9
3. Scope :
This SOP is applicable for Employee Joining Formalities at Organization name
4. Responsibility:
HR
5. Procedure
5.1. Joining Procedure
5.1.1. 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 aggress to report to the Office
5.2. 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 from duly signed by the Authorized person.
5.3. Job Description: On appointment, an employee shall be given a job description. This shall specify the scope and terms of reference for their position. Job Description shall be reviewed yearly.
5.4. Education Certificate
5.4.1. S.S.C
5.4.2. H.S.C
5.4.3. Graduation
5.4.4. Post Graduation
5.5. Residential & Identity Proof
5.5.1. All Employee shall Provide proof of permanent and temporary address before joining and all written correspondence wherein there is need addressed to employee’s residence shall be sent to the last address provide by the employee
5.5.2. When an employee is shifting or relocating his residence ,he/she shall provide the new address in writing one week prior to his shifting or relocating
5.5.3. Employee for this purpose shall provide any of the following documents for proof of address:
1. Ration Card
2. Pan Card
3. Driving License
4. Voters Card
5.5.4. Photographs: Employee shall submit three Photographs.
5.6. Provident Fund & ESIC:
5.6.1. New joining employee shall crate an Account of PF
5.6.2. New joining employee shall crate an Account of ESIC
5.6.3. Clear the query of employee transfer or withdraw the PF Account
5.7. Personal Form
5.7.1. 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 dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.8. 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 dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.9. Personal File
5.9.1. Job Application
5.9.2. Job Description
5.9.3. Resume
5.9.4. Copies of Education Certificate
5.9.5. Copied of past Employment Credentials
5.9.6. Salary History
5.9.7. Documents Related to Employee Performance reviews, Appraisals.
5.10. Joining Kit
5.10.1. Computer
5.10.2. Phone Line
5.10.3. Stationary
5.10.4. Lab coat
5.11. Issuing ID Cards
5.11.1. Employee Card
5.11.2. Visiting Card
5.11.3. Email Id
5.12. Allocating Employee code and entering Name in Register
5.13. Leave policy
5.13.1. All leave entitlement shall be on a calendar year basis& the leave rules applicable to Staff, Executives, Officers and Managers
5.13.2. All confirmed employees are eligible to avail the above leave facility. Employee has applicable leave for 21 Days.
5.13.3. Leave is calculated on pro-data basis for the period of actual working days including the leave on full pay but excluding the leave without pay.
5.13.4. In case any 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/deduction from final dues.
5.13.5. Leave can be availed in terms of full day/half day, the timings to be mentioned.
5.13.6. 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 immediate supervisor for recommendation and approval.
5.13.7. Normally the employee’s application for leave 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.
5.13.8. All Holidays and weekly off falling during the leave period shall be treated as leave.
5.13.9. 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 thereon for any further late comings, half-day leaves will be debited from employee’s account and if there is no leave in his account then the same will be treated as leave without pay.
5.14. Bank A/C opening: HR will take care to get bank account opening with these banks for all the employees at the time of joining and do the follow up with bank. It is responsibility of all individual employees to submit the required documents with Account opening from of bank (Provided by HR) with in 15 days of their joining.
5.15. Intimating through mail information of new joined Employee to Accounts Department
6. Training:
Training responsibility: HR
Training given to:
7. Distribution:
8. Annexure:
8.1. Offer letter Format
8.2. Appointment letter Format
8.3. Copy of Employee Agreement
8.4. Copy Of Personal Form
8.5. List Of Joining Kit
8.6. Copy Of Leave Policy
9. Reference:
In House
From India, Mumbai
This SOP is applicable for Employee Joining Formalities at Organization name
4. Responsibility:
HR
5. Procedure
5.1. Joining Procedure
5.1.1. 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 aggress to report to the Office
5.2. 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 from duly signed by the Authorized person.
5.3. Job Description: On appointment, an employee shall be given a job description. This shall specify the scope and terms of reference for their position. Job Description shall be reviewed yearly.
5.4. Education Certificate
5.4.1. S.S.C
5.4.2. H.S.C
5.4.3. Graduation
5.4.4. Post Graduation
5.5. Residential & Identity Proof
5.5.1. All Employee shall Provide proof of permanent and temporary address before joining and all written correspondence wherein there is need addressed to employee’s residence shall be sent to the last address provide by the employee
5.5.2. When an employee is shifting or relocating his residence ,he/she shall provide the new address in writing one week prior to his shifting or relocating
5.5.3. Employee for this purpose shall provide any of the following documents for proof of address:
1. Ration Card
2. Pan Card
3. Driving License
4. Voters Card
5.5.4. Photographs: Employee shall submit three Photographs.
5.6. Provident Fund & ESIC:
5.6.1. New joining employee shall crate an Account of PF
5.6.2. New joining employee shall crate an Account of ESIC
5.6.3. Clear the query of employee transfer or withdraw the PF Account
5.7. Personal Form
5.7.1. 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 dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.8. 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 dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
5.9. Personal File
5.9.1. Job Application
5.9.2. Job Description
5.9.3. Resume
5.9.4. Copies of Education Certificate
5.9.5. Copied of past Employment Credentials
5.9.6. Salary History
5.9.7. Documents Related to Employee Performance reviews, Appraisals.
5.10. Joining Kit
5.10.1. Computer
5.10.2. Phone Line
5.10.3. Stationary
5.10.4. Lab coat
5.11. Issuing ID Cards
5.11.1. Employee Card
5.11.2. Visiting Card
5.11.3. Email Id
5.12. Allocating Employee code and entering Name in Register
5.13. Leave policy
5.13.1. All leave entitlement shall be on a calendar year basis& the leave rules applicable to Staff, Executives, Officers and Managers
5.13.2. All confirmed employees are eligible to avail the above leave facility. Employee has applicable leave for 21 Days.
5.13.3. Leave is calculated on pro-data basis for the period of actual working days including the leave on full pay but excluding the leave without pay.
5.13.4. In case any 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/deduction from final dues.
5.13.5. Leave can be availed in terms of full day/half day, the timings to be mentioned.
5.13.6. 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 immediate supervisor for recommendation and approval.
5.13.7. Normally the employee’s application for leave 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.
5.13.8. All Holidays and weekly off falling during the leave period shall be treated as leave.
5.13.9. 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 thereon for any further late comings, half-day leaves will be debited from employee’s account and if there is no leave in his account then the same will be treated as leave without pay.
5.14. Bank A/C opening: HR will take care to get bank account opening with these banks for all the employees at the time of joining and do the follow up with bank. It is responsibility of all individual employees to submit the required documents with Account opening from of bank (Provided by HR) with in 15 days of their joining.
5.15. Intimating through mail information of new joined Employee to Accounts Department
6. Training:
Training responsibility: HR
Training given to:
7. Distribution:
8. Annexure:
8.1. Offer letter Format
8.2. Appointment letter Format
8.3. Copy of Employee Agreement
8.4. Copy Of Personal Form
8.5. List Of Joining Kit
8.6. Copy Of Leave Policy
9. Reference:
In House
From India, Mumbai
1. Objective
The purpose of this SOP is to section aims 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 practice 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 procedure;
2. Glossary :
SOP Standard Operating Procedures
HRD Human Resource Department
3. Scope:
This SOP is applicable for the Recruitment and Selection of Employee at organization name
4. Responsibility:
HR
All Employees
5. 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 to ensure 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 commencement of Recruitment.
5.1.4. The Human Resources Officer will control 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 applicants 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 short listed 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 Check on shortlist candidates is done, and then 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 the as well as a selected Board Member shall attend
6. Training:
Training responsibility: HR
Training given to:
7. Distribution:
Original Copy: Human Resource Department
Certified Copy No. 1:
8. Annexure:
Copy of Form Manpower Requisition
9. Reference:
In House
From India, Mumbai
The purpose of this SOP is to section aims 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 practice 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 procedure;
2. Glossary :
SOP Standard Operating Procedures
HRD Human Resource Department
3. Scope:
This SOP is applicable for the Recruitment and Selection of Employee at organization name
4. Responsibility:
HR
All Employees
5. 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 to ensure 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 commencement of Recruitment.
5.1.4. The Human Resources Officer will control 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 applicants 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 short listed 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 Check on shortlist candidates is done, and then 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 the as well as a selected Board Member shall attend
6. Training:
Training responsibility: HR
Training given to:
7. Distribution:
Original Copy: Human Resource Department
Certified Copy No. 1:
8. Annexure:
Copy of Form Manpower Requisition
9. Reference:
In House
From India, Mumbai
Grievance Handling sop
1.0 Objective:
The Purpose of this policy is to establish the procedure for Handling of employee grievances, with the objective of Promoting greater understanding, Co-operation and team work at every level in the organization. This is also done 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 the Grievance Handling at organization Name
4.0 Responsibility:
Department Supervisor
Senior Manger
Human Resource Department Head
5.0 Procedure:
5.1 In the event of 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 immediate supervisor to feedback to the employee on the outcome of the case within 7 working days upon receipt of Grievance filed.
5.3 If an Employee does not receive a satisfactory answer from his /her supervisor the employee may take the Grievance up to HR Department.
5.4 The Grievance shall remain unsolved; the employee may approach the next level of Management.
5.5 At each level, concerted effort must be made to resolve the matter within period of not more than 7 working days. It 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
1.0 Objective:
The Purpose of this policy is to establish the procedure for Handling of employee grievances, with the objective of Promoting greater understanding, Co-operation and team work at every level in the organization. This is also done 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 the Grievance Handling at organization Name
4.0 Responsibility:
Department Supervisor
Senior Manger
Human Resource Department Head
5.0 Procedure:
5.1 In the event of 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 immediate supervisor to feedback to the employee on the outcome of the case within 7 working days upon receipt of Grievance filed.
5.3 If an Employee does not receive a satisfactory answer from his /her supervisor the employee may take the Grievance up to HR Department.
5.4 The Grievance shall remain unsolved; the employee may approach the next level of Management.
5.5 At each level, concerted effort must be made to resolve the matter within period of not more than 7 working days. It 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
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 fair manner.
2.0 Glossary :
SOP Standard Operating Procedures
3.0 Scope :
This SOP is applicable for the procedure on how exit from the organization will be managed exit deal with resignations at Organization Name
4.0 Responsibility:
HR
Senior Manger
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 approve by Directors
5.3 The minimum period of notice employee should give to organization of 1 month as per the company policy.
5.4 Any Holiday taken out not occurred will be deducted from final salary payment.
5.5 Employee should deliver up to organization all physical assets. The Department Head should issue Hand over Checklist.
5.6 The Hand over Checklist approve by Director.
5.7 The resign Employee Hand over the physical asset to a consents person
5.8 Intimate a resign employee detail to Administration Department, Human Resource Department & Account Department.
5.9 After that No due from shall be issue.
5.10 The Reliving Letter & Experience letter shall be issue by authorized person.
6.0 Training:
Training responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Hand over Checklist
Copy of Employee Agreement
Copy of Reliving Letter
Copy of Experience Letter
9.0 Reference:
In House
From India, Mumbai
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 fair manner.
2.0 Glossary :
SOP Standard Operating Procedures
3.0 Scope :
This SOP is applicable for the procedure on how exit from the organization will be managed exit deal with resignations at Organization Name
4.0 Responsibility:
HR
Senior Manger
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 approve by Directors
5.3 The minimum period of notice employee should give to organization of 1 month as per the company policy.
5.4 Any Holiday taken out not occurred will be deducted from final salary payment.
5.5 Employee should deliver up to organization all physical assets. The Department Head should issue Hand over Checklist.
5.6 The Hand over Checklist approve by Director.
5.7 The resign Employee Hand over the physical asset to a consents person
5.8 Intimate a resign employee detail to Administration Department, Human Resource Department & Account Department.
5.9 After that No due from shall be issue.
5.10 The Reliving Letter & Experience letter shall be issue by authorized person.
6.0 Training:
Training responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Hand over Checklist
Copy of Employee Agreement
Copy of Reliving Letter
Copy of Experience Letter
9.0 Reference:
In House
From India, Mumbai
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 fair manner.
2.0 Glossary :
SOP Standard Operating Procedures
3.0 Scope :
This SOP is applicable for the procedure on how exit from the organization will be managed exit deal with resignations at Organization Name
4.0 Responsibility:
HR
Senior Manger
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 approve by Directors
5.3 The minimum period of notice employee should give to organization of 1 month as per the company policy.
5.4 Any Holiday taken out not occurred will be deducted from final salary payment.
5.5 Employee should deliver up to organization all physical assets. The Department Head should issue Hand over Checklist.
5.6 The Hand over Checklist approve by Director.
5.7 The resign Employee Hand over the physical asset to a consents person
5.8 Intimate a resign employee detail to Administration Department, Human Resource Department & Account Department.
5.9 After that No due from shall be issue.
5.10 The Reliving Letter & Experience letter shall be issue by authorized person.
6.0 Training:
Training responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Hand over Checklist
Copy of Employee Agreement
Copy of Reliving Letter
Copy of Experience Letter
9.0 Reference:
In House
From India, Mumbai
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 fair manner.
2.0 Glossary :
SOP Standard Operating Procedures
3.0 Scope :
This SOP is applicable for the procedure on how exit from the organization will be managed exit deal with resignations at Organization Name
4.0 Responsibility:
HR
Senior Manger
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 approve by Directors
5.3 The minimum period of notice employee should give to organization of 1 month as per the company policy.
5.4 Any Holiday taken out not occurred will be deducted from final salary payment.
5.5 Employee should deliver up to organization all physical assets. The Department Head should issue Hand over Checklist.
5.6 The Hand over Checklist approve by Director.
5.7 The resign Employee Hand over the physical asset to a consents person
5.8 Intimate a resign employee detail to Administration Department, Human Resource Department & Account Department.
5.9 After that No due from shall be issue.
5.10 The Reliving Letter & Experience letter shall be issue by authorized person.
6.0 Training:
Training responsibility: HR Executive
Training given to: HR Assistants
7.0 Distribution:
8.0 Annexure:
Copy of Hand over Checklist
Copy of Employee Agreement
Copy of Reliving Letter
Copy of Experience Letter
9.0 Reference:
In House
From India, Mumbai
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