DEV104        Internet & E-Mail Acceptable Use Activities
1.0               Acceptable Use
2.0               Inappropriate Use
3.0               Internet And E-Mail Etiquette
4.0               Security
5.0               User Compliance
6.0               Additional Information Resources

Forms
Ex1               Computer And Internet Usage Policy

DEV105        Performance Appraisals Activities
1.0               Performance Appraisal Guidelines
2.0               Appraisal Preparation
3.0               Appraisal Discussion
4.0               Salary Adjustments
5.0               Appraisal Conclusion
6.0               Additional Information Resources

Forms
Ex1               Self Appraisal Form
Ex2               Performance Appraisal Form

DEV106        Employee Discipline Activities
1.0               Introduction To Misconduct
2.0               Responses To Misconduct
2.1               Verbal Warning
2.2               Written Warning
2.3               Suspension
2.4               Termination
3.0               Serious Misconduct
4.0               Very Serious Misconduct
5.0               Inexcusable Misconduct
6.0               Misconduct Investigations

Forms
Ex1               Disciplinary Notice

Compliance Procedures

CMP101        Workplace Safety Activities
1.0               Worksite Analysis
2.0               Hazard Prevention And Control
2.1               Safe Work Procedures
2.2               Protective Equipment
2.3               Fire Prevention
3.0               Hazard Communication Program
4.0               Medical Emergencies
5.0               Workplace Safety Training
6.0               Reporting And Record Keeping
7.0               Additional Information Resources

Forms
Ex1               Safety Suggestion Sheet
Ex2              Workplace Safety Self-Inspection Checklist
Ex3               Workplace Safety Action Plan
Ex4               Workplace Safety Rules
Ex5               Index of Hazardous Chemicals

Doc              Material Safety Data Sheet
Doc              Injuries and Illness Log
Doc              Summary of Injuries and Illness
Doc              Injuries and Illness Incident Report
Doc              Instructions for OSHA Forms

CMP102        People  With Disabilities Activities

1.0               Background
2.0               Who Is Covered?
3.0               Employment Issues
4.0               Public Accommodations
5.0               Enforcement Of The Act
6.0               Additional Information Resources

CMP103        Annual And Medical Leave Activities

1.0               Reasons For Taking Leave
2.0               Advance Notice And Medical Certification
3.0               Job Benefits And Protection
4.0               Unlawful Acts
5.0               Enforcement
6.0               Employer Notices
7.0               Additional Information Resources

Forms
Ex 1              Certification Of Healthcare Provider
Ex 2              Employer Response To Employee Request

CMP104        Drug Free Workplace Activities

1.0               General
2.0               Prohibitions
3.0               Authorized Use Of Prescription Medicine
4.0               Drug Awareness Program
5.0               Disciplinary Actions
6.0               Additional Information Resources

CMP105        Health Insurance Portability And Accountability Activities

1.0               Management
1.1               Privacy Standards
2.0               Medical Records Maintenance
3.0               Medical Records Access
4.0               Additional Information Resources

Forms
Ex1               HIPAA Authorization Form

CMP106        Harassment & Discrimination Activities

1.0               Unacceptable Behavior
2.0               Complaint
3.0               Corrective Measures
4.0               Enforcement
5.0               Additional Information Resources

Job Descriptions Tab

WRITING JOB DESCRIPTIONS

 

  • INTRODUCTION
  • PURPOSE
  • SCOPE

 

WRITTEN COMMUNICATION

Non-discriminatory language
Active voice
Action verbs Plain English

 

FORMAT AND CONTENT

Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility

 

Employee Handbook

SECTION 1     INTRODUCTION
1.0               The Company Philosophy
1.1               The Company Mission
1.2               Equal Employment Opportunity Policy and Affirmative Action Plan
1.3               Employment-At-Will
1.4               Sexual Harassment
1.5               Safety
1.5.1            Safety Rules
1.5.2            Hazardous Wastes
1.5.3            Reporting Injuries and Accidents
1.6               Drug Free Workplace
1.6.1            Prohibitions
1.6.2            Drug Awareness Program
1.6.3            Disciplinary Actions

SECTION 2     EMPLOYMENT
2.0               Personnel Administration
2.1               HR Personnel Records
2.1.1            Contents of Personnel Files
2.1.2            Employee Information
2.1.3            Employee’s Request for Review of Personnel Records
2.1.4            Management Review of Personnel Files
2.2               Service
2.2.1            Employee Categories
2.2.2            Job Posting Procedures
2.2.3            Employment of Relatives
2.2.4            Employment of Minors
2.2.5            Promotions
2.2.6            Transfer of Employees
2.2.7            Separation of Employment
2.2.8            Work force Reductions
2.2.9            Probationary Period
2.2.10           Extra Income
2.3               Process Improvement
2.3.1            Employee-Management Forums
2.3.2            Employee Suggestion Program

SECTION 3     COMPENSATION & BENEFITS
3.0               Benefit Eligibility
3.1               Payroll Information
3.1.1            Time Records
3.1.2            Pay Periods
3.1.3            Salary Compensation for Partial Pay Period
3.1.4            Pay Rate Schedule – Hourly Paid Employees
3.1.5            Payroll Deductions
3.1.6            Overtime
3.1.7            Payroll Errors
3.1.8            Garnishment of Employee Wages
3.1.9            Authorized Check Pickup
3.1.10           Pay at Time of Separation
3.2               Attendance & Leave
3.2.1            Medical Leave Policy
3.2.2            Sick Leave Credit Limit
3.2.3            Sick Leave Policy – Usage
3.2.4            Medical, Dental and Optical Appointments
3.2.5            Exhaustion of Accumulated Sick Leave
3.2.6            Pallbearer, Funeral, Emergency Leave
3.2.7            Civic Leave or Jury Duty
3.2.8            Voting
3.2.9            Military Leave
3.2.10           Maternity Leave
3.2.11           Parental Leave
3.2.12           Leave of Absence
3.3               Insurance
3.3.1            Hospitalization and Medical Insurance
3.3.2            Continuation of Group Health Insurance
3.3.3            Life Insurance
3.3.4            Long Term Disability Insurance
3.3.5            Social Security
3.3.6            Workers’ Compensation
3.3.7            Unemployment Compensation
3.4               Savings Plan
3.5               Break Room
3.6               Employee Discounts
3.7               Educational Assistance

SECTION 4     EMPLOYEE RESPONSIBILITIES
4.1               Work Schedules
4.1.1            Working Hours
4.1.2            Salary Employees
4.1.3            Hourly Employees
4.1.4            Clean Work-Place
4.2               Legal & Ethical Conduct
4.2.1            Ethical Standards
4.2.2            Conflicts of Interest
4.2.3            Personal Conduct
4.2.4            Confidentiality
4.2.5            Bribes, Kickbacks and Illegal Payments
4.2.6            Patents and Copyrights
4.3               Misconduct
4.3.1            Serious Misconduct
4.3.2            Very Serious Misconduct
4.3.3            Inexcusable Misconduct
4.3.3            Misconduct Investigations
4.4               Transportation & Travel
4.4.1            Company Owned Vehicles
4.4.2            Personal Vehicles
4.4.3            Living Expense Allowance
4.4.4            Other Travel Expenses
4.4.5            Expense Records
4.4.6            Travel Advances
4.4.7            Expense Reimbursement – Third Party
4.4.8            Expense Policies – Violations
4.4.9            Company Credit Cards
4.5               Appearance & Belongings
4.5.1            Personal Appearance
4.5.2            Business Attire
4.5.3             Casual Attire
4.5.4            Inappropriate Attire
4.5.5            Personal Belongings
4.5.6            Alcohol and Drugs
4.5.7            Medication
4.5.8            Smoking Policy
4.6               Equipment & Facilities
4.6.1            Parking
4.6.2            Telephone Use
4.6.3            Motor Vehicle and Workplace Equipment Operation
4.6.4            Safety Equipment
4.6.5            Company Tools
4.6.6            Waste Prevention
4.6.7            Solicitation and/or Distribution
4.6.8            Security
4.6.9            Bulletin Board

EMPLOYEE HANDBOOK FORMS

a)                Acknowledgement Of Receipt And Understanding
b)                Statement Of Legal And Ethical Business Conduct
c)                Drug-Free Workplace Policy Employee Acknowledgement
d)                Job Related Accident

HR  MANUAL

  • HR MANUAL  is  the  total  guidelines  for  the  managers  in the organization  on the subject  of  HUMAN RESOURCE.
  • The real work of managing people [human resource] is the responsibility of the line managers. The  HR  department acts  as  a  coordinator / advisory  body to  the line managers, in  addition  to,  its own  administrative  work.
  • Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
  • The  copy  of   HR MANUAL  [ including  the  employee  handbook] is  given  to  the managers  only.
  • The copy of the EMPLOYEE handbook is given to the employees.
  • The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
  • At  the  initial  stage,  it  could take  up to  six  months at  least to  complete  the manual/ handbook  for  a  full time  person, even  if  you  employ  an outside expert.

Once you have formed the HR manual list, you should sit with your boss

  • Analyse  the  list
  • Set the  priority [ 1st. lot,  2nd. lot, 3rd. lot   etc ]
  • Discuss the  need  for  HO  material, to  uniform  the  approach
  • Discuss  the  need  for  local expert
  • Etc…

Your priorities could be

  • Personnel  records
  • Various  forms  required
  • Access  control
  • Workplace  rules
  • Employee  hiring
  • Job descriptions
  • Employment  applications
  • Interviewing  applicants
  • Payroll administration
  • Training [ induction / orientation/development]
  • Employee handbook

You/Your senior management should agree to the priority list.

NOW YOU ARE READY FOR THE HARD WORK

Click Here To Download Start HR Department in An Orrganization

Be the first to comment - What do you think?
Posted by Hrformats - April 26, 2012 at 10:25 AM

Categories: HR   Tags: , , , , ,

How to Start HR Department in an Orrganization

 I have Attached How to Start HR Department in an Orrganization

 

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.

STAGE  1

Review  the  current practices / policies [if any].
Audit all HR activities that are performed [even the crude format].

HERE  ARE  THE  CORE  HR  KRAs [ Key Result Areas]

KRA 1  :        Recruitment / Selection.
KRA 2  :        Workforce Planning and Diversity.
KRA 3  :        Performance Management.
KRA 4  :        Reward Management.
KRA 5 :        Workplace Management and Relations.
KRA 6 :        A Safe and Healthy Workplace.
KRA 7 :        Building Capabilities and Organizational Learning.
KRA 8 :        Effective HR Management Systems, Support and Monitoring.

STAGE 2

  • Understand the organization.
  • Understand the organization structure.
  • Understand the organization systems.
  • Understand the organization politics/influential people.
  • Understand the organization / individual roles.
  • Understand the organization / positions.
  • Understand the individual job descriptions.
  • Understand the job / job specifications etc…

 

STAGE 3

  • Discuss the values / beliefs with senior management / CEO and the need for HR department.
  • Discuss the expectations from HR department – short / medium / long term.
  • Discuss with CEO, the organization’s corporate objectives / strategies and how HR can contribute to the corporate objectives.
  • Discuss / seek consensus on organization structure / management process.
  • Discuss the current organization culture with senior management.
  • Discuss with CEO / senior management the core activities / competences and business drivers of the organization.

TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.

GET   A   COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY’S  

  • VISION
  • MISSION
  • CORPORATE OBJECTIVES
  • CORPORATE STRATEGIES
    etc…

HR dept. is a support unit  and  hence  must  work closely with  other  depts.

STAGE   4

Even  though  there  is  currently  no  HR  department, there are a  number of  HR activities are being  carried  out now.

YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.

TO  COLLECT  AND  CONSOLIDATE THESE, YOU  NEED TO  A QUICK  HR  AUDIT  OF  THE  PRESENT  SITUATION.

AFTER  you  gather  all  the  information  and summarized, you  should  sit  down  with your  boss [CEO]  and discuss and  prioritize  the  items, as  follows:

  • URGENT / IMPORTANT
  • URGENT/ NOT IMPORTANT
  • NOT URGENT/ IMPORTANT
  • NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.

STAGE 5

Please   REVIEW   the HR MANUAL, as listed below.
Pick  points out  of  it ,  as  per  your  need,  based  on  your discussion /  audit  results.

You may want to start up with

  • HR DEPARTMENT OBJECTIVES.
  • HR DEPARTMENT STRATEGIES.
  • Draft on Recruitment / Selection Procedure / PROCESS.
  • Draft on organization structure.
  • Draft on job analysis / job descriptions / job specifications / competencies.
  • Draft on payroll / compensation / administration.
  • Appointment /Confirmation / Termination / Resignation / PROCEDURES / PROCESS.
  • Induction program
  • Orientation  program
  • Employee  communications
  • Training & development of the employees
  • Performance Appraisals / management

Once you have the  preliminary  draft ready, you  can  start  with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]

STAGE 6

REVIEW THE  HRM  PROCESSES, MAKE A  NOTE OF  WHAT  YOU  THINK  ARE  IMPORTANT FOR  THE COMPANY  AND  THE  PRIORITY  ONES.

HRM PROCESSES

  • HR  AUDITING
  • HR  BUDGETING
  • Strategic  HRM  Planning
  • HR Strategies and Policies.
  • HR  and change management.
  • Competency-based HR
  • Knowledge management

JOB DEVELOPMENT

  • Job analysis
  • Job Role
  • Job Description.
  • Job specifications
  • Job enrichment
  • Job  rotation

RECRUITMENT/SELECTION

  • Recruitment
  • Selection
  • Induction
  • Orientation

ORGANIZATIONAL BEHAVIOR PROGRAMS

  • Employee  engagement
  • Motivation
  • Organization  culture
  • Organization  development

ORGANIZATION

  • Org. designing
  • Org. structuring
  • Org. development
  • Job / role  structuring

HUMAN RESOURCING

  • HR planning
  • Manpower  planning
  • Succession  planning
  • Talent management

PERFORMANCE MANAGEMENT

  • Performance appraisals
  • Performance managing the processes.

HR DEVELOPMENT

  • Org. learning
  • Training
  • Education
  • Development
  • Training  evaluation
  • E-learning
  • Management  development
  • Career planning /development.

REWARD MANAGEMENT

  • Job  evaluation
  • Managing  reward  process
  • Administration  of  rewards
  • Benefits

EMPLOYEE RELATIONS

  • Organization  communications
  • Employee communications.
  • Staff  amenities

HEALTH AND SAFETY.

  • OHS

 

 

 

 

 

 

 

 

HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7

REVIEW THE  HRM  SYSTEMS , MAKE A  NOTE OF  WHAT  YOU  THINK  ARE  IMPORTANT FOR  THE COMPANY  AND  THE  PRIORITY  ONES.

HR SYSTEMS

  • HR  strategic planning system
  • Human resource planning  system
  • Manpower  planning system
  • Job profiling system
  • Recruitment  &selection system
  • Performance appraisal  system
  • Performance management system
  • People development  systems
  • Career  planning  and  development  system
  • Succession  planning  system
  • Job enrichment  system
  • Compensation  planning and packaging system

THIS is just a common list.

AFTER   STAGE 1,2,3,4,5,6,7 MAKE A REPORT

  • What  is  the  current situation
  • What kind of  HR DEPARTMENT is required.
  • What you  think  are  your priorities
  • What  is  your  action plan
  • What is time schedule.

MAKE A TEMPORARY HR DEPARTMENT

  • ONE   HR MANAGER  [YOURSELF]
  • ONE  TRAINING MANAGER
  • ONE  SALARY ADMINISTRATION  MANAGER
  • ONE RECRUITMENT /SELECTION  MANAGER

 

 

 

DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT

  • TO IMPLEMENT YOUR PLAN.
  • To win confidence/trust, you need to show credibility/functional knowledge level.
  • Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.

 

PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST.

DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM.

HR MANAGEMENT MANUAL

Human Resources Policies, Procedures and Forms

Table of Contents

ADMINISTRATION

ADM.101      Personnel Records Activities
1.0               Employee Information
2.0               HR Personnel Records
3.0               Contents of Personnel Files
4.0               Employee’s Personnel Records Review
5.0               Management Review of Personnel Files
6.0               Company Release Of Employee Information
7.0               Record Retention and Long-Term Storage
8.0               Record Destruction

Forms
Ex1               Personnel Records Access Log
Ex2               HR Records Retention Periods

ADM.102      Form Development Activities
1.0               Form Development and Format
2.0               Authorization and Printing
3.0               Form Numbering and Placement
4.0               Forms Index and Manual

Forms
Ex1               Form Printing Request

ADM.103      Document Control Activities
1.0               Document Distribution
2.0               Document Revision
3.0               Document
4.0               Temporary Changes

Forms
Ex1     Request For Document Change (RDC)

ADM. 104      Mail & Express Services Activities
1.0               General Mail Usage
2.0               Addressing Mail
3.0               Express Mail
4.0               Overnight Packages
5.0               Additional Information Resources

Forms
Ex1               Outgoing Mail Register

ADM. 105      Telephone Answering Activities
1.0               Answering Techniques and Etiquette
2.0               Answering and Directing Calls
3.0               Taking Messages
4.0               Telephone User’s Guide

Forms
Ex1               Important Message

ADM.106      Property & Access Control Activities
1.0               Background Checks
2.0               Physical Access Controls
3.0               Key Controls
4.0               Proprietary Information Controls
5.0               Collection Of Access Controls
6.0               Visitors & Guests

Forms
Ex1               Key Issue Policy
Ex2               Visitor Log

ADM.107      Separation Activities
1.0               Resignations
2.0               Involuntary Terminations And Layoffs
3.0               Terminations For Cause
4.0               Termination Meeting
5.0               Additional Information Resources

Forms
Ex1     Exit Interview Checklist
Ex2     Exit References Authorization

ADM.108      Workplace Rules & Guidelines Activities
1.0               Alcohol And Drugs
2.0               Breaks And Lunch Time
3.0               Company Property
4.0               Grievances And Complaints
5.0               Inclement Weather
6.0               Parking
7.0               Personal Telephone Calls
8.0               Smoking
9.0               Solicitations
10.0             Suggestions
11.0             Visitors

Forms
Ex1               Suggestion Form

ADM.109      Human Resources Reports Activities
1.0               Preparation Guidelines
2.0               Occupational  Health &  Safety  Reports
3.0               Equal Opportunity  Reports
4.0               Training Plan
5.0               Hiring Status Report
6.0               Compensation Summary

Forms
EX1              Human Resource Reporting Summary
EX2              HR Hiring Status Report

ADM.110      Dress Code Activities
1.0               Dress Code
1.1               Business Attire
1.2               Business Casual Attire
1.3               Casual Attire
1.4               Uniformed Attire
1.5               Safety Attire
1.6               Formal Attire
1.7               Inappropriate Attire
1.8               Business Situations
1.9               Recreation & Parties

2.0               Dinners & Receptions
3.0               Personal Hygiene
4.0               Disciplinary Action

HIRING  PROCEDURES

HRG.101       Employee Hiring Activities
1.0               Needs Analysis
2.0               Personnel Requisition
3.0               Job Posting & Screening
4.0               Interviewing
5.0               Pre-Employment Screening & Testing
6.0               Background Investigation
7.0               Hiring And Employee Offers
8.0               Motor Vehicle And Equipment Operation
9.0               Applicant Files
10.0             Additional Information Resources

Forms
Ex1               Personnel Requisition
Ex2               Offer Letter
Ex3               Personnel Change Notice
Ex4               New Employee Hiring Checklist
Ex5               Employment Eligibility Verification .
Ex6               Employee’s Withholding Allowance Certificate.

HRG102        Job Descriptions Activities
1.0               Job Description Preparation
2.0               Format And Content
2.1               Job Title
2.2               Effective Date
2.3               Department
2.4               Summary Of Functions
2.5               Essential Duties And Responsibilities
2.6               Organizational Relationships
2.7               Qualifications
2.8               Physical Demands
2.9               Work Environment
3.0               Job Description Approval & Distribution

Forms
Ex1               Job Description Format

HRG103        Employment Applications Activities
1.0               Application For Employment
2.0               Application Information
2.1               Personal Information
2.2               Employment Interest
2.3               Education & Training
2.4               Employment History
2.5               Military Service Record
2.6               References
3.0               Compliance Information

Forms
Ex1               Employment Application
Ex2               Employment Application Supplement
HRG104        Interviewing Applicants Activities
1.0               Interviewing Objectives
2.0               Resume Examination
3.0               Telephone Interviews
4.0               E-Mail Interviews
5.0               In-Person Interviews

Forms
Ex1               Employment Interview Questions
Ex2               Interview Form

HRG105        Background Investigations Activities
1.0               Background And Hiring
2.0               Investigative Consumer Reporting
3.0               Employee Reference Checks
4.0               Motor Vehicle Record (MVR) Inquiry

Forms
Ex1               Employee Investigation Checklist
Ex2               Employee Background Authorization
Ex3               New References Authorization
Ex4               Reference Check Survey

Compensation Procedures

COM101       Payroll Activities
1.0               Payroll Records
2.0               Timesheets
3.0               Payroll Deductions
3.1               Worker’s Compensation Insurance
3.2               Social Security & Medicare
3.3               State Income Tax
3.4               Earnings Tax
3.5               Tax Withholding Payments
4.0               Payroll Adjustments
4.1               Advances
4.2               Garnishments
5.0               Paychecks
5.1               Direct Deposit
5.2               Lost Paychecks
5.3               Final Paychecks
6.0               Vacation Pay
7.0               Additional Information Resources

Forms
Ex1               Monthly Time Sheet
Ex2               Central Govt.  Tax Calendar
Ex3               Electronic Funds Transfer Authorization

COM102       Paid & Unpaid Leave Activities

1.0               Paid Time Off
2.0               Unpaid Time Off
3.0               Absence Request And Notification
4.0               Holidays
5.0               Vacation Eligibility
5.1               Vacation Schedules
5.2               Vacation Over Holidays
6.0               Additional Information Resources

Forms
Ex1               Absence Request Form

COM103       Insurance Benefits Activities
1.0               Life Insurance
2.0               Long Term Disability Insurance
3.0               Social Security
4.0               Workers’ Compensation
5.0               Wage Continuation
6.0               Unemployment Compensation
7.0               Health Insurance
8.0               Additional Information Resources

COM104       Healthcare Benefits Activities

1.0               Cost And Premiums
2.0               Eligibility
3.0               Enrollment
4.0               Coverage
5.0               Filing A Claim
6.0               Termination And Conversion Of Coverage
7.0               Additional Information Resources

Forms
Ex1               Benefits Enrollment/Change Form

COM105       Employee Retirement Income Security Activities
1.0               Plan Administration
1.1               Investment Policy Statement
1.2               Fidelity Bond
1.3               Fiduciary Liability Insurance
1.4               Employer Matching
1.5               In-Service Loans And Withdrawals
2.0               Employee Participation
3.0               Notice Procedures
3.1               Initial Notice
3.2               Annual Notices
4.0               Additional Information Resources

COM106       Consolidated Budget Reconciliation Activities
1.0               Plan Administration
2.0               Qualifying Events
3.0               Notice Procedure
4.0               Benefits Protection
6.0               Enforcement
7.0               Additional Information Resources

Development Procedures

DEV101        Development Management Activities
1.0               Development Planning
2.0               Training Effectiveness
3.0               Training Records
4.0               Training Courses
5.0               Performance Evaluations
6.0               Additional Information Resources

Forms
Ex1               Training Plan

DEV102        Training Reimbursement Activities
1.0               Eligibility
2.0               Approved Programs
3.0               Reimbursement

Forms
Ex 1              Request For Training

DEV103        Computer User & Staff Training Activities
1.0               MIS Training And Certification
2.0               MIS/LAN User Training
3.0               E-Mail Training
4.0               Software Applications

DEV104        Internet & E-Mail Acceptable Use Activities
1.0               Acceptable Use
2.0               Inappropriate Use
3.0               Internet And E-Mail Etiquette
4.0               Security
5.0               User Compliance
6.0               Additional Information Resources

Forms
Ex1               Computer And Internet Usage Policy

DEV105        Performance Appraisals Activities
1.0               Performance Appraisal Guidelines
2.0               Appraisal Preparation
3.0               Appraisal Discussion
4.0               Salary Adjustments
5.0               Appraisal Conclusion
6.0               Additional Information Resources

Forms
Ex1               Self Appraisal Form
Ex2               Performance Appraisal Form

DEV106        Employee Discipline Activities
1.0               Introduction To Misconduct
2.0               Responses To Misconduct
2.1               Verbal Warning
2.2               Written Warning
2.3               Suspension
2.4               Termination
3.0               Serious Misconduct
4.0               Very Serious Misconduct
5.0               Inexcusable Misconduct
6.0               Misconduct Investigations

Forms
Ex1               Disciplinary Notice

Compliance Procedures

CMP101        Workplace Safety Activities
1.0               Worksite Analysis
2.0               Hazard Prevention And Control
2.1               Safe Work Procedures
2.2               Protective Equipment
2.3               Fire Prevention
3.0               Hazard Communication Program
4.0               Medical Emergencies
5.0               Workplace Safety Training
6.0               Reporting And Record Keeping
7.0               Additional Information Resources

Forms
Ex1               Safety Suggestion Sheet
Ex2              Workplace Safety Self-Inspection Checklist
Ex3               Workplace Safety Action Plan
Ex4               Workplace Safety Rules
Ex5               Index of Hazardous Chemicals

Doc              Material Safety Data Sheet
Doc              Injuries and Illness Log
Doc              Summary of Injuries and Illness
Doc              Injuries and Illness Incident Report
Doc              Instructions for OSHA Forms

CMP102        People  With Disabilities Activities

1.0               Background
2.0               Who Is Covered?
3.0               Employment Issues
4.0               Public Accommodations
5.0               Enforcement Of The Act
6.0               Additional Information Resources

CMP103        Annual And Medical Leave Activities

1.0               Reasons For Taking Leave
2.0               Advance Notice And Medical Certification
3.0               Job Benefits And Protection
4.0               Unlawful Acts
5.0               Enforcement
6.0               Employer Notices
7.0               Additional Information Resources

Forms
Ex 1              Certification Of Healthcare Provider
Ex 2              Employer Response To Employee Request

CMP104        Drug Free Workplace Activities

1.0               General
2.0               Prohibitions
3.0               Authorized Use Of Prescription Medicine
4.0               Drug Awareness Program
5.0               Disciplinary Actions
6.0               Additional Information Resources

CMP105        Health Insurance Portability And Accountability Activities

1.0               Management
1.1               Privacy Standards
2.0               Medical Records Maintenance
3.0               Medical Records Access
4.0               Additional Information Resources

Forms
Ex1               HIPAA Authorization Form

CMP106        Harassment & Discrimination Activities

1.0               Unacceptable Behavior
2.0               Complaint
3.0               Corrective Measures
4.0               Enforcement
5.0               Additional Information Resources

Job Descriptions Tab

WRITING JOB DESCRIPTIONS

 

  • INTRODUCTION
  • PURPOSE
  • SCOPE

 

WRITTEN COMMUNICATION

Non-discriminatory language
Active voice
Action verbs Plain English

 

FORMAT AND CONTENT

Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility

 

Employee Handbook

SECTION 1     INTRODUCTION
1.0               The Company Philosophy
1.1               The Company Mission
1.2               Equal Employment Opportunity Policy and Affirmative Action Plan
1.3               Employment-At-Will
1.4               Sexual Harassment
1.5               Safety
1.5.1            Safety Rules
1.5.2            Hazardous Wastes
1.5.3            Reporting Injuries and Accidents
1.6               Drug Free Workplace
1.6.1            Prohibitions
1.6.2            Drug Awareness Program
1.6.3            Disciplinary Actions

SECTION 2     EMPLOYMENT
2.0               Personnel Administration
2.1               HR Personnel Records
2.1.1            Contents of Personnel Files
2.1.2            Employee Information
2.1.3            Employee’s Request for Review of Personnel Records
2.1.4            Management Review of Personnel Files
2.2               Service
2.2.1            Employee Categories
2.2.2            Job Posting Procedures
2.2.3            Employment of Relatives
2.2.4            Employment of Minors
2.2.5            Promotions
2.2.6            Transfer of Employees
2.2.7            Separation of Employment
2.2.8            Work force Reductions
2.2.9            Probationary Period
2.2.10           Extra Income
2.3               Process Improvement
2.3.1            Employee-Management Forums
2.3.2            Employee Suggestion Program

SECTION 3     COMPENSATION & BENEFITS
3.0               Benefit Eligibility
3.1               Payroll Information
3.1.1            Time Records
3.1.2            Pay Periods
3.1.3            Salary Compensation for Partial Pay Period
3.1.4            Pay Rate Schedule – Hourly Paid Employees
3.1.5            Payroll Deductions
3.1.6            Overtime
3.1.7            Payroll Errors
3.1.8            Garnishment of Employee Wages
3.1.9            Authorized Check Pickup
3.1.10           Pay at Time of Separation
3.2               Attendance & Leave
3.2.1            Medical Leave Policy
3.2.2            Sick Leave Credit Limit
3.2.3            Sick Leave Policy – Usage
3.2.4            Medical, Dental and Optical Appointments
3.2.5            Exhaustion of Accumulated Sick Leave
3.2.6            Pallbearer, Funeral, Emergency Leave
3.2.7            Civic Leave or Jury Duty
3.2.8            Voting
3.2.9            Military Leave
3.2.10           Maternity Leave
3.2.11           Parental Leave
3.2.12           Leave of Absence
3.3               Insurance
3.3.1            Hospitalization and Medical Insurance
3.3.2            Continuation of Group Health Insurance
3.3.3            Life Insurance
3.3.4            Long Term Disability Insurance
3.3.5            Social Security
3.3.6            Workers’ Compensation
3.3.7            Unemployment Compensation
3.4               Savings Plan
3.5               Break Room
3.6               Employee Discounts
3.7               Educational Assistance

SECTION 4     EMPLOYEE RESPONSIBILITIES
4.1               Work Schedules
4.1.1            Working Hours
4.1.2            Salary Employees
4.1.3            Hourly Employees
4.1.4            Clean Work-Place
4.2               Legal & Ethical Conduct
4.2.1            Ethical Standards
4.2.2            Conflicts of Interest
4.2.3            Personal Conduct
4.2.4            Confidentiality
4.2.5            Bribes, Kickbacks and Illegal Payments
4.2.6            Patents and Copyrights
4.3               Misconduct
4.3.1            Serious Misconduct
4.3.2            Very Serious Misconduct
4.3.3            Inexcusable Misconduct
4.3.3            Misconduct Investigations
4.4               Transportation & Travel
4.4.1            Company Owned Vehicles
4.4.2            Personal Vehicles
4.4.3            Living Expense Allowance
4.4.4            Other Travel Expenses
4.4.5            Expense Records
4.4.6            Travel Advances
4.4.7            Expense Reimbursement – Third Party
4.4.8            Expense Policies – Violations
4.4.9            Company Credit Cards
4.5               Appearance & Belongings
4.5.1            Personal Appearance
4.5.2            Business Attire
4.5.3             Casual Attire
4.5.4            Inappropriate Attire
4.5.5            Personal Belongings
4.5.6            Alcohol and Drugs
4.5.7            Medication
4.5.8            Smoking Policy
4.6               Equipment & Facilities
4.6.1            Parking
4.6.2            Telephone Use
4.6.3            Motor Vehicle and Workplace Equipment Operation
4.6.4            Safety Equipment
4.6.5            Company Tools
4.6.6            Waste Prevention
4.6.7            Solicitation and/or Distribution
4.6.8            Security
4.6.9            Bulletin Board

EMPLOYEE HANDBOOK FORMS

a)                Acknowledgement Of Receipt And Understanding
b)                Statement Of Legal And Ethical Business Conduct
c)                Drug-Free Workplace Policy Employee Acknowledgement
d)                Job Related Accident

HR  MANUAL

  • HR MANUAL  is  the  total  guidelines  for  the  managers  in the organization  on the subject  of  HUMAN RESOURCE.
  • The real work of managing people [human resource] is the responsibility of the line managers. The  HR  department acts  as  a  coordinator / advisory  body to  the line managers, in  addition  to,  its own  administrative  work.
  • Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
  • The  copy  of   HR MANUAL  [ including  the  employee  handbook] is  given  to  the managers  only.
  • The copy of the EMPLOYEE handbook is given to the employees.
  • The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
  • At  the  initial  stage,  it  could take  up to  six  months at  least to  complete  the manual/ handbook  for  a  full time  person, even  if  you  employ  an outside expert.

Once you have formed the HR manual list, you should sit with your boss

  • Analyse  the  list
  • Set the  priority [ 1st. lot,  2nd. lot, 3rd. lot   etc ]
  • Discuss the  need  for  HO  material, to  uniform  the  approach
  • Discuss  the  need  for  local expert
  • Etc…

Your priorities could be

  • Personnel  records
  • Various  forms  required
  • Access  control
  • Workplace  rules
  • Employee  hiring
  • Job descriptions
  • Employment  applications
  • Interviewing  applicants
  • Payroll administration
  • Training [ induction / orientation/development]
  • Employee handbook

You/Your senior management should agree to the priority list.

NOW YOU ARE READY FOR THE HARD WORK

Click Here To Download How to Start HR Department in an Orrganization

2 comments - What do you think?
Posted by Hrformats - March 30, 2012 at 11:19 AM

Categories: HR   Tags: , , , ,

HR Policies in New Companies

 I have Attached SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT in new companies.

Click Here To Download HR Policies in new companies

1 comment - What do you think?
Posted by Hrformats - February 7, 2012 at 11:11 AM

Categories: HR   Tags: , , , ,

Forms under AP Factory Rules

 I have Attached Forms under AP Factory Rules

The Employees’ Provident Fund Scheme, 1952 Form – 6A
Paragarph 43
Employees’ Pension Scheme, 1995
Annual statement of contribution for the currency period 1st April to 31st March
Name & Address of the Establishment Statutory rate of contribution 12.00 %
No. of members voluntarily contributing at a higher rate:
Code No. of Establishment
Sr. No. Account No. Name of the Member
(in BLOCK letters)
Wages retaining allowances (if any) & DA including cash value of food concession paid during the currency period. Amount of Workers contribution deducted from the wages EPF between 10% &
8-1/3%
Pension Fund
8-1/3%
Total Refund of Advance Rate of higher voluntary contribution (if any) Remarks
1 2 3 4 5 6 7 8 9 10
Grand Total Rs. 0.00 0.00 0.00 0.00 0.00

Click Here To Download PF All In One forms

Be the first to comment - What do you think?
Posted by Hrformats - January 25, 2012 at 11:21 AM

Categories: HR   Tags: , , , ,

« Previous Page