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As an HR manager. Which are the key reference documents you require to have by your desk to be able to refer & perform your duties satisfactorily ?

On your first day as an HR manager. Which are the key reference document you require to have by your desk to be able to refer to, to show employees and line manager, so to be able to performed your duties satisfactorily? here is more clear for the questions .

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Question added by Saifeldin Osman Ali , Human Resources Consultant , Aldoha investment CO LTD Sudan
Date Posted: 2016/02/24
Ahmed Mohamed Ayesh Sarkhi
by Ahmed Mohamed Ayesh Sarkhi , Shared Services Supervisor , Saudi Musheera Co. Ltd.

HR guide and co. policy                          .

 

Josefa III Tizon
by Josefa III Tizon , Admin Assistant and Sales Coordinator , ARABIAN MARKETING CORPORATION FZCO

UAE HR Guide book and the Company policies & procedures must be always on my desk, to have an easy access and ready to answers to any questions directly

Saifeldin Osman Ali
by Saifeldin Osman Ali , Human Resources Consultant , Aldoha investment CO LTD Sudan

Below is  the key reference document you require to have by your desk to be able to refer to ,to show employees and line manager ,so to be able to performed your duties satisfactorily in some countries personal income tax and Zakat is not required:

1-Approved HR policy and procedure

2- Staff handbook

3- Labor law

4-National social insurance handbook

5- Personal income tax handbook

6 – Zakat law

7-Diciplinary code

 

8 -Personal files, contact list ,code of conduct 

Vinod Jetley
by Vinod Jetley , Assistant General Manager , State Bank of India

The basic mission of human resources will always be

a)to acquire, develop, and retain talent;

b)align the workforce with the business;

 

c) &be an excellent contributor to the business.

 

 

These three challenges will never change.

So, first and foremost, you need the company's business plan for the year.

Randy Jumaquio
by Randy Jumaquio , HR Executive │ Content Creator │ Coach , Self-Employed (Freelancer)

At my first day, I will have to meet and greet. My diary should be the first note I should open and write on to.

SHOEB AKHTAR
by SHOEB AKHTAR , Asst. Manager HR & Admin , Power Mech Projects Ltd

From Tthe following documents are the key documents required as per the Companies Code of Conduct and Norms. The importance of these documents may vary from business to business and Country to Country as every business is different in its own way and every countries has its own Policy and procedure for regulates the Business.

1. Job Descriptions

A Job Discription gives both the business and the employee a clear idea of the necessities of a specific Job. The JD plots every one of the obligations and duties that are related to a specific job role. It likewise gives a sign of the sorts of abilities that are required to efficiently carry out that specific work. For the most part, a nitty-gritty JD will comprise of all the significant information of any specific employment like Job Role, Job Title, Responsibilities, Job Summary, and so on.

2. Employment Contract

An Employment contract is a written proof of the professional relationship between an employer and an employee. The document is explicit to an employee or to a whole organization. An employment contract can totally negate voluntarily work, which makes it a helpful document for luring new employees.

It is a signed piece of document that acts as proof of the agreement between an employer and an employee. The employment contract states the rights & responsibilities of both parties.

3. Recruitment Process Documents

The selection procedure has many steps, for example, screening, interviewing, meeting, selection, induction, and onboarding. A hiring specialist plays out every one of these procedures to choose a qualified candidate the shortlisted ones.

All these processes need to be recorded in official documents to keep a track of how and where the process is heading.

The following documents are vital when it comes to the recruitment process,

  • Offer Letter
  • Manpower Requisition
  • Job Description
  • Employment Agreement and contract
  • Recruitment Tracker
  • Candidate Evaluation Form
  • Reference Check Guide

4. Performance Appraisal Documents

A Performance Appraisal Document helps in performance management and measurement for both parties.

A strong performance management system is based on the simple concept of SMART goals (Specific. Measurable. Attainable. Relevant. Time-based)

Also, the feedback exercise can help an organization in the basic future decision-making process. For the board, input from an employee can prompt upgrades in procedures and the management style.

Creating a standardized and a uniform format to define performance and in setting goals across various levels of employees.

Following are some of the Performance appraisal document examples,

  • Performance Management Process
  • Performance Review
  • Performance Improvement Plan
  • Performance Appraisal Letter
  • Performance Warning Letter
  • KRA

5. Employee Handbook

An employee handbook consists of all the procedures, policies, authority & responsibility, and expectations from a certain employee who is carrying out a specific job in the organization.

It is one of the important HR documents as it contains businesses’ administrative procedures. Generally, it is handed over to an employee on the first day of employment. The employee handbook is utilized by employers to outline important policies of the company and to protect the rights and responsibilities of both the employer and the employee.

An employee handbook contains legal information like employment policies, anti-harassment policies, as well as the expected level of safety for employees in the organization.

An employee handbook forms a very important part of the employee policies of a company.

6. Employee Compensation Documents

An employee compensation package consists of cash and kind payments that an employer gives to an employee in exchange for the service provided by the employee.

Businesses require manpower. Manpower must be compensated, and compensation must be right, leaving no room for errors or complaints. The employee compensation documents form a part of the Important HR documents of any organization.

The employee compensation module contains the following documents,

  • Salary Structure
  • Components of the Compensation package
  • Bonus Calculation
  • Increment Calculation
  • TDS Calculation
  • Salary Slips
  • ITR Declaration

7. Statutory Documents

For a business to run proficiently and comply with the statutory requirements, it is vital to keep up specific records and registers. Maintaining such records and registers are significant for satisfying the statutory disclosure purposes. Keeping up such records helps in guaranteeing that the activities of the business are systematic.

The following are essential statutory documents that need to be maintained by an organization,

  • PF, ESIC, and MWLF
  • ESIC New Wage Ceiling
  • Wage Ceiling Under EPF Act
  • Payment of Gratuity Act
  • Professional Tax
  • Statutory Forms
  • Rules for Statutory Deductions Exemptions Perquisites-Payroll

8. Onboarding Procedure

Employee Onboarding is nothing but making the new employees understand things related to the organization and welcoming them onboard. Helping new employees integrate into the company and its culture is the main objective of Employee Onboarding.

The onboarding process is a strategic one so that the employee feels like a part of the organization, this helps in improving the efficiency of performance of the new employee and the organization as a whole.

The onboarding procedure needs a lot of important HR documents for the efficient onboarding process, here are some of the docs related to employee onboarding,

  • Onboarding Checklist
  • Employee Induction
  • New Employee Announcement Email
  • Employee Welcome Email
  • New Hire Checklist
  • Job Offer Email
  • Company Policies Checklist for New Hires
  • Welcoming New Employees
  • Appointment Letter

9. Employee Management & Recordkeeping

Your HR Dept. has to look after all the documentation requirements of your employees. They have to track and record all the relative data about the employee of the organization. HR has to keep track of all the records and reports of the employee throughout their time in the organization. 

Here’s a list of all the employee management and recordkeeping documents,

  • Employee Master File
  • Acceptance of Employee Apology All Purpose
  • Admin Manual
  • Stationary Request template
  • Warning Notice for Attendance Issues
  • Warning Notice for Behaviour Issues
  • Warning Notice for General Behaviour Issues
  • Warning Notice for Performance Issues
  • Warning Notice for Misbehaviour on Specific Date-Occasion
  • Job Suspension during Misconduct Investigation
  • Post Probation Increment Certificate
  • Ad-hoc Designation Change Certificate
  • Ad-hoc Increment Certificate
  • Appraisal Certificate with Increment and Promotion
  • Appraisal Certificate with Promotion without Increment
  • Experience or Relieving letter with praise
  • Experience or Relieving letter
  • Full-n-Final Settlement with Confirmation
  • Internship Experience Certificate with Praise
  • Internship Experience Certificate
  • Lay-off due to CO-BU-Dept Shutdown
  • Final Warning Notice for Attendance Issues
  • Final Warning Notice for Behaviour Issues
  • Final Warning Notice for Performance Issues
  • Relieving Letter after Resignation
  • Resignation Acceptance General Key Employee
  • Resignation Acceptance General
  • Resignation Withdrawal for Growth Prospects
  • Resignation Withdrawal for Role Change

. Exit Process

An employee may a company for various reasons, ranging from not fitting into the work culture to getting a better opportunity elsewhere. In some cases, they could be terminated due to poor performance. In either case, an employer has to follow a specific procedure as given in the exit process of the company to ensure a smooth process for both the employer and the employee.

Following are Important HR documents when it comes to the exit process,

 

  • Leaving Formalities
  • Relieving Letter
  • Exit Interview
  • Clearance Form
  • Full & Final Settlement   

Emad Mohammed said abdalla
by Emad Mohammed said abdalla , ERP & IT Software, operation general manager . , AL DOHA Company

I fully agree with the answers been added by EXPERTS...............Thanks.

UDAY-KRISHNA Dongare
by UDAY-KRISHNA Dongare , HEAD HR ADMINISTRATION / GENERAL MANAGER HR ADMINISTRATION , L&T Heavy Civil Construction

For any HR manager/ HRBP to perform individual duties, following documents act as key documents. 

1. HR Policy manual

2. HR Procedural manual / SOP manual

3. HR Budget

4. Organisation chart of entire organisation.

5. All Job descriptions

 

The above documents give information on entire spectrum. 

Aditya Kawade
by Aditya Kawade , R&D Associate and Mechanical Tech Lead , Crest Technologies

Employee Details and Organizational Chart

Development Policies

Mohammed Abdullah Mohammed Alqahtani
by Mohammed Abdullah Mohammed Alqahtani , Deputy Director , University of King Saud bin Abdulziz forHealth Science

organization policies and procedures to be followed

Deleted user
by Deleted user

Human Resources Policy Mannual. 

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