Hr and payroll

Gyanam Educom
Human Resources Consultant

Standard Operating Procedures (SOP)
For Construction & Manufacturing Companies

Prepared & Compiled By;

SATISH KUMAR
CEO & Group Director

Aashumal International Private Limited
Version: 01

Index

HUMAN
RESOURCES

 Process Overview
Home

 Key Objectives

 Organization Chart
Process Overview

Key Inputs

 Process Owners
Key Objectives

Process Owners

 Key Inputs

Key Activities

 Activities
 Flowcharts

Flowchart

Key Formats

 Key Outputs
Key Outputs
KPM

MIS

 Responsibility & Authority Matrix
 Key Formats

R&A

 Key Performance Measurements
Help

 Management Information Systems

 Help Guidance

2

Process Overview

HUMAN
RESOURCES

1. Recruitment

2. New Inductee
Management

Home

3. HR Documentation

Process
Process Overview
Overview

Key Inputs

4. Master Management
Key Objectives
Key Activities

5. Employee Benefits
Process Owners

Human Resources
Key Formats

6. Training & PMDP

Flowchart

7. Employee
Relationship
Key Outputs

KPM

MIS

8. Compensation

9. HRIS

R&A

10. Statutory Process
Help

11. Exit Management

3

Process Overview

HUMAN
RESOURCES

1. Recruitment

1.1 Manpower Planning

1.2 New Employee
Requisition

Home

1.3 Sourcing &
Screening

Process
Process Overview
Overview

Key Inputs

1.4 New Employee
Selection
Key Objectives

1.5 Review of selection
Procedures
Process Owners

1.6 Invoice Certification
for Recruitment
agencies

Human Resources
Key Formats

Key Activities

Flowchart

2.1 New Employee
joining process
Key Outputs

KPM

2.2 Induction Process

2.3 Opening of new
Bank Account

MIS

Help

2. New Inductee
Management

R&A

2.4 Culture
Sensitization

4

Process Overview

HUMAN
RESOURCES

3. HR Documentation

3.1 Employee
Confirmation
process

3.2 Other HR
Documentation

Home


Process
Process Overview
Overview

4.1 Employee Master
Key Inputs

5.1 Employee Mobile
Phone Scheme
Key Objectives

5.2 Employee Laptop
Scheme

Key Activities

Process Owners

Human Resources

5.3 Employee Travel

Flowchart

Key Formats

5.4 Salary Advance
Key Outputs

5.5 Employee
Relocation
/Transfer

KPM

5.6 Employee Group
Insurance

MIS

Help

R&A

5.7 Employee family
Benefit Scheme

5

Process Overview

HUMAN
RESOURCES

6. Training & PMDP

6.1 Training Process

6.2 Performance
Appraisal

Home

7. Employee
Relationship

Process
Process Overview
Overview

7.1 Retention Initiatives
Key Inputs

7.2 Diversity
Management
Key Objectives
Key Activities

7.3 Grievance Handling
Process Owners

Human Resources

8. Compensation

8.1 Payroll

Flowchart

Key Formats

8.2 Reimbursements
Key Outputs
KPM

MIS

9. HRIS

10. Statutory Process

R&A

11.1 Employee
Clearance

Help

11. Exit Management

11.2 Employee Exit
Interview

6

Key Objectives

HUMAN
RESOURCES

SOP Objectives
•

Process Overview

Key
Objectives

Key Objectives

•

To embed financial and informational controls in the HR process to manage employee benefits
administration and other HR related activities.

•

To provide a monitoring framework in order to manage the performance of the HR function.

•

Home

To specify procedures for the HR in order to increase consistency in the execution of the process.

To recruit the right people in the right place at the right time.

•

Maintain a robust Manpower Planning process.
Key Activities

•
Process Owners

To maintain a database of all employees and their key (personal, contact, and qualification) details.

•

To maintain a database of compensation details of all employees as well as tax-related particulars
required for accurate TDS calculation (for Income tax and / or Fringe Benefit Tax).

•

To specify procedures for the Payroll process in order to increase consistency in the execution of the
process..

•

To provide a monitoring framework in order to manage the performance of the Payroll function.

•

Optimal utilization of Human Resources.

KPM

MIS

Flowchart

To accurately compute and process payroll.

•

Key Formats

Key Inputs

Key Outputs

R&A

Help

7

HUMAN
RESOURCES

Organizational Structure - HR
CMD

Home

Director

Process Overview

Key Inputs

Key Objectives
Key Activities
Activities

Head HR
Process
Owners

Process Owners
Flowchart
Key Formats

Manager
Recruitment

Manager HR
Key Outputs
Key Output

KPM

MIS

Help

HR Team
(Recruitment)

HR Team
(HO)

HR Team
(Site)

Executive
(HR)

Executive HR

R&A

8

Organizational Structure - HR

HUMAN
RESOURCES

Band Structure
Band

HO Staff

B01

Project Staff

Managing Director,
Directors

Home

Process Overview

Key Inputs

B02
Key Objectives

Process
Owners

B03

Process Owners

Senior Vice-President,
Vice-President, General
Manager
Dy.General Manager,
Asst.General Manager

Key Activities
Activities

Project Head
Flowchart

Key Formats

B04

Sr.Manager, Manager

Dy. Project Head,
Block-in-charge

Key Outputs
Key Output

KPM

B05
MIS

B06
Help

Sr.Engineer, Engineer,
Jr.Engineer

Construction Manager,
Site Engineer,

Senior Executive,
Executive

Senior Executive,
Executive

R&A

9
These are broad classifications of the grades in the company.

Process Owners

HUMAN
RESOURCES
Designation

Activities Performed

CMD/ Director

Approves Manpower Budget and Manpower Planning
Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter
Approve the final summary of appraisal form
Approves Employee award form
Approves Employee Group Insurance policy
Approves Employee Family Benefit scheme
Authorized salary revisions, resignations, etc.

Head HR

Review and Approval of Budget and Manpower Planning
Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter
Invoice certification of Recruitment Agency
Approves the interview formats
Blocking/Unblocking of Employee Master can only be authorized by Head HR
Approves the Training Calendar
Review the final summary of appraisal form
Review and Approve Employee award form
Review Employee Group Insurance policy
Review Employee Family Benefit scheme
Approve HRIS
Grievance Handling
Approves the Payroll and compensation
Resolves the issue in case of change of employees master.
Approves the F&F computations at the time of separation

Home

Process Overview

Key Objectives

Process
Owners

Process Owners

Key Formats

KPM

MIS

Help

Manager (HR)

Conducts Induction for new employees
Prepares Confirmation letter / Probation extension letter and termination letter/ Relieving letter
Implements additions, modifications and blocking/ unblocking of master records
Prepares the final summary sheet of employee appraisement
Review mobile phone requisition
Review advance requisition form
Prepare training calendar
Review and approves expense claim forms
Review Schemes for employee benefits like Group insurance policy, Employee Family benefit
schemes
Review the self assessment forms
Approves the checklist for statutory compliances
Review HRIS
Preparing monthly payroll statement
Verifies the salary advance tracker with approved requisitions and signs off the tracker at the month
end
Reviews and approves the calculation for gratuity payable
Reviews the F&F computations at the time of separation
Monitors the attendance and approves additions/ modifications to the attendance records
Approves the reconciliation of the leave Register with leave applications and the employee details in
the employee master

Key Inputs

Key Activities

Flowchart

Key Outputs

R&A

10

Process Owners

HUMAN
RESOURCES
Designation

Activities Performed

Manager ( Recruitment)

Review the manpower estimation sheet
Initiate the process for staff recruitment
Review the interview formats
Review Recruitment Agency invoice along with supporting documents

Executive ( Recruitment)

Updates Staff Requisition tracker and Source tracker
Screens the applications based on job description
Carries out candidate‟s background verification check
Coordinate Manager (Recruitment ) in other recruitment process

Home

Process Overview

Executive (HR)
Key Objectives

Process
Owners

Process Owners

Key Formats

KPM

MIS

Executive (HR ) at site
Help

Arranges the basic joining formalities
Performs additions, modifications and blocking/ unblocking of master records
Update Employee Asset Tracker
On receipt of mobile bill s, prepare a statement for that particular month
Collates all training request form and prepare list of attendees
Takes attendance on training day( as per training calendar) and updates training tracker with
details of program and attendees
Maintain a claim Register ( Manual)
Maintaing Checklist for statutory compliances
Execute schemes for Employee Benefit
Execute HRIS
Trace the attendance of site places on periodical basis
Maintain salary advance tracker based on the approved requisitions
Perform the payroll processing for the month
Calculates the tax payable for each employee
Calculates the gratuity payable
Performs F&F computations at the time of separation
Maintain attendance records
Updates leave register with details of leave application
On monthly basis , reconciles the leave register, leave applications and the employee details
in the employee master
Sources applications and conducts interviews of PSA‟s along with project In charge
Undertake induction for new joinees
Process the attendance
Process the employee advances
Process employee Grievance
Initiate Statutory compliances process
Maintain and update statutory Register

Key Inputs

Key Activities

Flowchart

Key Outputs

R&A

11

HUMAN
RESOURCES

1. Recruitment
Key Input:
−

Approved Staff Requisition form (SRF)

−

Manpower Budget

−

Interview Assessment Form

−

Job Applications

−

Application form

−

Background verification form

−

Personnel file checklist

Home

Process Overview

Key Inputs
Key Inputs

Key Objectives

Process Owners

Key Activities
Activities

Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

12

HUMAN
RESOURCES

1. Recruitment
Key Activities:
The Key Activities in the Agree Marketing Parameters process are as below:

Home

1.1 Manpower planning
1.2 New Employee Requisition
Process Overview

Key Inputs

1.3 Sourcing & Screening
1.4 New Employee Selection
Key Objectives

1.5 Selection Process Review
Process Owners

Key
Key
Key Activities
Activities
Activities

1.6 Invoice Certification for Recruitment Agency
Flowchart

Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

13

HUMAN
RESOURCES

1. Recruitment
1.1 Key Process description – Manpower Planning
1.

At the beginning of each year, a manpower budget shall be prepared for both the support functions
and the field staff (sites).

2.

The activity of preparation of the budget shall be initiated by a personnel at Manager or equivalent
level in each department.

3.

The following considerations shall be made at the time of drawing up/ finalizing the Manpower
Budget:

Home

Process Overview

Manpower requirement in current projects

Key Objectives

Manpower requirement on expected projects

4.

The inputs of the Manager shall be recorded in a Manpower Estimation sheet (MES) which shall be
sent to the respective HOD for approval. In case of any queries, HOD shall obtain clarifications from
the Manager.

5.

Post approval of the HOD, the MES shall be collected from each HOD by Executive (Recruitment)
who shall forward the same to the Manpower Planning Committee (MPC) for finalization. The
Manpower Planning Committee shall comprise of the following members:

Key Formats

–
–

Flowchart

Key Outputs
Key Output

Head (HR)
Head of Departments

–

MIS

Key
Key
Key Activities
Activities
Activities

Manpower gaps in support functions

Process Owners

KPM

Key Inputs

Site In-charge

R&A

Help

14

HUMAN
RESOURCES

1. Recruitment
1.1 Key Process description – Manpower Planning
6.

On receipt of the inputs of respective department Manager in the Manpower Estimation Sheet
(MES), the MPC shall first individually review the MES and in case of any queries, shall obtain
clarifications either from the HODs/ Managers. On review of the MPC, details of the MES shall be
collated in a Manpower budget format.

Process Overview

7.

The Manpower budget shall be signed-off by the MPC members subsequent to which the same shall
be sent to the CMD/Director for approval.

Key Objectives

8.

Manpower budget may be revised by the MPC at the mid-year based on any business exigencies
such as expected business growth, attrition rate. Approval of the CMD/Director shall be sought on the
revised Manpower Budget. Revised Manpower budget shall be assigned with a unique identification
number.

Home

Process Owners

9.

The original and the revised Manpower budget along with other documents such as Manpower
estimation sheet shall be maintained by the HR Team.

Key Inputs

Key
Key
Key Activities
Activities
Activities

Flowchart

Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

15

HUMAN
RESOURCES

1. Recruitment
Guiding Principles
•

Recruitment should be against a vacancy in the approved organization structure or approved
Manpower plan.

Home

•

Outside recruitment shall be resorted to, in a situation where recruitment for a vacancy cannot be met
by employees within the company.

Process Overview

•

The recruitment and selection shall be carried out on at least two-tier basis (Preliminary and Final) by

Key Inputs

duly constituted panels.
Key Objectives

1.2 Key Process description – Recruitment – New Employee Requisition
1.

A new person may be recruited in either of the following 2 mechanisms:
–

2.
Key Formats

Pull Mechanism – A vacancy exists in the system on account of an employee separation

–

Process Owners

Push Mechanism – A position exists per the manpower budget

–

A vacancy arises when an existing employee separates from the company

A newly created position (as per the manpower budget) needs to be filled

Help

Key Outputs
Key Output

Vacancy
1.

MIS

Flowchart

A Staff Requisition form shall be created when:

–
KPM

Key
Key
Key Activities
Activities
Activities

For all vacant positions in the organization, irrespective of the level of the employees, a standard Staff
Requisition Form shall be prepared by the User department.

2.

The Staff requisition form shall specify the job description (mentioned below) for the specific vacancy:
–
Job Title
–
Overall job purpose
–
Key tasks and duties
–
Key skills required for the job
–
Preferred qualifications, experience

R&A

16

HUMAN
RESOURCES

1. Recruitment
3.

The Staff Requisition form shall be approved by the HOD and submitted to the Head (HR).
Subsequently, Head HR shall verify whether the requisition is budgeted as per the Manpower Budget.
If the staff requisition is budgeted for, the Head (HR) shall discuss the requirement details with the
concerned HOD.

4.

If the staff requisition is not budgeted for, the Head HR shall discuss the requirement details with both
the concerned HOD and CMD/Director. CMD/Director shall approve the unbudgeted staff requisition
by way of sign-off on the hard copy of the staff requisition form.

Home

Process Overview

5.

Key Inputs

The Head HR, CMD/Director and the HOD shall first examine the following options:

Key Objectives

–
–

Increasing an employee‟s responsibilities

–

Process Owners

Reorganizing work distribution among the current workforce

Review whether the vacancy provides a suitable redeployment for an existing employee either
by way of transfer from surplus staff or by way of up-gradation/ promotion. In all such cases of
promotion/ transfers, the due process as applicable to open recruitment, such as interview,
shall need to be gone through.

Key Formats

–

Flowchart

The Head HR in concurrence with the CMD/Director shall identify whether the vacancy can be
posted on the Internal Job Postings site to give a chance to the existing work force in the

KPM

Key
Key
Key Activities
Activities
Activities

Key Outputs
Key Output

organization to apply for the particular vacancy. In all such cases, the due process as
applicable to open recruitment, such as interview, shall need to be gone through.
6.

In case, the position cannot be filled up internally, the requisition shall be sent to the Manager

MIS

R&A

Recruitment to initiate the process of sourcing applications from candidates. Manager Recruitment
shall allocate the responsibility of recruitments to the Executive Recruitment.
Help

17

HUMAN
RESOURCES

1. Recruitment
7.

The Executive Recruitment shall maintain the following trackers which shall be updated on receipt of
approved requisitions:

Home

–
–
Process Overview

8.

Staff Requisition Tracker
Source Tracker

The staff requisition tracker which shall record the following:
–

Department

–

Date of requisition

–

Staff Requisition number

–

Job Title

–

Required by date

–

Process Owners

Requisitioner

–

Key Objectives

Key Inputs

Budgeted/ Non-budgeted

Key
Key
Key Activities
Activities
Activities

Flowchart

Key Formats

9.

The staff requisition tracker shall facilitate the following:

–

MIS

–

Department wise Unbudgeted appointments

–

KPM

Identify lead time to close an open position

Evaluation of the selection process

Key Outputs
Key Output

R&A

Help

18

HUMAN
RESOURCES

1. Recruitment
10.

The Source Tracker shall record the following details:
–
–

Source

–
11.

Job title

–
Process Overview

Date of requisition

–

Home

Staff Requisition no.

No. of applicants from the particular source

The Source Tracker shall facilitate the following:
–

Identification of number of selection vis-à-vis no. of applicants from a specific source

–

Key Objectives

Key Inputs

Cost-Benefit analysis of different sources

Key
Key
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

19

HUMAN
RESOURCES

1. Recruitment
1.3 Key Process Description – Sourcing and Screening
1.

Home

On basis of an approved requisition, the HR team shall proceed to fill up the vacant position from other
sources such as:
–
–

Paper advertisements,

–

Internal referrals and

–
Key Formats

Recruitment agencies,

–
Process Owners

Job portals,

–

Key Objectives

Database of CVs,

–

Process Overview

Reviewing applications

Campus placements.

2.

Job Applications shall be obtained from the candidates identified from different sources. Executive HR
shall screen the applications on the basis of job description provided by the requisitioner in the Staff
Requisition form. HR round shall be conducted (telephonic interview) to shortlist the candidates.

Flowchart

As per the identification of skill required shortlisting of options done by Manager (HR) and finally selected
by Head HR.

4.

Key
Key
Key Activities
Activities
Activities

For the process of selection of Recruitment Agencies, Executive HR maintains separate register which
contains details of different agencies like specialization area, Rate of commission , coverage areas etc.

3.

Key Inputs

Key Outputs
Key Output
KPM

MIS

5.
Help

R&A

The Executive Recruitment shall notify the short listed candidates about the interview via e-mail and/ or
telephone with details of interview process and date & time of the interview. In cases where services of
recruitment agencies are hired, then the agencies shall be asked to co-ordinate for the same.

20

HUMAN
RESOURCES

1. Recruitment
5.

Rejected applications shall be filed in a common file for Rejections by (Executive Recruitment)
However, CVs that can be considered at a later date/ for another role shall be marked as “for future

Home

reference purpose” and filed accordingly.
6.

Process Overview

7.
Key Objectives

All applications that were screened but not found to be suitable shall be marked as “rejected”.

Details of the applications shall be updated in the Source tracker by Executive (Recruitment) against
the specific requisition.
The Executive (Recruitment) shall intimate the interview panel about the details of the interview such
as date & time and provide them with the following documents:
–

Process Owners

Key Inputs

Interview assessment sheet

–

Key
Key
Key Activities
Activities
Activities

Candidate Application/ CV
Flowchart

Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

21

HUMAN
RESOURCES

1. Recruitment
1.4 Key Process Description – New Employee Selection
1.

On the date of the interview, the short listed candidate shall be required to fill up an Application
Form, in case details of the employee are not mentioned in his CV. The application form shall be
provided by the Executive (Recruitment).

2.

The Application form shall be a standard form and shall capture following basic information:

Home

Process Overview

–
–

Detailed educational qualifications

–

Key Objectives

Key Inputs

Name of the candidate and contact details

Past Experience

3.
Process Owners

The filled up Application Form and CV shall be provided to the Interview Panel prior to the interview.

4.

The candidates shall be interviewed by the interview panel as formed for the particular grade. The
selection methods and the interview panel at different grades are presented in the following table:

Key
Key
Key Activities
Activities
Activities

Flowchart

Key Formats

Band

Preliminary Round

Final Round

Group discussions/ written
tests/ preliminary interview

Interview

Final Interview

B01

X

Head HR, HOD

CMD

B02

X

Head HR, HOD

CMD

B03

X

Head HR, HOD

CMD

B04

HR Team

Head HR, HOD

HR Round

B05

HR Team

Manager HR, Manager (Dept)

HR Round

B06

HR Team

Manager HR, Manager (Dept)

HR Round

KPM

MIS

Help

Key Outputs
Key Output

R&A

22

HUMAN
RESOURCES

1. Recruitment
5.

For Band 04 and 05, the “HR team” team shall prepare and compile the written tests formats and
obtain the concurrence of the Manager Recruitment. The written test shall help assess technical,
analytical and communication skills of the candidate.

6.

After the assessment, the Interview Panel members should review candidates‟ performances during
the selection process and reach their decision based on the evidence gathered and record the same
in the Interview Assessment Form.

7.

On completion of above mentioned formalities, a background verification check shall be performed by
the Executive (Recruitment), the results which shall be recorded in a Background verification Form.
Subject to satisfactory background check report, an Offer Letter duly authorized as per DOA shall be
posted/ e-mailed to the selected candidate by the Executive (Recruitment).

Home

Process Overview

Key Objectives

8.
Process Owners

Key
Key
Key Activities
Activities
Activities

If the candidate does not accept the offer within the date specified in the offer letter or rejects the offer,
the Interview Panel and the creator of the Staff Requisition Form shall be notified along with the
reason for rejection. The Interview panel may decide on:
–

Making a renewed offer to the same candidate, or

–

Flowchart

Select any of the other candidates who attended the interview panel, or

–

Key Formats

Key Inputs

Intimating HR team to source fresh applications.
Key Outputs
Key Output

KPM

MIS

R&A

Help

23

HUMAN
RESOURCES

1. Recruitment
9.

The details of the selected candidate shall be updated in the Staff Requisition Tracker and Source
Tracker, with
Name of selected candidate
Date of final selection

–
Process Overview

–
–

Home

Tentative date of joining

–

Source

Key Inputs

Key Objectives

Key
Key
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

24

HUMAN
RESOURCES

1. Recruitment
Recruitment at Site
1.

For employees joining at site, the recruitment process shall be carried out as per the Site Recruitment
policy. The procedure to be followed shall be the same for recruitment done by the HO HR Team.

2.

The first round of interview shall be conducted by the Executive (Recruitment)
at site and reporting officers and a personnel at Manager or equivalent level from the specific
department. The final approval of the Project Head, based out of site, shall be obtained. The
employee selection documentation shall remain the same as mentioned earlier.

Home

Process Overview

Key Inputs

Key Objectives

Key
Key
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

25

HUMAN
RESOURCES

1. Recruitment
1.5 Key Process Description – Review of selection procedures
1.

On a yearly basis, the HR department shall review the effectiveness of the Selection procedures and
policies to assess effectiveness of the methodology being used.

2.

The same shall be performed by the HR Team and the Head (HR) on the basis of the following
parameters:

Home

Process Overview

Key Inputs

–
–

Key Objectives

Target vs. Actual Staff cost as a percentage of total cost
Attrition Rate

–

–

Key Formats

Performance of employees in the review period

–

Process Owners

Budgeted vs. Non-budgeted recruits department wise during the year

Acceptance Rates: number of applicants that accepted the position divided by the number of
applicants that were offered the position

Key
Key
Key Activities
Activities
Activities

3.

The acceptable levels to be defined by Management to monitor the aforementioned parameters.

4.

Flowchart

On a periodic basis, an MIS shall be submitted to the Management reporting the aforementioned

Key Outputs
Key Output
KPM

parameters.

MIS

R&A

Help

26

HUMAN
RESOURCES

1. Recruitment
1.6 Key Process Description – Invoice Certification for Recruitment Agency
1.

Home

The Manager Recruitment on receipt of the invoice from the Placement agency for the employees
referred and selected from the agency, shall forward the invoice to the Head (HR) along with the
following supporting documents for approval:
–

Process Overview

Appointment letter,
Key Inputs

–
–

Key Objectives

Employee information form,
Employee joining report,

–

–

Process Owners

2.
Key Formats

Agreement with agency and

Key
Key
Key Activities
Activities
Activities

Source tracker

Head (HR) shall review the invoices against the Source Tracker to identify that all invoices pertaining
to the Placement Agency have been received and that there are no duplicate invoices for the same
candidate. On review with Source Tracker, the Head (HR) shall mark the relevant candidate record in
the tracker as invoice received.

Flowchart

Key Outputs
Key Output
KPM

MIS

3.

The Head (HR) shall authorize the invoice (by way of a sign-off on the invoice) on review of the
aforementioned documents.

4.

Approved invoice along with the aforementioned supporting documents shall be sent to the Accounts
team for Accounting purpose.

R&A

Help

27

Process: Recruitment – Manpower Planning
INPUTS
Manpower Estimation Sheet

Provide inputs on manpower
requirements in a Manpower
Estimation sheet

OUTPUT

PROCESS
HOD

Review and approve
Manpower Estimation sheet

Approved Manpower
Estimation Sheet

Manager Recruitment
Manager (respective
department)

Notes

Collect MES from each HOD
and forward the same to
MPC for finalization

1 Manpower Budget to be made on
basis of:
- Manpower requirement in
current projects
- Manpower requirement on
expected projects
- Manpower gaps in support
functions

Manpower Planning
Committee (MPC)

1
Prepare and sign off
Manpower budget based on
manpower estimations

Signed-off Manpower Budget

Manpower budget may be

2 revised by the MPC at the midyear based on any business
exigencies such as expected
business growth, attrition rate.

Approved Manpower Budget
CMD/Director

Review and Approve
Manpower budget

28

2

HR Team

Process: Recruitment – New Employee Requisition - Vacancy
OUTPUT

PROCESS

INPUTS
1
Staff Requisition Form

HOD

Approved Staff Requisition
Form (For budgeted
manpower)

HOD shall approve the staff
requisition form
User department shall raise
a Staff Requisition form

Head (HR)

User department
Yes

Notes

1 The Staff requisition form shall

Requisition
budgeted as
per
Manpower
Budget?

Discuss the requirement
details with the concerned
HOD to understand
requirement

No

Discuss the requirement
details with the concerned
HOD and CMD/Director.
Obtain approval from
CMD/Director

clearly specify the job
description.

A

29

Form (For non budgeted
manpower)

Process: Recruitment – New Employee Requisition - Vacancy

1

Notes
Outside recruitment will be
resorted to, in a situation where
recruitment for a vacancy
cannot be met by employees
within the company.

A

1
Yes

2 The Head (HR), Director and the
HOD to examine the following
options:
- Reorganizing work distribution
among the current workforce
- Increasing an employee‟s
responsibilities
- Redeployment for an existing
employee
- Identify whether the vacancy
can be posted on the Internal Job
Postings site

OUTPUT

PROCESS

INPUTS

Can the
position be
filled
internally?

No

3

2

Staff Requisition form to be
sent to Manager
(Recruitment)

Regular Recruitment
process to be followed

Manager (Recruitment)

Allocate the responsibility to
the Executive (Recruitment)

3 Executive

(Recruitment)
to
maintain
2
trackers
(Staff
Requisition Tracker & Source
tracker) that shall serve following
purpose:
- Identify lead time to close an
open position
- Department wise Unbudgeted
appointments
- Eval. of the selection process
- Identification of no. of selection
vis-à-vis no. of applicants from a
specific source
- Cost-Benefit analysis of diff.
sources

Executive (Recruitment)

Update Staff Requisition
Tracker

Update Source Tracker

30

Updated Staff Requisition
Tracker

Updated Source Tracker

Process: Recruitment – Sourcing & Screening
OUTPUT

PROCESS

INPUTS

Form

HR Team

New Employee
Requisition

Identify suitable candidates
from different sources

Obtain Job applications from
the candidates

Notes


1 Application screening to be done
on basis of job description
provided by the requisitioner in
the Staff Requisition form.

1
Screen the applications
based on job description

31

B

Process: Recruitment – Sourcing & Screening
OUTPUT

PROCESS

INPUTS
B

Conduct HR round
(telephonic interview) to
shortlist the candidates

1

2

Rejected Applications shall be filed
in a common file for Rejections and
CV‟s that can be considered at a
later date shall be shall be marked
as “for future reference purpose”
and filed accordingly

Notify short listed
candidates about the
interview

Short listed Candidates

Intimate Interview panel
about the details of the
short listed candidates
and the interview

Notes

Update Source Tracker

1 In case agency recruitment are

hired, then agencies shall
coordinate with the candidates.

2 A file to be maintained for

rejected CVS and CVs that can
considered in future.

32


Process: Recruitment – New Employee Selection
OUTPUT

PROCESS

INPUTS

Application Form

Candidates to complete
an Application Form

Short listed candidate

Completed Application form
to be provided to Interview
Panel

Completed Application Form

Blank Interview Assessment
Form

1
Interview panel
Signed-off Interview
Assessment Form

Notes
The recruitment and selection

1 shall be carried out on at least
two-tier basis (Preliminary and
Final) by duly constituted panels.
The candidates shall be
interviewed by the interview
panel as formed for the particular
grade.
For Band 04 and 05, the “HR
team” team shall prepare and
compile the written tests formats
and obtain the concurrence of
the Manager recruitment. The
written test shall help assess
technical, analytical and
communication skills of the
candidate.

Take decision and document
remarks in Interview
Assessment Form

Interview the short listed
candidate

Carry out candidate‟s
background verification check


C

33

Selected Candidate

Background Verification
Form

Process: Recruitment – New Employee Selection
OUTPUT

PROCESS

INPUTS
C
1

Issue an Offer Letter authorized by
authorized personnel as per DOA
matrix to the selected candidate

Offer Letter to selected
candidate

Notes

1 Subject to satisfactory

background check report, an
Offer Letter duly authorized by
authority as per DOA shall be
posted/ e-mailed to the selected
candidate by the Executive (HR
Team).

2 Joining formalities include:

- Organize for new joinee seating
place
- Organize for technical support
(Desktop, network connection) (if
need be) – If as per the company
policy, the new joinee is eligible
to get a laptop, the Executive
(HR) shall coordinate with the IT
department personnel to arrange
for a laptop for the new joinee.
- Organize for Joining Kit
containing the employee
handbook/ manual, office
stationary, business cards, etc.

Candidate
Accepts
the offer?

Yes


No

2
Notify Interview panel and
creator of Staff Requisition
Form

Arrange for basic joining
formalities

Interview panel
Updated Staff Requisition
Tracker and Source Tracker
Issue renewed offer letter to
the same candidate or
select any other candidate or
Intimating HR team to source
fresh applications

34

Process: Recruitment – Invoice Certification for Recruitment Agency
PROCESS

INPUTS
Invoice from Placement
Agency

• Appointment letter
• Employee information form,
• Employee joining report,
• Agreement with agency and
• Source tracker

OUTPUT


1

Forward the agency invoice
along with supporting
documents to Manager
(Recruitment)

Head (HR)

2
Approve the invoice based on
supporting documents

Approved invoice sent to
Accounts department along
with supporting documents

Notes
Supporting documents include

1 EIF filled by the employee and

2

details mentioned in the source
tracker.
On review with Source Tracker,
the Head (HR) shall mark the
relevant candidate record in the
tracker as invoice received.

Accounts Team

Account for the invoice

35

Approved Invoice

HUMAN
RESOURCES

1. Recruitment
Key Output:
−

Updated Staff Requisition Tracker

−


−

New Personnel file

−

Approved invoices for recruitment agencies

Home

Process Overview

Key Inputs

Key Objectives
Activities
Key Activities

Process Owners
Flowchart
Key Formats

Key
Key
Key Outputs
Key Output
Output
Outputs
KPM

MIS

R&A

Help

36

HUMAN
RESOURCES

1. Recruitment
Responsibility & Authority Matrix :
Responsibility

Authority
A/R

Home
S.No.
Activity(A)/
Report (R)

MPC

CMD/Dire
ctor

Process Overview

User
Depa
rtme
nt

Head
HR

HOD

Executive
(Recruitm
ent)

Interview
Panel

Key Inputs
1

Manpower
Planning

A

E

V

2

Manpower
Budget

A

E

V

3

Raises Staff
Requisition

A

4

Sourcing of
applications

A

5

New employee
Selection

A

6

Invoice
Certification

A

7

Source Tracker

R

E

8

Staff Requisition
Tracker

R

E

Key Objectives

Process Owners

Key Formats

Executive
at site

V

E

Key Activities

V
E

E
E

Flowchart

E

Key Outputs
KPM

MIS

RR &A
& A

Help

37

HUMAN
RESOURCES

2. New Inductee Management
Key Input:
−

Blank Employee information form

−

Blank Employee Joining report

−

Employee Joining checklist

−

New Bank Account Form

Home

Process Overview

Key Inputs
Key Inputs

Key Objectives
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

38

HUMAN
RESOURCES

2.
2 New Inductee Management
Key Activities:
The Key Activities in the Agree Marketing Parameters process are as below:

Home

2.1 Employee Joining Process
2.2 Employee Induction Process
Process Overview

Key Inputs

2.3 New Bank Account Opening Process
2.4 Culture Sensitization Program
Key Objectives

Key
Key
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

39

HUMAN
RESOURCES

2.1 New Inductee Management – Employee Joining Process- Corporate
2.1 Key Process Description – Employee Joining Process
1.

Post selection of the candidate, the HR (Recruitment) team handover the related information of candidates to HR
(core) team for further joining process. The Executive (HR) shall start making following arrangements for new joinee:
•

Organize for new joinee seating place

•

Home

Organize for technical support (Desktop, network connection) (if need be) – If as per the company policy, the
new joinee is eligible to get a laptop, the Executive (HR) shall coordinate with the IT department personnel
to arrange for a laptop for the new joinee.

Process Overview

•
Key Objectives

2.

Process Owners

Organize for Joining Kit containing the employee handbook/ manual, office stationary, business cards, etc.

On the date of joining, the new joinee/ employee shall report to the HR department. The HR team shall provide the
new joinee with an Employee Information Form (EIF) and an Employee Joining Report (EJR).

3.

Key Inputs

Key
Key Activities
Activities

If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote the
same on the EIF. In the meanwhile, HR Team shall verify all credentials/documents as sought in the Appointment
Letter. HR Team shall use joining checklist to ensure coverage of all documents / activities to be done by the
Flowchart

joinee.
Key Formats

i) Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the
company and fill up the PF , ESI form (if applicable) and Tax Declaration forms.
ii) On verification of credentials, the HR team shall obtain the filled Employee information form,

KPM

MIS

Key Outputs
Key Output

Employee Joining Report and signed Appointment Letter from the new joinee. The Authorized
personnel as per company‟s DOA shall counter sign the EJR and the Appointment Letter.`
iii) Appointment Letter shall be prepared in Triplicate. Sign-off of the employee and the authorized
personnel shall be obtained on all the copies. A copy of the Appointment letter shall be given to
New Joinee, one shall be sent to Accounts Team and third copy shall be filed in employee file.

R&A

iv) The EJR shall be forwarded to the employee‟s department which shall be signed- off by the HOD of
the joinee. On signing-off the EJR, the same shall be sent back to the HRD.
Help

v) The HR team shall forward the completed and approved forms (Employee joining Report, Employee
information form, Appointment letter) to the Executive (HR) for updation of the employee master.

40

2.1 New Inductee Management – Employee Joining Process- Corporate
HUMAN
RESOURCES

vi) Executive (HR) shall use the authorized EJR and appointment letter as the trigger to create the
Employee Master record (refer: sec Employee Master of this document). On creation of a new
record in the Employee Master, a new/ unique Employee Code shall be generated.

Home

vii) The Executive (HR) shall file all employee particulars in the Employee Personal File. The Personal
file cover shall be marked with the employee name and Code.
viii) A Personnel File Checklist shall be pasted on the inner side of the cover of the Personal file and

Process Overview

ticked for documents filed. This shall provide a ready reference for the documents already filed and

Key Inputs

documents pending for filing.
ix) The Executive (Payroll) shall create a new record in the payroll master/ tax master on the basis of
Key Objectives

approved appointment letter, EJR and tax declaration submitted by the employee. (refer: Payroll

SOP for further details).

Key
Key Activities
Activities

x) For employees joining at site, the joining formalities shall be carried out at the site. The employee
Process Owners

files shall be maintained at a central repository place in HO by Executive (HR).
Flowchart

Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

41

2.1 New Inductee Management – Employee Joining Process- Site
HUMAN
RESOURCES

2.1 Key Process Description – Employee Joining Process-site

1.

On the date of joining, the employee shall report at the local HR at the site. The joining formalities shall be carried
out at the site for each level. The Executive (HR) at site shall provide the new joinee with an Employee

Home

Information Form (EIF) and an Employee Joining Report (EJR).
2.

If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote

the same on the EIF. In the meanwhile, Executive (HR) at site shall verify all credentials/documents as sought in

Process Overview

Key Inputs

the Appointment Letter. Executive (HR) at site shall use joining checklist to ensure coverage of all documents /
activities to be done by the joinee.
Key Objectives

3.

Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the company
and fill up the PF, ESI form (if applicable) and Tax Declaration Form.

4.
Process Owners

On verification of credentials, the Executive (HR) at site shall obtain the filled Employee Information form,
Employee Joining Report and signed Appointment Letter from the new joinee. Executive (HR) at site shall obtain

sign-off of the Project Head on the Employee Joining report.
Key Formats

Key
Key Activities
Activities

5.

Flowchart

The employee documents shall then be sent to the HO. The Appointment letter shall be signed-off at HO by the
Authorized personnel as per company‟s DOA. The employee files shall be maintained at a central repository place
in HO by Executive (HR) at HO. For details on addition of employee to the employee refer to Master Management
section of this SOP.

Key Outputs
Key Output

KPM

MIS

R&A

Help

42

2.2 New Inductee Management – Employee Induction Process
HUMAN
RESOURCES

2.2 Key Process Description – Employee Induction Process
–

All employees who join the company at all levels shall undergo an induction program. The objective of the
induction program is to familiarize the new joinee with the values and norms of the company, company‟s history,
rules & regulations, facilities and practices.

Home

–

On the date of joining, the new joinee shall be informed of their roles and responsibilities by the Manager (HR). At
site, the induction shall be undertaken by Executive (HR) at site

Process Overview

–

The On-Boarding employee shall be provided with an employee hand-book which shall give details of HR policies

Key Inputs

and practices.
Key Objectives

–

Executive (HR) shall coordinate with the bank personnel and initiate the process of opening the bank account of
the new joinee. Further, he shall also organize in obtaining PAN number (in case the same does not exist) and for
getting a corporate phone connection for the new joinee.

Key Formats

–

Executive (HR) shall further coordinate and organize for new joinee‟s Employee ID and Medical ID.

–

Process Owners

After induction or with in 4 days of joining welcome mail forwarded.

–

Key
Key Activities
Activities

Welcome mail shall be drafted by Executive (HR) which is reviewed by Manager(HR) and finally approved by

Flowchart

Head (HR).
–

After approval from Head HR drafted welcome mail forwarded by Executive (HR)

Key Outputs
Key Output

KPM

MIS

R&A

Help

43

2.3 New Inductee Management – Bank account Opening Process
HUMAN
RESOURCES

2.3.1 Key Process Description –New Joinee Bank Account Opening Process
Opening of bank accounts for the new joinee -HO
Executive HR shall arrange for the opening a bank account for the new joinee.
New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Head HR

3.

Head HR shall sign off the Form and the form shall be forwarded to the Bank.

4.

Process Overview

1.
2.

Home

On receipt of the Bank Account details, Executive HR shall document the details in personnel file

Key Inputs

Opening of bank accounts for the new joinee - Site
Key Objectives

1.

Executive (Admin - Site) shall arrange for the opening a bank account for the new joinee.

2.

New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Project
Head.

3.

Project Head shall sign off the Form and the form shall be forwarded to the Bank.

4.

On receipt of the Bank Account details, Executive (Admin - Site) shall forward the details to HR, Payroll and
Site Accountant.

Process Owners

Key Formats

Key
Key Activities
Activities

Flowchart

Key Outputs
Key Output
KPM

MIS

R&A

Help

44

2.3 New Inductee Management – Culture Sensitization Program
HUMAN
RESOURCES

2.4 Key Process Description – Conducting of Culture Sensitization Program
1.

After the completion of induction program a Culture sensitization program is being framed by the Execuitve
HR.

Home

2.
Process Overview

Framed Program schedule shall be reviewed by Manager HR periodically preferably quarterly.

3.

Program shall be conducted as devised by Head HR .Executive (HR) will coordinate Head HR regarding
framing and scheduling the program,

4.
Key Objectives

At the end of program feedback forms to be received from new joinees.

5.

In this program employee come to know about work culture of company & be able to improve required

Key Inputs

skills for the industry.

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

45

Process: Recruitment – Employee Joining Process
OUTPUT

PROCESS

INPUTS

Blank Employee
Information Form

New Joinee

Blank Employee
Joining Report
Completes the EIF, EJR, ESI
,PF form & Tax declaration

Signs Draft Appointment
Letter
Draft Appointment Letter

1

E.S.I. form and
P.F. form (if applicable)

HR Team

IT Declaration Form

Notes

2

Verify credentials vis-à-vis
Appointment Letter

1 Appointment Letter shall be

prepared in Triplicate. Sign-off of
the employee and the authorized
personnel shall be obtained on
all the copies. A copy of the
Appointment letter shall be given
to New Joinee, one shall be sent
to Accounts Team and third copy
shall be filed in employee file.

Authorized personnel as
per DOA

Counter signs the EJR and
Appointment Letter

2 Credentials include Relieving

D

letter from previous organization,
last pay slip, CV

46

Approved Appointment Letter

Process: Recruitment – Employee Joining Process
PROCESS

INPUTS

Employee Joining Report
sent to HOD of employee‟s
department for approval

D

Creation of new record in
employee master

OUTPUT
Approved Employee
joining Report

Master Management

1
Notes

1 Refer to Master Management

Ensure coverage of all the
documents / activities to be
done by the new joiner with
the Joining checklist

process for details on process for
creation of a new record in
employee master.

2

For employees joining at site, the
joining formalities shall be carried
out at the site. The employee
files shall be maintained at a
central repository place in HO by
Executive (HR).

File all employee particulars
in Employee personnel File

2

47

Process: Recruitment – Employee Joining Process – Recruitment at Site

Approve the employee
selected

Project Head

OUTPUT

PROCESS

INPUTS
Employee

Filled EIF and EJR and
signed off appointment letter
forwarded for sign off

Reports at local HR at the
site on date of joining to carry
out the joining formalities

Project Head

2

Interview the candidates
Executive (HR) at site

Provide EIF and EJR to
employee for filling

Executive (HR) at site and
Reporting Officer /
Personnel (Managerial
level)

Sign off the EJR and the
documents are forwarded to
HO

Authorized personnel as
per DOA

1

Site Recruitment Policy

Notes

Counter signs the EJR and
Appointment Letter

Verify credentials vis-à-vis
Appointment Letter

Approved Employee Joining
Report

If the joinee was referred to by

1 any recruitment agency/ internal
referral, then the joinee shall be
asked to quote the same on the
EIF.

Ensures coverage of all the
documents / activities to be
done by the new joiner with
the Joining checklist

Approved Appointment Letter

The employee files shall be

2 maintained at a central repository
place in HO by HR Team.

Code of conduct and Rules &
Regulations to be signed by the
new joiner and fill up the PF
and ESI form (if applicable)

48

Process: Recruitment – Employee Induction Process
OUTPUT

PROCESS

INPUTS

2
Manager (HR)

Undertake induction process
for new joinees

Inform new joinees about
their roles and responsibilities

1
Employee handbook/ manual

Provide the new joinee with
an Employee Handbook

Notes

1 Employee hand-book shall give
details of HR policies and
practices.

2 At site, the induction shall be
undertaken by Executive (HR) at
site

49

Process: Recruitment – Employee Induction Process
INPUTS

Draft Welcome mail

PROCESS

OUTPUT

Executive (HR)

Draft mail reviewed by
Manager HR

After review by Manager
(HR) welcome mail shall be
approved by Head HR

Approved welcome mail
forwarded by Executive (HR)

Notes

50

Approved Welcome mail

Opening of bank accounts for the new joinee - HO
INPUTS


PROCESS

OUTPUT

New Joinee

Fills up the New Bank Account
Form with the details

filled

Forwards the Filled New Bank
Account Form to Head (HR &
Admin)

Head (HR &
Admin)

Notes

Signs off the Form and forwards
it to the Bank

Executive (Admin)

On receipt of the Bank Account
details, forwards the details to
HR, Payroll and Accounts
department

51

Signed New Bank Account
Form

Opening of bank accounts for the new joinee - Site
INPUTS


PROCESS

OUTPUT

New joiner

Fills up the New Bank Account
Form with the details

filled

Forwards the Filled New Bank
Account Form to Project Head

Project Head

Notes

Signs off the Form and forwards
it to the Bank

Executive (Admin Site)

On receipt of the Bank Account
details, forwards the details to
HR, Payroll and Site Accountant

52

Signed New Bank Account
Form

Culture Sensitization Program
PROCESS

INPUTS

1
Framed Program schedule

OUTPUT

Executive HR

Conduct the culture sensitization
program as devised by the Head
HR

Receive feedback from the new
joinee regarding the program

Notes

1 Framed Program schedule shall
be reviewed by Manager HR
periodically preferably quarterly

53

Successful

Program

HUMAN
RESOURCES

Key Output:
−

Completed Employee Joining Report

−

Completed Employee Information Form

−

Appointment Letter to the New joinee

−

Generation of new employee code

−

Entry in Employee/ Payroll master

−

New Personnel file

−

Completion of Bank Formalities

Home

Process Overview

Key Inputs

Key Objectives

Process Owners

Activities
Key Activities

Flowchart
Key Formats

Key
Key
Key Outputs
Key Output
Output
Outputs
KPM

MIS

R&A

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54

HUMAN
RESOURCES

Responsibility

Authority
A/R

S.No.

Home

Activity(A)/ Report (R)

Head HR

Manager (HR)

Executive (HR)

Executive at site

Process Overview
1

Employee Joining Process

A

2

Employee Joining Process
at site

A

3

Employee Induction process

A

4

Employee Induction process
at site

A

5

Opening of Bank Accounts

A

Key Objectives

Process Owners

V

Key Inputs

E
E

E

Key Activities
E

V

E

E
Flowchart

6
Key Formats

Culture Sensitization
program

A

V

E

Key Outputs
KPM

MIS

RR &A
& A

Help

55

HUMAN
RESOURCES

3. HR Documentation
Key Input:
−

Employee confirmation form

−

Other employee related documents

Home

Process Overview

Key Inputs
Key Inputs

Key Objectives
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

Help

56

HUMAN
RESOURCES

3.1 HR Documentation – Employee Confirmation
3.1 Key Process Description – Employee Confirmation Process
1.

All employees below level B02, shall be under probation before confirmation of their service. The
Probation period shall be for a minimum of six months from the date of joining of the employee. This
may be extended at the discretion of the Management.

2.

On the completion of an employee‟s probationary period, HRD and the employee‟s department should
endeavor to take a speedy decision on:

Home

Process Overview

–

Confirmation of the employee, or

–

Extension of the employee‟s probationary period, or

–

Key Inputs

Termination of the employee‟s services

Key Objectives

Key
Key
Key Activities
Activities
Activities

Process Owners

3.

On completion of the employee‟s probationary period, Executive (HR) shall send an Employee
Confirmation Form to the employee for completing the Self Appraisal section of the form. Post filling
up the required section, the employee shall handover the form to the HOD of the concerned
department.

4.

The HOD shall review the performance of the employee against defined parameter. On completion of
the form, the HR Team shall interact with the employee for employee performance counseling and

Key Formats

KPM

Flowchart

Key Outputs
Key Output

feedback.
MIS

5.

Head (HR) and the employee‟s HOD shall then discuss and decide on the confirmation of the
employee. If no unanimous decision is arrived at, the same shall be escalated to the Director
(Corporate affairs) whose decision shall be binding.

R&A

Help

57

3.1 HR Documentation – Employee Confirmation
HUMAN
RESOURCES

6.

Based on the final decision taken, the Employee confirmation form shall accordingly be marked and a
Confirmation letter / Probation extension letter or Termination letter shall be issued to the employee.

Home

Process Overview

7.

The relevant letter shall be prepared by Manager (HR) and approval of Head (HR) and CMD/Director
shall be sought on the same.

8.

In case, the services of the employee stand terminated, refer to section “Employee Separation” for
details.

9.
Key Objectives

The relevant letter (either a Confirmation letter/ Probation extension letter or Employee termination
letter) shall be filed in the employee file by the Executive (HR).

Key Inputs

Key
Key
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
Key Output
KPM

MIS

R&A

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58

3.1 HR Documentation – Other Documents
HUMAN
RESOURCES

3.2 Key Process Description – Maintaining of other Employee related Documents
1. Executive (HR) maintains a file for every personnel containing all details of employee
Home

2. This File contain details like
•
•

Family details

•

Details of dependent

•

IT declarations

•

PF declarations

•

Process Overview

Employee joining report

Gratuity Declarations

Key Inputs

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart

•

details of Mediclaim etc.

Key Formats

3. These shall be monitored by Manager HR on certain time interval.
Key Outputs
Key Output
KPM

MIS

4. On timely manner these files should be updated by the Executive (HR)

R&A

Help

59

Process: HR Documentation – Employee Confirmation Process
OUTPUT

PROCESS

INPUTS

Employee
Employee Confirmation Form
Employee to complete the
self appraisal section of the
form and send it to HOD

HOD

On completion of an
employee‟s probation period,
ECF sent to employee

Review performance of
employee and note
comments in form

Executive (HR)

Filled Employee Confirmation
Form

HR Team

Interact with the employee for
employee performance
counseling and feedback

Head (HR) and
employee‟s HOD

Notes

1 HRD and the employee‟s HOD to
take decision on:
- Confirmation of the employee,
- Extension of the employee‟s
probationary period,
- Termination of the employee‟s
services

1

Decide on Confirmation of
the employee

If no unanimous decision is
arrived at, the same shall be
decided by CMD/Director

60

E

Process: HR Documentation – Employee Confirmation Process
PROCESS

INPUTS

E

OUTPUT

Manager (HR)

Prepare Confirmation Letter/
Probation Extension Letter/
Termination Letter

Head (HR) and Director

Approve the letter

Notes

Employee Confirmation
Letter

Probation Extension Letter

Executive (HR)

File the letter in the employee
file

61

Termination Letter

Employee Separation

Process: HR Documentation – Other employee related Documents
INPUTS
Employee Joining

PROCESS

OUTPUT

Executive HR

Report/confirmation

IT declarations
Maintains separate file for every personnel

Family & Dependent
Details
If any alterations taken place in future
PF Declarations

updated by Executive HR on timely manner

Gratuity Declaration
Manager HR will review the file on fixed

Updated employee

interval basis.

personal File

Notes
All files of employees are
maintained centrally at HO

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3. HR Documentation
HUMAN
RESOURCES

Key Output:
−

Decision on employee confirmation

−

Employee personal file

Home

Process Overview

Key Inputs

Key Objectives
Activities
Key Activities

Process Owners
Flowchart
Key Formats

Key
Key
Key Outputs
Key Output
Output
Outputs
KPM

MIS

R&A

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3. HR Documentation
Responsibility

Authority
A/R

Home
S.No.

Director

HOD

Head HR

Manager (HR)

Executive (HR)

Process Overview

Key Inputs
1

A

2
Key Objectives

Employee Confirmation
Employee other
Documentation

R

E

E
V

E
Key Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

RR &A
& A

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Key Input:
–

Employee Joining Report

–

Employee Information Form

–

Appointment Letter

–

Change Master Record Request Form

–

Block/ Unblock Master Record Request Form

Home

Process Overview

Key Inputs
Key Inputs

Key Objectives
Key Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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Key Activities:
4.1 Employee Master Maintenance

Home

Process Overview

Key Inputs

Key Objectives

Key
Key
Key Activities
Key Activities
Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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Guiding Principles
•

The Master management activities shall be performed by the HR Personnel. However, the duties of
Employee Master Management and Payroll Master Management shall be segregated, with different
employees managing these Master files and not having access to the Masters for which they are not

Home

responsible
Process Overview

•

Master records can be created, modified and blocked / un-blocked for transactions. However Master
records should not be deleted

•

Process Owners

Key Formats

The company shall perform, on a time-to-time basis, an audit check of all Masters to ensure that all
changes made to the Master files have been duly authorized

•

An entry shall be present for each employee in the organization in the employee master

•

Key Objectives

Only Executive (HR) shall have read and write access to Employee Master. Manager (HR) on a case
to case basis may authorize only read access to other employees

•

Employee Master to contain his personal details, details regarding the family members and
dependents of each and every employee, the training taken details, details regarding the equipment
assigned and assets assigned to him.

Key Inputs

•

•
MIS

Flowchart

Employee Master should contain name of the delegatee of the employee, who be perform the duties

of the employee availing leave. The same shall be linked to the Leave records of the particular
employee so as to automatically trigger delegation of employee duties in case of absence of
employee.

KPM

Key
Key Activities
Activities

Employee master shall also document details regarding the personal Insurance coverage and medical
insurance coverage (applicable on him and his dependents)

Key Outputs

R&A

4.1.1 Key Process description – Employee Master – Create Employee Master Record
Help

1.

A new employee record shall be created in the employee master on recruiting a new employee.

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4.1.1 Key Process Description – Employee Master – Create Employee Master Record
1.

For creation of master record, Executive (HR) shall utilize the Employee Joining Report (EJR) along
with Appointment letter signed-off by the new joinee, joinee‟s HOD and by the authorized signatory as
per DOA. Executive (HR) shall also utilize the PF & ESI and Employee information form (EIF) and
other forms signed-off by the employee.

3.

Executive (HR) shall verify that an Employee Master record does not already exist in the system for
new joinee. If an Employee Master record already exists then Manager (HR) shall be notified.
Manager (HR) and Head (HR) shall then resolve the issue.

Key Inputs

4.

Executive (HR) shall obtain the required employee information from the Employee‟s Information Form
for data entry in the master.

Key
Key Activities
Activities

5.

Executive (HR) shall create a new record in the Employee Master and a new Employee Code shall be
assigned to the employee.

Home

Process Overview

Key Objectives

Process Owners

Key Formats

#

#

#

#

#

Flowchart

#
Key Outputs

KPM

6.

Each employee shall be allotted a new Employee Code which will be alphanumeric The coding
convention is as follows:
–

Field 1 shall specify the location allotted alphabet

–

Field 2 and 3 shall specify year of joining of the employee

–

MIS

Fields 4, 5 and 6 form a running series.

R&A

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HUMAN
RESOURCES

–

–

Home

7.
Process Overview

Employee Codes shall be allocated sequentially based on employee joining dates (employees
joining earlier shall be allocated a smaller number as Employee Code)
All generated Employee Codes shall be unique.

At the time of creation of employee record, the Executive (HR) shall ascertain whether the employee
is eligible for provident fund (PF) or employee state insurance (ESI). In case the employee is eligible
for ESI or PF (and has opted to be covered under PF), the Executive (HR) shall update the same in
the master.

Process Owners

8.

After generation of the Employee Code, Executive (HR) shall manually write down the employee code
on the Employee Information Form and the Employee Joining Report.

9.

Executive (HR) shall take two copies of the signed EJR. One copy shall be sent to Accounts and the
other to the HOD of the new employee‟s department.

10.

Key Objectives

On creation of a record by Executive (HR), the print of the added record shall be taken which shall be
reviewed and approved by Manager (HR). Any additions to the employee Master shall be approved
by the Manager (HR) who shall review the additions to the master against the base documents such
as EJR, EIF and Appointment Letter.

Key Inputs

Key
Key Activities
Activities

Flowchart
Key Formats

Key Outputs

KPM

11.

MIS

In an ERP environment, on creation of a record by Executive (HR), the same shall fall in Manager
(HR) approval queue. Employee master record shall get activated on approval of the Manager (HR).
Any additions to the employee Master shall be approved by the Manager (HR) who shall review the
additions to the master against the base documents such as EJR, EIF and Appointment Letter.

R&A

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Guiding Principles
•

HR-generated fields in the Employee master should not be modifiable by accessing Payroll /Tax
Masters.

Home

•

Only the concerned employee, Manager (HR) and the HoD of the concerned employee are allowed to
issue requests for changing Employee Master Record.

Process Overview

•

Executive (HR) and Manager (HR) on a case to case basis shall determine if the requisite change

Key Inputs

form is to be supported by documentary proof.
•
Key Objectives

No changes to an Employee Master record are allowed if the same has been blocked.

•

Executive (HR) shall coordinate with the requisitioner to ensure that the right record is being changed.
However, the responsibility of the accuracy of the Change Master Record Request Form lies with the

Key
Key Activities
Activities

requisitioner.

Process Owners

Flowchart

4.1.2 Key Process description – Employee Master – Change Employee Master Record
Key Formats

1.

The process of changing Employee Master shall be initiated by the requisitioner ((Concerned

employee/ HOD/ Executive (HR)) by filling up a Change Master Record Request Form.
Key Outputs
KPM

MIS

2.

The form shall be authorized by the HOD and Manager (HR). The requisitioner shall put in “Employee
Master” in the field asking for “Relevant Master”, Employee Code in the field for “Record code” and
Employee name in the field for “Record name“.), Proof (if necessary) for required change.

3.

Executive (HR) shall receive the filled and authorized Change Master Record Request Form from the
Requisitioner.

R&A

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4.

On receipt of the approved Change Master Record Request Form, Executive (HR) shall check the
following:
–

Employee Code and Employee name match in the Employee Master.

–

Home

Employee Master record matches with the corresponding entries in the Change Master
Record Request Form.

Process Overview

Key Inputs

–
Key Objectives

5.

Check the accuracy of the requisitioner‟s signature.

If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return
the Change Master Record Request Form.

6.

Executive (HR) shall make changes in the relevant record of the Employee Master as designated in
the Change Master Record Request Form.

7.

Any modifications to the employee master shall be approved by the Manager (HR). On change of a
record by Executive (HR), the print of the same shall be taken which shall be reviewed and approved
by Manager (HR).

8.

In an ERP environment, on change of a record by Executive (HR), the same shall fall in Manager
(HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated.

9.

Manager (HR) shall review the modification to the master against the base documents such as
authorized Change Master Record Request Form and other documentary proofs (if necessary).

Process Owners

Key Formats

KPM

MIS

Key
Key Activities
Activities

Flowchart

Key Outputs

R&A

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9.

Home

Process Overview

Executive (HR) shall send an email / letter to the requisitioner and / or the concerned employee
confirming the change made. A scanned image of the signed Change Master Record Request form
shall also be attached in the email. In addition, based on the “need to know principle” Executive (HR)
shall mark copies of the email to all other relevant staff depending of the facts of the case. (e.g.
Notification for changes to employee name may need to be sent across the organization).

10.

The Change Master record request form shall be sent to the Executive (HR) for filing it in the
concerned employee‟s personal file.

Key Inputs

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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Guiding Principles
•

No transaction can be processed for an employee (including payroll processing) as long as the
Employee Master Record is blocked for that employee

Home

•

Blocking / Unblocking of Employee Master can only be authorized by the Head (HR). Additionally a
minimum of 1 signature (HOD) is required for blocking / unblocking of Employee Master records

Process Overview

Key Inputs

4.1.3 Key Process description – Employee Master – Block/ Unblock Employee Master Record

Process Owners

1.

An employee‟s record shall be blocked in the Master when an employee separates from the company.

2.

Key Objectives

The process of blocking a record in the Employee Master shall be initiated by the HOD of the
employee whose record needs to be blocked.

3.

The HOD shall send a request to the Executive (HR) of blocking the Master in a Block Master Record
Request Form on authorizing the same by way of a sign-off.

KPM

4.

On receipt of Block Master Record Request form, the Executive (HR) shall verify the following:
–

Employee Code and the Employee name match in the Master.

–

Master record matches with the corresponding entries in the Block Master Record Request
Form.

Key Outputs

Authorization by the HOD and Head (HR) on the form

–
MIS

Flowchart

A final approval of the Head (HR) shall be obtained to go ahead with blocking the record in the
Master.

5.

Key Formats

Key
Key Activities
Activities

R&A

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6.

Home

Process Overview

If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return
the Block Master Record Request Form

7.

Executive (HR) shall block / unblock the Employee Master record for the employee designated in the
Block Master Record Request Form (as mentioned in “Action Step” field of the form).

8.

On blocking of a record by Executive (HR), a print of the same shall be taken which shall be reviewed
and approved by Manager (HR).

9.

Key Formats

In case of an ERP environment, on blocking of a record by Executive (HR), the same shall fall in

Head (HR) approval queue. Only on approval of the Head (HR) the particular employee record shall
be blocked.

Key Objectives

Process Owners

Key Inputs

10.

11.

Key
Key Activities
Activities

Any blocking/ unblocking to the employee master shall be approved by the Manager (HR) who shall
review the blocking / unblocking to the master against the base documents such as authorized Block/
Unblock Master Record Request Form and other documentary proofs (if necessary).

Flowchart

Executive (HR) shall send an email / letter to Manager (HR), Head (HR), Accounts Team and the HoD
of the concerned employee, confirming the blocking / unblocking made. A scanned image of the
signed Block record request form shall also be attached with the email.

Key Outputs

KPM

12.

MIS

The Block Master record request form shall be sent to the Executive (HR) for filing it in the concerned
employee‟s personal file.

13.

On a monthly basis, Head (HR) shall review a system generated report that provides details of
records created/ modified and blocked during the month.

R&A

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System Interface Control
1.

On creation of a record in Employee master by Executive (HR), the same shall be listed in approval
queue of Manager (HR). Employee master record shall get activated on approval of the Manager
(HR).

2.

Any modifications to the employee master shall be approved by the Manager (HR). On change of a
record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of
the Manager (HR) the particular change shall get activated.

Home

Process Overview

3.

Blocking / Unblocking of a record in the employee master shall be approved by the Manager (HR). On
blocking / unblocking of a record by Executive (HR), the same shall fall in Manager (HR) approval
queue. Only on approval of the Manager (HR) the particular change shall get activated.

4.

Access to Employee Master and Payroll Master shall be restricted to two independent individuals.

5.

Key Objectives

Key Inputs

No transaction can be processed for an employee (including payroll processing) as long as the
Employee Master Record is blocked for that employee.

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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Process: Master Management – Employee Master – Create Employee Master Record

Employee Joining
Report

Appointment Letter

Employee Information
Form

1

2
Executive (HR)

Does Employee
Master record
already exists in
the system?

Yes

Notify Manager (HR)
PF & ESI form

1

Notes
Signed-off Employee Joining
Report (EJR) and Appointment
Letter shall form the trigger for
Executive (HR) to create a new
employee record.

OUTPUT

PROCESS

INPUTS

Manager (HR) and Head (HR) to
resolve the issue

2 Access to Employee Master and

Payroll Master shall be restricted
to two independent individuals.

76

No

F

Process: Master Management – Employee Master – Create Employee Master Record
PROCESS

INPUTS
Notes

OUTPUT

F

At the time of creation of

1 employee record, the Executive
shall enter whether the employee
has opted for PF, eligibility for
ESI in the master based on the
PF & ESI form

Information of employee obtained
from the Employee‟s Information
Form for data entry

On creation of a record by

2 Executive (HR), the print of the
added record shall be taken
which shall be reviewed and
approved by Manager (HR). Any
additions to the employee Master
shall be approved by the
Manager (HR) who shall review
the additions to the master
against the base documents
such as EJR, EIF and
Appointment Letter.
In an ERP environment, on
creation of a record by Executive
(HR), the same shall fall in
Manager (HR) approval queue.
Employee master record shall
get activated on approval of the
Manager (HR). Any additions to
the employee Master shall be
approved by the Manager (HR)
who shall review the additions to
the master against the base
documents such as EJR, EIF
and Appointment Letter.

1

Generation of new employee
record and code in Employee
Master

New employee record
created in Employee
Master
Mention employee code on the
Employee Information Form and
the Employee Joining Report

Take 2 copies of EJR, one sent
to Accounts and other to HoD of
concerned dept

Manager (HR)

2
Review and approve additions
to the Employee Master

Approved Employee
Master

77

Process: Master Management – Employee Master – Change Employee Master Record

Change Master Record
Request Form

Send a completed Change
Master Record Request Form
to HOD/ Manager (HR) for
authorization

Requisitioner
(Concerned employee/
HoD/ Executive (HR))

1

OUTPUT

PROCESS

INPUTS

HoD/ Manager (HR)

Authorize the Change Master
Record Request Form

Notes
No changes to an Employee
Master record are allowed if the
same has been blocked.

2
Verify Change Master Record
Request Form vis-à-vis
Employee Master record

On receipt of the Change Master

2 Record Request Form, Executive
(HR) shall check the following:
- Employee Code and Employee
name match in the Employee
Master.
- Employee Master record
matches with the corresponding
entries in the Change Master
Record Request Form.
- Check the accuracy of the
requisitioner‟s signature

Executive (HR)

1

Mismatches
between
CMRF and
Employee
Master
record?

No

Yes

Notify the requisitioner and
return the Change Master
Record Request Form

78

G

Authorized Change Master
Record Request Form

Process: Master Management – Employee Master – Change Employee Master Record
OUTPUT

PROCESS

INPUTS

G

Make changes in relevant
record based on CMRF

Updated Employee Master

Manager (HR)

Notes

1 Any modifications to the

employee master shall be
approved by the Manager (HR).
On change of a record by
Executive (HR), the print of the
same shall be taken which shall
be reviewed and approved by
Manager (HR).
In an ERP environment, on
change of a record by Executive
(HR), the same shall fall in
Manager (HR) approval queue.
Only on approval of the Manager
(HR) the particular change shall
get activated

Review and approve
modification to the Employee
Master

1
Approved Employee
Master

Executive (HR)

Email/ letter sent to requisitioner
and / or concerned employee and
other relevant staff confirming the
change made

79

CMRF sent to the
Executive (HR) for filing

Process: Master Management – Employee Master – Block/Unblock Employee Master Record

Signed Block Master Record
Request Form

Request to Block the
Employee record

OUTPUT

PROCESS

INPUTS
Head (HR)

1
Approved Change Master
Record Request Form

Approve Block Master
Record Request Form

HoD of the employee

1

Notes
An employee‟s record shall be
blocked in the Master when an
employee separates from the
company

Verify Block Master Record
Request Form vis a vis
Employee Master record

Executive (HR)

2

On receipt of Block Master

2 Record Request form, the

Executive (HR) shall verify the
following:
- Authorization by the HOD and
Head (HR) on the form
- Employee Code and the
Employee name match in the
Master.
- Master record matches with the
corresponding entries in the
Block Master Record Request
Form.

Any mismatches
between BMRF
vis-a-vis
Employee
Master record?

Yes

Notify the requisitioner and
return the Block Master
Record Request Form

80

No

H

Process: Master Management – Employee Master – Block/Unblock Employee Master Record
OUTPUT

PROCESS

INPUTS
H

Notes

1 On blocking of a record by

Executive (HR), a print of the
same shall be taken which shall
be reviewed and approved by
Manager (HR).
In case of an ERP environment,
on blocking of a record by
Executive (HR), the same shall
fall in Head (HR) approval
queue. Only on approval of the
Head (HR) the particular
employee record shall be
blocked.

Block Employee master
for employee based on
BMRF

Employee Master blocked
for employee based on
BMRF

Manager (HR)

2

Review and approve blocking
1
of record in the Employee
Master

Approved & updated
Employee Master

2 No transaction can be processed
for an employee (including
payroll processing) as long as
the Employee Master Record is
blocked for that employee.

Email/ letter sent to Manager
(HR), Head (HR), Accounts
Team and the HoD of the
concerned employee,
confirming the blocking made
Head (HR)

On a monthly basis, review a
system generated report that
provides details of records
created/ modified and blocked
during the month

BMRF shall be sent to the
Executive (HR) for filing

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HUMAN
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Key Output:
−

Employee Code

−

New entry in Employee Master

−

Modification of employee master record

−

Blocking/ Unblocking of employee master record

Home

Masters

Process Overview

Key Inputs

Key Objectives
Key Activities

Process Owners
Flowchart
Key Formats

Key
Outputs

Key Outputs
KPM

MIS

R&A

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Home

Process Overview

Key Inputs

Key Objectives
Key Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

RR &A
& A

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Key Inputs:
−

Facility requisition Form

−

Travel Requisition Form

−

Employee Nomination Form

−

Employee Group Insurance policy

−

Employee Family Benefit Scheme

Home

Process Overview

Key Inputs
Key Inputs

Key Objectives
Key Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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Key Activities:
The Key Activities in the Employee Benefits are as below:

Home

5.1 Employee Mobile Phone Scheme
5.2 Employee Laptop Scheme
Process Overview

Key Inputs

5.3 Employee Travel
5.4 Salary Advance
Key Objectives

5.5 Employee Relocation/ Transfer
Process Owners

Key
Key Activities
Activities

5.6 Employee Group Insurance Policy
5.7 Employee Family Benefit Scheme

Flowchart

Key Formats

Key Outputs
KPM

MIS

R&A

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5.1 Key Process Description – Employee Mobile Phone Scheme
1.

Postpaid corporate connections shall be provided to the eligible employees as per the Company‟s
policy. In order to obtain a new connection, an employee shall submit a Facility Requisition Form duly
authorized by the HOD to the Executive (HR).

2.

The Executive (HR) shall check for eligibility of the employee as per the company policy. Per the
authorization of the HOD and the company policy, the Executive (HR) shall initiate the process of
acquiring a new connection.

Home

Process Overview

Key Objectives

Process Owners

3.

At the time of handing over the new connection kit, the acknowledgement of the employee shall be
obtained on the Requisition form.

4.

Key Inputs

The Executive (HR) shall accordingly update the company “Asset Tracker” which shall capture the
following information:

Key
Key Activities
Activities

Flowchart

–

Requisition No. and date

–

Employee Name & Code

–

Type of asset

–

Asset Identification No.

–

Date of issue

Key Formats

Key Outputs

KPM

MIS

5.

R&A

The facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file.

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6.

The mobile phone bills for corporate connections shall be received by Executive (HR). On receipt of
the phone bills, the Executive (HR) shall prepare a statement with following details:
–

Process Owners

Key Formats

8.

Amount of current bill

–
7.

Mobile phone reimbursement limit as per the company policy

–
Key Objectives

Phone number

–

Process Overview

Employee name & code and level

–

Home

Amount to be recovered from employee‟s salary

The mobile phone statement shall be signed-off by the Executive (HR) as the preparer and shall be
forwarded to the Manager (HR) for review along with the mobile phone bills. Manager (HR) shall
review the statement against the bills and the company policy. Manager (HR) shall also verify the
arithmetic accuracy of the amount to be recovered from the employee‟s salary.

Key Inputs

Key
Key Activities
Activities

Flowchart

The Manager (HR) shall evidence the review by way of a sign-off on the statement.

Key Outputs
KPM

MIS

R&A

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5.2 Key Process Description – Employee Laptop Scheme
1.

Laptops shall be provided to selected holders so as to facilitate better execution, essential for
promoting company‟s business.

2.

Laptops shall be provided as per the company policy to the eligible employees.

3.

In order to obtain a Laptop, an employee shall submit a Facility Requisition Form duly authorized by
the HOD to the Executive (HR).

4.

The Executive (HR) shall cross verify the eligibility of the employee vis-à-vis the company (laptop)
policy and an approval of Manager (HR) shall be sought.

Home

Process Overview

Key Objectives

5.
Process Owners

The Executive (HR) shall forward the approved form to the IT personnel who shall either issue the
laptop from the stock (if available) or shall forward the requisition to the procurement department
along with specs required for purchase of new laptop. For details on procurement of Laptop refer to
“Fixed Asset” SOP.

6.

The IT personnel shall forward the acknowledged form to the Executive (HR) who shall update the
Asset Tracker with details of the laptop provided.

8.

Flowchart

The Facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file.

KPM

MIS

Key
Key Activities
Activities

At the time of handing over the laptop to the employee, acknowledgement of the employee shall be
obtained on the Requisition form.

7.

Key Formats

Key Inputs

Key Outputs

R&A

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5.3 Key Process Description – Employee Travel

1.
Home

Travel policy shall be applicable to all employees who may undertake travel in the following
circumstances:
–
–

Key Objectives

2.

Process Owners

Key Formats

3.

Travel due to sudden recall from leave

–

Process Overview

Visit to outstation locations

Travel undertaken on instructions from the company

In order to undertake travel, the employee shall complete the Travel Requisition form. The employee
shall mention an estimate of advance amount required per his eligibility in the employee travel policy.
In case of immediate/ urgent travel, (where due approval could not be obtained), a TRF shall be
prepared by the employee on return from travel. No travel bills shall be processed in absence of
unapproved TRF.

Key Inputs

Key
Key Activities
Activities

Flowchart

The completed Travel Requisition Form shall be submitted to the HOD for obtaining approval. Upon
obtaining approval, the requisition form shall be sent to the admin personnel to initiate the process of
making travel arrangements.

Key Outputs

KPM

4.

On receipt of approved requisition form, the admin personnel shall verify the following:
–

Advance amount eligibility as per the Travel policy

–

Other travel arrangements to be made per the employee grade (mode of travel, class, hotel

MIS

R&A

etc)
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5.

Home

Process Overview

The approved requisition form shall be forwarded to the Accounts personnel for disbursement of
advance amount to the employee.

6.

At the time of handing over the advance amount to the employee, employee acknowledgement shall
be obtained on the form. For details on disbursement of advance amount to the employee refer to
Cash & Bank - Payment of employee advance (tour advance)
Key Inputs

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

R&A

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5.4 Key Process Description – Salary Advance
Eligibility

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•

Salary advance shall be given to the employees as per the eligibility criteria in the salary advance
policy of the company. The advance shall be recovered in equated installments from the employee‟s
salary.

Process Overview

Initiation
1.

Key Inputs

To obtain salary advance, employee shall fill up and complete a Advance Requisition Form in
standard format. The Advance Requisition Form shall be approved at two levels:

Key Objectives

Initial Level approval

Key
Key Activities
Activities

Final Approval
Process Owners

2.

Upon initial approval of the HOD, the form shall be submitted to the Executive (HR). Manager (HR)
shall review the requisition and consider the following before authorizing the disbursement of

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advance:
Key Formats

–
–

3.

Outstanding advances (if any)

–

KPM

Duration of service of the employee

Leave/ Attendance history

Key Outputs

Manager (HR) shall review and sign off the Advance Requisition Form and forward the same to Head
(HR) who shall approve the advance requisition by way of sign-off on the requisition.

4.

A copy of the approved requisition shall be sent to the Payroll and Accounts team.

5.

MIS

The Advance requisition form shall be sent to the Executive (HR) for filing in the concerned

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employees personal file.
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5.5 Key Process Description – Employee Relocation/ Transfer
1.
The process of relocation can either be employee initiated or can be initiated by the company based
on any business requirement in the other location.

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2.

If an employee is willing to shift to another location, he shall refer to the following sources to identify
any vacancy at the other location:

Process Overview

Internal Job Postings

Key Inputs

Local HR at the other location
Key Objectives

3.

The employee shall discuss with the HR if a comparable position exists at the other location and shall
initiate the process by filling up an Employee Relocation Form. In the form the employee shall in detail

Key
Key Activities
Activities

provide the reasons for relocation.
Process Owners

4.

In case of a vacancy or a specific business scenario, the company may consider shifting a resource
from one location to another location. A suitable employee shall be identified based on the job

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description of the vacant position at the other location.
Key Formats

5.

The HOD shall first obtain acceptance from the identified employee via e-mail/ letter. Upon obtaining
acceptance of the employee, the process of relocation shall be initiated by the employee by filling up
the Employee Relocation Form.

Key Outputs

KPM

6.

The completed Relocation form shall be sent to the immediate Reporting Officer to obtain his approval
to relieve the employee from the current job.

MIS

7.

Upon obtaining approval of the immediate Reporting Officer, the approval of the HOD of the

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concerned department shall be obtained.

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8.

The completed and approved Employee Relocation Form along with Change Master Record Request
Form shall be sent to the Executive (HR) who shall update the Employee Master.

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9.

The Employee relocation form and Change Master Record Request form shall then be filed in the
concerned employee‟s personal file.

10.
Process Overview

In all cases of employee relocations, the Executive (HR) shall intimate the Accounts department.
Key Inputs

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

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5.6 Key Process Description – Group Insurance Policy
1.

Group insurance policy for employees shall be obtained by the company for providing a feeling of
security to the employee.

2.

Search for suitable group insurance policies in the market for our particular industry. Policies should
be segregated as per band of the employees.

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Process Overview

Key Inputs

3.

Policies shall be framed as per the regulated law and refer to statutory requirements regarding group
insurance policy.

4.

Polices should be monitored by Manager HR and reviewed by Head HR.

5.

Seek approval from CMD for purchasing the group insurance policy for the company.

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

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5.7 Key Process Description- Employee Family Benefit Scheme
1.

Certain schemes should be framed for the employees family benefit such as LTC, Family mediclaim
insurance etc.

2.

Schemes shall be framed as per statutory requirements and monitored by Manager HR.

3.

Schemes shall be reviewed by Head HR and finally approved by CMD

4.

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All the schemes should be framed as per the eligibility criteria of each employee.

Process Overview

Key Inputs

Key Objectives

Key
Key Activities
Activities

Process Owners
Flowchart
Key Formats

Key Outputs
KPM

MIS

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Process: Employee Benefits – Employee Mobile Phone Scheme

Facility Requisition Form

Submit a completed Facility
Requisition Form

OUTPUT

PROCESS

INPUTS
HOD

Authorized Facility
Requisition Form

Approves the Facility
Requisition form

Employee
Check for eligibility of the
employee as per the
company policy

Executive (HR)

2

Initiate process of acquiring
new phone connection

Notes

1 For details on reimbursement

refer Reimbursement section of
this document.

Handover the new
connection kit to the
employee

2 Executive (HR) to verify the

eligibility of the employee with
the company policy.

Obtain acknowledgement of
employee on the Requisition
Form

Update Asset Tracker

3

3 An asset tracker is maintained to
identify assets issued to
employees.

Facility requisition form filed
in employee personal file

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Updated Asset Tracker

INPUTS
Mobile Phone Bills

OUTPUT

PROCESS
Executive Admin

On receipt of mobile phone
bills, prepare a statement
for that particular month

1
Forward the statement
along with the bills to
Manager Admin

Manager Admin

Notes

1 The mobile phone statement

shall contain the following
details:
-Employee name & code and
level
-Phone number
-Mobile phone reimbursement
limit as per the company policy
-Amount of current bill
-Amount to be recovered from
employee‟s salary

Reviews the mobile phone
statement against the bill and
the relevant policy

Evidences the review by way
of a sign-off on the statement

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Approved mobile phone
statement

OUTPUT

PROCESS

INPUTS
I

Executive Admin

Forward the bills to the
Accounts Team for
payment to the Service
Provider

Forwards the approved
statement to Executive
(Payroll) for recovery of
excess payment

Payroll Processing

Notes

98

Process: Employee Benefits – Employee Laptop Scheme
INPUTS
Authorized Facility
Requisition Form

OUTPUT

PROCESS
Executive (HR)

2

HOD

Check employee eligibility
against policy and obtain
approval from Manager
(HR)

Approved Facility Requisition
Form

IT personnel
Submit a completed Facility
Requisition Form approved
by HOD

Employee

Notes

1
Initiate process of acquiring
new Laptop or, if available,
issue from the stock

Handover the Laptop to the
employee and obtain
acknowledgement of
employee on the Requisition
Form

Acknowledged Facility
Requisition Form

1 Refer Fixed Assets SOP for
procurement of assets

Executive (HR)

2

The Facility requisition form shall
filed in the employee personal
file.
Update Asset Tracker

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Updated Asset Tracker

Process: Employee Benefits – Employee Travel
INPUTS

OUTPUT

PROCESS

Approved Travel Requisition
Form

Admin personnel/ HR

HOD

Initiate process of making
travel arrangements based
on the grade of the
employee

1
Approved Facility Requisition
Form

Accounts Personnel
Submit a Travel Requisition
Form approved by HOD
Initiate process of
disbursement of advance to
the employee based on the
approved requisition

Employee

Notes

At the time of handing over
the advance amount to the
employee, obtain employee
acknowledgement on the
form

1 For details refer company policy.

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Cash & Bank - Payment
of employee advance
(tour advance)

Process: Employee Benefits – Salary Advance
INPUTS

OUTPUT

PROCESS
1

Advance Requisition Form

Fill in Advance Requisition
Form approved by HOD,
Manager (HR) and Head
(HR)

HOD, Manager (HR),
Head (HR)

Approve the Advance
Requisition Form

Forward the approved form
to Payroll and Accounts
Team
Employee

Executive (HR)

Notes

1 Manager (HR) shall review the

requisition and consider the
following before authorizing the
disbursement of advance:
- Duration of service of the
employee
- Outstanding advances (if any)
- Leave/ Attendance history

File the approved
requisition in the employee
personal file

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Approved Advance
Requisition Form

Process: Employee Benefits – Employee Relocation/ Transfer
INPUTS

PROCESS

OUTPUT
Approved Employee
Relocation Form

Employee Relocation Form

Immediate Reporting
Officer and HOD
Change Master Record
Request Form

Employee Relocation Form
to be approved by
Immediate Reporting
Officer and HOD

Executive (HR)

Update Employee
Master

File Employee Relocation
Form and Change Master
Record Request Form

Notes

Intimate Accounts
department

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Master Management

Process: Employee Benefits – Group Insurance Policy
PROCESS

INPUTS

Group Insurance Policy

1

OUTPUT

Executive HR

Refer to statutory requirements regarding
group insurance policy

Search for suitable group insurance
policies in the market for our particular
industry

Forward the policy to Head HR for review

Notes

1 Group insurance policy for

employees shall be obtained by
the company for providing a
feeling of security to the
employee
Policies should be obtained and
segregated as per Band &
elegibility of the employees

Seek approval from CMD for purchasing
the group insurance policy for the company

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Approved Group Insurance
Policy

Process: Employee Benefits – Employee Family Benefit Scheme
INPUTS

PROCESS

OUTPUT

Employee Family Benefit policy
Executive HR

Refer to statutory requirements regarding
employee family benefits

Frame the family benefits as per statutory

requirements

Head HR to review the family benefits
scheme and suggest CMD regarding the
adoption of the policy

Notes

CMD shall review and approve the policy

Every Scheme should be framed
and segregated as per Band &
elegibility of the employees

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Approved Family Benefit
Scheme

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Key Output:
−

Approved Facility Requisition Form

−

Asset Tracker

−

Approved Travel Requisition Form

−

Approved Leave Application

−

Salary Advance Tracker

−

Approved Advance requisition form

−

Approved employee relocation form

−

Approved Employee Family Benefit scheme

−

Approved Employee Group Insurance Policy

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Process Overview

Key Inputs

Key Objectives

Process Owners

Key Formats

Key Activities

Flowchart

Key
Key
Key Outputs
Key Output
Output
Outputs
KPM

MIS

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5. Employee Benefit

Home

Responsibility

Authority
A/R

S.No.

Director

HOD

Head HR

Manager
(HR)

Executive
(HR)

User

Process Overview

Key Inputs
1

Key Objectives

Facility Requisition
Form

A

2

Updating Asset Tracker

V

E

R

V

E
Key Activities

3

Key Formats

A

V

4

Employee Relocation
Form

A

V

5

Process Owners

Advance Requisition
Form

V

V

Employee Group
Insurance

A

V

E

6

Employee Family
Benefit Scheme

A

V

E

E

E
Flowchart

Key Outputs
KPM

MIS

RR &A
& A

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6. Training & PMDP
Key Inputs:
6.1 Employee Training

Home

6.2 Self Performance Appraisal form
6.3 Awards & Rewards
Process Overview

Key Inputs
Key Inputs

Key Objectives
Key Activities

Process Owners
Flowchart
Key Formats

Key Outputs`
Key Outputs
KPM

MIS

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