9
Scope:
This SOP is applicable for Employee Joining Formalities at Organization name.
Responsibility: HR
Procedure
Joining Procedure
Offer Letter: An offer letter shall be formally issued by the HR Department, duly signed on recommendation from the management. Stating the joining date that the employee agrees to report to the office.
Appointment & Employee Agreement: On the day of joining, the employee shall be formally given a letter of appointment stating the salary and other conditions of service prescribed, duly signed by the authorized person.
Job Description: Upon appointment, an employee shall be given a job description. This shall specify the scope and terms of reference for their position. Job descriptions shall be reviewed yearly.
Education Certificate
- S.S.C
- H.S.C
- Graduation
- Post Graduation
Residential & Identity Proof
All employees shall provide proof of permanent and temporary address before joining, and all written correspondence wherein there is a need addressed to the employee's residence shall be sent to the last address provided by the employee.
When an employee is shifting or relocating his residence, he/she shall provide the new address in writing one week prior to the shifting or relocating.
For this purpose, employees shall provide any of the following documents for proof of address:
1. Ration Card
2. Pan Card
3. Driving License
4. Voter's Card
Photographs: Employees shall submit three photographs.
Provident Fund & ESIC:
New joining employees shall create an account for PF.
New joining employees shall create an account for ESIC.
Clear the query of employee transfer or withdraw the PF Account.
Personal Form
On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data form - (See Annexure 1). New employees must also furnish a declaration of dependents, that is, spouse and own children; next of kin, and provide photocopies of certificates and other testimonials.
Personal File
- Job Application
- Job Description
- Resume
- Copies of Education Certificates
- Copies of past Employment Credentials
- Salary History
- Documents Related to Employee Performance reviews, Appraisals.
Joining Kit
- Computer
- Phone Line
- Stationery
- Lab coat
Issuing ID Cards
- Employee Card
- Visiting Card
- Email ID
Allocating Employee code and entering Name in Register
Leave Policy
All leave entitlement shall be on a calendar year basis, and the leave rules applicable to Staff, Executives, Officers, and Managers.
All confirmed employees are eligible to avail the above leave facility. Employees have applicable leave for 21 Days.
Leave is calculated on a pro-rata basis for the period of actual working days, including the leave on full pay but excluding the leave without pay.
In case an employee leaves the company's service in the middle of the year, excess leave availed by him, over and above the pro-rata entitlement, will be subject to adjustment against leave and/or deduction from final dues.
Leave can be availed in terms of full day/half day, and the timings should be mentioned.
Leave can be sanctioned only by the Department Head or by the competent authority delegated with power to do so. The requests for leave should be routed through the immediate supervisor for recommendation and approval.
Normally, the employee's application for leave will be considered favorably. However, the company reserves its right to curtail/refuse the leave applied for, or recall an employee who has already been granted leave if exigencies or work warrant.
All Holidays and weekly offs falling during the leave period shall be treated as leave.
Employees are permitted to attend office only up to a maximum of 15 minutes late. However, late coming shall be restricted to only three occasions in a month, and thereafter for any further late comings, half-day leaves will be debited from the employee's account, and if there is no leave in his account, then the same will be treated as leave without pay.
Bank A/C opening: HR will take care to get a bank account opening with these banks for all employees at the time of joining and do the follow-up with the bank. It is the responsibility of all individual employees to submit the required documents with the Account opening form of the bank (Provided by HR) within 15 days of their joining.
Intimating through mail information of the newly joined Employee to the Accounts Department
Training:
Training responsibility: HR
Training given to:
Distribution:
Annexure:
- Offer letter Format
- Appointment letter Format
- Copy of Employee Agreement
- Copy Of Personal Form
- List Of Joining Kit
- Copy Of Leave Policy
Reference: In-House
From India, Mumbai
Acknowledge(0)
Amend(0)
This SOP is applicable for Employee Joining Formalities at Organization name.
Responsibility: HR
Procedure
Joining Procedure
Offer Letter: An offer letter shall be formally issued by the HR Department, duly signed on recommendation from the management. Stating the joining date that the employee agrees to report to the office.
Appointment & Employee Agreement: On the day of joining, the employee shall be formally given a letter of appointment stating the salary and other conditions of service prescribed, duly signed by the authorized person.
Job Description: Upon appointment, an employee shall be given a job description. This shall specify the scope and terms of reference for their position. Job descriptions shall be reviewed yearly.
Education Certificate
- S.S.C
- H.S.C
- Graduation
- Post Graduation
Residential & Identity Proof
All employees shall provide proof of permanent and temporary address before joining, and all written correspondence wherein there is a need addressed to the employee's residence shall be sent to the last address provided by the employee.
When an employee is shifting or relocating his residence, he/she shall provide the new address in writing one week prior to the shifting or relocating.
For this purpose, employees shall provide any of the following documents for proof of address:
1. Ration Card
2. Pan Card
3. Driving License
4. Voter's Card
Photographs: Employees shall submit three photographs.
Provident Fund & ESIC:
New joining employees shall create an account for PF.
New joining employees shall create an account for ESIC.
Clear the query of employee transfer or withdraw the PF Account.
Personal Form
On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data form - (See Annexure 1). New employees must also furnish a declaration of dependents, that is, spouse and own children; next of kin, and provide photocopies of certificates and other testimonials.
Personal File
- Job Application
- Job Description
- Resume
- Copies of Education Certificates
- Copies of past Employment Credentials
- Salary History
- Documents Related to Employee Performance reviews, Appraisals.
Joining Kit
- Computer
- Phone Line
- Stationery
- Lab coat
Issuing ID Cards
- Employee Card
- Visiting Card
- Email ID
Allocating Employee code and entering Name in Register
Leave Policy
All leave entitlement shall be on a calendar year basis, and the leave rules applicable to Staff, Executives, Officers, and Managers.
All confirmed employees are eligible to avail the above leave facility. Employees have applicable leave for 21 Days.
Leave is calculated on a pro-rata basis for the period of actual working days, including the leave on full pay but excluding the leave without pay.
In case an employee leaves the company's service in the middle of the year, excess leave availed by him, over and above the pro-rata entitlement, will be subject to adjustment against leave and/or deduction from final dues.
Leave can be availed in terms of full day/half day, and the timings should be mentioned.
Leave can be sanctioned only by the Department Head or by the competent authority delegated with power to do so. The requests for leave should be routed through the immediate supervisor for recommendation and approval.
Normally, the employee's application for leave will be considered favorably. However, the company reserves its right to curtail/refuse the leave applied for, or recall an employee who has already been granted leave if exigencies or work warrant.
All Holidays and weekly offs falling during the leave period shall be treated as leave.
Employees are permitted to attend office only up to a maximum of 15 minutes late. However, late coming shall be restricted to only three occasions in a month, and thereafter for any further late comings, half-day leaves will be debited from the employee's account, and if there is no leave in his account, then the same will be treated as leave without pay.
Bank A/C opening: HR will take care to get a bank account opening with these banks for all employees at the time of joining and do the follow-up with the bank. It is the responsibility of all individual employees to submit the required documents with the Account opening form of the bank (Provided by HR) within 15 days of their joining.
Intimating through mail information of the newly joined Employee to the Accounts Department
Training:
Training responsibility: HR
Training given to:
Distribution:
Annexure:
- Offer letter Format
- Appointment letter Format
- Copy of Employee Agreement
- Copy Of Personal Form
- List Of Joining Kit
- Copy Of Leave Policy
Reference: In-House
From India, Mumbai
Acknowledge(0)Amend(0)
Objective:
The purpose of this SOP is to promote and maintain high standards of professional recruitment practice by encouraging recruiters to adhere to best practices.
1.1. Ensure that recruitment is considered an essential part of the human resource.
1.2. Ensure and explain best practices for all types of recruitment.
1.3. Maintain professional standards whether recruits are easy to find.
1.4. Ensure that equality of opportunity is considered an integral part of good recruitment practices and procedures.
Glossary:
SOP: Standard Operating Procedures
HRD: Human Resource Department
Scope:
This SOP is applicable for the Recruitment and Selection of Employees at [Organization Name].
Responsibility:
HR
All Employees
Procedure:
5.1. Manpower Requisition Generated
5.1.1. The Senior Manager will complete the Employment Authorization form.
5.1.2. The Senior Manager is responsible for ensuring correct authorization procedures have been complied with.
5.1.3. The Department Head will provide the Human Resources Officer with a fully authorized Employment Authority Form and instruct the commencement of Recruitment.
5.1.4. The Human Resources Officer will ensure that the correct authorization has been obtained. When all is in order, they shall commence the recruitment process.
5.2. Employment Procedure
5.2.1. The Human Resources Officer shall receive all applications for employment and shall acknowledge receipt thereof in writing. All applications for employment shall be addressed to the Human Resources Officer.
5.2.2. The Human Resources Officer shall sort all applications that meet the minimum appointment requirements as advertised, and then forward these applications to the Senior Manager concerned, together with a full list of all applications received.
5.2.3. The Senior Manager, in consultation with the Human Resources Officer, shall draw up the shortlist of candidates for interviewing.
5.2.4. The Human Resources Officer shall invite the shortlisted candidates for interviews and will ultimately make a recommendation to the Director for appointment.
5.2.5. The Human Resources Officer shall ensure that Reference Checks on shortlisted candidates are done, and then make the employment offer in consultation with the relevant Department Head to the selected candidate, which upon acceptance shall be followed by an appointment letter signed by the Director or his/her delegate. Once the selected candidate has accepted the employment offer, the Human Resources Officer shall send regret letters to all the unsuccessful candidates.
5.3. Employment Interview Panel
The Employment Interview Panel shall be provided with the ground rules of and procedures for interviewing (by the Human Resources Officer) prior to the actual commencement of interviews. The Panel shall consist of the following persons:
5.3.1. The Department Manager concerned
5.3.2. The Human Resources Officer
5.3.3. For Management Positions, a selected Board Member shall also attend.
Training:
Training Responsibility: HR
Training Given to:
Distribution:
Original Copy: Human Resource Department
Certified Copy No. 1:
Annexure:
Copy of Form Manpower Requisition
Reference:
In-House
From India, Mumbai
Acknowledge(0)Amend(0)
The purpose of this SOP is to promote and maintain high standards of professional recruitment practice by encouraging recruiters to adhere to best practices.
1.1. Ensure that recruitment is considered an essential part of the human resource.
1.2. Ensure and explain best practices for all types of recruitment.
1.3. Maintain professional standards whether recruits are easy to find.
1.4. Ensure that equality of opportunity is considered an integral part of good recruitment practices and procedures.
Glossary:
SOP: Standard Operating Procedures
HRD: Human Resource Department
Scope:
This SOP is applicable for the Recruitment and Selection of Employees at [Organization Name].
Responsibility:
HR
All Employees
Procedure:
5.1. Manpower Requisition Generated
5.1.1. The Senior Manager will complete the Employment Authorization form.
5.1.2. The Senior Manager is responsible for ensuring correct authorization procedures have been complied with.
5.1.3. The Department Head will provide the Human Resources Officer with a fully authorized Employment Authority Form and instruct the commencement of Recruitment.
5.1.4. The Human Resources Officer will ensure that the correct authorization has been obtained. When all is in order, they shall commence the recruitment process.
5.2. Employment Procedure
5.2.1. The Human Resources Officer shall receive all applications for employment and shall acknowledge receipt thereof in writing. All applications for employment shall be addressed to the Human Resources Officer.
5.2.2. The Human Resources Officer shall sort all applications that meet the minimum appointment requirements as advertised, and then forward these applications to the Senior Manager concerned, together with a full list of all applications received.
5.2.3. The Senior Manager, in consultation with the Human Resources Officer, shall draw up the shortlist of candidates for interviewing.
5.2.4. The Human Resources Officer shall invite the shortlisted candidates for interviews and will ultimately make a recommendation to the Director for appointment.
5.2.5. The Human Resources Officer shall ensure that Reference Checks on shortlisted candidates are done, and then make the employment offer in consultation with the relevant Department Head to the selected candidate, which upon acceptance shall be followed by an appointment letter signed by the Director or his/her delegate. Once the selected candidate has accepted the employment offer, the Human Resources Officer shall send regret letters to all the unsuccessful candidates.
5.3. Employment Interview Panel
The Employment Interview Panel shall be provided with the ground rules of and procedures for interviewing (by the Human Resources Officer) prior to the actual commencement of interviews. The Panel shall consist of the following persons:
5.3.1. The Department Manager concerned
5.3.2. The Human Resources Officer
5.3.3. For Management Positions, a selected Board Member shall also attend.
Training:
Training Responsibility: HR
Training Given to:
Distribution:
Original Copy: Human Resource Department
Certified Copy No. 1:
Annexure:
Copy of Form Manpower Requisition
Reference:
In-House
From India, Mumbai
Acknowledge(0)Amend(0)
Grievance Handling SOP
1.0 Objective:
The purpose of this policy is to establish the procedure for handling employee grievances, with the objective of promoting greater understanding, cooperation, and teamwork at every level in the organization. This is also done to ensure that there is fair treatment and equitable consideration for all employees.
2.0 Glossary:
SOP - Standard Operating Procedures
3.0 Scope:
This SOP is applicable for Grievance Handling at Organization Name.
4.0 Responsibility:
- Department Supervisor
- Senior Manager
- Human Resource Department Head
5.0 Procedure:
5.1 In the event of a grievance, the employee may lodge a grievance with his/her immediate supervisor within 7 working days from its occurrence.
5.2 It is the responsibility of the immediate supervisor to provide feedback to the employee on the outcome of the case within 7 working days upon receipt of the filed grievance.
5.3 If an employee does not receive a satisfactory answer from his/her supervisor, the employee may escalate the grievance to the HR Department.
5.4 If the grievance remains unsolved, the employee may approach the next level of management.
5.5 At each level, a concerted effort must be made to resolve the matter within a period of no more than 7 working days. If the grievance is not brought up again within the next 7 days, such grievance will then be considered as resolved.
6.0 Training:
- Human Resource Executive
- Human Resource Assistant
7.0 Distribution:
HR Department
8.0 Annexure:
Nil
9.0 Reference:
From India, Mumbai
Acknowledge(0)Amend(0)
1.0 Objective:
The purpose of this policy is to establish the procedure for handling employee grievances, with the objective of promoting greater understanding, cooperation, and teamwork at every level in the organization. This is also done to ensure that there is fair treatment and equitable consideration for all employees.
2.0 Glossary:
SOP - Standard Operating Procedures
3.0 Scope:
This SOP is applicable for Grievance Handling at Organization Name.
4.0 Responsibility:
- Department Supervisor
- Senior Manager
- Human Resource Department Head
5.0 Procedure:
5.1 In the event of a grievance, the employee may lodge a grievance with his/her immediate supervisor within 7 working days from its occurrence.
5.2 It is the responsibility of the immediate supervisor to provide feedback to the employee on the outcome of the case within 7 working days upon receipt of the filed grievance.
5.3 If an employee does not receive a satisfactory answer from his/her supervisor, the employee may escalate the grievance to the HR Department.
5.4 If the grievance remains unsolved, the employee may approach the next level of management.
5.5 At each level, a concerted effort must be made to resolve the matter within a period of no more than 7 working days. If the grievance is not brought up again within the next 7 days, such grievance will then be considered as resolved.
6.0 Training:
- Human Resource Executive
- Human Resource Assistant
7.0 Distribution:
HR Department
8.0 Annexure:
Nil
9.0 Reference:
From India, Mumbai
Acknowledge(0)Amend(0)
Exit Formalities: SOP
1.0 Objective:
The purpose of this SOP is to provide guidelines to be followed when the employee leaves the company either due to Resignation or Termination. This is to ensure that both parties have all issues tied to mutual satisfaction in a fair manner.
2.0 Glossary:
SOP Standard Operating Procedures
3.0 Scope:
This SOP is applicable for the procedure on how the exit from the organization will be managed to deal with resignations at Organization Name.
4.0 Responsibility: HR, Senior Manager, All Departments
5.0 Procedure:
5.1 Employee wishing to terminate their employment should do so in writing to their Department Head.
5.2 The resignation letter should be approved by Directors.
5.3 The minimum period of notice an employee should give to the organization is 1 month as per the company policy.
5.4 Any Holidays taken but not occurred will be deducted from the final salary payment.
5.5 Employee should deliver all physical assets to the organization. The Department Head should issue a Handover Checklist.
5.6 The Handover Checklist approved by Director.
5.7 The resigning Employee hands over the physical assets to a designated person.
5.8 Intimate the resigning employee details to the Administration Department, Human Resource Department, & Account Department.
5.9 After that, No dues form shall be issued.
5.10 The Relieving Letter & Experience Letter shall be issued by an authorized person.
6.0 Training:
Training Responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Handover Checklist
Copy of Employee Agreement
Copy of Relieving Letter
Copy of Experience Letter
9.0 Reference:
In-House
From India, Mumbai
Acknowledge(0)Amend(0)
1.0 Objective:
The purpose of this SOP is to provide guidelines to be followed when the employee leaves the company either due to Resignation or Termination. This is to ensure that both parties have all issues tied to mutual satisfaction in a fair manner.
2.0 Glossary:
SOP Standard Operating Procedures
3.0 Scope:
This SOP is applicable for the procedure on how the exit from the organization will be managed to deal with resignations at Organization Name.
4.0 Responsibility: HR, Senior Manager, All Departments
5.0 Procedure:
5.1 Employee wishing to terminate their employment should do so in writing to their Department Head.
5.2 The resignation letter should be approved by Directors.
5.3 The minimum period of notice an employee should give to the organization is 1 month as per the company policy.
5.4 Any Holidays taken but not occurred will be deducted from the final salary payment.
5.5 Employee should deliver all physical assets to the organization. The Department Head should issue a Handover Checklist.
5.6 The Handover Checklist approved by Director.
5.7 The resigning Employee hands over the physical assets to a designated person.
5.8 Intimate the resigning employee details to the Administration Department, Human Resource Department, & Account Department.
5.9 After that, No dues form shall be issued.
5.10 The Relieving Letter & Experience Letter shall be issued by an authorized person.
6.0 Training:
Training Responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Handover Checklist
Copy of Employee Agreement
Copy of Relieving Letter
Copy of Experience Letter
9.0 Reference:
In-House
From India, Mumbai
Acknowledge(0)Amend(0)
Exit Formalities: SOP
1.0 Objective:
The purpose of this SOP is to provide guidelines to be followed when the employee leaves the company either due to resignation or termination. This is to ensure that both parties have all issues tied to mutual satisfaction in a fair manner.
2.0 Glossary:
SOP - Standard Operating Procedures
3.0 Scope:
This SOP is applicable for the procedure on how the exit from the organization will be managed to deal with resignations at Organization Name.
4.0 Responsibility:
HR
Senior Manager
All Departments
5.0 Procedure:
5.1 Employee wishing to terminate their employment should do so in writing to their Department Head.
5.2 The resignation letter should be approved by Directors.
5.3 The minimum period of notice an employee should give to the organization is 1 month as per the company policy.
5.4 Any holidays taken but not occurred will be deducted from the final salary payment.
5.5 Employee should deliver all physical assets to the organization. The Department Head should issue a Handover Checklist.
5.6 The Handover Checklist should be approved by the Director.
5.7 The resigning employee should hand over the physical assets to a designated person.
5.8 Notify the resigning employee's details to the Administration Department, Human Resource Department, and Account Department.
5.9 After that, a No Due Form shall be issued.
5.10 The Relieving Letter and Experience Letter shall be issued by an authorized person.
6.0 Training:
Training Responsibility: HR Executive
Training Given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
- Copy of Handover Checklist
- Copy of Employee Agreement
- Copy of Relieving Letter
- Copy of Experience Letter
9.0 Reference:
In-House
From India, Mumbai
Acknowledge(0)Amend(0)
1.0 Objective:
The purpose of this SOP is to provide guidelines to be followed when the employee leaves the company either due to resignation or termination. This is to ensure that both parties have all issues tied to mutual satisfaction in a fair manner.
2.0 Glossary:
SOP - Standard Operating Procedures
3.0 Scope:
This SOP is applicable for the procedure on how the exit from the organization will be managed to deal with resignations at Organization Name.
4.0 Responsibility:
HR
Senior Manager
All Departments
5.0 Procedure:
5.1 Employee wishing to terminate their employment should do so in writing to their Department Head.
5.2 The resignation letter should be approved by Directors.
5.3 The minimum period of notice an employee should give to the organization is 1 month as per the company policy.
5.4 Any holidays taken but not occurred will be deducted from the final salary payment.
5.5 Employee should deliver all physical assets to the organization. The Department Head should issue a Handover Checklist.
5.6 The Handover Checklist should be approved by the Director.
5.7 The resigning employee should hand over the physical assets to a designated person.
5.8 Notify the resigning employee's details to the Administration Department, Human Resource Department, and Account Department.
5.9 After that, a No Due Form shall be issued.
5.10 The Relieving Letter and Experience Letter shall be issued by an authorized person.
6.0 Training:
Training Responsibility: HR Executive
Training Given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
- Copy of Handover Checklist
- Copy of Employee Agreement
- Copy of Relieving Letter
- Copy of Experience Letter
9.0 Reference:
In-House
From India, Mumbai
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