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As for the job role of HR, it all depends. Assuming a very basic role in HR following list shows a few responsibilities of an HR 1. Recruitment –   Understanding manpower manpower requisition from the concerned department.

Understanding the requirement and accordingly drafting a job description and getting it approved from the concerned person. Sourcing candidates that match the desired skills. Screening the candidates by conducting telephonic telephonic or personal interviews as the case may be. Encouraging the employees to provide reference for better prospects. Arranging for technical interview and coordinating with the concerned person. Communicating Communicat ing the employment status to the applied candidates. Maintaining and updating the database of the candidates. Doing a background verification of the shortlisted candidates. 2. Induction and On-boarding When a particular candidate is finalised and selected, selected, giving him offer letter or letter of intent

On joining the services, issuing appointment letter with brief working agreement or policies. Giving a description on the policies, procedures and culture followed by the company. Properly filing relevant document of the new joinee as required. Introducing him/her to the team and supervisor and/or manager. Explaining the mode of communication. communication. Coordinating with the IT team to get his email id made. 3. HR Policies and HR Manual If the company do not have an HR Manual, drafting the same for the company. Making or Amending the existing policies and procedures. 4. Attendance and Leave records. Keeping a track of the attendance of the employees. Filing the leave forms and keeping a track of the leaves taken. Seeing to it that there is not much absenteeism on any given day. Seeing to it that no employee is irregular and if there are such people, taking corrective and/or  preventive measures. measures. 5. Performance Management Helping the seniors do performance appraisal in a better way by adopting better appraisal practices. 6. Employee Engagement Keeping a track on employee employee turnover and exit rate.

Taking initiatives to engage engage the staff to their work. Taking the surveys in order to understand their engagement level and accordingly take actions. Planning events or activities regularly or on some occassions, getting those approved by senior management and implementing those. 7. Workforce Management

Handling the staff so that people are not dissatisfied with each other. Handling cross culture things.

 

See to it that there is no grouping or no dissatisfied person. Other employee related issues. 8. Statutory Compliance Leaves –  Leaves  –  as  as per the act that is applicable to you. minimum salary  pf / esic / medical deductions deductions as applicable applicable other compliance 9. Exit Formalities Conducting exit interviews of candidates who are resigning. Trying to get constructive feedback for company and trying to implement the corrective measures for them. Helping the person to be relieved properly. Issuing relieving letter and letter of experience. Doing the full and final settlement for the person. 10. Compensation and Benefits Designing the salary structure for employees Helping employees employees save tax by advising them on tax benefits plans and other investment options Calculating the Gratuity, Handling PF accounts, etc. 11. Employee Motivation and T&D/L&D Many organizations have training sessions for their employees. You can provide internal training by checking who has what to contribute and accordingly plan a training session. On the contrary you can also hire trainers with specific skills. You can also send motivational motivational mails to employee on regular basis. These are few basic responsibility an HR will have to handle.  

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Be the first to comment  comment - What do you think?   Posted by Hrformats - March 21, 2013 at 3:27 PM Categories:  HR   Tags: Categories: Tags:  HR Executive Role In Company - Appointment Letter  

 

50 Wage heads should take in to account for ESI calculation & which should not  50 Wage heads & will highlight which Wage Heads should take in to account for ESI calculation & which should not.  

 ESI-Wages   ESI-Wages  1) WASHING ALLOWANCE:  It is a sum paid to defray special expenses entailed by the nature of employment and as such this amount does not amount to wages. (In lieu of old instructions issued vide Memo No.Ins.III/2/1/65 dt. 8.2.1967) 2)

SUSPENSION ALLOWANCE/SUBSISTENCE ALLOWANCE 

During the suspension period the employee is not allowed to actually work and he is not given full remuneration but the permissible subsistence allowance is paid to the employee by way of remuneration for remaining attached to the services of the employer as per the relevant service regulations governing his contract of service, therefore, the subsistence allowance is part of wage as defined under Sec.2(22) of the ESI Act and consequently on the amount of subsistence allowance  paid to the suspended suspended employee, employee, contribution is payable. payable. Supreme Court has also held in the case of RD, ESIC Vs./s.Popular Automobiles etc.in its judgment dt. 29.9.97 in Civil appeal no.3850 of 1993 that ‗suspension/subsistence allowance is wage and contribution is payable under Sec.2 (22) on the said amount‘. amount‘.   (In lieu of earlier instructions were issued vide Memo No.3(2)-1/67 dt. 3.6.67 & letter No.Ins.III(2)2/71 dt. 10.8.1971) 3)

OVERTIME ALLOWANCE 

In the case of the employer as and when the employer finds the need to have work done expeditiously, in addition to the normal work during the course of the working hours, the employer offers to the employee to do the overtime work after the working hours. When employee does overtime work it amounts to the acceptance for the same, hence there emerges concluded implied contract between the employer and the employee. Both the remuneration received during the working hours and overtime constitutes a composite wage and thereby it is a wage within the meaning of Sec.2 (22) of the ESI Act. Therefore, the contribution is payable on the overtime allowance. However, overtime allowances will be considered as wage for the purpose of charging the contribution only and will not be considered for the purpose of the coverage of the employee under the Scheme. The same view was held by the Supreme Court in its judgement delivered on 6.11.96 in the case of Indian Drugs & Pharmaceuticals Ltd. Vs. ESIC, in Civil Appeal No.2777 of 1980.

 

(Old instructions issued vide memo No.3-1(2)/3(1)/68 dt. 31.5.68). ANNUAL BONUS: 

Bonus paid to the employees could not be treated as wage for the purpose of charging of contribution under Sec.2(22), provided the periodicity of the payment is more than 2 months. The said issue was also considered in the meeting of the ESI Corporation held on 19.12.1968 and the Corporation agreed to the recommendations of the Standing Committee that bonus may not be treated as wage. Hence no contribution is payable on annual Bonus. (Earlier instructions were issued vide memo No.Ins.III/2(2)-2/67 dt. 8.2.1967). INCENTIVE BONUS: 

As per the decision of the Supreme Court delivered on 8.3.2000 in the case of M/s.Whirlpool India Ltd. Vs. ESIC in civil appeal No.1903 of 2000, additional remuneration to become wages has to be  paid at intervals not not exceeding two months as distinguished distinguished from from being payable. Thus, Thus, there has to be actual payment and the payment of production incentive does not fall either under the 1st part or last  part of the definition of the term wages as defined in Sec.2(22) of the Act, hence no contribution is  payable on the incentive bonus, bonus, provided the periodicity periodicity of payment is more than than 2 months. (Earlier instructions were issued by this office vide Memo No.T-11/13/53/19-84-Ins.IV dt. 19.9.84, Memo No.Ins.III-2(2)/2/69 dt,. 26.12.73, Memo No.T-11/13/54/18/82-Ins.IV dt. 14.7.82 & Memo  No.D/Ins.5(5)/68 dt. dt. 18.9.88.) PRODUCTION BONUS: 

Production Bonus like incentive bonus is paid to the workers as additional remuneration and hence like incentive bonus such additional remuneration in order to become wages has to be paid at intervals not exceeding 2 months as distinguished from being payable. Thus, there has to be actual  payment and hence no contribution is payable, provided periodicity of the payment is more than 2 months. (Earlier instructions issued vide letter dated 4(2)/13/74-Ins.IV dated 2.9.85) INAM/EX-GRATIA PAYMENT: 

Inam represents a payment made by the employer to any employee as a reward for the services rendered by him for which he is/was not under obligation to render the same under the contract of service which is expressed or implied but does not include the payment which have been made to an employee in fulfillment of contract of service. This T his may include exgratia payment. Where Inam is being paid for special skill or higher responsibilities/ responsibilities/additional additional duties, it may be taken as remuneration and contribution is payable. Where the employer has introduced the scheme of Inam but according to terms and conditions the employer has no right to withdraw it or revise it, the same may be treated as wages and contribution is payable.

 

Where the employer has introduced the scheme of Inam and he has right to revise or withdraw it at his discretion, the payment of Inam under such scheme may not be treated as wages and contribution is not payable provided the payment is made at an interval exceeding two months.. Where there is no scheme of Inam in writing but still employer might be making payment under the head Inam on the basis of some understanding between the parties, in such cases, the nature of  payment and its periodicity may may be ascertained and whether payment of Inam is an exgratia payment which is not covered by the contract of service. In case the periodicity is more than 2 months, no contribution may be charged. (Last instructions were issued vide letter No.D-Ins.5(5)/68 dated 21.2.1975). WAGES PAID DURING LAYOFF: 

During the period of layoff though the employee is not given actual work and is also not given full remuneration but certain wages are paid to the employee by way of remuneration for remaining attached to the factory/establishment factory/establishment of the employer, therefore, such payments paid for the period of layoff are also wages for the purpose of Sec.2(22) of the ESI Act and hence contribution is payable on such payments. (Earlier instructions were issued in 1968). ANNUAL COMMISSION 

Sales Commission would fall within the 3rd category of wages as defined underthe Act as additional remuneration and there has to be actual payment as the word used is paid and not payable, at intervals not exceeding two months. The question as to why the period of 2 months is fixed was debated in Supreme court in the case of Handloom House, Ernakulam Vs. RD,ESIC in Civil Appeal  No.2521 of 1999 when it was held that no employer shall have the permission to draw the payment of contribution on the premise that annual payments have to be work out. Normally, the wage period is one month, but the Parliament would have thought that such ―wage period‖ may be extended a little more but no employer shall make it longer than two months. This could be the reason for fixing a period of two months as the maximum period for counting the additional remuneration has to make it part of ‗wage‘ under the Act. Therefore, the annual commission is excluded from the definition of the wages and hence no contributio contribution n is payable on the annual commission. (Earlier instructions were issued vide Hqrs.letter No. Ins.III(2)-2/71 dated 10.8.71). HOUSE RENT ALLOWANCE 

House Rent Allowance is wage in cases where it is being paid. Notional amount of house rent can not  be presumed as wages for deciding the coverage. In cases where an employee is being paid house rent allowance, the same will be included both for coverage and contribution. In cases where the staff quarters have been allotted the amount of salary and wages paid will count for coverage and contribution and no notional house rent allowance is to be presumed in such cases.

 

In the cases of Braithawait & Co. Vs. ESIC and M/s.Harihar Polyfibres Vs. ESIC, Bangalore, Supreme Court has also held that house rent allowance allowance is a ‗wage‘ under Sec.2(22) of the ESI Act.  Act.   (Earlier instructions were issued vide memo No.T-11/13/11/15-Ins.III dt. 28.9.75,  No.Ins.III(2)/15/15/74-Ins.Desk.I  No.Ins.III(2)/15/15/74-In s.Desk.I dated Dec.,76, No.T-11/13/53/19-84/Ins.IV No.T-11/13/53/19-84/Ins.IV dt. 19.9.84 &  No.D.Ins.II/11/3087/303  No.D.Ins.II/11/308 7/303 dated 1.3.1985). 1.3.1985). NIGHT SHIFT/HEAT/GAS & DUST ALLOWANCE: 

It is an additional remuneration paid to the employee for performing duty atnight time during the hours of darkness. This amount is paid by way of incentive under the scheme of settlement entered into between the Management and its workmen and hence are wages within the meaning of Sec.2(22) of the ESI Act. This view was observed by the Full Bench of Karnataka High Court in the case of  NGEF Ltd. Vs. Dy.Regional Director, ESIC, Bangalore. Supreme Court in the case of M/s.Harihar Polyfibers Vs. RD ESIC, Bangalore has also held the same view. Hence, Night Shift Allowance, Heat, Gas & Dust allowance are wages under Sec.2(22) of the ESI Act and contribution is payable on the said amount paid by the employer to the employees. (Earlier instructions were issued vide Memo No.T-11/13/53/19/84-Ins.IV dated 19.9.94). CONVEYANCE ALLOWANCE 

Conveyance allowance is paid to the employee to compensate the expenses incurred by the employees on travelling etc. The travelling allowance or value of any travelling concession is also  being paid to the employees in the nature of conveyance conveyance allowance, which is neither wages for the  purpose of coverage of employees under Sec.2(9), nor it is treated as wages for the payment of contribution under Section 2(22) of the ESI Act. In the case M/s.Hyderabad Asbestos Cement Products Vs. ESIC, Punjab & Haryana High Court, Chandigarh as well in the case of M/s.Harihar Polyfibres, the Supreme Court have held that conveyance allowance allowance is not wage under Section 2(22) of the ESI Act. (Earlier instructions were issued by this office of fice vide No.P.11/13/97-Ins.IV dated 27.1.97.) SERVICE CHARGES 

Service charges are collected by management of the hotel on behalf of their employees in lieu of direct tips and the same is paid to their employees at a later date. Such amount collected as ‗service charges‘ will not constitute wages under Sec.2(22) of the ESI Act. In the case of ESIC Vs. M/s.Rambagh Palace Hotel, Jaipur, the High Court of Jaipur has held that ‗service charges‘ are not wages under Section 2(22) of the ESI Act. This verdict of the High Court of Jaipur was accepted in the ESIC and hence no contribution is payable on ‗service charges. charges.   (Earlier instructions were issued vide letter No.P-12/11/4/79-Ins.Desk.I dt. 18.9.79) MEDICAL ALLOWANCE 

 

The employees working in factories/establishments are being provided medical services in kind by the employer but in certain factories/establi factories/establishments shments instead of providing medical services in kind, the amount spent by the employees on medical care is reimbursed while in some other organisations, employees are being paid monthly cash allowance in lieu of medical aid/reimbursement of medical expenses. Where such payments are made by the employer in lieu of the medical benefit, the same are to be treated as wages under Sec.2(22) of the ESI Act and the contribution is chargeable. (Earlier instruction were issued vide letter No.Ins.5(5)/68-Ins.III dt. 21.8.71 & Ins.III/2(2)2/68 dated 24.6.71) NEWSPAPER ALLOWANCE 

In certain factories/establishments the employees are reimbursed the cost of Newspapers while in some other factories/establishments the employees are paid monthly newspapers allowance instead of reimbursement of the cost of the Newspapers. Where the amount is being paid regularly to the employees by the employer as Newspapers allowance the same will be treated as wages under Sec.2(22) of the ESI Act and the contribution is chargeable. However, where the cost of Newspapers is reimbursed to the employees, no contribution is to be charged on such payments. EDUCATION ALLOWANCE:  Employees are being paid monthly Education allowance for the children studying in the

Schools/Colleges. Where such education allowance is being paid monthly, the same is to be considered as wages under Sec.2(22) of the ESI Act and the contribution is chargeable on the said amount. However, in such cases where instead of paying the education allowance on monthly basis, the amount spent as fee is reimbursed to the employees and booked under education allowance, in such cases no contribution is payable. DRIVERS’ ALLOWANCE 

In some of the factories/establishments the officers employed as employees are being paid drivers‘ allowance per month. This allowance is being paid to enable the officers to appoint a driver at their own level and such drivers employed are not being paid salary directly by the factories/establishments. Where such allowance is being paid to the employees and the drivers are not engaged by the employees, in such event the allowance paid as such will be considered as wage under Section 2(22) of the ESI Act and contribution will be chargeable provided the employee is coverable under the Scheme.. However, where the services of the drivers are being utilised, in such event the drivers so engaged will be covered as employee and contribution will be payable on the amount paid to the drivers as salary and booked in the ledgers of the employer under the heading ‗Drivers‘ Allowance‘. Allowance‘.   FOOD/MILK/TIFFIN/LUNCH ALLOWANCE: 

 

Each case of payment of Food, Milk, Tiffin and Lunch Allowance has to be examined on its merits depending on the following conditions under which the allowance is payable:Tiffin/Food/Milk/Lunch Allowance paid in cash at a fixed rate irrespective of whether the person is absent or on authorised leave etc. may be treated as wages. Tiffin/Food/Milk/Lunch allowance paid in cash with deduction for leave or absence etc. may not be treated as wages. Tiffin/Food/Milk/Lunch allowance paid in kind i.e. canteen subsidy/food subsidy etc. may not be treated as wages. (Earlier instructions were issued vide letter No.P-11/13/97-Ins.IV dated 2.2.1999) GAZETTED ALLOWANCE 

Certain factories/establishments are paying gazetted allowance to its employees in lieu of duties  performed by them on gazetted holidays. Such gazetted allowance is not wage for the purpose of Sec.2(9) of the ESI Act. However, it will be wage for the purpose of Sec.2(22) of the ESI Act and the contribution are to be recovered on such payments. WAGES AND DEARNESS ALLOWANCE FOR UNSUBSTITUTED HOLIDAYS: 

Such wages and dearness allowance paid to the employees for the unsubstituted holidays are to be treated as wages under Sec.2(22) of the Esi Act and the contribution is payable. High Court of Gujarat in the case of ESIC Vs. New Assarw Manufacturing Co.L Co.Ltd. td. held the same view. EXGRATIA PAYMENT DURING STRIKE FOR TRAVELLING EXPENSES  

Like conveyance allowance if any exgratia payment is made during the period of strike to some of the employees to incur certain travelling expenses such amount will neither be considered as wage under Sec.2(9) nor under Sec.2(22) of the ESI Act and no contribution is payable on such amount. High Court of Bombay in the case of ESIC Vs. Willman (India) (P) Ltd. in case No.210 of 1976, held the same view. INTERIM RELIEF: 

Interim relief paid to the employees is normally paid when either the wage is under revision or when the payment of Dearness Allowance is delayed due to any reason. r eason. Whatsoever may be the case, if the interim relief is paid to the employees by any employer, the same will amount the wages within the meaning of Sec.2(22) of the ESI Act and contribution is payable thereon. SAVING SCHEME 

Certain factories/establishments are contributing towards the saving scheme for the welfare of the workers. Such amount paid by the employer as his contribution to the saving scheme, will not constitute wages under Sec.2(22) of the ESI Act and the contribution is not payable. (Earlier instructions were issued vide Memo No.P-12/11/4/77-Ins.IV dt. 15.11.80)

 

ATTENDANCE BONUS 

It is a special allowance being paid by certain employers to their employees to discourage the workers from absenting from the job. Any amount paid by the employer to its employees as Attendance Bonus will constitute wages under Sec.2(22) of the ESI Act and the same opinion was held by Bombay High court in the case of ESIC Vs. Indian Dyestuff Industries Ltd.. However, the  periodicity aspect aspect has to be kept in mind. In case the p periodicity eriodicity is more tha than n 2 months, the same will will not constitute wages and no contribution will be payable as in the case of incentive bonus. PAYMENT MADE TO RICKSHAW PULLERS,HATHRAIRY PULLERS AND TRUCK OPERATORS (INCLUDING LOADING & UNLOADING CHARGES WHEN THE LOADERS/UNLOADERS ARE THE EMPLOYEES OF THE TRUCK OPERATORS: Rickshaw pullers, Hathrairy pullers and Truck Operators (who bring labour with them) no contribution is payable on the amount paid by the employer if the amount paid is lumpsum amount including loading/un-loading loading/un-loading charges and no separate wages are paid by the employer. Similar view was held by Bombay Division Bench in 1990 in the case of Raisaheb Tekchand, Mohate Mills Vs. R.D. ESIC. HAMALS/COOLIES EMPLOYED AT A PARTIULAR TIME  

Where Hamals & Coolies are employed at a particular place and a particular time, outside the  premises of the factory/establishment factory/establishment to perform a specific job on the spot in such cases no contribution is payable on the amount paid to such Coolies/Hamals, however the contribution is  payable on the amount amount paid to the coolies and hamals hamals for services rendered within within the premises of of the employer. Bombay High Court in the case of Parley Bottling Co.Ltd. VS. ESIC,Bombay 1989 and Supreme Court in the case of ESIC VS.Premier Clay Products, have held this view. SHORT PERIOD CONTRACT FOR SERVICE –  SERVICE  –  ELECTRICIAN,  ELECTRICIAN, CARPENTERS, MECHANICS MECHANICS,, PLUMBERS ETC./REPAIR WORK DONE ON SHOP In such cases also contribution is payable on the amount paid by the Employer if the services are rendered within the premises. This view was also held by Punjab and Haryana High Court vide its  judgement dated 29.3.84 in the case of Modern Equipment Vs. ESIC in Civil Appeal No.3218 of 1989. EXPENDITURE ON SERVICING OF MACHINES 

 No contribution is payable on the the servicing of machines machines where the job job awarded is to th thee Engineer and instead of contract of service, there is a contract for service for servicing of machines. EXPENDITURE ON ANNUAL/PERIODICAL SERVICE CONTRACT  

 

In the factories/establishments certain amount is being paid by the employer to the supplier of machines or to the firms of repute for the annual/periodical servicing of the machines and for such  purposes the contract is awarded. In such cases no contribution is payable on the amount paid for annual/periodical annual/periodi cal service contracts. COMMISSION TO DEALERS/AGENTS: 

Where dealers/agents are appointed by the employers but no regular wages are paid and it is not obligatory on the part of such dealers/agents to attend to the factories/ establishments and they are  paid commission only on the quantum of sales, in such cases the amount paid by the employer employer as commission/dealership does not constitute wage under Section 2(22) of the ESI Act and hence no contribution is payable. SERVICE CONTRACT 

Amount paid to an organisation for maintenance of Machinery/Equipments Machinery/Equipments as part of service contract will not attract ESI contribution. PAYMENT MADE TO LABOUR CONSULTANTS, LAWYERS, ENGINEERS, COUNSELS, CHARTERED ACCOUNTANTS: The amount paid by the employer to labour consultants, lawyers, engineers, counsels, chartered accountants does not constitute wage as per provisions under Section 2(22) of the ESI Act and hence no contribution is payable. The following items will form part of the wage both under Section 2(9) i.e for considering the employee for the purpose of coverage and Section 2(22) of the ESI Act for the purpose of charging of contribution:Matinee allowance which is being paid to employees in Cinema Houses. Shift allowance paid to employees employees who work on shift duty at odd shifts. Location allowance paid, in addition to Dearness Allowance to meet the high house rent. Compensatory allowance. Cash handling allowance paid to Cashier. Supervisory Allowance. Additional pay paid to training staff. Charge allowance Steno/Typist Steno/Typ ist allowance Plant allowance Honorarium for looking after the hospital/dispensary

 

Computer allowance Gestetner/Photocopier/Printer Gestetner/Photo copier/Printer allowance Personnel/Special Personnel/Sp ecial allowance Machine allowance Convassing allowance First-aid allowance Personnel allowance  –   Pay over and above the basic wage and Dearness allowance for skill, efficiency or past good records. Area allowance –  allowance  –  given   given to employees living in a particular area to meet the high cost of living in that area. Exgratia payment if payment is made within an interval of two months. The following items will not form part of the wage either under Section 2(9) or under Section 2(22) of the ESI Act:Payment made on account of un-availed leave at the time of discharge. Commission on advertisement secured for Newspapers, if not paid to the regular employee. Fuel allowance/Petrol allowance Entertainment allowance Shoes allowance Payment made on account of gratuity on discharge/retirement. Payment made on encashment of leave..

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Be the by first to comment  comment  - What 27, do you   PM Posted Hrformats - December 2012think? at 12:21

 

Categories: Categories:  HR   Tags: Tags:   Need Need Help For ESIC Calculation  Calculation  

Employee Company Car Sample Policy  I have attached Employee Company Car Sample Policy. 

Company Car Policy  Objective 

1.

The new Company Car Policy has been formulated in order to introduce an employee friendly and easy to administer car scheme in the company with effect from April 1, 2006. With the introduction of this scheme all previous car schemes stand withdrawn.

1. 

2.

Scope 

Employees in Grade M1 and above are entitled to participate in this scheme. These employees have  been assigned Management Management Allowance Allowance / Car Kitty Kitty as part of their remuneration remuneration package. package. Their Management Allowance Allowance / Annual Car Kitty amount is given in the table included herein below.

(A)

(B)

(C)

Grade Car Kitty Amt Mgmt. Allow. (p.a.)* (p.m.)

(D)

(E)

Addnl. Car Max. Car Kitty Kitty(p.a.)* Amt (p.a.)*

Rs.

Rs.

Rs.

Rs.

M5 M4

240,000 195,000

20,000 16,250

60,000 45,000

300,000 240,000

M3

150,000

12,500

45,000

195,000

M2

105,000

8,750

45,000

150,000

M1

75,000

6,250

30,000

105,000

In the case of employees joining the Company Car Scheme post July 1, 2006, actual Car Kitty amount shall be net of Fringe Benefit Tax (FBT) as applicable.

 

1. 

3.

General 

3.1. Under this scheme eligible eligible employee employee can avail of a leased car for both official duties as well as  personal use. For this this purpose, the comp company any has entered in into to an agreemen agreementt with a lease finance finance company. The details of the same have been provided in the Annexure I.

3.2. Eligible employees employees would be entitled to a car with a per annum cap on lease lease rent equivalent to their annual car kitty entitlement included in their remuneration package.

3.3. Employees can select any any car of their choice within their lease rent entitlem entitlement ent limit.

3.4. Full finance is available without any margin margin money requirement. The amount that can be rentalized includes the following: following:

3.4.1.

Ex-Showroom Cost of the car

3.4.2.

Registration Fees

3.4.3.

Insurance

3.4.4.

Cost of Accessories

3.4.5.

Octroi and other taxes.

However, the minimum minimum amount  amount that would need to be rentalized is the Ex-Showroom cost of the vehicle. 3.5. In case accessories accessories are bought bought from some other dealer, the the VAT Invoice Invoice from that that dealer will will  be required.

3.6. At the end of the Lease Term, the car will be returned to the the leasing company. company.

1. 

4.

Standard Operating Procedure: Procedure: 

4.1. The process starts with the employee getting an ―In principle‖ approval of his/her respective HOD vide e-mail on a model that falls within his/her car kitty entitlement entitlement limit.

 

4.2. Employee negotiates negotiates with the dealer to get the best best deal possible and gets a formal quota quotation tion in the form of Proforma Invoice. 4.3. Employee then submits submits to the Admin Department. an application for joining the company car scheme in the prescribed format as per Annexure II enclosing the Proforma Invoice and the e-mail approval from HOD. 4.4. Employee also executes executes an Undertaking on Rs. 20 Stamp P Paper aper (refer Annexure III) and submits the same to Admin Department. 4.5. Admin gets the approvals approvals from Finance on the Application Application Letter and retains retains the original Application Letter and Proforma Invoice for their records. 4.6. Admin intimates intimates the Lease Finance Company Company vide Authorization Authorization Letter as per Annexure IV enclosing a copy of Proforma Invoice. 4.7. The Lease Finance Company Company then sends the following following to the Admin Department.: Department.: 4.7.1.

Cheque in the name of the Dealer

4.7.2.

Covering Letter to the Dealer

4.7.3.

Letter for Endorsement to the RTO

4.7.4.

Form 20 for signature of Authorized Signatory

4.8. Commencement Commencement date for the lease period under the sch scheme eme shall be the date on which cheq cheque ue is drawn in favor of the dealer by the Lease Finance Company Company.. 4.9. Admin gets the required required signature on Form 20. Admin han hand d over the following to the emp employee loyee to take the delivery of the car: 4.9.1.

Cheque in the name of the Dealer

4.9.2.

Covering Letter to the Dealer

4.9.3.

Letter for Endorsement to the RTO

4.9.4.

Form 20 with approval from Authorized Signatory (CFO)

4.9.5.

Copy of ABC‘s PAN Card  Card 

4.9.6.

Company‘s Company ‘s Address Proof  

4.9.7.

Letter of Authority to take the the delivery of the the car car (Refer Annexure V).

Admin retains a copy of all the above documents. 4.10. Based on these documents employee employee can take delivery of the car. 4.11. On receiving the delivery of the car, the employee employee needs to forward the following docs docs to the Admin Department.

 

4.11.1. Original Invoice 4.11.2. Copy of Insurance Cover Note 4.11.3. Copy of R C Book 4.11.4. Copy of Insurance Policy 4.12. Admin Department retains a copy of all the above documents and sends the Original Invoice and copy of the other three docs to the Lease Finance Company Company.. 4.13. The Lease Finance Company then sends the following to the Admin Department: 4.13.1. Lease Agreement drawn in triplicate (One Original and two copies). 4.13.2. First Debit note

4.14. Admin takes required signatures on the Lease Agreements, sends original to Lease Finance Company, handover one copy to employee and retains the other copy for their records. 4.15. Admin then intimates the payment schedule included in the Agreement to the HR Department and forwards the First Debit Note to the Accounts Department. for making payment to the Lease Finance Company 4.16. On receiving the Payment Schedule, the HR Department provide providess the necessary inputs to the Payrolls Department vide the monthly salary input. 4.17. Second year onwards, the employee gets the insurance done himself, retains the original insurance policy and submits two copies of it to Admin Department. Admin Departmen Departmentt retains a copy and sends a copy to Lease Finance Company 4.18. The Lease Finance Company will raise a single rental bill by 20th of every month reflecting all the on-going agreements and sends it to the Admin Department who will forward the same to Accounts Department for payments. 1. 

5.

Maintenance / Repairs / Normal Running / Insurance 

The employee will be required to maintain the Car in good condition & incur all running costs including costs of fuel, spares, tubes, tyres, repairs, maintenance, servicing etc., as required from time to time. As stated above, the employee will also bear the insurance cost 2nd year onwards. All these expenditures can be claimed against reimbursement entitlement included as part of the compensation package. 1. 

6.

Foreclosure: 

6.1. Premature exiting from from the car scheme by returning the car at any p point oint of time has been  provided for under the the scheme. However, However, where premature premature exit from the scheme scheme is not at the behest behest

 

of the company, the foreclosure charges / expenses shall be borne by the employee in totality. Instances of premature exit not at the behest of the company are foreseen as, but not limited to the following: 6.1.1.

Resignations

6.1.2.

Retirements (including Voluntary Early Retirement)

6.1.3.

Personal Reasons

6.1.4. Dismissals from service service will will be be treated treated on the same footing as cases, which are not not at the  behest of the Company. Company. 6.2. The working of the foreclosure charges charges would be as agreed with the Lease F Finance inance Company. Company. The details of the same are in Annexure I. 6.3. In case the employee is joining a new organization, there is a possib possibility ility of assigning the car to the new organization by the Lease Finance Company. This will need to be mutually decided by the Lease Finance Company and the concerned employee‘s new organization. organization.   1. 

7.

Promotions 

If the employee‘s employee‘s car kitty entitlement entitlement changes due to promotion, the difference between the n new ew monthly car kitty entitlement and monthly car lease rent would be added to his/her Personal allowance and paid out with salary on monthly basis. This would be treated as income and taxed accordingly. 1. 

8.

Transfers 

In case of inter-location transfers, within the company, the leasing company will organize all the necessary formalities. The concerned employee will be required to contact the Administration Department at HO to initiate necessary processes. In case of transfers to a subsidiary / affiliate / sister company, company, the car can be assigned to the new company wherever the new company also has an agreement with the said Lease Finance Company. The transfer charges will be borne by the company if the transfer is company initiated initiated and by the employee if the transfer is employee initiated. initiated. 1. 

9.

Rejoining the Car Scheme 

On completion of the tenure and on returning of the car to the Leasing Company, the employee will  be entitled to rejoin rejoin the car scheme scheme immediately immediately thereafter. 10. Overall Co-ordination/Clarification/Suggestions 

10.1. Car Scheme will be co-ordinated on an all India bases by the Administration Department in Head Office. The department shall maintain maintain an MIS pertaining to the scheme. 10.2. All clarifications with regard to the scheme can be obtained from Administration Department. Department.

 

10.3. All suggestions for improvement of the scheme should be addressed to the Administration Department.

ANNEXURE I  1. 

The company has entered into an agreement with M/s Sundaram Finance Ltd., a Lease Finance Company to make available a leased car to the eligible employees of the company.

2. 

Employee has an option to choose tenure ranging from 3 yrs to 5 yrs. Current Lease rentals for the same are indicated in the table below:

Tenure

Resale Value

Rental per lac per month (plpm)*

3 Yrs

25 %

Rs 2705

4 Yrs

20 %

Rs 2230

5 Yrs

15 %

Rs 1930

* Please contact the Admin Department. for the latest Lease Rentals applicable. applicable.   1. 

The above rentals are based on the current SBI PLR. P LR. There could be a variation in the rentals due to variation in any of the following:

 

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SBI PLR ( In this regard please note that, there has been no increase in this benchmark interest rate in the past 5 Yrs) Change in the Corporate Taxes / Depreciation Rates as prescribed in the Union Budget

Kindly refer to the variation tables included herein below:

3.1. Given below is the the variation table table for the 3 year option: option: Tenure Rent (per month per lac) Pattern of payment

Change taking place at the

: 3 years : Rs.2,705/: Monthly in advance

 

  Quantum of change in rent per month end of the month

 per lac for 0.5% p.a. change in cost of funds

Rs. 0

27

6 12

25 23

 

18

21

24

19

3.2. Given below is the the variation table table for the 4 year option: option:

Tenure :4 years Rent (per month per lac)

: Rs.2,230/-

Pattern of payment : Monthly in advance

Change taking place at the

Quantum of change in rent per month end of the month

 per lac for 0.5% p.a. change in cost of funds

 

 

Rs. 0

26

6

23

12

21

18

19

24

17

30

15

36

13

3.3. Given below is the the variation table table for the 5 year option: option:

Tenure Rent (per month per lac)

: 5 years : Rs.1,930/-

 

Pattern of payment

: Monthly in advance

Change taking place at the

Quantum of change in rent per month

end of the month

per lac for 0.5% p.a. change in cost of funds Rs.

0

26

6

24

12

22

18

20

24

18

30

16 36

15

42 48

14 13

3.4. The quantum of change change in rentals indicated above above is for every half percentage point chang changee in the cost of funds to the lessor keeping the other parameters of the lease at the present level.

3.5. In the 3 year option, the variation in rental for any 0.5% 0.5% p.a. change taking place after the th 24 month shall remain Rs.19/- per month per lac till the end of the lease period.

3.6. In the 4 year option, the variation in rental rental for any 0.5% p.a. change taking place after the th 36 month shall remain Rs.13/- per month per lac till the end of the lease period.

3.7. In the 5 year option, the variation in rental rental for any 0.5% p.a. change taking place after the th 48 month shall remain Rs.13/- per month per lac till the end of the lease period.

 

3.8. Any change in cost of funds to the lessor taking taking place between two pe periods riods indicated in the table table above will entail change in rentals to the extent of change in rentals indicated at the beginning or at the end of the said periods or any magnitude falling in between depending on the exact point in time the change takes place.

3.9. The magnitude of change in rentals indicated above above shall be applicable from the immediate rental next falling due and shall be applicable on all the future instalments of the rentals. 1. 

Stamp Duty

4.1. Stamp Duty cost cost is also applicable on the Lease Rent Ag Agreement. reement. This amount v varies aries as per the rates applicable from state to state. 4.2. The current Stamp Stamp Duty rates in various various states are listed below: below:

Orissa Tamilnadu Kerala

Rs.10/Rs.20/Rs.50/-

Karnataka 1% of average annual rentals Andhra Pradesh Rs.100/Maharashtra 1% of average annual rentals Gujarat 2% of average annual rentals Delhi Rs.50/Madhya Pradesh Rs.50/Uttar Pradesh Rs.50/West Bengal Rs.20/Haryana Rs.20/Goa Rs.20/Pondicherry Rs.20/4.3. The same will be recovered from the employee‘s salary on receiving delivery of the car.  car.   1. 

Once lease rentals exceed the car cost, 12.5% VAT will be applicable on the lease rentals and EMI would be enhanced to that effect

5.1. Second year onwards, onwards, Insurance will be done by the emplo employee. yee. In case the employee opts for insurance cover by Royal Sundaram or Oriental, the Sundaram Finance can take care of renewals, but the cost has to be borne by the employee. 1. 

6.

Foreclosure 

6.1. In case of foreclosure, value would be arrived arrived at by discounting the balan balance ce rentals and the resale value considered in the package. The discount factor would be the prevailing SBI-PLR (Current PLR is 10.25% p.a.) 6.2. However, if the leasing company company obtains the sale proceeds of the veh vehicle, icle, the employ employee ee will be liable to pay only to the extent the net sale proceeds are less than the foreclosure charges.

 

  ANNEXURE II  Application to join Company Car Scheme    Name: __________________ _____________________ ___

Department: _________________ Designation: ________________

E-Mail Id: Mobile No:

___________________ ______________ _____

_

__________________ _______________ ___

Date:

________________________

To, The Administration Administration Department. Kind Attn: Mr. R K Attal Sub: Request for a car under Company Car Lease Scheme Dear Sir, I request you to provide me a car as per the following details. I have read the rules governing the scheme and agree to abide by the same and amendments, if any, to the same. Yours faithfully,

 Name and Signature Signature of the employee employee

DETAILS OF CAR Car Make/ Model Car Kitty Eligibility per annum Desired Date of Delivery Option Tenure /Resale Value

¨ Option 1 3 Yrs / 25%

¨ Option 2 4 Yrs / 20%

¨ Option 3 5 Yrs / 15%

 

Current Lease Rental plpm (A)  Heads Cost

To be Rentalized (Y/N)

Cost to be Rentalized

Ex-Showroom Cost of Car Insurance Registration Octroi / Other Taxes Cost of Accessories Total Cost to be Rentalized (B)  Monthly Lease Rental [(A*B)/100,000]  

 No Yes Copy of e-mail e-mail having HOD‘s approval attached herewith  herewith 

Manager-Admin CFO

ANNEXURE III  (To Be Executed on Rs. 20/- Stamp Paper)

UNDERTAKING   Name of the Employee Employee : __________________ __________________

_____

Residential Address :  ____________________  ___________ ____________ ___  ____________________  ___________ ____________ ___  ____________________  ___________ ____________ ___

_______________________

 

ABC India Ltd. Attn: Mr. R.K.Attal Plot No. 5, Off BKC Road, Off CST Road, Santacruz (E), Mumbai –  Mumbai –  98  98 Date: Dear Sir, Car Scheme In consideration of your having admitted me to the company‘s car scheme and provided me with car ( No.,________________ No.,________________ Make __________________ __________________ ) hereinafter called ―the car‖ with effect from ______________ on the terms and conditions of the said scheme, I undertake to the Company as follows :1)

I have read all terms terms and conditions of the scheme scheme and I agree to, to, accept and abide by all the

terms and conditions laid down by the Company in the Car Scheme and amendment if any, thereof. 2) The car is is registered in the name of the Company, Company, but but shall remain remain the the property of the Leasing Leasing Company. 3) In case of any dispute, which which may arise between between the Company and me, the Leasing Leasing Company will have the right to re-posses the car any time during the leasing period. 4) I shall use use the car only for my personal and official use. use. I shall not put the car to to use on hire or reward and shall not use the car for any unlawful purpose. 5) In case of my separation from the Company for any reason whatsoever whatsoever including including resignation, retirement, VRS, dismissal, etc., I hereby agree to bear the foreclosure charges and hereby authorize the company to adjust the said charges from my terminal dues and in case of shortfall if any I shall forthwith make good the same to the Company. 6) Not withstanding withstanding the aforesaid, aforesaid, I / my legal heirs heirs shall be personally personally liable to pay to the Company all amounts due from me under this scheme and to pay the same to you on demand and without demur and notwithstanding any dispute/ difference that may be subsisting between me/ my legal heirs and the Company. Company. 7) The agreement agreement shall bind in all respect respect heirs executors legal representatives representatives and myself. myself. I further agree that the Company shall have the same rights against my heirs, executors and legal representatives, as it has against me under this agreement. 8)

I understand that on execution of this Undertaking, Undertaking, monthly pay out to me out out of my my annual annual car

kitty entitlement will stop.

 

9) I had been given two salary structures viz. ―With Car‖ and ―Without Car‖ in my initial offer letter / at the time of my salary review. I understand that once I join this scheme, the ―With Car‖ structure will come into effect from the month in which the car lease period starts and same shall be applicable during the period that I am part of the scheme. 10) However, in case the monthly lease rent is less than the one twelfth of the annual car kitty entitlement, the differential amount would be added to the Personal Allowance and paid out to the employee through salary on a monthly basis. The said amount would be taxable. 11) The scheme would be governed by the tax regime as applicable from time to time, and any implications thereof would be to my account. Yours faithfully,

Signature of the Employee  Name: _______________ _________________________ ____________ __ Place: ___________________________ Date: ___________________________

Witness: _________________________ Signature________________________  Name: _______________ _________________________ ____________ __ Address: ________________________  ____________________  ___________ _______________ ______ ANNEXURE IV  Authorization Letter to Lease Finance Company to make the payment to the dealer   Date:

Sundaram Finance Limited 95, 9th Floor, Maker Chambers III,  Nariman Point,

 

Mumbai –  Mumbai  –  400  400 021 Subject: Car for <Employee Name> Dear Sir, With reference to our leasing arrangement for cars, please find enclosed the proforma invoice dated  ___________ raised by <Dealer‘s Name>, Name>, amounting amounting to ______________. ______________. The terms terms of the transactions are as follows:  Nature of Asset

:

Cost of Asset

:

Lease Tenure

:

Lease Rentals

:

Lease Management Fee

:

You are requested to arrange for the insurance, which may also be capitalized. You are requested to issue a cheque favoring <Name of Dealer> payable at <Location> for Rs  ___________ and also forward the necessary necessary documents documents for registration of the vehicle. Thanking you, For ABC (India) Ltd.

Authorized Signatory

ANNEXURE V 

Letter of Authority to take the delivery of Car  

Date: ____________ ____________ To, Dealer‘s Name  Name  Address Reg: Supply of one _______ Car leased to us by M/s Sundaram Finance Limited Limited Ref: Your proforma invoice dated ___________ Dear Sir/ Madam,

 

We hereby authorize <Employee‘s <Employee‘s Name & Designation> of M/s ABC (India) Limited, whose signature is attested below, to collect the ______________ ______________ Model which is leased out to us by <  Name of Lease Finance Finance Co.>. All documents signed by <Employee‘s Name & Designation> in this regard shall be binding on the Company.

…………………………………..(Signature of authorized representative)  representative) 

For ABC (INDIA) LTD.,

CFO Click Here To Download Company Car Policy 

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Be the first to comment  comment - What do you think?   Posted by Hrformats - September 29, 2012 at 6:16 AM Categories:  HR   Tags: Categories: Tags:  Car , company company,, Policy Policy  

Policy on Allotment Company Assets  I have attached policy on allotment company assets.  

IT Policy

 

Prepared and Approved by:-   HR Department 

TABLE OF CONTENTS 

S. No.  Policy Contents 

1 2

Introduction Scope

Page No. 

1 1

3

Applicability

1

4

Responsibility

1

5

Rules

1

6

Registering an Asset

1

7

Reporting a Theft

2

8

Return the asset to the Company

2

1. Introduction:-  The purpose of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and outside the Organization. Also, this policy is used to specify the documents that the employee needs to assign while allotting him the assets used for the communication communicat ion by the company like Laptop, Mobile Handsets, Blackberry Handsets and Data Cards etc. 1. 

Scope :- 

 

This policy covers the usage of the Company assets (Laptop, Data Cards, Mobile Handsets, Local and STD Dialing on Extension Number and Blackberry Cell phone) by senior staff where the regular use of such asset is necessary or useful to meet the requirements of the job. This includes issuing the asset to the employee that is to be used for official purpose only after the approval of the reporting head. 1. 

Applicability:- 

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The CEO. GMs/DGMs/Heads GMs/DGMs /Heads of Departments. Members of staff nominated by any of the above staff members.

1. 

Responsibility:- 

     

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The preparation of this policy, procedure, forms, letters, and its revision along with justification & obtaining approval from the Management and its implementation and monitoring is the responsibility of HR Department. 1. 

 

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1. 

Rules:- 

·The Company will provide the official Assets (Laptop, Blackberry, Mobile Handsets and Data Cards) to all entitled employees employees after they have signed an agreement for the Assets and the Assets authorization letter. ·These assets are returnable upon transfer / discontinuation of the services with the company. company. ·This facility is provided purely for official purpose. ·In case of loss of Company Asset, the employ employee ee must inform the company as soon as possible to avoid any misuse of the asset. Detailed instructions in the case of a loss are given in the Assets authorization letter.

Registering an Asset:- 

Every Company asset must must have a owner. Each department that that has a company asset must have have a sign out sheet indicating indicating that has the company asset, the make, model and Serial num number. ber. This information should be sent to HR department each time there is a change of the owner.

Page 1 1. 

Reporting a Theft:- 

If a Company-owned asset is stolen, its owner is expected to immediately file a theft report with all details as to the time, date, location and any other details that you feel is important with HR/Admin HR/Admin Department. If traveling, the owner must also report report the theft to the local law enfo enforcement rcement agency. 1. 

Return the asset to the Company:- 

 

An owner must return the asset to the Company before their ending date of employment. HR will  provide a list of assets assets and owners to Adm Admin. in. At the meeting meeting with Human Human Resources and Admin Admin the Assets, keys, and other items will be collected. Separate file needs to be prepared for all the assets issued to the employees and also in the employee file. Failure to turn in the company asset may result in withholding payments payments such as Full &Final settlement until the asset is returned.

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Be the first to comment  comment - What do you think?   Posted by Hrformats - August 23, 2012 at 5:12 AM Categories:  HR   Tags: Categories: Tags:  ITT ITT,, Policy Policy  

Recovery Letter to Exit Employee  I have attached recovery letter to exit employee. 

August 1, 2012 Dear Nitin,

Please find enclosed herewith your final settlement on separation as per terms of appointment. We wish to state that you have have to pay Rs. 2347/- to the Company on final settlem settlement. ent. Please arrange to pay the amount immediately to complete your relieving formalities. Th Thee cheque may be made in favor of ―_________________‖ ―_________________‖ and handed over to our representative representative at Delhi office.

Thanking you,

 

Yours truly,

Click Here To Download Format ffor or Recovery Letter 

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Be the first to comment  comment - What do you think?   Posted by Hrformats - August 1, 2012 at 6:28 AM

Categories:  HR   Tags: Categories: Tags:  For , Format Format,, Letter , Recovery Recovery  

Disciplinary Action and Warning Letters  I have attached the 26 warning letters formats which will help you for all the Disciplinary actions.  MODEL PRO-FORM FOR GENERAL CHARGE-SHEET 

To ………………………   ……………………… ………………………   ……………………… It is reported r eported against you that on ________(date) at ________(time) you_____ (mention clearly the act or acts of misconduct alleged). The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you. Accordingly,, you are hereby required to show cause within _______ days Accordingly days of the receipt hereof as to why you should not be dismissed or other wise punished.Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation e xplanation to offer and the matter will be disposed of without any further reference to you. Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedin proceedings gs and final orders in the matter. The receipt of this letter should be acknowledged acknowledged.. AHTOHRISED SIGNATORY MODEL SHOW CAUSE NOTICE  

To Mr………………………………..   Mr………………………………..

 

Emp.No…………………………  Emp.No…………………………  Designation:…………………..   Designation:………………….. You have been absenting from duty without leave since………..and as such services are liable to be terminated according to the rules of the company. You are, therefore, called upon to show cause why your services will not be terminated under Clause ……….of the State………Model Standing Orders Act OR Certified Standing Orders rules of the company / establishment for such continued / habitual absence. AUTHIRISED SIGNATORY  MODEL SHOW CAUSE NOTICE  

To Mr………………………………..   Mr……………………………….. Emp.No…………………………   Emp.No………………………… Designation:…………………..   Designation:………………….. It has been reported against you as under : On…………at……………….you,…………..……………..(details of alleged misconduct) The act(s) alleged to have been committed by you amount to misconduct. Accordingly, you are hereby called upon to submit your written explanation and show cause why disciplinary action should not be taken against you. Your explanation must reach the undersigned within 48 hours. Should you fail to submit your explanation required,the required,the matter will be disposed of without any further reference to you. AUTHORISED SIGNATORY  SIMPLE WARNING LETTER  

To Mr………………………………..   Mr……………………………….. Emp.No…………………………  Emp.No…………………………  Designation:…………………..   Designation:………………….. WARNING 

Your explanation explanation dated ………….. in reply to show cause notice dated………. Has been found to be unsatisfactory. You are accordingly hereby warned. You are further advised in your own interest to be cautious and not to repeat r epeat such an act in future. AUTHORISED SIGNATORY STERN WARNING LETTER  

To Mr………………………………..   Mr………………………………..

 

Emp.No…………………………  Emp.No…………………………  Designation:…………………..   Designation:………………….. STERN WARNING 

Your explanation dated …..in reply to show cause notice /letter of charge dated…….has been found to be unsatisfactory.The gravity of misconduct committed by you is such suc h that it warrants severe  punishment. However, However, we are taking a lenient view this this time and have have decided to award award you this stern warning.Should you repeat any such thing in future or commit any other misconduct we will not hesitate to take strict disciplinary action against you. AUTHORISED SIGNATORY WARNING LETTER FOR HABITUAL IRREGULAR ATTENDANCE  

To Mr………………………………..   Mr……………………………….. Emp.No…………………………   Emp.No………………………… Designation:…………………..   Designation:………………….. Your leave record shows that you are in the habit of absenting off and on and in spite of the fact that you have been verbally advised and are warned for improving your attendance you have not shown any improvement. You were again absent on ………. Without any authorization. You are being given another opportunity to correct yourself and in case you do not show any improvement we will have no alternative but to take a serious view of your action. On your above absence you are being strongly warned. AUTHORISED SIGNATORY WARNING LETTER FOR INSUBORDINATION  

To Mr………………………………..   Mr……………………………….. Emp.No…………………………   Emp.No………………………… Designation:…………………..   Designation:…………………..  It has been reported that today at 09.00a.m when your supervisor asked you to do…………………you refused to carry out the instructions and shouted at him. In your explanation you have admitted your mistake. Although drastic action could have been taken against you forinsubordination, forinsubordinati on, but with a view to reform you, you are being given another opportunity and we hope you will be very careful in future in such matters. You are being warned. AUTHORISED SIGNATORY MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET 

To Mr./ Ms……………………..  Ms……………………..  Emp.No…………………….   Emp.No……………………. Designation………………..   Designation………………..

 

It is reported r eported against you that on ________(date) at ________(time) you_____ you_____ (mention clearly the act or acts of misconduct alleged).The acts, as alleged above to have been committed by you, amount to misconduct which, if proved, would warrant serious disciplinary action against you. Accordingly, you are hereby required to show cause within _______ days of the receipt hereof as to why you should not be dismissed or other wise punished. Should you fail to submit your explanation as required, It will be presumed that you admit the charges and have no explanation to offer and the matter will be disposed of without any further reference to you.Since the charges, leveled against you, are of grave and serious nature, you are herby suspended pending further proceedings and final orders in the matter. The receipt of this letter should be acknowledged. AHTOHRISED SIGNATORY PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING ENQUIRY: 

To Mr./ Ms……………………..  Ms……………………..  Emp.No…………………….   Emp.No……………………. Designation……………….. Designati on………………..   Whereas the charges amounting to gross misconduct (s) and indiscipline againt you have been leveled in accordance with Company Serv Service ice Rules / Standing Order No……as per chargecharge-sheet dated………..sent to you.Now, therefore, you are hereby  placed under under suspension with effect from………under clauses………..of clauses………..of the Factory / Company Rules / Standing Orders. Your suspension has been considered necessary in order to maintain  proper discipline in the Factory / Company / Establishment Establishment and to conduct  proper enquiry against against you.You will will be entitled to receive subsistence subsistence / suspension suspension allowance of Rs……. During the period of suspension.  suspension.  AHTOHRISED SIGNATORY PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR   CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE  

To Mr. / Ms………………………….. Ms…………………………..   ……………………………………   …………………………………… Sir / Madam, The Management has issued a charge-sheet to one of the employees calling for his explanation thereto. The explanation, has been found to be as unsatisfactory. The Management has decided to hold an enquiry by giving an opportunity to the delinquent employee to defend himself. The Management has decided to appoint you you as an Enquiry Officer and we need your formal approval which may kindly be conveyed at your earliest.

 

Please be assured that the Management will extend full co-operation in this context and Mr. / Ms……………. Has been appointed as its representative.  representative.   Thanking you, Yours Sincerely, For & on behalf of the Management Authorised Signatory CC: Mr./ Ms. —————————,  —————————, you you are appointed as Management‘s Management‘s   Representative to co-ordinate with the Enquiry Officer.  Note: After the disciplinary disciplinary authority authority decides to order order an enquiry enquiry,, it may hold the same same itself or appoint an Enquiry Officer for that purpose in the absence of a provision to the contrary in the in the service or discipline rules concerned. The Enquiry Officer functions only as a delegate of the disciplinary authority, authority, whose conclusions and recommendations may or may not find favour with the disciplinary authority. authority. The prerequisites of a person to be Enquiry Officer may m ay thus be summarized as under.: (a) The appointment appointment of the Enquiry Officer should be made by an authority competent totake disciplinary action against the workman concerned. (b) Before making the appointment of a person to act as Enquiry Officer, it must be seenthat he is a  person with open mind, mind, a mind which which is not biased against the workman workman concerned. (c) A person to be Enquiry Officer must be a Responsible Officer or High Status commanding respect from the workman. He should not be a person of lower status sta tus and should not be judge in his own cause. PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE  FOR HOLDING ENQUIRY:  

To Mr./ Ms………………….  Ms………………….  Emp.No…………………   Emp.No………………… Designation……………..   Designation…………….. Ref: Your explanation dated ………………..in response to the charge-sheet charge -sheet dated………………   dated……………… We are in receipt of your explanation dated…….in response to the charge sheet dated……..After dated……..After careful consideration of your explanation, which has  been found unsatisfactory, unsatisfactory, it is considered considered desirable and and necessary to conduct an enquiry into the charges leveled against you. You are hereby informed that the enquiry will be conducted by Sri……………….who has been   entrusted with assignment to hold the enquiry.You are, therefore, directed to attend and participate in the enquiry proceedings with all the necessary document, evidence and witness (es) that you may seek to rely upon in your defense. You are further intimated that if you fall to attend the enquiry  proceedings without without sufficient cause, cause, the enquiry will be proceeded ex-parte without without notice notice to you. For & on behalf of the Management Authorised Signatory

 

  DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT  

To  ———————   —————— —  ———————   —————— —  ———————  ———————  This has reference to the charge sheet dated __________ issued to you and the enquiry held thereafter. We have since received the report of the enquiry officer, wherein the charges leveled against you have been proved. Before we consider the findings of the enquiry officer, you are hereby given an opportunity as to what you have to say o the findings. You are given a period of three days to submit your reply. In case we do not hear from you within the stipulated time period, necessary action will follow, without further reference to you. Manager/ Competent Authority NOTICE OF DISCHARGE TO AN EMPLOYEE  

To  _______________  ___________ ____  _______________  ___________ ____  _______________  ___________ ____ This has reference to the charge sheet dated_________ issued to you & enquiry held thereafter. We have duly considered the report of the enquiry officer and are satisfied that the charges as leveled against you have been  proved against you you in the enquiry. enquiry. In view of the serious nature of misconduct committed by you & fully proved against you, it has been decided to dispense with your services. However, on compassionate grounds considering extenuating and aggravating compassionate circumstances, the management, instead of dismissing you from services has decided to impose lesser punishment of discharge on you with immediate effect from____________ Your final payment of dues including wages for 1 month in lieu of notice will be made to you in the office on or before____________ before____________ during office hours on any working day after you hand over the charge. Manager/ Competent Authority ORDER OF DISMISSAL 

To  _______________  ___________ ____  _______________  _______________  _______________  ___________ ____

 

We have received the enquiry report that was held on_______________ against you consequent to the charge sheet dated______________. dated______________. After going through the proceedings of the enquiry, we find that the charges have  been proved against against you.Since the charge (s) committed committed by you you is/are of serous nature, the the appropriate punishment is dismissal from service. You are therefore, hereby dismissed from service with effect from ____________ you can collect your dues, if any,and settle your account on any working day during the office hours from Accounts Department. Manager/ Authorised person with designation 

C.C : –  : –  The  The Accounts Deptt. for information if necessary action. ORDER OF REDUCTION IN RANK To  _______________  ___________ ____  _______________  ___________ ____  _______________  ___________ ____ Your past conduct and service records reveal that you have no initiative or sense of responsibility. Frequently, you have stayed away from duty & neglected your work. Time & again you were warned/ reprimanded but there has been no improvement. We tried our best to motivate you to take interest in the work & to observe regularity & punctuality but of no avail. You have  been as careless as ever ever & have refused to perform perform your duties seriously. seriously. Your carelessness has not caused the work to suffer but it is also likely to effect the discipline among other members of the staff.Under circumstances we are of the concerned opinion that the post held by you entails greater responsibility that you can shoulder as you lack necessary initiative, which is required for the post. Therefore, we hereby give you 1- month notice to relieve you from the present post and instead assign you post of____________ with immediate effect from_______________. This post entails lesser responsibility & we feel that you will be able to perform your duty more satisfactorily in this capacity. However, you will be entitled to only those benefits and salary that the post caries.We must also make it clear that if you fail to show marked improvement & continue to conduct yourself in the way you have been doing, we shall be constrained to dispense with your services after holding enquiry, if necessary.Manager/Authorized person with designation

C.C: –  C.C:  –  The  The Accounts deptt for information & necessary action. ORDER OF WITHOLDING ANNUAL INCREMENT/(S)  

To  _______________  ___________ ____  _______________  ___________ ____

 

 _______________  _______________ In continuance of the charge sheet dated_____________ dated_____________ issued to you & the Enquiry held into the charges, this is to inform you that we were satisfied that you are found guilty of the charges leveled against you and severe  punishment including including dismissal/discharg dismissal/dischargee can be inflicted upon upon you. However, on going through your past record & considering the nature of the misconduct by you the undersigned decide that this time a milder punishment will meet the ends of  justice. Therefore, it has has been decided to to withhold your your annual increment increment for___________year/years.Du for_________ __year/years.During ring the period for which your annual increment is being withheld the management will watch your performance and conduct and if found satisfactory the grant of increment/ increments to you will be reconsidered onthe expiry of the said period. Manager/ Authorized person with designation C.C: –  C.C:  –  The  The Accounts deptt for information & necessary action. ORDER OF IMPOSING FINE AS A PUNISHMENT 

To  _______________  ___________ ____  _______________  _______________  _______________  ___________ ____ This is in continuance of the charge-sheeted dated__________ dated__________ issued to you & the enquiry held in  pursuance thereof. As As a result of the enquiry, enquiry, the management is satisfied that the charges leveled against you amply proved. On the bases of the charges proved against you, dismissal from service would be rather appropriate in the ordinary course but in consideration that this for the first time that you have been found guilty of the charge, the management decides to afford you an a n opportunity to improve yourself & instead of awarding the extreme penalty, impose upon you a fine of Rs._________ as  punishment. Manager/ Competent Authority Date: C.C: –  C.C:  –  The  The Accounts Dept PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE   FOR HABITUAL ABSENTEEISM 

TO Following are the charges against you: Perusal of your attendance record reveals that you are in habit of absenting yourself from your duties without any information and proper sanction of leave. Your absentee spells are on an increase and your absentee record for the preceding ________years are reproduced hereunder. MONTH DATES NO. OF

 

DAYS OF UNAUTH ORIZED ABSE  NCE  ________ __________ __________  ________________  ___________ _____ XXX XXX XXX XXX XXX XXX You have been verbally advised to improve you attendance record and not to indulge in unauthorized absence from duties. But despite these verbal advises/reprimands and assurance given by you, you have not shown any improvement in your attendance.The attendance.The above act of habitual absence on your part constituted major misconduct under certified standing orders of the company applicable to you and also affects the work of the company.You company.You are hereby required to submit your explanation, if any to this chargesheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case. For _________________________ (Authorized Signatory) PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN  WORK  

To, It is reported against you as under: 1. That on______(date) at about________(time) about________(time) while on duty, you in combination with others, deliberately slowed slowed down the work in a concerted manner and instigated Mr.B & C to adopt ‗go slow‘ tactics. You further threatened Mr. D who did not want to follow the suit. 2. That while you prior production was_____ per day, your production on  ________ and thereafter has been deliberately deliberately brought brought down to______ to______ which is much below the normal production of a worker of average efficiency. 3. That the above acts/omissions acts/omissions on your part are highly objectionable objectionable  being prejudicial prejudicial to the interest of the company, company, which has to compete compete with other efficiently run enterprises. 4. That despite repeated advice not to adopt to ‗go slow‘ tactics, by your   superior/superiors, you did not adhere to the actual norms of production, you have been maintaining earlier but instead, kept on idling away your time. 5. As a result r esult of your ‗Go Slow‘ tactics and instigating others to slow down  down  the work/production has considerably gone down, resulting into loss to

 

the company. 6. The above acts on your part constitute major misconduct under certified standing orders no.______ and no._____ of the company applicable to you.You are hereby required to submit your explanation, if any to this charge sheet within 3 days from its receipt failing which it will be presumed that you have no explanation to offer and the management will be free to take any action that may be deemed proper in you case. AUTHORISED SIGNATORY Appreciation Letter Dear (Name of the candidate), I would like to take this opportunity to express my heartfelt thanks to you for your very active involvement _________(Reason) _________(Reason) . The Chairman and Board Members have also asked me to pass on their sincere appreciation for your efforts in supporting us with the undertaking.Again, undertaking.Again, thanks so much for your enthusiastic  participation in our conference. I have have no doubt that that it would not have have been the success success that it was without your presence. Best Regards,  _______(Your name name and You Yourr Digital Signature) Signature) Rejection Letter Dear (Name of the candidate) I regret to inform you that your recent application application for the Head of Security  position at __(Name __(Name of the company) company) was unsuccessful.Althoug unsuccessful.Although h you met all of the the mandatory minimum qualifications qualifications for the position,the Interview Board chose a candidate with considerably more experience than you currently possess and also whose skill set Matches closely with the current  profile we are looking looking at . I am here to convey convey thanks for for your candidacy.On candidacy.On behalf of  ____(Company name) I thank you for for your interest and effort,and effort,and I wish you all the the best in your future career endeavors. Sincerely,  _______(Your name name and You Yourr Digital Signature) Signature) Apology Letter Dear (Name of the candidate) The purpose of this is to convey to you my sincere apologies for any inconveniencee you may have experienced last month with respect to inconvenienc  ____(Cause of Inconvenience). Inconvenience). We continue continue to be committed committed in reaching reaching your your expectations. Once Once again , Let me convey my sincere apologies concerning this and also would see to it that this would not happen in future . Sincerely,  _______(Your name name and You Yourr Digital Signature) Signature) Appointmentt For Interview Appointmen Dear (recipient‘s name),  name),  Thank you for your application regarding the position of (job title) at (company). (company). We are impressed with your qualifications and would like to meet

 

with you to have a round of Discussion . Please come down to our office and take an interview any time between __ A.M to __ P.M . Should you have any queries ,please feel free to call me _____(Mob Num) and reach me at (your Email ID) .We look forward to meet you soon at our Office. Best Regards,  _______(Your name name and You Yourr Digital Signature Signature  New Employee Employee Introduction Hi All Please extend your warmest welcome to (name). (name) will be heading up our (department) division and is excited to begin in this capacity. capacity. He comes to us with more than (number) years in…(Industry) in…(Industry) . She would be reached at (Corporate Email ID). Request one and all to extend your warm look upon her . Best Regards,  _______(Your name name and You Yourr Digital Signature Signature Extending Job Offer Dear (recipient‘s name),  name),  We are delighted to have you be a part of (company). As discussed in your interview, we are offering you the position of (job title) your starting salary will be ___ per Year. The Break-up for the same will be provided on your Date of Joining Please acknowledge your Interest as a reply to this Email and Mention us your Date of Joining .An Early response to the same is highly appreciated. Look forward to have a amiable Association with you . Regards  _______(Your name name and You Yourr Digital Signature Signature . Birthday Congratulations Dear (recipient‘s name)  name)  Wish you a Happy Birthday ! We hope that you have a great year and accomplish all the fabulous goals you have set. May the coming years be filled with happiness, peace, and love.Have love.Have a Great day ahead . Sincerely,  _______(Your name name and You Yourr Digital Signature Signature HIKE Letter Dear Employee, We are glad to inform you that your CTC/salary is being revised to  __________________.  ___________ _______. The break break up of the same is as follows: Basic: Conveyance: Flexi Benefit Plan: PF Contrbution: The other terms and conditions of the appointment remains the same. Looking forward for a greater performance.

 

Regards,  _______(Your name name and You Yourr Digital Signature Signature HIKE Letter II Dear Employee, We take this opportunity to thank you for your contribution towards(Name of the company)___________ company)_________________performan ______performance ce in (Year)_______. Your efforts towards helping the company achive its strategic goals are appreciated.Your performance performance for the year _______ has __________ and has been evaluated as  ___(Rating). Consequently, Consequently, your your annural compensation compensation has been enhanced enhanced as shown below below wef  ________. Components: Fixed Cash Component(A) Component(A) Basic: Flexible Benefit Pan(FBP) Provident Fund(PF) Cost to Company VariableCash Component(B) Performance Bonus Retirals(C) Gratuity Other Allowances(D) Allowances(D) Total Yearly Compensation (A+B+C+D) Benefits: Group Term Life Insurance Group Personal Accident Insurance Group Mediclaim Insurance We look forward to your continued contribution contribution that would enable us to work together as a team and scale grater heights in the coming years.We years.We wish you all th best for your future endeavours and contributions to our organization. PROMOTION LETTER  

Dear Mr. /Ms, We are very happy to inform you that you have been promoted as

 

(designation)with effect from (due date). In accordance we hereby revise your Gross Salary as Rs /(designation)with .Other terms and Conditions remain the same as per the appointment appointment letter. Kindly sign and return r eturn the duplicate of this letter as a token of your acceptance of the above terms and conditions. With best wishes,  _______(Your name name and You Yourr Digital Signature Signature ADDRESS PROOF LETTER FOR EMPLOYEE 

To Whomsoever it may concern This is to confirm that Ch.Sudheer is working in (Company) as (Designation) . As per the company‘s record, His services were effective since (Date of   Joining) . Also would want to confirm the current address of (Name of the Employee) as ― put the Adress ‖ as per company‘s Employee Employee Records .  .  Sincerely Human Resources  _______(Your name name and You Yourr Digital Signature Signature P rocedures  Click Here To Download Hr Forms & Procedures

Search Sample Formats:

  show cause letter reply  reply  misconduct    show cause letter sample misconduct    application format for increase in salary  salary   late     warning letter for being late  insubordination letter     insubordination   late attendance warning letter   coming     show cause notice for late coming lateness    warning letter for lateness    warning letter for late coming to work      penalty letter letter sample  sample 

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5 comments  comments - What do you think?   Posted by Hrformats - August 1, 2012 at 6:19 AM Categories:  HR   Tags: Categories: Tags:  &, Forms Forms,, HR , Procedures Procedures  

HR Policies in New Companies  I have Attached HR Policies in New Companies 

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR H R DEPARTMENT. STAGE 1 

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

 

HERE ARE THE CORE HR KRAs [ key result areas] KRA 1 : Recruitment/Selection Recruitment/Selection KRA 2 : Workforce Planning and Diversity KRA 3 : Performance Management KRA 4 : Reward Management KRA 5 : Workplace Management and Relations KRA 6 : A Safe and Healthy Workplace KRA 7 : Building Capabilities and Organisational Organisational Learning KRA 8 : Effective HR Management Systems, Support and Monitoring STAGE 2               

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

STAGE 3 

Discuss the values/beliefs with senior management/CEO management/CEO and the need for HR department. Discuss the expectations from HR department -short/medium/long term. Discuss with CEO, the organization‘s organiza tion‘s corporate objectives/strategies and how HR can contribute to the corporate objectives.   Discuss / seek consensus on organization structure / management process.   Discuss the current organization culture with senior management.   Discuss with CEO/senior management the core activities/competences activities/competences and business drivers of the organization. TO GET A GOOD START AND HOLD HO LD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK WORK ON HR DEPT. DEPT.       

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GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE   VISION   MISSION   CORPORA CORPORATE TE OBJECTIVES   CORPORA CORPORATE TE STRATEGIES etc…   etc…

COMPANY’S 

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HR dept. is a support unit and hence must work closely with other depts.  STAGE 4 

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

 

YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM. TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION. AFTER you gather gathe r all a ll the informations information s and summarized, you should sho uld si sitt down with your boss bos s [ CEO] and discuss and prioritize the items, as follows   URGENT / IMPORTANT   URGENT/ NOT IMPORTANT IMPORTANT    NOT URGENT/ IMPORTANT NOT IMPORTANT IMPORTANT , BUT NEEDED DOWN THE LINE. LINE.    NOT URGENT / NOT STAGE 5 

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Please REVIEW the HR MANUAL , as listed below. Pick points out of it , as per your need, based on your discussion / audit results. You may want to start up with HR department OBJECTIVES. HR DEPARTMENT STRATEGIES Draft on Recruitment / Selection Procedure /PROCESS Draft on organization / structure Draft on  jobs‘ analyses/ analyses/ job descriptions/ job specifications/compet specifications/competences ences   Draft on payroll / compensation compensation / administration administration Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS Induction program Orientation program Employee communications Training & development of the employees Performance Appraisals / management management Once you have the preliminary preliminar y draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]                        

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STAGE 6 

REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES. HRM PROCESSES   HR AUDITING   HR BUDGETING   Strategic HRM Planning   HR Strategies and Policies.   HR and change management.   Competency Competency-based -based HR   Knowledge management

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JOB DEVELOPMENT   Job analysis

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Job Role Job Description. Job specifications Job enrichment Job rotation RECRUITMENT/SELECTION   Recruitment   Selection   Induction   Orientation ORGANIZATIONAL BEHAVIOR PROGRAMS   Employee engagement   Motivation   Organization culture   Organization development ORGANIZATION   Org. designing   Org. structuring   Org. development role structuring   Job / role HUMAN RESOURCING   HR planning   Manpower planning   Succession planning management   Talent management PERFORMANCE MANAGEMENT   Performance appraisals   Performance managing the processes. HR DEVELOPMENT   Org. learning   Training   Education          

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Development Training evaluation E-learning Management development Career planning /development. /development. REWARD MANAGEMENT   Job evaluation   Managing reward process   Administration of rewards   Benefits EMPLOYEE RELATIONS   Organization communications   Employee communications.          

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  Staff amenities HEALTH AND SAFETY.

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OHS

HUMAN RESOURCE INFORMATION SYSTEM. STAGE 7  REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES. HR SYSTEMS                       

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

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  Compensation planning and packaging system THIS is just a common list.

AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT    What is the current situation   What kind of HR DEPARTMENT DEPARTMENT is required. required.   What you think are your priorities   What is your action plan   What is time schedule.

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MAKE A TEMPORARY HR DEPARTMENT    ONE HR MANAGER [YOURSELF]   ONE TRAINING MANAGER   ONE SALARY ADMINISTRATION MANAGER   ONE RECRUITMENT RECRUITME NT /SELECTION MANAGER

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DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT   TO IMPLEMENT YOUR PLAN.

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

PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE  NECESSARY AT AT FIRST. DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM. HR MANAGEMENT MANUAL  Human Resources Policies, Procedures and Forms Table of Contents  ADMINISTRATION Activities ADM.101  Personnel Records Activities 1.0 Employee Information Informati on 2.0 HR Personnel Records 3.0 Contents of Personnel Files 4.0 Employee‘s Employe e‘s Personnel Records Review  Review  5.0 Management Management Review of Personnel Files 6.0 Company Release Of Employee Information 7.0 Record Retention and Long-Term Storage 8.0 Record Destruction

 Forms   Forms  Ex1 Ex2 ADM.102  1.0 2.0 3.0 4.0

Personnel Records Access Log HR Records Retention Periods Form Development Activities Form Development and Format Authorization Authorization and Printing Form Numbering and Placement Forms Index and Manual

 Forms   Forms  Ex1 Form Printing Request ADM.103  Document Control Activities 1.0 Document Distribution Distribut ion

 

2.0 3.0 4.0

Document Revision Document Temporary Changes

 Forms   Forms  Ex1 Request For Document Change (RDC) ADM. 104  1.0 2.0 3.0 4.0 5.0

Mail & Express Services Activities General Mail Usage Addressing Mail Express Mail Overnight Packages Additional Additional Information Resources

 Forms   Forms  Ex1 Outgoing Mail Register ADM. 105  Telephone Answering Activities 1.0 Answering Techniques and Etiquette 2.0 Answering and Directing Calls 3.0 4.0

Taking Messages Telephone User‘s Guide  Guide 

 Forms   Forms  Ex1 ADM.106  1.0 2.0 3.0 4.0 5.0 6.0

Important Message Property & Access Control Activities Background Checks Physical Access Controls Key Controls Proprietary Information Controls Collection Of Access Controls Visitors & Guests

 Forms   Forms  Ex1 Ex2 ADM.107  1.0 2.0 3.0 4.0 5.0

Key Issue Policy Visitor Log Separation Activities Resignations Involuntary Terminations And Layoffs Terminations For Cause Termination Meeting Additional Additional Information Resources

 Forms    Forms Ex1 Ex2

Exit Interview Checklist Exit References Authorization Authorization

 

ADM.108 

1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 11.0

Workplace Rules & Guidelines Activities Alcohol And Drugs Breaks And Lunch Time Company Property Grievances And Complaints Inclement Weather Parking Personal Telephone Calls Smoking Solicitations Suggestions Visitors

 Forms   Forms  Ex1 Suggestion Form ADM.109  Human Resources Reports Activities 1.0 Preparation Guidelines 2.0 3.0 4.0 5.0 6.0

Occupational Health & Safety Reports Equal Opportunity Opportunity Reports Training Plan Hiring Status Report Compensation Summary

 Forms   Forms  EX1 Human Resource Reporting Summary EX2 HR Hiring Status Report ADM.110  Dress Code Activities 1.0 Dress Code 1.1 Business Attire 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9

Business Casual Attire Casual Attire Uniformed Attire Safety Attire Formal Attire Inappropriate Attire Business Situations Recreation & Parties

2.0 3.0 4.0

Dinners & Receptions Personal Hygiene Disciplinary Disciplinar y Action

HIRING PROCEDURES 

 

HRG.101 

1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0  Forms   Forms  Ex1 Ex2 Ex3 Ex4

Employee Hiring Activities Needs Analysis Personnel Requisition Job Posting & Screening Interviewing Pre-Employment Pre-Employmen t Screening & Testing Background Investigation Hiring And Employee Offers Motor Vehicle And Equipment Operation Applicant Files Additional Additional Information Resources

Personnel Requisition Offer Letter Personnel Change Notice New Employee Hiring Checklist

Ex5 Employment Employment Eligibility Verification . Ex6 Employee‘s Withholding Allowance Certificate. Ce rtificate. Job Descriptions Activities HRG102  1.0 Job Description Preparation 2.0 Format And Content 2.1 Job Title 2.2 Effective Date 2.3 Department 2.4 Summary Of Functions 2.5 Essential Duties And Responsibilities Responsibilities 2.6 Organizational Organizational Relationships Relationships 2.7 Qualifications 2.8 Physical Demands 2.9 Work Environment 3.0 Job Description Approval & Distribution  Forms   Forms  Ex1 HRG103  1.0 2.0 2.1 2.2

Job Description Format Employment Applications Activities Application For Employment Application Application Information Personal Information Employment Employment Interest

2.3 2.4

Education & Training Employment Employment History

 

2.5 2.6 3.0  Forms   Forms  Ex1 Ex2 HRG104  1.0 2.0 3.0 4.0 5.0  Forms    Forms Ex1 Ex2 HRG105  1.0 2.0 3.0 4.0

Military Service Record References Compliance Compliance Information

Employment Application Employment Application Supplement Interviewing Applicants Activities Interviewing Objectives Resume Examination Telephone Interviews E-Mail Interviews In-Person Interviews Employment Employment Interview Questions Interview Form Background Investigations Investigations Activities Background And Hiring Investigative Investigative Consumer Reporting Employee Employee Reference Checks Motor Vehicle Record (MVR) Inquiry

 Forms   Forms  Ex1 Employee Investigation Checklist Ex2 Employee Background Authorization Authorizati on Ex3 New References Authorization Ex4 Reference Check Survey Compensation Procedures  Payroll Activities COM101  1.0 Payroll Records 2.0 3.0 3.1 3.2 3.3 3.4 3.5 4.0 4.1 4.2

Timesheets Payroll Deductions Worker‘s Compensation Insurance  Insurance  Social Security & Medicare State Income Tax Earnings Tax Tax Withholding Payments Payroll Adjustments Adjustments Advances Garnishments

5.0 5.1

Paychecks Direct Deposit

 

5.2 5.3 6.0 7.0

Lost Paychecks Final Paychecks Vacation Pay Additional Additional Information Resources

 Forms    Forms Ex1 Ex2 Ex3 COM102 

Monthly Time Sheet Central Govt. Tax Calendar Electronic Funds Transfer Authorization Authorization Paid & Unpaid Leave Activities

1.0 2.0 3.0 4.0 5.0 5.1 5.2

Paid Time Off Unpaid Time Off Absence Request And Notification Notification Holidays Vacation Eligibility Vacation Schedules Vacation Over Holidays

6.0

Additional Additional Information Resources

 Forms   Forms  Ex1 COM103  1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0

Absence Request Form Insurance Benefits Activities Life Insurance Long Term Disability Insurance Social Security Workers‘ Compensation  Compensation  Wage Continuation Continuat ion Unemployment Compensation Compensati on Health Insurance Additional Additional Information Resources

COM104 

Healthcare Benefits Activities

1.0 2.0 3.0 4.0 5.0 6.0 7.0  Forms   Forms  Ex1

Cost And Premiums Eligibility Enrollment Coverage Filing A Claim Termination And Conversion Of Coverage Additional Additional Information Resources

Benefits Enrollment/Change Enrollment/Change Form

 

COM105 

1.0 1.1 1.2 1.3 1.4 1.5 2.0 3.0 3.1 3.2 4.0

Employee Retirement Income Security Activities Plan Administration Administratio n Investment Policy Statement Fidelity Bond Fiduciary Liability Insurance Employer Employer Matching In-Service Loans And Withdrawals Employee Participation Participatio n Notice Procedures Initial Notice Annual Notices Additional Additional Information Resources

Consolidated Consolidated Budget Reconciliation Activities COM106  1.0 Plan Administration Administratio n 2.0 3.0

Qualifying Qualifying Events Notice Procedure

4.0 6.0 7.0

Benefits Protection Enforcement Additional Additional Information Resources

Developmentt Procedures Developmen DEV101 

1.0 2.0 3.0 4.0 5.0 6.0

Development Management Activities Development Planning Training Effectiveness Training Records Training Courses Performance Evaluations Additional Additional Information Resources

 Forms   Forms  Ex1 DEV102  1.0 2.0 3.0

Training Plan Training Reimbursement Reimbursement Activities Eligibility Approved Programs Reimbursement

Forms Ex 1 DEV103 

1.0 2.0

Request For Training Computer User & Staff Training Activities MIS Training And Certification MIS/LAN User Training

 

3.0 4.0

E-Mail Training Software Applications Applications

DEV104  1.0

2.0

Internet & E-Mail Acceptable Use Activities Acceptable Use Inappropriate Use

3.0 4.0 5.0 6.0

Internet And E-Mail Etiquette Security User Compliance Compliance Additional Additional Information Resources

 Forms   Forms  Ex1 DEV105  1.0 2.0 3.0 4.0

Computer And Internet Usage Policy Performance Appraisals Activities Performance Appraisal Guidelines Guidelines Appraisal Preparation Appraisal Discussion Salary Adjustments

5.0 6.0

Appraisal Conclusion Additional Additional Information Resources

 Forms   Forms  Ex1 Ex2 DEV106  1.0 2.0 2.1 2.2 2.3 2.4 3.0 4.0 5.0 6.0

Self Appraisal Form Performance Appraisal Form Employee Discipline Activities Activities Introduction To Misconduct Responses To Misconduct Verbal Warning Written Warning Suspension Termination Serious Misconduct Very Serious Misconduct Inexcusable Misconduct Misconduct Investigations Investigations

 Forms   Forms  Ex1

Disciplinary Disciplinar y Notice Compliance Procedures  CMP101 

1.0

Workplace Safety Activities Worksite Analysis

2.0 2.1

Hazard Prevention And Control Safe Work Procedures

 

2.2 2.3 3.0 4.0 5.0 6.0 7.0

Protective Equipment Fire Prevention Hazard Communication Program Medical Emergencies Workplace Safety Training Reporting And Record Keeping Additional Additional Information Resources

 Forms   Forms  Ex1 Ex2 Ex3 Ex4 Ex5 Doc Doc Doc

Safety Suggestion Sheet Workplace Safety Self-Inspection Checklist Workplace Safety Action Plan Workplace Safety Rules Index of Hazardous Chemicals Material Safety Data Sheet Injuries and Illness Log Summary of Injuries and Illness

Doc Doc

Injuries and Illness Incident Report Instructions for OSHA Forms

CMP102 

1.0 2.0 3.0 4.0 5.0 6.0 CMP103 

1.0 2.0 3.0 4.0 5.0 6.0 7.0  Forms   Forms  Ex 1 Ex 2 CMP104 

People With Disabilities Activities Background Who Is Covered? Employment Employment Issues Public Accommodations Enforcement Of The Act Additional Additional Information Resources Annual And Medical Leave Activities Reasons For Taking Leave Advance Notice And Medical Certification Job Benefits And Protection Unlawful Acts Enforcement Employer Employer Notices Additional Additional Information Resources

Certification Of Healthcare Provider Employer Response To Employee Request Drug Free Workplace Activities

 

1.0 2.0 3.0 4.0 5.0 6.0

General Prohibitions Authorized Use Of Prescription Medicine Drug Awareness Program Disciplinary Actions Additional Additional Information Resources

CMP105 

1.0 1.1 2.0 3.0 4.0

Management Privacy Standards Medical Records Maintenance Medical Records Access Additional Additional Information Resources

 Forms   Forms  Ex1 CMP106  1.0 2.0 3.0 4.0 5.0

Health Insurance Portability Portabilit y And Accountability Accountabil ity Activities

HIPAA Authorization Authoriza tion Form Harassment & Discrimination Activities Unacceptable Unacceptable Behavior Complaint Corrective Measures Enforcement Additional Additional Information Resources

Job Descriptions Tab 

  WRITI NG JOB DESCR DESCRII PTIONS       

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INTRODUCTION PURPOSE SCOPE

WRITTEN COMMUNICATION    Non-discriminatory  Non-discrimina tory language language Active voice Action verbs Plain English

 FORMAT AND CONTENT  CONTENT   Effective Date Department Summary Of Functions Essential Duties And Responsibilities Responsibilities Grouping Several Tasks Into A Single Responsibility

 

Responsibility Statements Delegated Responsibilities Responsibilities Organizationall Relationships Organizationa Relationships Reporting Relationships The Organization‘s Organization‘s Environment Environment  Qualifications Mandatory Requirements Key Selection Criteria Physical Demands Work Environment Job Performance Job Descriptions Reasonable Accommodation Accommodation Accessibility

Employee Handbook   SECTION 1 INTRODUCTION  1.0 The Company Philosophy

1.1 1.2 1.3 1.4 1.5 1.5.1 1.5.2 1.5.3 1.6 1.6.1 1.6.2 1.6.3

The Company Mission Equal Employment Employment Opportunity Policy and Affirmative Action Plan Employment-At-Will Sexual Harassment Safety Safety Rules Hazardous Wastes Reporting Injuries and Accidents Drug Free Workplace Prohibitions Drug Awareness Program Disciplinary Actions

SECTION 2 EMPLOYMENT  2.0 Personnel Administration Administration

2.1 2.1.1 2.1.2 2.1.3 2.1.4

HR Personnel Records Contents of Personnel Files Employee Employee Information Employee‘s Employe e‘s Request for Review of Personnel Records  Records  Management Management Review of Personnel Files

2.2 2.2.1

Service Employee Employee Categories

 

2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.2.10 2.3 2.3.1 2.3.2

Job Posting Procedures Employment Employment of Relatives Employment Employment of Minors Promotions Transfer of Employees Separation of Employment Work force Reductions Probationary Probationary Period Extra Income Process Improvement Employee-Management Employee-Management Forums Employee Employee Suggestion Program

SECTION 3 COMPENSATION & BENEFITS  3.0 Benefit Eligibility

3.1 3.1.1

Payroll Information Time Records

3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8 3.1.9 3.1.10 3.2 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.2.12 3.3

Pay Periods Salary Compensation for Partial Pay Period Pay Rate Schedule –  Schedule –  Hourly   Hourly Paid Employees Payroll Deductions Overtime Payroll Errors Garnishment Garnishment of Employee Wages Authorized Check Pickup Pay at Time of Separation Attendance & Leave Medical Leave Policy Sick Leave Credit Limit Sick Leave Policy –  Policy –  Usage  Usage Medical, Dental and Optical Appointments Appointments Exhaustion of Accumulated Sick Leave Pallbearer, Funeral, Emergency Leave Civic Leave or Jury Duty Voting Military Leave Maternity Leave Parental Leave Leave of Absence Insurance

3.3.1 3.3.2

Hospitalization Hospitalization and Medical Insurance Continuation Continuation of Group Health Insurance

 

3.3.3 3.3.4 3.3.5 3.3.6 3.3.7 3.4 3.5 3.6 3.7

Life Insurance Long Term Disability Insurance Social Security Workers‘ Compensation  Compensation  Unemployment Compensation Compensatio n Savings Plan Break Room Employee Employee Discounts Educational Educational Assistance

SECTION 4 EMPLOYEE RESPONSIBILITIES  4.1 Work Schedules

4.1.1 4.1.2 4.1.3 4.1.4 4.2

Working Hours Salary Employees Hourly Employees Clean Work-Place Legal & Ethical Conduct

4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.3 4.3.1 4.3.2 4.3.3 4.3.3 4.4 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.4.8 4.4.9 4.5 4.5.1

Ethical Standards Conflicts of Interest Personal Conduct Confidentiality Bribes, Kickbacks and Illegal Payments Patents and Copyrights Copyrights Misconduct Serious Misconduct Very Serious Misconduct Inexcusable Misconduct Misconduct Investigations Investigations Transportation & Travel Company Owned Vehicles Personal Vehicles Living Expense Allowance Other Travel Expenses Expense Records Travel Advances Expense Reimbursement Reimbursement –   –  Third  Third Party Expense Policies –  Policies –  Violations   Violations Company Credit Cards Appearance & Belongings Personal Appearance

4.5.2 4.5.3

Business Attire Casual Attire

 

4.5.4 4.5.5 4.5.6 4.5.7 4.5.8 4.6 4.6.1 4.6.2 4.6.3 4.6.4 4.6.5 4.6.6 4.6.7 4.6.8 4.6.9

Inappropriate Attire Personal Belongings Belongings Alcohol and Drugs Medication Smoking Policy Equipment & Facilities Parking Telephone Use Motor Vehicle and Workplace Equipment Operation Safety Equipment Company Tools Waste Prevention Solicitation Solicitation and/or Distribution Security Bulletin Board

  EM PLOY PLOYEE EE HAN DBOOK DBOOK FORMS  a)  b) c) d)

Acknowledgement Acknowledgement Of Receipt And Understanding Understanding Statement Statement Of Legal And Ethical Ethical Business Co Conduct nduct Drug-Free Workplace Policy Employee Acknowledgement Acknowledgement Job Related Accident

HR MANUAL    HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE.   The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative administrative work.   Employee handbook  is  is a major element of the HR manual. It is part of the HR MANUAL.   The copy of HR MANUAL [ including the employee handbook] is given to

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the managers The copy of the only.  is given to the employees. employees. EMPLOYEE handbook  is The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.   At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert. Once you have formed the HR manual list, you should sit with your boss      

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

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Personnel records

 

Various forms required Access control Workplace rules Employee hiring Job descriptions Employment applications Interviewing applicants Payroll administration Training [ induction / orientation/development] orientation/development] Employee handbook You/Your senior management should agree to the priority list.                    

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 NOW YOU ARE ARE READY FOR THE THE HARD WORK Click Here To Download HR Policies in New Companies  

Search Sample Formats:        

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release letter format from employer   EMPLOYEES  HOLIDAY ANNOUNCEMENT TO EMPLOYEES  format  form v list of holidays format  appraisal mail to hr   format  maternity leave register format  letter for reimbursement of medical expenses  expenses  period  resignation letter 15 days notice period  confirmation letter format  balance confirmation format for income tax  tax  request letter for manpower requirement  requirement  salary statement letter from employer  

   

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2 comments  comments - What do you think?   Posted by Hrformats - July 30, 2012 at 3:44 AM Categories:  HR   Tags: Categories: Tags:  companies companies,, HR , In In,,  New, New, Policies Policies  

Top 25 Cover Letters  I know you always had a difficulty in finding appropriate cover letters for sending job applications.  So here i go and put together 25 good cover letters. Hope it will be helpful for all professionals be it experienced or freshers. 

1. 

Respected Sir/Madam, I believe that my qualifications & experience would make me an outstanding asset to your organization. I would very much appreciate the opportunity of a personal interview, at your convenience, to further discuss my abilities and the needs of your corporation.

 

  2. 

Respected Sir/Madam,

This mail is with reference to the current opening of job position of ‗….‘ at (Name of organization). I wish to be a part of your team as I feel that my objective of utilizing my ……….. and ……. skills to the fullest would be achieved best by serving your company. My resume has been attached above. Kindly consider my candidature. ……………..   …………….. 3. 

Dear Sir/ Ma‘am,  Ma‘am, 

I am writing to express my interest in working with your organization as a …..Designation…, and have enclosed my resume for your consideration.

Review of my credentials will confirm that I have been a consistent performer throughout. I am a self-motivated person and can prove to be a good team player with strong analytical & problem solving skills. Also I believe in taking initiatives and strive to apply my knowledge to fullest of my abilities.

With strong communication skills and dynamic presentation/public speaking style, let me also note that my technical experience and Management knowledge knowledge will make me a very competitive competitive candidate for this position.

If your firm is looking for a dependable, results-oriented profession professional al with a solid performance track, I would be interested in speaking with you to discuss the value that my strengths and capabilities can  bring to your company. company. I can be reached in confidence at the the above telephone telephone numbers or email email address and I look forward to hearing from you.

Thank you for your time and consideration. ………   ………

 

  4. 

Dear Sir/Madam, Sir/Madam, It was a great interest that I came to know about job opening in your organization through a reference and in response am enclosing my resume for your consideration. Review of my credentials will confirm you hopefully hopefully that I am capable of serving as a catalyst for achieving your desired objective through effective contribution. I am pleased to write that I am very much keen to associate with (name of organization) and obviously it would be my honor if I could serve my service for this organization. organization. Please revert and acknowledge this application for the further process if any. Warm Regards

5. 

Dear Sir/Madam, Sir/Madam,

Please find my updated CV attached herewith.

I am an MBA professional in ……. from ……… institute …..Place. …..Place.   I am having good and thoughtful industry exposure in ……… and ……….. Through internship  program and projects projects which I have have undergone. I am having ……… experience of 3 ……….. Working for ………..  ………..  I would like to associate with your organization, where I can use my knowledge and experience to enhance organizational organizational goals and my career car eer goals. Looking for your valuable look at my profile and your positive feedback for the same. Thanks and Regards

 

6. 

Dear Sir/Madam, Sir/Madam, As per your advertisement in …….. Website, I would like to offer my candidature for the post of ―………‖ with job code  code …….. My Resume is enclosed herewith for your kind perusal.  perusal.  Regards,

7. 

Dear Sir I am interested in applying to your esteemed organization. And would like to………….. associate myself. I have completed From ………university ……….  ……….   I‘m confident of matching the company‘s company‘s value and work culture requirements with my strengths and abilities. My educational qualification and internship experience, contractual project and previous experience have prepared me well for a job with this firm. Attached with this application is my resume which would detail you regarding my abilities and qualification please review the same and consider me for a designation suiting my capacity. Anticipating a positive response. Thanking you,

8. 

Hello Madam/ Sir, This correspondence of mine is in regard to the vacancy at your company. I have gone through the requirements stated by you and the job description mention mentioned ed on …website and think that the profile suites me in an unfathomed unfathomed manner. With my level level of education and work experience it becomes becomes obvious for me to be able to undertake similar assignments with reverence. The first hand display of the idiosyncrasies can be witnessed with a personal conversation conversation;; a chance of which I presume will  be given to me. I am forwarding forwarding my resume which provides provides a brief idea of my accomplishments accomplishments and remarkable endeavors to remain inclined to the learning curve and display an apparent might of

 

 professionalism. I shall feel dignified to receive communication communication from your side. With Regards

9. 

Manager HR Dear Sir or Madam, I am currently exploring job opportunities. opportunities. As my resume r esume reveals, I have Master‘s degree in Finance (PGDM). I have worked on and learned a great deal from projects during my summer training and Iwill be anxious to work with your organization. I have enclosed/attached my resume for your review. I would like the opportunity to meet and share more about my qualifications and the ways in which I can contribute to the organization.

Thanking you sincerely

10. 

Respected Sir/Mam I have completed my …… degree in …….. with an aggregate of ………% in the month of ……. I have over …….. months of experience in similar field  field and good command over ……….  ……….   I am looking for a good platform where I can work with full devotion & enthusiasm. I wish to stand with a solid backbone to make feel proud of my employer with my hard work and loyalty. Moreover I am ready to work anywhere and money though important is not my main concern. I would be grateful if you could consider my candidature for …….. and provide me m e an opportunity to  prove my worth. worth. I am enclosing my resume for your kind consideration consideration and favorable favorable reply. reply. Thanks & Regards

 

11. 

To The Manager, Human Resource Department, RNCOS E services Pvt Ltd. I am writing to express my interest in the job vacancy for ………. in your organisation as mentioned on your site (job code- ………..) ………..)   My detailed resume is enclosed for your reference. Review of my credentials will confirm that I meet the eligibility criteria for the desired profile. I believe my knowledge and skills will bring value to your organization and would welcome the opportunity to meet, discuss and explore the possibilities of the same.

Thanking you Sincerely,

12. 

Dear Employer, In response to your advertisement regarding the position for ……. in your organization I am enclosing a resume for your review. Please consider this letter as my formal application presenting my background, education and experience. I am a …….. student with Majors ………. with the ………..background & have an experience in various field like ……….. Etc. I am well versed in the area of ………..  ………..  as I am also certified Dealer of NSE‘s  NSE‘s  NCFM. Have good good knowledge knowledge of Computer. I have have diploma from …….. …….. University I have considerable ex perience in dealing dealing with …………. …………. and a thorough thorough knowledge knowledge of the ……………of the corporate environment. I work well with people and enjoy getting the work at hand completed. I believe I would excel in this industry because I truly find this job as a challenging and rewarding career opportunity. As well as, my multi regional exposure offers me an advantage in  better understanding understanding of the consumer consumer behavior and perception perception of various various culture & region. region.

 

Looking forward for your positive response and expect to hear from you soon for an interview to further discuss my qualifications. I am available for an interview at a mutually convenien convenientt time. Thank you for your time and consideration. Sincerely

13. 

To, The HR Manager Delhi-

Madam,

With reference to the telephonic conversat conversation, ion, I Want to apply for the post of …….. in your organization. I am sending a copy of my resume as a word attachment with this mail. mail.

Hope to hear from you soon .

Thanking You

Yours faithfully

14. 

Dear Sir, This is S D. I am an MBA from ……….. University  University  Currently Currentl y I am pursuing ……… from ……….. University University …….  ……. 

 

I‘d like to request you kindly lend me the opportunity so that I can prove myself to be eligible for the relevant post in your highly prestigious organization. My resume is attached herewith for your kind appraisal. In anticipation of your endeavour, With best regards…  regards… 

15. 

Sir Greetings for the day ! This is in response to the mail sent to me. I would like to apply for the mentioned opportunity opportunity namely ……… I‘m sending my r eesume sume for your kind consideration. I can be contacted any time on the number mentioned mentioned below. Hope you will will revert back soon.

Regards

16. 

To, The HR  New Delhi Subject-: Application for the Post of …….  Subject-: …….   Respected Madam, We had a conversation over the phone. I feel immense pleasure in offering my candidature with the aim of professional career in your reputed organization for the above mentioned post. I assure u that, I shall spare no pains in discharging my duties at the best of my caliber. Thanks in Anticipation Anticipation

17. 

Hello

 

Having seen your mail, I tender my deep delight upon showing your likeness towards my profile. I offer my candidacy for the post that‘s ………. In this response, I attach the personal recapitulation with my updated CV, herewith. Kindly check. Thanks in anticipation, anticipation, Yours Sincerely,

18. 

(for those who are applying for diverse profiles) Hi, I am ………, a ………. engineer with …………. This is in response to your mail I received regarding the requirement/recruitment requirement/recruitment of …………  …………  Although, I am into a ……….profession, my inclination has always been towards ……….professions, especially ………… I have a natural panache for …….. Since I have worked with ……….. prior to joining ……….., I have a good command over ………….and ………….and am well versed with the …………… standards. I have been involved in …………at school and college level.   As far as the remuneration is concerned, I well understand the difference between salaries in ……and other industries and this difference difference will not be an issue from my side. Sooner or later I would want to switch over from my current profession to something that I am more comfortable with. I am confident in myself and all I seek is a good opportunity opportunity,, which I might find with your organization. I am enclosing my resume (technical) your kind perusal. Kindly provide me with an opportunity to  prove my worth. worth. Thanks and Regards

19. 

Hello, My interest for the position of ………. has prompted me to forward my resume for your review and consideration. I am employed as ……  ……   I Think that I could apply my combination of knowledge and experience. As a business PostGraduate I believe that, this Post will provide an Outstanding Opportunity for me. I am Sending my Resume with with this Application. Application. I believe that my Acad Academic emic record and Experience reflects Excellent Level of both Motivation & Cognitive Cognitive ability. I hope that the Detail I have provided is sufficient for the Opportunity Opportunity that your Company is offering. Thank you for your consideration. Sincerely,

 

  20. 

Dear Hiring Manager,

This letter is to express my interest in discussing the ……… position posted on your company‘s website company‘s  website. The opportunity presented in this listing is very appealing, and I believe that my experience and education will make me a competitive candidate for this position.

Presently, I am working as a …. for ………… with around  around  …….years‘ experience  experience in ……………. etc. I enclose my resume as a first step in exploring the possibilities of employmen employmentt with you.

Please let me know the procedure that follows ASAP Thank you for your time and consideration. I look forward to speaking with you about this employmentt opportunity. employmen opportunity.

Best Regards

21. 

Dear sir/madam, I am writing to apply for the position of …………t. As requested, I am enclosing a completed job application, my resume and references. The opportunity presented in this listing is very interesting, and I believe that my strong technical experience and education will make me a very competitive candidate for this position. The key strengths that I possess for success in this position include include:: I strive for continued excellence I provide exceptional contributions to ……………….  ……………….   I also have experience in learning and excelling at new technologies as needed.    

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Please see my resume for additional information information on my experience.

 

I can be reached anytime via my cell phone, …………… Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity opportunity.. Sincerely, 22. 

It is with great interest that I am forwarding my CV/Resume CV/Resume for your consideration. My record of academic achievements achievements and professional career history, demonstrates attributes that make me a valuable employee. My CV/Resume is enclosed to provide you with details of my skills and accomplishments, accomplishm ents, but I am certain that a personal interview would more fully reveal my desire and ability to contribute to your organization.

Thank you for your time and consideration, and do not hesitate to contact me if you have any questions. I look forward to speaking with you soon.

23. 

The HR Manager Sir/ Madam,

This letter is in reference to the mail received by me from ………inviti ………inviting ng application for the post of …….. Profile.  Profile. 

At the very outset, I would like to thank you for considering me for this post. I‘m currently ……………….. I have a sound knowledge of ………and hands on experience in …………., the details of which are mentioned in the CV enclosed.

I would be happy to work with ……… and become a part of the ………. family.  

I am enclosing a copy of my curriculum vitae for your kind perusal.

Anticipating a positive reply.

 

Thanking you Sincerely

24. 

Dear Sir/Madam, Sir/Madam, Thanks for providing me with a chance to work with your esteemed organization would be really interested in getting into a verbal interaction with your HR team so that I could prove my worthiness to you and I can assure you that you would not regret giving me a chance once. Please find enclosed my resume attached with this email for the post of …….. (Job Code: …….) in your esteemed organization. Thanking you in anticipation.

25. 

Dear Sir / Madam,

Looking at the working and structure of your organization it is my strong belief that my presence in your organization will give great synergy between viable growth of your organization and my expertise in the various areas including …….. ……..  

Review of my credentials will confirm that I am capable of serving as the catalyst for achieving revenue objectives and organic growth through effective contributions. I have in depth expertise of ……..The courses have put in me the best mix of …….. expertise with these I also I  also have insightful knowledge of ………..  ……….. 

I understand that working for your organization requires a candidate who is team oriented and is able to deal with people in various departments. I am confident that I possess these skills, which will help me to perform the job efficiently and effectively. My goal is to transit my enthusiasm, creativity and experience into a position, where I continue to  provide the strategic strategic and tactical leadership leadership critical critical to retaining valued valued customers of an organization. I am certain that my presence in your team will prove to be beneficial to your organization. organization. As such, I would welcome an opportunity to speak with you to evaluate your needs and share my ideas. 

 

Thanking you.

Sincerely,

Click Here To Download Cover Letters  

Search Sample Formats: candidate     telephonic conversation between interviewer and candidate    performance feedback feedback request email  email    appraisal mail to manager   excel     TA DA FORMAT in excel    hr interview questions for experienced experienced   attached herewith the scan scan invoice copy copy for your reference thank thank you  you     please find attached service   letter government service    joining letter   candidate feedback form after interview  interview    training feedback letter format  format   boss    appraisal email to boss 

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Be the first to comment  comment - What do you think?   Posted by Hrformats - July 20, 2012 at 4:09 AM Categories:  HR   Tags: Categories: Tags:  Cover Letters  Letters 

Employee Engagement Engagement Activities Ideas  Please find the attached PDF file f ile for team building games for employees.  

1. The I‘s Have It !  !  Objectives: To illustrate how we tend to be more self-centered than we may have thought, and to demonstrate the importance of focusing on the other person. Procedure: After a discussion on inter-personal skills or any aspect of communication, communication, casually mention that many of us forget about focusing on others and instead become somewhat self-centered, albeit not in a conscious way. With this in mind, ask the participants to find a partner and for the next 2 minutes, they will be allowed to talk about anything in the world they want to discuss. There is, however, one rule –  rule  –  THEY CANNOT USE THE WORD ‗I‘. They can do anything else they want; they just can‘t say I. After 2 minutes, call time out & lead the discussion. Discussion Questions: • How many of you were able to talk for those 2 minutes without using the pronoun ‗I‘? ‗I‘?   • Why do so many of us have difficulty avoiding the use of ‗I‘ in conversation? conversation?   • How do you feel when talking to (listening to) someone who starts every sentence with I?  I?  

 

• How can we phrase our communications to better focus on the other person? pers on? • If you did not use the word ‗I‘, what strategies did you use to avoid it? Could you do those things more often in your work (or social) environment? Materials: Time: 3-5 minutes 1 2. Does a Straight beat a Flush? Objectives: To stimulate a higher level of member participation in whole group discussions. Procedure: Some groups are reluctant to get involved in open discussions, specially if they are first time trainees, face a complex or threatening issue, or don‘t feel comfortable with the trainer ye yet. t. You can break the ice quickly, and stimulate broader (even competitive) group participation in response to your questions by simply following this method. Inform the group that they will have the opportunity to  play one hand of of poker at the end of each each instruction module module (or the end of the the day). The person with with the best overall poker hand will win some prize. One card will be given to each person every time they make a meaningful contribution to the discussion. Liberally reward participants with randomly drawn cards as they engage in discussion. Clarify the winning order of poker hands, and identify the  best 5 card hand in the group. Discussion Questions: • What Impact did this technique have on your participation?  participation?  • Did this aid or interfere with your learning le arning of the course material? Materials: 2 or more decks of cards (depending on total number of participants & length of discussion) Time: 5 minutes (to assess the best hands) 2 3. Who am I? Who is he/she? Objectives: To provide the trainer with a wide variety of information about group members/ participants, to  provide a format for information information sharing among members members of an extended seminar, seminar, course or work group. Procedure: Identify the group members who will spending significant time together. Send a copy of the form to all prospective participants in advance, explaining that the information maybe shared with their colleagues. Request its return by a specified date prior to the begining of the training. If possible, reproduce complete sets of the completed forms and distribute to participants prior to their arrival. encourage participants, at the begining of their time together, to seek out different partners during coffee breaks, lunches, dinners, etc. to explore common interests and probe interesting perspectives. Discussion Questions: • What did others say that you admired? What comments/ items attracted your curiosity?   • How did others‘ answers make you reflect on your own? Have you subsequently changed any of

 

your perspectives? Materials: Copies of blank forms; sets of completed forms for each participant. Time: 3 Who am I?  Name: Job Title: Best thing about my job: Worst job I ever had: Most important lesson I‘ve learned:  learned:  How my friends describe me: How I would describe myself: How I spend my leisure time: My favorite heroes/ heroines: If money were no limitation, I‘d probably:  probably:   The achievement I feel proudest of: Favorite advice I give to others: 4 4. How sharp are you? Objectives: To encourage partipants to read carefully, and to search for ―hidden wrinkles‖ that distinguish simplistic answers; to simulate participants to be alert to tiny details and assumptions that hold the key to success. Procedure: Present the ―How sharp are you‖ quiz to them, allowing a very tight time limit (3 minutes). Before you present the correct answers to them, ask them how many had the incorrect answer for each question. Then present the answers to them and lead the discussion. Discussion Questions: • What factors caused you to err?  err?   • How might those factors affect your work performance? p erformance? • What can you do to control such factors?  factors?   Materials: Handouts of questions. Time: 10-15 minutes 5 How sharp are you? 1. Being very tired, a child went to bed at 7:00 o‘clock at night. The child had a morning piano lesson, and therefore set the morning alarm clock to ring at 8:45. How many hours and minutes of sleep could the child get? 2. Some months like October have 31 days. Only February has precisely 28 (except in a leap year). How many months have 30 days? 3. A farmer had 18 pigs and all but 7 died. How many were left?

 

4. Divide 50 by 1/3 and add 7. What is the answer? 5. What four words appear on every denomination of US currency? 6. If a physician gave you 5 pills and told you to take 1 every half hour, how long would your supply last? 7. If you had only one match and entered a cold, dimly lit room where there was a kerosene lamp, an oil heater and a wood burning stove, which would you light first? 8. Two women play checkers. They play 5 games without a draw game and each woman wins the same number of games. How can this be? 9. What word is mispelled in this test? 6 Answers: 1. 1 hour and 45 minutes 2. 11 months (all except February) 3. 7 pigs 4. 157 5. United States of America or IN God we trust 6. 2 hours 7. The match 8. They are not playing each other 9. Mispelled is misspelled 7 5. Know Your Customer Objectives: To stimulate participants to use their brains; to serve as an ice-breaker exercise or warm-up; to accent the ‗wealth‘ that exists in customers if participants will just look for it. Procedure: Identify a key word that is relevant to your training program or central theme of the workshop or  presentation. An example example could be be the usage of word word ―Customer‖ for illustration. illustration. Indicate Indicate to the group that their task, working alone, is to identify as many legitimate words as they can from the letters available to them, using each only once. Ask them to make two predictions  –  the  the number of words they can individually identify, and the word score of the highest producer. Then give them a tight time limit (E.G. 5 minutes) and set them loose on the task. Discussion Questions: • How many words did you predict you‘d find? How does your own performance expectation compare to the expectations others held for themselves? themselves? • Did you exceed your expectations, expectati ons, or fall short? Why? • How many words did you predict could be found? How does this compare to the actual total?  total?   • How do you explain the actual results?  results?  • What does this exercise illustrate to you? (Are ―Customers‖ a rich source of information?  information?  Materials: An appropriate word Time: 5-10 minutes

 

8 ―Customer‖   ―Customer‖ us ore or ort use user rest rut rot rote rose cot cost cote come comer comes course cut cur core corset court sum some sore sot sour set tomes tome tore more to me must mouse met tour

 

most toes costumer custom costume 9 6. Give me a hand! Objectives: To project participants‘ future successes by applying concepts learned at real r eal world jobs.  jobs.   Procedure: Towards the end of the session, tell participants they are about to take an imaginary journey one year hence. Ask them to close their eyes and visualize that they are all right back in this very room for a VIP Awards Banquet. The winners are being recognized for skills and concepts learned and successfully applied over the past year (since attending this programme). Each participant will receive grand prize, and their acceptance speech will detail the things they did this last year to win the award. Ask them to open their eyes and write out 2-3 paragraphs of important elements elements that they will use in that acceptance speech. Call on several volunteers volunteers –   –  as  as time permits –  permits –  to  to hear their speeches. Ask the groups to applaud wildly after each of the presentations. If you wish, you may also go to a speciality paper products store and pick up a supply of inexpensive ―Grand Prize‖ ribbons to distribute to the ―Winners‖.  ―Winners‖.  Discussion Questions: • What are the central themes (topics) that received multiple mention in the acceptance speeches? speeches?   • What is the significance of the variety of items that were mentioned? mentioned?   • How many of you will commit, right now, to write a letter one year form today indicating your actual use of items from this workshop? Materials: Time: 10-15 minutes 10 7. I‘m gonna write myself a letter   Objectives: To provide a formal method of follow up and self contracting for behaviour change following a skills oriented workshop Procedure: Towards the closing time of your full day (or longer) workshop, distribute copies of the form to each  participant. Tell the the group that yo you u realize that a lot of material has been covered covered during the past day day of so and you need their help to facilitate transfer of the training to their jobs. give them sufficient time to fill out the form, and then distribute blank envelopes which the participants will address to themselves. have the participants insert the form in their own envelopes, seal them and pass them on to you. place postage on the envelope and mail them to the participants about 2-3 weeks after the  programme. Discussion Questions:

 

• What impact will writing these contracts have contracts  have on you and on your behaviour? • How many think that you will be successful in doing the things that you told yourself that you would do? • What kinds of barriers would make it difficult or even prevent you from carrying out your promise?  promise?   Materials: Forms, envelopes and stamps Time: 5-10 minutes 11 Letter: TO: FROM: SUBJECT: CONTRACT WITH MYSELF DATE: The most important or significant ideas I have learned/ thought/ heard/ while at this seminar are: As a result of these ideas, I intend to do the following things within the next 30 days: By doing these things I will achieve the following results:  NOTE : CHANGE THESE QUESTIONS TO MORE ACCURATELY FIT THE CONTENT OF THE RESPECTIVE WORKSHOP AS NECESSARY 12 8. Its time to say goodbye Objectives: To close a training programme of a full day or more in a sharing way by giving/soliciting positive positive feedback Procedure: Use this at the very end of the training programme. Annou Announce nce to the group that even as this experience is coming to an end, you note there have been many solid friendships built over the last days. As the facilitator you have also gained and learned from them, and you want to give some honest and sincere feedback to them. (NOTE: this requires that you have been observant and  probably taken good good notes on each participant). participant). you you would also appreciate appreciate receiving receiving some comments comments from them (about either you or others) if they feel so inclined. As an example you may say to the first  person, ‖ Mary you you have given to me and the group your your fine sense of humour humour and hav havee helped make this programme a fun one. Or ―Bill you have given to me and the group a great perspective by sharing your vast experience‖. Encourage their feedback to you as well. For example someone might offer ―Sue, you have given some much needed encouragement‖. NOTE: Although the first few comments to you may come slowly, allow them plenty of time to comment. once the group sees that you seriously want their feedback, they tend to open up with sincere comments. allow sufficient time for this before the scheduled closing time. how many feel comfortable soliciti soliciting ng feedback? Discussion Questions: • What kinds of barriers would make it difficult or even prevent you from carrying out your promise?  promise?   • How many regularly give out positive feedback?  feedback? 

 

Materials: Time: 15-30 minutes 13 9. The Top 10 : Managerial Time Wasters Objectives: To provide a light hearted opportunity for individuals or groups to test their knowledge of current  business research regarding regarding time-wasters Procedure: This can be used either as a quick break during a concentrated training sessio session, n, or as a device to draw trainees‘ attention back to the training session following a refreshment break. Ask the group to identify the 10 most significant ways in which a manager‘s time is wasted. Answers can can be solicited either individually (in open discussion) until all 10 correct answers appear, or individual ‗quizzes‘ can be distributed and unofficially scored by exchanging papers. ―Prizes‖ can be awarded to those who are most successful in generating the answers, either because they have a high score, or because they have come up with the ―missing link‖ –  the   the difficult tenth item. Group competition works  particularly well, well, with a tight time time limit. In this way, way, no one feels em embarrassed barrassed for not knowing knowing any of the 10 items. Discussion Questions: • How did you know the answers?  answers?  • What helps us to retain information such as this?  this?   • Why might we block data such as this from our permanent brain storage storage??   • How does this exercise demonstrate the merits of collective collectiv e effort? • What ideas do you have for using time more effectively?  effectively?  Materials: Master list Time: 5-10 minutes 14 TIME WASTERS 1 Crises 2 Telephone Calls 3 Poor planning 4 Attempting to do too much 5 Drop-in visitors 6 Poor delegation 7 Personal disorganization disorganization

 

8 Lack of self-discipline 9 Inability to say ‗no‘  ‗no‘   10 Procrastination 15 10. The Top 10 : Reasons why people get fired Objectives: To provide a light hearted opportunity for individuals or groups to test their knowledge of current  business facts. Procedure: This can be used either as a quick break during a concentrated trainin training g session, or as a device to draw trainees‘ attention back to the training session following a refreshment break. Ask the group to identify the 10 most important reasons why people get fired from work. Answers can be solicited either individually (in open discussion) until all 10 correct answers appear, or individual ‗quizzes‘ can be distributed and unofficially scored by exchanging papers. ―Prizes‖ can be awarded to those who are most successful in generating the answers, either because they have a high score, or because they have come up with the ―missing link‖ –  the   the difficult tenth item. Group competition works  particularly well, well, with a tight time time limit. In this way, way, no one feels embarrassed for not knowing any of the 10 items. Discussion Questions: • How did you know the answers?  answers?  Materials: Master list Time: 5-10 minutes 16 Firing 1 Poor fit with the corporate culture 2 Over-selling Overselling one‘s qualifications qualifications  3 Bad chemistry with the boss 4 Rigidity (clinging to old experiences) 5 Lack of necessary job skills 6 Victim of a power play 7 Refusal to conform to unspoken rules

 

8 Failing to be a team player 9 Business cutbacks (plus mergers) 10 Poor judgement 17 11. SELL UNTO YOUR METTLE SELL UNTO YOUR METTLE is a market simulation game, wherein the participants are subjected to real time bargaining, as in the real world. For this bargaining, they must have something to sell. So, this game starts with the strategic buying of the raw materials, goes on to their conversion into the finished products, and finally, the products are sold in the market. However, if some product is not conducive to the demands of the market, it should be modified and customized as per the need of the hour. This exercise brings about the hard-selling skills present in an individual, and showcases them while an individual is working in a team. This game can be played even in large groups; however, all the components of the exercise will have to be modified as per the requirements of the group size. To start with, think of the easiest object one can craft using paper. Some of the examples could be Boat and Cap. Let us take Boat as our object.  Now, think of all the things that can beautify, beautify, or enhance the quality quality of the boats that can be be made. Some of these could be pencils, pens, sketch pens, scissors, glue, adhesive tape, and of course, various qualities and quantities of paper. These would also be required for the game, in sufficient quantities. After these are acquired, decide on some price for each of the objects. An indicative list could be: Object Quantity Price Sketch Pen 1 No. Re. 1 Tape 1 No. Re. 1 Glue 1 Tube Rs. 2 Paper sheet 1 No. Re. 1 Scale 1 No.

 

Rs. 2 Scissors 1 Pair Rs. 4 18  Next, divide the the participants in groups of, say, 6 persons each, and also allocate allocate certain amount amount to be given to each of the groups. We can decide an amount, say, Rs. 15 to be given to each group at the start of the game. The groups can use this money to buy resources from the co-ordinator. It is in the interest of the groups not to exhaust all their money in the initial stages only, so that they can do transactions for the resources later in the game, as per the demand in the market. The game begins. Each of the groups‘ participants meet and and discuss the strategy they should adopt. Some of the groups start buying resources from the coordinator immedi immediately. ately. They might be following a strategy of mass production or early-mover advantage. Some other groups may still be discussing over the resources they should buy. Still some other groups might have started the reconnaissance survey to identify the needs of the customer. Each group normally divides itself into various SSGs (Self Service Groups) to undertake various tasks. In such a scenario, one of of the SSG‘s of a group looks after raw materials, another goes for  purchases, a third one looks after the production production department, department, a fourth one looking after marketing, marketing, a fifth one going for after-sales service, and so on. After all the groups have initially done their purchases of the raw material, the resource bank (the coordinator) can change the prices of the resources, as per the demand in the market, or the fluctuations expected in the times to come. The groups start making the products, and side-by-side, they may also start operating the marketing and selling functions. In case of shortage of some resource, the groups can either go to the coordinator for buying more 19 of the resources, or they can also seek trading of the resources amongst themselv themselves es at reasonable  price. Most of the times, times, it comes down to the good o old ld Barter trading system system in this stage stage of the game, where the groups start exchanging their resources for certain period of time. It brings about the human mentality, mentality, which we have inherited from our forefathers who used to do barter trade as the first form of marketing. When the agents of various groups are trying to sell their boats to the customers (who in this case are the coordinators, preferably some marketing department officials), the customers may quote any  price for the boat they they have been off offered. ered. The agents need to show show the special features features of their  products in order to persuade persuade the customers customers to buy their their products. They may also give give some incentives to enhance their sales. The incentives could be in the form of a small boat that could be given free with the big one, or some customized design as per the requirements of the customer. Another noteworthy point point can be the sale of products from one group to another. If an agent of a group sees that another agent is not able to market or target the product properly, he can offer a price to the other agent for his boat, and can try his own marketing skills in selling that particular boat. After some considerable time, the coordinator can call time out, and the game comes to an end. At

 

the end of it, the group with maximum amount of cash is declared the winner. There could be other ways as well to identify the winner. One of them could be valuation of all semi-finished goods of all the groups. The resources can also be evaluated based on their market value. At the end of the session, some of the successful and relatively unsuccess unsuccessful ful groups can be called over to explain the strategies they 20 adopted, or did not adopt. All in all, this game proves to be a worthwhile experience for all the  participants. 21

Sample Cell Phone Reimbursement Policy  I have attached Sample Cell Phone Reimbursement Policy.  Policy.  

Introduction The objective of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and especially with the customers and to prevent them from the hassle of purchasing Sim Cards / Hand Sets. Objective   Objective This policy has been introduced to: v

define clearly who is entitled to a cell phone and how the costs of purchasing the asset plus ancillary

equipment, and the rental and call costs will be met. v

streamline statement administration and payment, and the reimbursement of the costs of b business usiness

calls. Applicability   Applicability v

Employees at the level of executive of special duties and Managers.

v

Employees who by virtue of their function have a constant need to be in contact with other employees

and to attend external customers or office work through mobile phone. When Sim + m obil e all otted to e empl mpl oye oyee  e   

Reimbursement rules  rules  Company is entitled to pay monthly rental charges + taxes + call charges up to a limit as per the grades & perks.  

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Bill amount exceeding other than official calls should be recovered by the employees.

 

 

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Expenses in excess of approve limits can be reimbursed only on approval from their immediate reporting authority. At top management levels reimbursement can be direct and full.

Mode of Reimbursement  Reimbursement     

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Direct payment by the company to the service provider. Monthly reimbursement to employee on presentation of detailed bills. Excess amount of bills other than official calls can be charged by employee in cash/ cheque of debited to their salary. Prepaid card of some limits defined as per grades can be given + lifetime free incoming calls.

Safety rules  rules     

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Handset should be insured. In case of handset damaged / lost (non –  (non  –  insured)  insured) cost should be recovered from the employees.

Operative Guidelines  Guidelines                 

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Where providing of such facility is warranted, formal approval will be sought. Asset purchased form duly signed by HR head. Cell Phone authorization letter needs to be filled. Cost of mobile should be within entitlement. Replacement of handset by existing employees can be done after expiry of…………..period.  of…………..period.   Employees are liable for safety of the phone. In case of employee separation from company, sim + set to be surrendered to the company by employee. Full and final settlement of employee will be put on hold until the sim & set is not surrendered.

Advantages   Advantages          

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Easy accessibility to all employees. Employee benefit –  benefit –  reducing  reducing effort of buying sim +set. Company can save the cost by purchasing the same corporate plan and set for all employees. Employees will get a connection at low cost. Free group calling When only sim i s a all ll otted otted

   

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Set cost is saved. Selling of used phone and purchasing of new phones transactions are not needed.

Sim + some % of cost cost of mobil e in cash as per per the e enti nti tl ement   

 

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Reduction in purchasing formalities.

Disadvantages Increase in paper formality.    

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Support documentation leads to increase in cost (in terms of labour, stationary and efforts). Employees refusal in case of used phone.

When only sim i s a all ll otted  otted   

 

   

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Employees may not take interest in purchasing a mobile set.

Sim + some % of cost cost of mobil e in cash as per per the e enti nti tl ement   

 

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Increase in feeling in inequality in employees

No Sim, No mobile fr om Comp Company  any   

         

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Company can contact to the service provider for employees facility. Company can pay first time installation charges. Service provider will intimate officially to the company about the number being allotted to an employee. All the formalities related to support document will be done by the company only. Employees will contact directly or company can act as initial link between the service provider and the employees (like in case of salary account)

Reimbursement rules  rules     

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Reimbursement can be done upto a limit as per the entitlement after presentation of detailed bills. For top management, bills can be reimbursed fully.

Advantages   Advantages  

         

All the documentation will be done through service provider leads to reducing the cost and saving of time, which can be used in some other important work of the company. Reduce filing and recording work. Saving of sim and set cost.  No need to employees to surrender the no. or set on parting from the services. Employees will get low rate of calling. Company will get benefits in terms of free calling between the group.

 

Handset insurance formalities will also not require, leading to saving of cost.

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The total expenses on mobile phone claim can not exceed the limits as given below:  below:   1.  Top management: upto Rs. ………/………/- per month (full reimbursement). 2.  Sr. Mgr and Mangers : upto Rs ……………/-Per ……………/ -Per Month. 3.  Executives upto Rs…………./-Per Rs…………./-Per Month.

Cost / Value of Mobile at different levels:  levels:   Category 1  1  Top management - Fixed amount range between (Rs. X  –  – Y).  Y).

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 –  – Actual  Actual Payment.

 

Category 2  2  Senior Manager to Manager

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Between Rs. X –  – Y.  Y.

Category 3  3  Senior Executives to Executives

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Between Rs. X –  – Y.  Y.

Mobile / Blackberry / Data card Request Form 

Name _________________________________ Emp. Code: _____________________ Designation ________________________Location ____________________________ Department: _______________________Date: _______________________________

I have read the policy on Mobile Connection for Employees and I shall abide myself to policy. Please issue me an activated SIM with following requirements.

STD REQUIRED:

YES / NO

ISD REQUIRED:

YES / NO

ROAMING REQUIRED: HARDWARE REQUEST

YES / NO YES / NO

Justification:   Justification:

Employee’s Signature: _____________________  

APPROVAL 

Approved by HOD

Remarks:   Remarks:

Approved by HR & Admin

 

  (Approval for General Manager and above would not be required)

OFFICE USE 

Handset Model & cost:

Serial No.

Data Card No.

Date of Issuance:

Handset No.

Mobile Connection Number Signature of Admin Incharge 

EMPLOYEE DECLARATION 

I have received the Mobile Connection No._______________ and Handset bearing no. (if applicable)___________. I hereby declare that I will be responsible and accountable for the safety of the Mobile handset alongwith activated connection, and in the case of loss/theft/damage, I will report immediately to Administration and shall pay the due amount to the Company. I also declare that this Mobile connection issued to me will be used by me only. Employee’s signature: _______________________   Date: ______________________  

Copies of this form to be forwarded by Administration Incharge to:   1) Finance & Accounts, 2) Purchase, 3) HR (Personal file)

Click Here To Download Mobile Policy  

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