HR SOP Benchamrk

Gyanam Educom
Human Resources Consultant
Standard Operating Procedures (SOP)

For Construction & Manufacturing Companies
Prepared & Compiled By;
SATISH KUMAR
CEO & Group Director
Aashumal International Private Limited
Version: 01

HUMAN
Index
RESOURCES
 Process Overview
Home
 Key Objectives
 Organization Chart
Process Overview
Key Inputs
 Process Owners
 Key Inputs
Key Objectives
Key Activities
Process Owners
Owners  Activities
 Flowcharts Flowchart
Key Formats
 Key Outputs
Key Outputs
KPM
 Responsibility & Authority Matrix
 Key Formats
MIS R&A
 Key Performance Measurements

Help
 Management Information Systems
2
 Help Guidance
 
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 Process Overview
 HUMAN
 RESOURCES 
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1. Recruitment
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Home
2. New Inductee
 Management
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Process 3. HR Documentation
Process Overv iew 
Overview Key Inputs
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4. Master Management
Key Objectives
 
  Key Activities
 5. Employee Benefits
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Process Owners
  
 Human Resources 6. Training & PMDP Flowchart
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Key Formats
7. Employee
Relationship
Key Outputs
 
 KPM
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8. Compensation
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MIS 9. HRIS R&A
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10. Statutory Process
Help
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11. Exit Management 3
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 HUMAN
 RESOURCES  
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1. Recruitment 1.1 Manpower Planning
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Home
1.2 New Employee
 Requisition
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1.3 Sourcing &

Process Screening
Overview Key Inputs
 
1.4 New Employee
Selection
Key Objectives
 
 Key Activities
1.5 Review of selection

 Procedures
Process Owners
  1.6 Invoice Certification
 Human Resources for Recruitment Flowchart
 agencies
Key Formats
2.1 New Employee
joining process
Key Outputs
 
 KPM

2.2 Induction Process

2.3 Opening of new

MIS R&A
Bank Account
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2. New Inductee 2.4 Culture

Help
Management Sensitization
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 
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 HUMAN
 RESOURCES  3.1 Employee
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3. HR Documentation Confirmation
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process
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Home
3.2 Other HR
 Documentation
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Process 4. Master Management 4.1 Employee Master
Overview Key Inputs
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5.1 Employee Mobile
Phone Scheme
Key Objectives
 
 Key Activities
5.2 Employee Laptop

 Scheme
Process Owners
  
 Human Resources 5.3 Employee Travel Flowchart

Key Formats 
5.4 Salary Advance
Key Outputs
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5.5 Employee
 KPM
Relocation

 /Transfer
5.6 Employee Group

MIS R&A
Insurance
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5.7 Employee family
5. Employee Benefits
Help
Benefit Scheme
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 HUMAN
 RESOURCES  
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6. Training & PMDP 6.1 Training Process
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Home
6.2 Performance
 Appraisal
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7. Employee
Process 7.1 Retention Initiatives
Process Overv iew  Relationship
Overview Key Inputs
  
7.2 Diversity
Management
Key Objectives
 
  Key Activities
 7.3 Grievance Handling
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Process Owners
   
 Human Resources 8. Compensation 8.1 Payroll Flowchart

Key Formats 
8.2 Reimbursements
Key Outputs
 
 KPM
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9. HRIS
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MIS 10. Statutory Process R&A
11.1 Employee
Help
Clearance
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11.2 Employee Exit 6
11. Exit Management
Interview
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HUMAN
Key Objectives 
RESOURCES
SOP Objectives
• To specify procedures for the HR in order to increase consistency in the execution of the process.
Home
• To embed financial and informational controls in the HR process to manage employee benefits
administration and other HR related activities.
Process Overview • To provide a monitoring framework in order to manage the performance of the HR function. Key Inputs
• To recruit the right people in the right place at the right time.
Key
Key Objectives
Objectives • Maintain a robust Manpower Planning process.
Key Activities
• To maintain a database of all employees and their key (personal, contact, and qualification) details.
Process Owners
• To maintain a database of compensation details of all employees as well as tax-related particulars
required for accurate TDS calculation (for Income tax and / or Fringe Benefit Tax). Flowchart
Key Formats • To accurately compute and process payroll.
• To specify procedures for the Payroll process in order to increase consistency in the execution of the
Key Outputs
process..
KPM
• To provide a monitoring framework in order to manage the performance of the Payroll function.
MIS
• Optimal utilization of Human Resources. R&A
Help
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HUMAN
Organizational Structure - HR 
 RESOURCES
CMD
Home
Process Overview Director Key Inputs
Key Objectives
Key Activities
Activities
Head HR
Process
Process Owne rs
Owners
Flowchart
Key Formats Manager

Manager HR
Recruitment
KeyOutputs
Key Output
KPM
HR Team HR Team HR Team

MIS
(Recruitment) (HO) (Site) R&A
Help
Executive
Executive HR
(HR) 8
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HUMAN
Organizational Structure - HR 
 RESOURCES
Band Structure
Band HO Staff Project Staff
Home
B01 Managing Director,

Directors
Process Overview
Key Inputs
B02 Senior Vice-President,
Vice-President, General
Key Objectives
Manager Key
Activities
Activities
Process
B03 Dy.General Manager, Project Head
Process Owne rs
Owners
Asst.General Manager
Flowchart
Key Formats
B04 Sr.Manager, Manager Dy. Project Head,

Block-in-charge Key
KeyOutputs
Output
KPM
B05 Sr.Engineer, Engineer, Construction Manager,

MIS
Jr.Engineer Site Engineer, R&A
B06 Senior Executive, Senior Executive,

Help
Executive Executive
9
These are broad classifications of the grades in the company.
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 Process Owners
 HUMAN
 RESOURCES Designation Activities Performed
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 CMD/ Director Approves Manpower Budget and Manpower Planning
 Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter
 Approve the final summary of appraisal form
Approves Employee award form
Home
 Approves Employee Group Insurance policy
 Approves Employee Family Benefit scheme
 Authorized salary revisions, resignations, etc.

Head HR Review and Approval of Budget and Manpower Planning
Process Overview Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter Key Inputs
Invoice certification of Recruitment Agency
 Approves the interview formats
 Blocking/Unblocking of Employee Master can only be authorized by Head HR
Approves the Training Calendar
Key Objectives Review the final summary of appraisal form
Review and Approve Employee award form Key Activities
Review Employee Group Insurance policy
 Review Employee Family Benefit scheme
Process Approve HRIS
Process Owne rs Grievance Handling
 Owners
Approves the Payroll and compensation
Resolves the issue in case of change of employees master. Flowchart
 Approves the F&F computations at the time of separation
Key Formats
Manager (HR) Conducts Induction for new employees
 Prepares Confirmation letter / Probation extension letter and termination letter/ Relieving letter
Implements additions, modifications and blocking/ unblocking of master records
Prepares the final summary sheet of employee appraisement Key Outputs
Review mobile phone requisition
KPM
Review advance requisition form
 Prepare training calendar
 Review and approves expense claim forms
 Review Schemes for employee benefits like Group insurance policy, Employee Family benefit
schemes
MIS R&A
Review the self assessment forms
 Approves the checklist for statutory compliances
 Review HRIS
 Preparing monthly payroll statement
Verifies the salary advance tracker with approved requisitions and signs off the tracker at the month
Help end
 Reviews and approves the calculation for gratuity payable
Reviews the F&F computations at the time of separation
Monitors the attendance and approves additions/ modifications to the attendance records 10
Approves the reconciliation of the leave Register with leave applications and the employee details in
the employee master
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 Process Owners
 HUMAN
 RESOURCES
Designation Activities Performed

 Manager ( Recruitment) Review the manpower estimation sheet
 Initiate the process for staff recruitment
 Review the interview formats
Home Review Recruitment Agency invoice along with supporting documents


Executive ( Recruitment) Updates Staff Requisition tracker and Source tracker


Screens the applications based on job description
Carries out candidate‟s background verification check
Process Overview Coordinate Manager (Recruitment ) in other recruitment process Key Inputs

 Executive (HR) Arranges the basic joining formalities
Performs additions, modifications and blocking/ unblocking of master records
Key Objectives Update Employee Asset Tracker
On receipt of mobile bill s, prepare a statement for that particular month Key Activities
Collates all training request form and prepare list of attendees
 Takes attendance on training day( as per training calendar) and updates training tracker with
Process details of program and attendees
Process Owne rs
 Owners Maintain a claim Register ( Manual)
Maintaing Checklist for statutory compliances
Flowchart
Execute schemes for Employee Benefit

Execute HRIS
Key Formats Trace the attendance of site places on periodical basis
Maintain salary advance tracker based on the approved requisitions
 Perform the payroll processing for the month
Calculates the tax payable for each employee Key Outputs
Calculates the gratuity payable
KPM Performs F&F computations at the time of separation
 Maintain attendance records
 Updates leave register with details of leave application
 On monthly basis , reconciles the leave register, leave applications and the employee details
in the employee master
MIS R&A

 Executive (HR ) at site Sources applications and conducts interviews of PSA‟s along with project In charge
 Undertake induction for new joinees
Process the attendance
Help Process the employee advances
 Process employee Grievance
Initiate Statutory compliances process
Maintain and update statutory Register 11
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HUMAN
1. Recruitment 
 RESOURCES

Key Input:
− Approved Staff Requisition form (SRF)

Home
− Manpower Budget
− Interview Assessment Form

Process Overview
KeKyeyInInppuutts
− Job Applications
− Application form
Key Objectives
− Background verification form Key

Activities
Activities
− Personnel file checklist

Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
12
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HUMAN
1. Recruitment 
 RESOURCES
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Key Activities:
The Key Activities in the Agree Marketing Parameters process are as below:
Home
1.1 Manpower planning
1.2 New Employee Requisition

Process Overview
Key Inputs
1.3 Sourcing & Screening
1.4 New Employee Selection

Key Objectives
KKeeyy
Ke y Activities
1.5 Selection Process Review AcAtciv
tivititiieess
1.6 Invoice Certification for Recruitment Agency

Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
13
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HUMAN
1. Recruitment 
 RESOURCES

1.1 Key Process description – Manpower Planning
1. At the beginning of each year, a manpower budget shall be prepared for both the support functions
Home and the field staff (sites).
2. The activity of preparation of the budget shall be initiated by a personnel at Manager or equivalent
level in each department.
Process Overview
Key Inputs
3. The following considerations shall be made at the time of drawing up/ finalizing the Manpower
Budget:
Key Objectives Manpower requirement in current projects

KKeeyy
Ke y Activities
AcAtciv
tivititiieess
Manpower requirement on expected projects
Process Owners Manpower gaps in support functions
4. The inputs of the Manager shall be recorded in a Manpower Estimation sheet (MES) which shall be Flowchart
sent to the respective HOD for approval. In case of any queries, HOD shall obtain clarifications from
Key Formats
the Manager.
5. Post approval of the HOD, the MES shall be collected from each HOD by Executive (Recruitment) Key
KeyOutputs
Output
KPM
who shall forward the same to the Manpower Planning Committee (MPC) for finalization. The
Manpower Planning Committee shall comprise of the following members:
– Head (HR)
MIS R&A
– Head of Departments
– Site In-charge
Help
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HUMAN
1. Recruitment 
 RESOURCES

1.1 Key Process description – Manpower Planning
6. On receipt of the inputs of respective department Manager in the Manpower Estimation Sheet
Home (MES), the MPC shall first individually review the MES and in case of any queries, shall obtain
clarifications either from the HODs/ Managers. On review of the MPC, details of the MES shall be
collated in a Manpower budget format.
Process Overview
7. The Manpower budget shall be signed-off by the MPC members subsequent to which the same shall Key Inputs
be sent to the CMD/Director for approval.
Key Objectives 8. Manpower budget may be revised by the MPC at the mid-year based on any business exigencies
KKeeyy
such as expected business growth, attrition rate. Approval of the CMD/Director shall be sought on the Ke y Activities
AcAtciv
tivititiieess
revised Manpower Budget. Revised Manpower budget shall be assigned with a unique identification
Process Owners number.
9. The original and the revised Manpower budget along with other documents such as Manpower Flowchart
estimation sheet shall be maintained by the HR Team.

Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
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HUMAN
1. Recruitment 
 RESOURCES

Guiding Principles
• Recruitment should be against a vacancy in the approved organization structure or approved
Home Manpower plan.
• Outside recruitment shall be resorted to, in a situation where recruitment for a vacancy cannot be met
by employees within the company.
Process Overview • The recruitment and selection shall be carried out on at least two-tier basis (Preliminary and Final) by Key Inputs
duly constituted panels.
Key Objectives
1.2 Key Process description – Recruitment – New Employee Requisition KKeeyy
Ke y Activities
AcAtciv
tivititiieess
1. A new person may be recruited in either of the following 2 mechanisms:
Process Owners – Pull Mechanism – A vacancy exists in the system on account of an employee separation
– Push Mechanism – A position exists per the manpower budget
Flowchart
2. A Staff Requisition form shall be created when:
Key Formats
– A vacancy arises when an existing employee separates from the company
– A newly created position (as per the manpower budget) needs to be filled
Key
KeyOutputs
Output
KPM Vacancy
1. For all vacant positions in the organization, irrespective of the level of the employees, a standard Staff
Requisition Form shall be prepared by the User department.
MIS R&A
2. The Staff requisition form shall specify the job description (mentioned below) for the specific vacancy:
– Job Title
– Overall job purpose
Help – Key tasks and duties
– Key skills required for the job
– Preferred qualifications, experience 16
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HUMAN
1. Recruitment 
 RESOURCES

1.2 Key Process description – Recruitment – New Employee Requisition
3. The Staff Requisition form shall be approved by the HOD and submitted to the Head (HR).
Home
Subsequently, Head HR shall verify whether the requisition is budgeted as per the Manpower Budget.
If the staff requisition is budgeted for, the Head (HR) shall discuss the requirement details with the
concerned HOD.
4. If the staff requisition is not budgeted for, the Head HR shall discuss the requirement details with both
Process Overview
the concerned HOD and CMD/Director. CMD/Director shall approve the unbudgeted staff requisition Key Inputs
by way of sign-off on the hard copy of the staff requisition form.

5. The Head HR, CMD/Director and the HOD shall first examine the following options:
Key Objectives
– Reorganizing work distribution among the current workforce KKeeyy
Ke y Activities
AcAtciv
tivititiieess
– Increasing an employee‟s responsibilities
Process Owners – Review whether the vacancy provides a suitable redeployment for an existing employee either
by way of transfer from surplus staff or by way of up-gradation/ promotion. In all such cases of
Flowchart
promotion/ transfers, the due process as applicable to open recruitment, such as interview,
Key Formats shall need to be gone through.
– The Head HR in concurrence with the CMD/Director shall identify whether the vacancy can be
posted on the Internal Job Postings site to give a chance to the existing work force in the Key
KeyOutputs
Output
KPM
organization to apply for the particular vacancy. In all such cases, the due process as
applicable to open recruitment, such as interview, shall need to be gone through.
6. In case, the position cannot be filled up internally, the requisition shall be sent to the Manager
MIS R&A
Recruitment to initiate the process of sourcing applications from candidates. Manager Recruitment
shall allocate the responsibility of recruitments to the Executive Recruitment.
Help
17
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HUMAN
1. Recruitment 
 RESOURCES

1.2 Key Process description – Recruitment – New Employee Requisition
7. The Executive Recruitment shall maintain the following trackers which shall be updated on receipt of
Home approved requisitions:
– Staff Requisition Tracker
– Source Tracker
Process Overview
8. The staff requisition tracker which shall record the following: Key Inputs
– Requisitioner
– Department
Key Objectives
KKeeyy
– Date of requisition Ke y Activities
AcAtciv
tivititiieess
– Staff Requisition number
Process Owners – Job Title
– Required by date Flowchart
– Budgeted/ Non-budgeted
Key Formats
9. The staff requisition tracker shall facilitate the following:
– Identify lead time to close an open position Key
KeyOutputs
Output
KPM – Department wise Unbudgeted appointments

– Evaluation of the selection process
MIS R&A
Help
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HUMAN
1. Recruitment 
 RESOURCES

10. The Source Tracker shall record the following details:
– Staff Requisition no.
Home – Date of requisition
– Job title
– Source
Process Overview
– No. of applicants from the particular source Key Inputs
11. The Source Tracker shall facilitate the following:
Key Objectives
– Identification of number of selection vis-à-vis no. of applicants from a specific source
KKeeyy
– Cost-Benefit analysis of different sources Ke y Activities
AcAtciv
tivititiieess
Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
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HUMAN
1. Recruitment 
 RESOURCES

1.3 Key Process Description – Sourcing and Screening
1. On basis of an approved requisition, the HR team shall proceed to fill up the vacant position from other
Home sources such as:
– Reviewing applications
Process Overview – Database of CVs, Key Inputs
– Job portals,
Key Objectives – Recruitment agencies,

KKeeyy
Ke y Activities
AcAtciv
tivititiieess
– Paper advertisements,
Process Owners – Internal referrals and
– Campus placements. Flowchart
Key Formats 2. For the process of selection of Recruitment Agencies, Executive HR maintains separate register which
contains details of different agencies like specialization area, Rate of commission , coverage areas etc.
Key
KeyOutputs
Output
3. As per the identification of skill required shortlisting of options done by Manager (HR) and finally selected
KPM
by Head HR.
4. Job Applications shall be obtained from the candidates identified from different sources. Executive HR
MIS shall screen the applications on the basis of job description provided by the requisitioner in the Staff R&A
Requisition form. HR round shall be conducted (telephonic interview) to shortlist the candidates.
5. The Executive Recruitment shall notify the short listed candidates about the interview via e-mail and/ or
Help telephone with details of interview process and date & time of the interview. In cases where services of
recruitment agencies are hired, then the agencies shall be asked to co-ordinate for the same.
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HUMAN
1. Recruitment 
 RESOURCES

5. All applications that were screened but not found to be suitable shall be marked as “rejected”.
Rejected applications shall be filed in a common file for Rejections by (Executive Recruitment)
However, CVs that can be considered at a later date/ for another role shall be marked as “for future
Home
reference purpose” and filed accordingly.
6. Details of the applications shall be updated in the Source tracker by Executive (Recruitment) against
Process Overview the specific requisition. Key Inputs
7. The Executive (Recruitment) shall intimate the interview panel about the details of the interview such
as date & time and provide them with the following documents:
Key Objectives
KKeeyy
Ke y Activities
– Interview assessment sheet AcAtciv
tivititiieess
Process Owners
– Candidate Application/ CV
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
21
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HUMAN
1. Recruitment 
 RESOURCES

1.4 Key Process Description – New Employee Selection
1. On the date of the interview, the short listed candidate shall be required to fill up an Application
Home
Form, in case details of the employee are not mentioned in his CV. The application form shall be
provided by the Executive (Recruitment).
2. The Application form shall be a standard form and shall capture following basic information:
Process Overview
Key Inputs
– Name of the candidate and contact details
– Detailed educational qualifications
Key Objectives – Past Experience
KeyKA Keceytyivities
AcAtciv
tivititiiees
3. The filled up Application Form and CV shall be provided to the Interview Panel prior to the interview.
Process Owners
4. The candidates shall be interviewed by the interview panel as formed for the particular grade. The
selection methods and the interview panel at different grades are presented in the following table: Flowchart
Key Formats
Band Preliminary Round Final Round
Group discussions/ written Interview Final Interview Key
KeyOutputs
Output
tests/ preliminary interview
KPM
B01 X Head HR, HOD CMD
MIS R
R& A
&A
B04 HR Team Head HR, HOD HR Round
B05 HR Team Manager HR, Manager (Dept) HR Round

Help
B06 HR Team Manager HR, Manager (Dept) HR Round

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HUMAN
1. Recruitment 
 RESOURCES

5. For Band 04 and 05, the “HR team” team shall prepare and compile the written tests formats and
obtain the concurrence of the Manager Recruitment. The written test shall help assess technical,
analytical and communication skills of the candidate.
Home
6. After the assessment, the Interview Panel members should review candidates‟ performances during
the selection process and reach their decision based on the evidence gathered and record the same
in the Interview Assessment Form.
Process Overview
Key Inputs
7. On completion of above mentioned formalities, a background verification check shall be performed by
the Executive (Recruitment), the results which shall be recorded in a Background verification Form.
Subject to satisfactory background check report, an Offer Letter duly authorized as per DOA shall be
Key Objectives
posted/ e-mailed to the selected candidate by the Executive (Recruitment). KKeeyy
Ke y Activities
AcAtciv
tivititiieess
8. If the candidate does not accept the offer within the date specified in the offer letter or rejects the offer,
Process Owners
the Interview Panel and the creator of the Staff Requisition Form shall be notified along with the
reason for rejection. The Interview panel may decide on:
Flowchart
– Making a renewed offer to the same candidate, or
Key Formats – Select any of the other candidates who attended the interview panel, or
– Intimating HR team to source fresh applications.
Key
KeyOutputs
Output
KPM
MIS R&A
Help
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HUMAN
1. Recruitment 
 RESOURCES

9. The details of the selected candidate shall be updated in the Staff Requisition Tracker and Source
Tracker, with
Home – Name of selected candidate

– Date of final selection
– Tentative date of joining
Process Overview
– Source Key Inputs
Key Objectives
KKeeyy
Ke y Activities
AcAtciv
tivititiieess
Process Owners
Flowchart
Key Formats
KeyOutputs
Key Output
KPM
MIS R&A
Help
24
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HUMAN
1. Recruitment 
 RESOURCES

Recruitment at Site
1. For employees joining at site, the recruitment process shall be carried out as per the Site Recruitment
Home policy. The procedure to be followed shall be the same for recruitment done by the HO HR Team.
2. The first round of interview shall be conducted by the Executive (Recruitment)

at site and reporting officers and a personnel at Manager or equivalent level from the specific
Process Overview
Key Inputs
department. The final approval of the Project Head, based out of site, shall be obtained. The
employee selection documentation shall remain the same as mentioned earlier.
Key Objectives
KKeeyy
Ke y Activities
AcAtciv
tivititiieess
Process Owners
Flowchart
Key Formats
KeyOutputs
Key Output
KPM
MIS R&A
Help
25
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HUMAN
1. Recruitment 
 RESOURCES

1.5 Key Process Description – Review of selection procedures
1. On a yearly basis, the HR department shall review the effectiveness of the Selection procedures and
Home policies to assess effectiveness of the methodology being used.
2. The same shall be performed by the HR Team and the Head (HR) on the basis of the following
parameters:
Process Overview
Key Inputs
– Target vs. Actual Staff cost as a percentage of total cost
Key Objectives – Attrition Rate

KKeeyy
Ke y Activities
AcAtciv
tivititiieess
– Budgeted vs. Non-budgeted recruits department wise during the year
Process Owners – Performance of employees in the review period
– Acceptance Rates: number of applicants that accepted the position divided by the number of Flowchart
applicants that were offered the position

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

Key
KeyOutputs
Output
KPM 4. On a periodic basis, an MIS shall be submitted to the Management reporting the aforementioned
parameters.
MIS R&A
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26
 

HUMAN
1. Recruitment 
 RESOURCES

1.6 Key Process Description – Invoice Certification for Recruitment Agency
1. The Manager Recruitment on receipt of the invoice from the Placement agency for the employees
Home referred and selected from the agency, shall forward the invoice to the Head (HR) along with the
following supporting documents for approval:
– Appointment letter,
Process Overview
Key Inputs
– Employee information form,
Key Objectives – Employee joining report,

KKeeyy
Ke y Activities
AcAtciv
tivititiieess
– Agreement with agency and
Process Owners – Source tracker
2. Head (HR) shall review the invoices against the Source Tracker to identify that all invoices pertaining Flowchart
to the Placement Agency have been received and that there are no duplicate invoices for the same
Key Formats
candidate. On review with Source Tracker, the Head (HR) shall mark the relevant candidate record in
the tracker as invoice received.
Key
KeyOutputs
Output
KPM 3. The Head (HR) shall authorize the invoice (by way of a sign-off on the invoice) on review of the
aforementioned documents.
4. Approved invoice along with the aforementioned supporting documents shall be sent to the Accounts
MIS R&A
team for Accounting purpose.
Help
27
 
Process: Recruitment – Manpower Planning


INPUTS PROCESS OUTPUT
Manpower Estimation Sheet HOD
Provide inputs on manpower Review and approve

Manpower Estimation sheet Approved Manpower
requirements in a Manpower
Estimation Sheet
Estimation sheet
Manager Recruitment
Manager (respective
department)
Collect MES from each HOD
and forward the same to
Notes MPC for finalization
1 Manpower Budget to be made on

basis of: Manpower Planning
- Manpower requirement in Committee (MPC)
current projects
- Manpower requirement on 1 Signed-off Manpower Budget
expected projects Prepare and sign off
- Manpower gaps in support Manpower budget based on
functions manpower estimations
Manpower budget may be

2 revised by the MPC at the mid- Approved Manpower Budget
year based on any business CMD/Director
exigencies such as expected 2
business growth, attrition rate.
Review and Approve

Manpower budget HR Team
28
Process: Recruitment – New Employee Requisition - Vacancy

1
Staff Requisition Form HOD
Approved Staff Requisition

HOD shall approve the staff Form (For budgeted
requisition form manpower)
User department shall raise

a Staff Requisition form
Head (HR)
User department
Requisition
Yes No
budgeted as
per
Manpower
Budget?
Discuss the requirement Discuss the requirement

Notes details with the concerned Approved Staff Requisition
details with the concerned
HOD to understand Form (For non budgeted
1 The Staff requisition form shall requirement
HOD and CMD/Director.
manpower)
Obtain approval from
clearly specify the job CMD/Director
description.
29
Process: Recruitment – New Employee Requisition - Vacancy
Notes A
1 Outside recruitment will be
resorted to, in a situation where
recruitment for a vacancy
cannot be met by employees 1 Can the
within the company. Yes position be No
filled
2 The Head (HR), Director and the internally?
HOD to examine the following
options:
- Reorganizing work distribution 2 3
among the current workforce Staff Requisition form to be
Regular Recruitment
- Increasing an employee‟s process to be followed
sent to Manager
responsibilities (Recruitment)
- Redeployment for an existing
employee
- Identify whether the vacancy Manager (Recruitment)
can be posted on the Internal Job
Postings site
Allocate the responsibility to
3 Executive (Recruitment) to the Executive (Recruitment)
maintain 2 trackers (Staff
Requisition Tracker & Source
tracker) that shall serve following
Executive (Recruitment)
purpose:
- Identify lead time to close an
open position
- Department wise Unbudgeted Update Staff Requisition Updated Staff Requisition
appointments Tracker Tracker
- Eval. of the selection process
- Identification of no. of selection
vis-à-vis no. of applicants from a
specific source Update Source Tracker Updated Source Tracker
- Cost-Benefit analysis of diff.
sources
30
Process: Recruitment – Sourcing & Screening
Approved Staff Requisition

Form HR Team
New Employee
Requisition
Identify suitable candidates
from different sources
Obtain Job applications from

the candidates
Notes Executive (Recruitment)
1 Application screening to be done

on basis of job description
provided by the requisitioner in
the Staff Requisition form.
1
Screen the applications
based on job description B
31
Process: Recruitment – Sourcing & Screening

B
Conduct HR round
(telephonic interview) to
shortlist the candidates
1
Rejected Applications shall be filed
Notify short listed Short listed Candidates
in a common file for Rejections and
candidates about the
CV‟s that can be considered at a
interview
later date shall be shall be marked
2 as “for future reference purpose”
and filed accordingly
Intimate Interview panel
about the details of the
short listed candidates
and the interview
Notes Updated Source Tracker

Update Source Tracker
1 In case agency recruitment are

hired, then agencies shall
coordinate with the candidates.
2 A file to be maintained for

rejected CVS and CVs that can
considered in future.
32
Process: Recruitment – New Employee Selection
Application Form Candidates to complete Completed Application Form

an Application Form
Short listed candidate Completed Application form

to be provided to Interview
Panel
Blank Interview Assessment

Form
1
Interview panel
Notes Signed-off Interview
Assessment Form
The recruitment and selection
1 shall be carried out on at least
two-tier basis (Preliminary and
Take decision and document
Final) by duly constituted panels. Interview the short listed
remarks in Interview Selected Candidate
The candidates shall be candidate
Assessment Form
interviewed by the interview
panel as formed for the particular
grade.
For Band 04 and 05, the “HR
team” team shall prepare and
compile the written tests formats Carry out candidate‟s Background Verification
and obtain the concurrence of Executive (Recruitment) Form
background verification check
the Manager recruitment. The
written test shall help assess
technical, analytical and
communication skills of the
candidate. C
33
Process: Recruitment – New Employee Selection
1
Issue an Offer Letter authorized by Offer Letter to selected
authorized personnel as per DOA candidate
matrix to the selected candidate
Notes
1 Subject to satisfactory
background check report, an Candidate Yes
Offer Letter duly authorized by Accepts Executive (Recruitment)
the offer?
authority as per DOA shall be
posted/ e-mailed to the selected
candidate by the Executive (HR No
Team).
2
2 Joining formalities include: Notify Interview panel and Arrange for basic joining
- Organize for new joinee seating creator of Staff Requisition formalities
place Form
- Organize for technical support
(Desktop, network connection) (if
need be) – If as per the company
policy, the new joinee is eligible
to get a laptop, the Executive Interview panel
(HR) shall coordinate with the IT
department personnel to arrange
for a laptop for the new joinee. Updated Staff Requisition
- Organize for Joining Kit Tracker and Source Tracker
containing the employee Issue renewed offer letter to
handbook/ manual, office the same candidate or
select any other candidate or
stationary, business cards, etc.
Intimating HR team to source
fresh applications
34
Process: Recruitment – Invoice Certification for Recruitment Agency
Invoice from Placement

Agency Executive (Recruitment)
Forward the agency invoice

• Appointment letter along with supporting
• Employee information form, documents to Manager
• Employee joining report, (Recruitment)
• Agreement with agency and 1
• Source tracker
Head (HR)
2
Approve the invoice based on Approved Invoice
supporting documents
Approved invoice sent to

Accounts department along
with supporting documents
Notes
1 Supporting documents include Accounts Team

EIF filled by the employee and
details mentioned in the source
tracker.
On review with Source Tracker,
2 the Head (HR) shall mark the
relevant candidate record in the Account for the invoice
tracker as invoice received.
35

HUMAN
1. Recruitment
RESOURCES
Key Output:
− Updated Staff Requisition Tracker

Home
− Updated Source Tracker
− New Personnel file

Process Overview
Key Inputs
− Approved invoices for recruitment agencies
Key Objectives
Activities
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&
R &A
A
Help
36
 

HUMAN
1. Recruitment 
 RESOURCES

Responsibility & Authority Matrix :
Responsibility Authority
Home A/R
S.No.
Activity(A)/ MPC CMD/Dire User Head HOD Executive Executive Interview
Report (R) ctor Depa HR (Recruitm at site Panel
rtme ent)
nt
Process Overview
Key Inputs
1 Manpower A E V V
Planning
2 Manpower A E V
Key Objectives Budget
3 Raises Staff A E V Key Activities

Requisition
4 Sourcing of A E E
Process Owners applications
5 New employee A E
Selection Flowchart
6 Invoice A E
Key Formats Certification
7 Source Tracker R E
Key Outputs
8 Staff Requisition R E
KPM Tracker
MIS RR&&AA
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37
 

HUMAN
2. New Inductee Management 
 RESOURCES

Key Input:
− Blank Employee information form

Home
− Blank Employee Joining report
− Employee Joining checklist

Process Overview
KeKyeyInInppuutts
− New Bank Account Form
Key Objectives
Activities
Key Activities
Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R
R& A
&A
Help
38
 

HUMAN
 RESOURCES

Key Activities:
The Key Activities in the Agree Marketing Parameters process are as below:
Home
2.1 Employee Joining Process
2.2 Employee Induction Process

Process Overview
Key Inputs
2.3 New Bank Account Opening Process
2.4 Culture Sensitization Program

Key Objectives
KKeeyy
Ke y Activities
AcAtciv
tivititiieess
Process Owners
Flowchart
Key Formats
KeyOutputs
Key Output
KPM
MIS R&A
Help
39
 

HUMAN
2.1 New Inductee Management – Employee Joining Process- Corporate 
RESOURCES
2.1 Key Process Description – Employee Joining Process
1. Post selection of the candidate, the HR (Recruitment) team handover the related information of candidates to HR
(core) team for further joining process. The Executive (HR) shall start making following arrangements for new joinee:
Home • Organize for new joinee seating place
• Organize for technical support (Desktop, network connection) (if need be) – If as per the company policy, the
new joinee is eligible to get a laptop, the Executive (HR) shall coordinate with the IT department personnel
Process Overview to arrange for a laptop for the new joinee.
Key Inputs
• Organize for Joining Kit containing the employee handbook/ manual, office stationary, business cards, etc.
2. On the date of joining, the new joinee/ employee shall report to the HR department. The HR team shall provide the
Key Objectives
new joinee with an Employee Information Form (EIF) and an Employee Joining Report (EJR). Key
Key Activities
Activities
3. If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote the
Process Owners same on the EIF. In the meanwhile, HR Team shall verify all credentials/documents as sought in the Appointment
Letter. HR Team shall use joining checklist to ensure coverage of all documents / activities to be done by the
joinee. Flowchart
i) Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the
Key Formats
company and fill up the PF , ESI form (if applicable) and Tax Declaration forms.
ii) On verification of credentials, the HR team shall obtain the filled Employee information form, Key
KeyOutputs
Output
Employee Joining Report and signed Appointment Letter from the new joinee. The Authorized
KPM
personnel as per company‟s DOA shall counter sign the EJR and the Appointment Letter.`
iii) Appointment Letter shall be prepared in Triplicate. Sign-off of the employee and the authorized
personnel shall be obtained on all the copies. A copy of the Appointment letter shall be given to
MIS R&A
New Joinee, one shall be sent to Accounts Team and third copy shall be filed in employee file.
iv) The EJR shall be forwarded to the employee‟s department which shall be signed- off by the HOD of
the joinee. On signing-off the EJR, the same shall be sent back to the HRD.
Help
v) The HR team shall forward the completed and approved forms (Employee joining Report, Employee
information form, Appointment letter) to the Executive (HR) for updation of the employee master. 40
 

2.1 New Inductee Management – Employee Joining Process- Corporate

HUMAN 
RESOURCES
vi) Executive (HR) shall use the authorized EJR and appointment letter as the trigger to create the
Employee Master record (refer: sec Employee Master of this document). On creation of a new
record in the Employee Master, a new/ unique Employee Code shall be generated.
Home vii) The Executive (HR) shall file all employee particulars in the Employee Personal File. The Personal
file cover shall be marked with the employee name and Code.
viii) A Personnel File Checklist shall be pasted on the inner side of the cover of the Personal file and
Process Overview ticked for documents filed. This shall provide a ready reference for the documents already filed and Key Inputs
documents pending for filing.
ix) The Executive (Payroll) shall create a new record in the payroll master/ tax master on the basis of
Key Objectives approved appointment letter, EJR and tax declaration submitted by the employee. (refer: Payroll
Key
SOP for further details). Key Activities
Activities
x) For employees joining at site, the joining formalities shall be carried out at the site. The employee
Process Owners files shall be maintained at a central repository place in HO by Executive (HR).
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
Help
41
 

2.1 New Inductee Management – Employee Joining Process- Site
HUMAN 
RESOURCES
2.1 Key Process Description – Employee Joining Process-site
1. On the date of joining, the employee shall report at the local HR at the site. The joining formalities shall be carried
Home out at the site for each level. The Executive (HR) at site shall provide the new joinee with an Employee
Information Form (EIF) and an Employee Joining Report (EJR).
2. If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote
Process Overview the same on the EIF. In the meanwhile, Executive (HR) at site shall verify all credentials/documents as sought in Key Inputs
the Appointment Letter. Executive (HR) at site shall use joining checklist to ensure coverage of all documents /
activities to be done by the joinee.
Key Objectives 3. Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the company Key
Key Activ ities
and fill up the PF, ESI form (if applicable) and Tax Declaration Form. Activities
4. On verification of credentials, the Executive (HR) at site shall obtain the filled Employee Information form,
Process Owners
Employee Joining Report and signed Appointment Letter from the new joinee. Executive (HR) at site shall obtain
sign-off of the Project Head on the Employee Joining report. Flowchart
Key Formats 5. The employee documents shall then be sent to the HO. The Appointment letter shall be signed-off at HO by the
Authorized personnel as per company‟s DOA. The employee files shall be maintained at a central repository place
in HO by Executive (HR) at HO. For details on addition of employee to the employee refer to Master Management
Key
KeyOutputs
Output
section of this SOP.
KPM
MIS R&A
Help
42
 

2.2 New Inductee Management – Employee Induction Process
HUMAN 

RESOURCES
2.2 Key Process Description – Employee Induction Process
– All employees who join the company at all levels shall undergo an induction program. The objective of the
induction program is to familiarize the new joinee with the values and norms of the company, company‟s history,
Home rules & regulations, facilities and practices.
– On the date of joining, the new joinee shall be informed of their roles and responsibilities by the Manager (HR). At
site, the induction shall be undertaken by Executive (HR) at site
Process Overview
Key Inputs
– The On-Boarding employee shall be provided with an employee hand-book which shall give details of HR policies
and practices.
Key Objectives – Executive (HR) shall coordinate with the bank personnel and initiate the process of opening the bank account of
Key
the new joinee. Further, he shall also organize in obtaining PAN number (in case the same does not exist) and for Key Activities
Activities
getting a corporate phone connection for the new joinee.
Process Owners – Executive (HR) shall further coordinate and organize for new joinee‟s Employee ID and Medical ID.
– After induction or with in 4 days of joining welcome mail forwarded. Flowchart
Key Formats – Welcome mail shall be drafted by Executive (HR) which is reviewed by Manager(HR) and finally approved by
Head (HR).
Key
KeyOutputs
Output
– After approval from Head HR drafted welcome mail forwarded by Executive (HR)
KPM
MIS R&A
Help
43
 

2.3 New Inductee Management – Bank account Opening Process
HUMAN 

RESOURCES
2.3.1 Key Process Description –New Joinee Bank Account Opening Process
Opening of bank accounts for the new joinee -HO
Home 1. Executive HR shall arrange for the opening a bank account for the new joinee.
2. New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Head HR
3. Head HR shall sign off the Form and the form shall be forwarded to the Bank.
Process Overview
Key Inputs
4. On receipt of the Bank Account details, Executive HR shall document the details in personnel file
Opening of bank accounts for the new joinee - Site

Key Objectives
Key
1. Executive (Admin - Site) shall arrange for the opening a bank account for the new joinee. Key Activities
Activities
2. New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Project
Process Owners Head.
3. Project Head shall sign off the Form and the form shall be forwarded to the Bank. Flowchart
Key Formats 4. On receipt of the Bank Account details, Executive (Admin - Site) shall forward the details to HR, Payroll and
Site Accountant.
Key
KeyOutputs
Output
KPM
MIS R&A
Help
44
 

2.3 New Inductee Management – Culture Sensitization Program
HUMAN 
 RESOURCES

2.4 Key Process Description – Conducting of Culture Sensitization Program
1. After the completion of induction program a Culture sensitization program is being framed by the Execuitve
Home HR.
2. Framed Program schedule shall be reviewed by Manager HR periodically preferably quarterly.
3. Program shall be conducted as devised by Head HR .Executive (HR) will coordinate Head HR regarding
Process Overview
Key Inputs
framing and scheduling the program,
4. At the end of program feedback forms to be received from new joinees.

Key Objectives
5. In this program employee come to know about work culture of company & be able to improve required Key
Key Activities
skills for the industry. Activities
Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R
R& A
&A
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45
 
Process: Recruitment – Employee Joining Process


Blank Employee New Joinee

Information Form
Blank Employee
Joining Report
Signs Draft Appointment Completes the EIF, EJR, ESI
Letter ,PF form & Tax declaration
Draft Appointment Letter
1
E.S.I. form and

P.F. form (if applicable)
HR Team
IT Declaration Form
Verify credentials vis-à-vis

Notes 2 Appointment Letter
1 Appointment Letter shall be

prepared in Triplicate. Sign-off of
the employee and the authorized
personnel shall be obtained on
all the copies. A copy of the Authorized personnel as Counter signs the EJR and Approved Appointment Letter
Appointment letter shall be given per DOA Appointment Letter
to New Joinee, one shall be sent
to Accounts Team and third copy
shall be filed in employee file.
2 Credentials include Relieving D

letter from previous organization,
last pay slip, CV
46
Process: Recruitment – Employee Joining Process
Employee Joining Report Approved Employee

D sent to HOD of employee‟s joining Report
department for approval
Creation of new record in Master Management

employee master
1
Notes
1 Refer to Master Management

Ensure coverage of all the
process for details on process for
documents / activities to be
creation of a new record in done by the new joiner with
employee master. the Joining checklist
For employees joining at site, the

2 joining formalities shall be carried
out at the site. The employee files
File all employee particulars
shall be maintained at a central
in Employee personnel File
repository place in HO by
Executive (HR). 2
47
Process: Recruitment – Employee Joining Process – Recruitment at Site
Approve the employee

Filled EIF and EJR and
selected Employee signed off appointment letter
forwarded for sign off
Project Head
Reports at local HR at the
site on date of joining to carry Project Head
out the joining formalities
Interview the candidates 2

Sign off the EJR and the
Executive (HR) at site documents are forwarded to
Executive (HR) at site and HO
Reporting Officer /
Personnel (Managerial 1
level)
Provide EIF and EJR to Authorized personnel as
employee for filling per DOA
Site Recruitment Policy
Approved Employee Joining

Counter signs the EJR and Report
Notes Verify credentials vis-à-vis Appointment Letter
Appointment Letter
If the joinee was referred to by
1 any recruitment agency/ internal
referral, then the joinee shall be Ensures coverage of all the
asked to quote the same on the documents / activities to be
EIF. done by the new joiner with
Approved Appointment Letter
the Joining checklist
The employee files shall be
2 maintained at a central repository
place in HO by HR Team. Code of conduct and Rules &
Regulations to be signed by the
new joiner and fill up the PF
and ESI form (if applicable)
48
Process: Recruitment – Employee Induction Process
2
Manager (HR)
Undertake induction process

for new joinees
Inform new joinees about

their roles and responsibilities
1
Employee handbook/ manual Provide the new joinee with
an Employee Handbook
Notes
1 Employee hand-book shall give

details of HR policies and
practices.
2 At site, the induction shall be

undertaken by Executive (HR) at
site
49
Process: Recruitment – Employee Induction Process
Draft Welcome mail Executive (HR)
Draft mail reviewed by

Manager HR
After review by Manager

(HR) welcome mail shall be
approved by Head HR
Approved welcome mail

forwarded by Executive (HR) Approved Welcome mail
Notes
50
Opening of bank accounts for the new joinee - HO
New Joinee
New Bank Account Form

Fills up the New Bank Account
filled
Form with the details
Forwards the Filled New Bank

Account Form to Head (HR &
Admin)
Head (HR &

Admin)
Notes
Signed New Bank Account

Signs off the Form and forwards
Form
it to the Bank
Executive (Admin)
On receipt of the Bank Account

details, forwards the details to
HR, Payroll and Accounts
department
51
Opening of bank accounts for the new joinee - Site
New joiner

Fills up the New Bank Account
filled
Form with the details
Forwards the Filled New Bank

Account Form to Project Head
Project Head
Notes
Signed New Bank Account

Signs off the Form and forwards
Form
it to the Bank
Executive (Admin -
Site)
On receipt of the Bank Account

details, forwards the details to
HR, Payroll and Site Accountant
52
Culture Sensitization Program
1
Executive HR
Framed Program schedule
Conduct the culture sensitization

program as devised by the Head
HR
Successful
Receive feedback from the new
joinee regarding the program Program
Notes
1 Framed Program schedule shall

be reviewed by Manager HR
periodically preferably quarterly
53

HUMAN
2. New Inductee Management
RESOURCES
Key Output:
− Completed Employee Joining Report

Home
− Completed Employee Information Form
− Appointment Letter to the New joinee

Process Overview
Key Inputs
− Generation of new employee code
− Entry in Employee/ Payroll master

Key Objectives
Activities
− New Personnel file Key Activities
− Completion of Bank Formalities

Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&A
Help
54
 

HUMAN
 RESOURCES


A/R
Home S.No.
Activity(A)/ Report (R) Head HR Manager (HR) Executive (HR) Executive at site
Process Overview
1 Employee Joining Process A V E Key Inputs
2 Employee Joining Process A E

at site
Key Objectives
3 Employee Induction process A E Key Activities
4 Employee Induction process A E

Process Owners at site
5 Opening of Bank Accounts A V E E

Flowchart
6 Culture Sensitization A V E
Key Formats program
Key Outputs
KPM
MIS RR&&AA
Help
55
 

HUMAN
3. HR Documentation 
 RESOURCES

Key Input:
− Employee confirmation form

Home
− Other employee related documents
Process Overview
KeKyeyInInppuutts
Key Objectives
Activities
Key Activities
Process Owners
Flowchart
Key Formats
KeyOutputs
Key Output
KPM
MIS R&A
Help
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 

HUMAN
3.1 HR Documentation – Employee Confirmation 
 RESOURCES

3.1 Key Process Description – Employee Confirmation Process
1. All employees below level B02, shall be under probation before confirmation of their service. The
Home Probation period shall be for a minimum of six months from the date of joining of the employee. This
may be extended at the discretion of the Management.
2. On the completion of an employee‟s probationary period, HRD and the employee‟s department should
Process Overview
Key Inputs
endeavor to take a speedy decision on:
– Confirmation of the employee, or

Key Objectives
KKeeyy
– Extension of the employee‟s probationary period, or Ke y Activities
AcAtciv
tivititiieess
– Termination of the employee‟s services

Process Owners
3. On completion of the employee‟s probationary period, Executive (HR) shall send an Employee
Flowchart
Confirmation Form to the employee for completing the Self Appraisal section of the form. Post filling
Key Formats up the required section, the employee shall handover the form to the HOD of the concerned
department.
Key
KeyOutputs
Output
4. The HOD shall review the performance of the employee against defined parameter. On completion of
KPM
the form, the HR Team shall interact with the employee for employee performance counseling and
feedback.
MIS 5. Head (HR) and the employee‟s HOD shall then discuss and decide on the confirmation of the R&A
employee. If no unanimous decision is arrived at, the same shall be escalated to the Director
(Corporate affairs) whose decision shall be binding.
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57
 

3.1 HR Documentation – Employee Confirmation
HUMAN 
 RESOURCES

6. Based on the final decision taken, the Employee confirmation form shall accordingly be marked and a
Confirmation letter / Probation extension letter or Termination letter shall be issued to the employee.
Home 7. The relevant letter shall be prepared by Manager (HR) and approval of Head (HR) and CMD/Director
shall be sought on the same.
8. In case, the services of the employee stand terminated, refer to section “Employee Separation” for
Process Overview
Key Inputs
details.
9. The relevant letter (either a Confirmation letter/ Probation extension letter or Employee termination
Key Objectives letter) shall be filed in the employee file by the Executive (HR). KKeeyy
Ke y Activities
AcAtciv
tivititiieess
Process Owners
Flowchart
Key Formats
Key
KeyOutputs
Output
KPM
MIS R&A
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 

3.1 HR Documentation – Other Documents
HUMAN 
RESOURCES
3.2 Key Process Description – Maintaining of other Employee related Documents
1. Executive (HR) maintains a file for every personnel containing all details of employee
Home
2. This File contain details like
• Employee joining report

Process Overview
Key Inputs
• Family details
• Details of dependent
Key Objectives
• IT declarations Key
Key Activities
Activities
• PF declarations
Process Owners
• Gratuity Declarations
Flowchart
• details of Mediclaim etc.

Key Formats
3. These shall be monitored by Manager HR on certain time interval.

Key
KeyOutputs
Output
KPM
4. On timely manner these files should be updated by the Executive (HR)
MIS R&A
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 
Process: HR Documentation – Employee Confirmation Process


Employee
Employee Confirmation Form
Employee to complete the

self appraisal section of the
form and send it to HOD
On completion of an HOD
employee‟s probation period,
ECF sent to employee
Review performance of Filled Employee Confirmation
employee and note Form
comments in form
Executive (HR) HR Team
Interact with the employee for

employee performance
counseling and feedback
Head (HR) and

Notes employee‟s HOD
1 HRD and the employee‟s HOD to

take decision on: 1 Decide on Confirmation of
- Confirmation of the employee, the employee
- Extension of the employee‟s
probationary period,
- Termination of the employee‟s If no unanimous decision is
services arrived at, the same shall be E
decided by CMD/Director
60
Process: HR Documentation – Employee Confirmation Process
E Manager (HR)
Prepare Confirmation Letter/

Probation Extension Letter/
Termination Letter
Employee Confirmation
Head (HR) and Director Letter
Approve the letter Probation Extension Letter
Notes Termination Letter

Executive (HR)
File the letter in the employee Employee Separation

file
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Process: HR Documentation – Other employee related Documents
Employee Joining Executive HR

Report/confirmation
IT declarations
Maintains separate file for every personnel
Family & Dependent

Details
If any alterations taken place in future
PF Declarations updated by Executive HR on timely manner
Gratuity Declaration
Manager HR will review the file on fixed Updated employee
interval basis. personal File
Notes
All files of employees are

maintained centrally at HO
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
3. HR Documentation
HUMAN
RESOURCES
Key Output:
− Decision on employee confirmation

Home
− Employee personal file
Process Overview
Key Inputs
Key Objectives
Activities
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&A
Help
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 

HUMAN
3. HR Documentation 
 RESOURCES

Home A/R
S.No.
Activity(A)/ Report (R) Director HOD Head HR Manager (HR) Executive (HR)
Process Overview
Key Inputs
1 Employee Confirmation A E E
2 Employee other R V E
Key Objectives Documentation
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
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 

HUMAN
4. Master Management 
 RESOURCES

Key Input:
– Employee Joining Report

Home
– Employee Information Form
– Appointment Letter
Process Overview
KeKyeyInInppuutts
– Change Master Record Request Form
– Block/ Unblock Master Record Request Form

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R
R& A
&A
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 

HUMAN
 RESOURCES

Key Activities:
4.1 Employee Master Maintenance

Home
Process Overview
Key Inputs
Key Objectives
KKeeyy
Ke
Key Activities
y Activ ities
Ac tciv
A tivititiieess
Process Owners
Flowchart
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS R&A
Help
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 

HUMAN
 RESOURCES

Guiding Principles
• The Master management activities shall be performed by the HR Personnel. However, the duties of
Home
Employee Master Management and Payroll Master Management shall be segregated, with different
employees managing these Master files and not having access to the Masters for which they are not
responsible
• Master records can be created, modified and blocked / un-blocked for transactions. However Master
Process Overview
Key Inputs
records should not be deleted
• The company shall perform, on a time-to-time basis, an audit check of all Masters to ensure that all
changes made to the Master files have been duly authorized
Key Objectives
• An entry shall be present for each employee in the organization in the employee master Key
Key Activities
Activities
• Only Executive (HR) shall have read and write access to Employee Master. Manager (HR) on a case
to case basis may authorize only read access to other employees
Process Owners
• Employee Master to contain his personal details, details regarding the family members and
Flowchart
dependents of each and every employee, the training taken details, details regarding the equipment
assigned and assets assigned to him.
Key Formats
• Employee Master should contain name of the delegatee of the employee, who be perform the duties
of the employee availing leave. The same shall be linked to the Leave records of the particular
Key Outputs
employee so as to automatically trigger delegation of employee duties in case of absence of
KPM
employee.
• Employee master shall also document details regarding the personal Insurance coverage and medical
insurance coverage (applicable on him and his dependents)
MIS R&A
4.1.1 Key Process description – Employee Master – Create Employee Master Record
Help
1. A new employee record shall be created in the employee master on recruiting a new employee.
67
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
HUMAN
 RESOURCES

4.1.1 Key Process Description – Employee Master – Create Employee Master Record
1. For creation of master record, Executive (HR) shall utilize the Employee Joining Report (EJR) along
Home with Appointment letter signed-off by the new joinee, joinee‟s HOD and by the authorized signatory as
per DOA. Executive (HR) shall also utilize the PF & ESI and Employee information form (EIF) and
other forms signed-off by the employee.
Process Overview
3. Executive (HR) shall verify that an Employee Master record does not already exist in the system for Key Inputs
new joinee. If an Employee Master record already exists then Manager (HR) shall be notified.
Manager (HR) and Head (HR) shall then resolve the issue.
Key Objectives
4. Executive (HR) shall obtain the required employee information from the Employee‟s Information Form Key
Key Activities
Activities
for data entry in the master.
Process Owners 5. Executive (HR) shall create a new record in the Employee Master and a new Employee Code shall be
assigned to the employee. Flowchart
Key Formats
# # # # # #
Key Outputs
KPM 6. Each employee shall be allotted a new Employee Code which will be alphanumeric The coding
convention is as follows:
– Field 1 shall specify the location allotted alphabet

MIS R&A
– Field 2 and 3 shall specify year of joining of the employee
– Fields 4, 5 and 6 form a running series.

Help
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 

HUMAN
 RESOURCES

– Employee Codes shall be allocated sequentially based on employee joining dates (employees
joining earlier shall be allocated a smaller number as Employee Code)
Home – All generated Employee Codes shall be unique.
7. At the time of creation of employee record, the Executive (HR) shall ascertain whether the employee
is eligible for provident fund (PF) or employee state insurance (ESI). In case the employee is eligible
Process Overview
Key Inputs
for ESI or PF (and has opted to be covered under PF), the Executive (HR) shall update the same in
the master.
Key Objectives 8. After generation of the Employee Code, Executive (HR) shall manually write down the employee code
Key
Key Activities
on the Employee Information Form and the Employee Joining Report. Activities
9. Executive (HR) shall take two copies of the signed EJR. One copy shall be sent to Accounts and the
Process Owners
other to the HOD of the new employee‟s department.
Flowchart
10. On creation of a record by Executive (HR), the print of the added record shall be taken which shall be
Key Formats reviewed and approved by Manager (HR). Any additions to the employee Master shall be approved
by the Manager (HR) who shall review the additions to the master against the base documents such
as EJR, EIF and Appointment Letter. Key Outputs
KPM
11. In an ERP environment, on creation of a record by Executive (HR), the same shall fall in Manager
(HR) approval queue. Employee master record shall get activated on approval of the Manager (HR).
MIS
Any additions to the employee Master shall be approved by the Manager (HR) who shall review the R&A
additions to the master against the base documents such as EJR, EIF and Appointment Letter.
Help
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 

HUMAN
 RESOURCES

Guiding Principles
• HR-generated fields in the Employee master should not be modifiable by accessing Payroll /Tax
Home Masters.
• Only the concerned employee, Manager (HR) and the HoD of the concerned employee are allowed to
issue requests for changing Employee Master Record.
Process Overview • Executive (HR) and Manager (HR) on a case to case basis shall determine if the requisite change Key Inputs
form is to be supported by documentary proof.

• No changes to an Employee Master record are allowed if the same has been blocked.
Key Objectives
• Executive (HR) shall coordinate with the requisitioner to ensure that the right record is being changed. Key
Key Activities
Activities
However, the responsibility of the accuracy of the Change Master Record Request Form lies with the
Process Owners requisitioner.
Flowchart
4.1.2 Key Process description – Employee Master – Change Employee Master Record
Key Formats
1. The process of changing Employee Master shall be initiated by the requisitioner ((Concerned
employee/ HOD/ Executive (HR)) by filling up a Change Master Record Request Form.
Key Outputs
KPM 2. The form shall be authorized by the HOD and Manager (HR). The requisitioner shall put in “Employee
Master” in the field asking for “Relevant Master”, Employee Code in the field for “Record code” and
Employee name in the field for “Record name“.), Proof (if necessary) for required change.
MIS R&A
3. Executive (HR) shall receive the filled and authorized Change Master Record Request Form from the
Requisitioner.
Help
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 

HUMAN
 RESOURCES

4. On receipt of the approved Change Master Record Request Form, Executive (HR) shall check the
following:
Home – Employee Code and Employee name match in the Employee Master.
– Employee Master record matches with the corresponding entries in the Change Master
Record Request Form.
Process Overview
Key Inputs
– Check the accuracy of the requisitioner‟s signature.
Key Objectives
5. If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return
Key
the Change Master Record Request Form. Key Activities
Activities
6. Executive (HR) shall make changes in the relevant record of the Employee Master as designated in
Process Owners
the Change Master Record Request Form.
Flowchart
7. Any modifications to the employee master shall be approved by the Manager (HR). On change of a
Key Formats record by Executive (HR), the print of the same shall be taken which shall be reviewed and approved
by Manager (HR).
Key Outputs
8. In an ERP environment, on change of a record by Executive (HR), the same shall fall in Manager
KPM
(HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated.
9. Manager (HR) shall review the modification to the master against the base documents such as
MIS authorized Change Master Record Request Form and other documentary proofs (if necessary). R&A
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 

HUMAN
 RESOURCES

9. Executive (HR) shall send an email / letter to the requisitioner and / or the concerned employee
confirming the change made. A scanned image of the signed Change Master Record Request form
shall also be attached in the email. In addition, based on the “need to know principle” Executive (HR)
Home
shall mark copies of the email to all other relevant staff depending of the facts of the case. (e.g.
Notification for changes to employee name may need to be sent across the organization).
Process Overview 10. The Change Master record request form shall be sent to the Executive (HR) for filing it in the Key Inputs
concerned employee‟s personal file.
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
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 

HUMAN
 RESOURCES

Guiding Principles
• No transaction can be processed for an employee (including payroll processing) as long as the
Home Employee Master Record is blocked for that employee
• Blocking / Unblocking of Employee Master can only be authorized by the Head (HR). Additionally a
minimum of 1 signature (HOD) is required for blocking / unblocking of Employee Master records
Process Overview
Key Inputs
4.1.3 Key Process description – Employee Master – Block/ Unblock Employee Master Record
1. An employee‟s record shall be blocked in the Master when an employee separates from the company.
Key Objectives
Key
Key Activities
2. The process of blocking a record in the Employee Master shall be initiated by the HOD of the Activities
employee whose record needs to be blocked.
Process Owners
3. The HOD shall send a request to the Executive (HR) of blocking the Master in a Block Master Record
Request Form on authorizing the same by way of a sign-off. Flowchart
Key Formats 4. A final approval of the Head (HR) shall be obtained to go ahead with blocking the record in the
Master.
Key Outputs
5. On receipt of Block Master Record Request form, the Executive (HR) shall verify the following:
KPM
– Authorization by the HOD and Head (HR) on the form
– Employee Code and the Employee name match in the Master.
MIS – Master record matches with the corresponding entries in the Block Master Record Request R&A
Form.
Help
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 

HUMAN
 RESOURCES

6. If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return
the Block Master Record Request Form
Home 7. Executive (HR) shall block / unblock the Employee Master record for the employee designated in the
Block Master Record Request Form (as mentioned in “Action Step” field of the form).
8. On blocking of a record by Executive (HR), a print of the same shall be taken which shall be reviewed
Process Overview
Key Inputs
and approved by Manager (HR).
9. In case of an ERP environment, on blocking of a record by Executive (HR), the same shall fall in
Key Objectives Head (HR) approval queue. Only on approval of the Head (HR) the particular employee record shall
Key
Key Activities
be blocked. Activities
10. Any blocking/ unblocking to the employee master shall be approved by the Manager (HR) who shall
Process Owners
review the blocking / unblocking to the master against the base documents such as authorized Block/
Unblock Master Record Request Form and other documentary proofs (if necessary). Flowchart
Key Formats 11. Executive (HR) shall send an email / letter to Manager (HR), Head (HR), Accounts Team and the HoD
of the concerned employee, confirming the blocking / unblocking made. A scanned image of the
signed Block record request form shall also be attached with the email. Key Outputs
KPM
12. The Block Master record request form shall be sent to the Executive (HR) for filing it in the concerned
employee‟s personal file.
MIS R&A
13. On a monthly basis, Head (HR) shall review a system generated report that provides details of
records created/ modified and blocked during the month.
Help
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 

HUMAN
 RESOURCES

System Interface Control
1. On creation of a record in Employee master by Executive (HR), the same shall be listed in approval
Home queue of Manager (HR). Employee master record shall get activated on approval of the Manager
(HR).
2. Any modifications to the employee master shall be approved by the Manager (HR). On change of a
Process Overview
Key Inputs
record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of
the Manager (HR) the particular change shall get activated.
Key Objectives 3. Blocking / Unblocking of a record in the employee master shall be approved by the Manager (HR). On
Key
Key Activities
blocking / unblocking of a record by Executive (HR), the same shall fall in Manager (HR) approval Activities
queue. Only on approval of the Manager (HR) the particular change shall get activated.
Process Owners
4. Access to Employee Master and Payroll Master shall be restricted to two independent individuals.
Flowchart
5. No transaction can be processed for an employee (including payroll processing) as long as the
Key Formats Employee Master Record is blocked for that employee.
Key Outputs
KPM
MIS R
R& A
&A
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 
Process: Master Management – Employee Master – Create Employee Master Record



1 2
Employee Joining Executive (HR)
Report
Appointment Letter Does Employee

Master record No
already exists in
the system?
Employee Information
Form Yes F
Notify Manager (HR)

PF & ESI form
Manager (HR) and Head (HR) to

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

Payroll Master shall be restricted
to two independent individuals.
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Process: Master Management – Employee Master – Create Employee Master Record
Notes F
At the time of creation of
1 employee record, the Executive
shall enter whether the employee
has opted for PF, eligibility for Information of employee obtained
ESI in the master based on the from the Employee‟s Information
PF & ESI form Form for data entry
2 On creation of a record by
Executive (HR), the print of the
added record shall be taken
which shall be reviewed and 1
approved by Manager (HR). Any Generation of new employee
additions to the employee Master record and code in Employee New employee record
shall be approved by the Master created in Employee
Master
Manager (HR) who shall review Mention employee code on the
the additions to the master Employee Information Form and
against the base documents the Employee Joining Report
such as EJR, EIF and
Appointment Letter.
In an ERP environment, on
creation of a record by Executive Take 2 copies of EJR, one sent
(HR), the same shall fall in Manager (HR) to Accounts and other to HoD of
concerned dept
Manager (HR) approval queue.
Employee master record shall
get activated on approval of the
Manager (HR). Any additions to
the employee Master shall be
approved by the Manager (HR) 2
who shall review the additions to
Review and approve additions
the master against the base to the Employee Master Approved Employee
documents such as EJR, EIF Master
and Appointment Letter.
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Process: Master Management – Employee Master – Change Employee Master Record
Send a completed Change

Change Master Record Master Record Request Form
Request Form to HOD/ Manager (HR) for
authorization
Requisitioner Authorize the Change Master Authorized Change Master

(Concerned employee/ HoD/ Manager (HR) Record Request Form
Record Request Form
HoD/ Executive (HR))
Executive (HR)
1
Notes 2
1 No changes to an Employee
Master record are allowed if the
same has been blocked. Verify Change Master Record
Request Form vis-à-vis
On receipt of the Change Master Employee Master record
2 Record Request Form, Executive
(HR) shall check the following:
- Employee Code and Employee
name match in the Employee Mismatches
Master. between No
- Employee Master record CMRF and G
matches with the corresponding Employee
entries in the Change Master Master
Record Request Form. record?
- Check the accuracy of the Yes
requisitioner‟s signature
Notify the requisitioner and

return the Change Master
Record Request Form
78
Process: Master Management – Employee Master – Change Employee Master Record
Make changes in relevant

record based on CMRF Updated Employee Master
Manager (HR)
Review and approve 1

Notes modification to the Employee Approved Employee
Master Master
1 Any modifications to the
employee master shall be
approved by the Manager (HR).
On change of a record by
Executive (HR), the print of the Executive (HR)
same shall be taken which shall
be reviewed and approved by
Manager (HR).
In an ERP environment, on Email/ letter sent to requisitioner
change of a record by Executive and / or concerned employee and
other relevant staff confirming the CMRF sent to the
(HR), the same shall fall in Executive (HR) for filing
Manager (HR) approval queue. change made
Only on approval of the Manager
(HR) the particular change shall
get activated
79
Process: Master Management – Employee Master – Block/Unblock Employee Master Record
Signed Block Master Record

Request Form Head (HR)
Request to Block the 1

Employee record
Approve Block Master Approved Change Master
Record Request Form Record Request Form
HoD of the employee

Verify Block Master Record
Notes Executive (HR) Request Form vis a vis
Employee Master record
An employee‟s record shall be 2
1 blocked in the Master when an
employee separates from the
company
On receipt of Block Master

2 Record Request form, the Any mismatches
Executive (HR) shall verify the between BMRF No
following: vis-a-vis H
- Authorization by the HOD and Employee
Head (HR) on the form Master record?
- Employee Code and the
Employee name match in the Yes
Master.
- Master record matches with the
corresponding entries in the
Block Master Record Request
Form. Notify the requisitioner and
return the Block Master
Record Request Form
80
Process: Master Management – Employee Master – Block/Unblock Employee Master Record

H
Notes
Block Employee master
for employee based on Employee Master blocked
1 On blocking of a record by BMRF for employee based on
Executive (HR), a print of the
BMRF
same shall be taken which shall
be reviewed and approved by
Manager (HR).
In case of an ERP environment,
Manager (HR)
on blocking of a record by
Executive (HR), the same shall
fall in Head (HR) approval
queue. Only on approval of the
Head (HR) the particular
2
R1eview and approve blocking
employee record shall be of record in the Employee
blocked. Approved & updated
Master
Employee Master
2 No transaction can be processed

for an employee (including
payroll processing) as long as Email/ letter sent to Manager
the Employee Master Record is (HR), Head (HR), Accounts
blocked for that employee. Team and the HoD of the
concerned employee,
confirming the blocking made
Head (HR)
BMRF shall be sent to the On a monthly basis, review a

Executive (HR) for filing system generated report that
provides details of records
created/ modified and blocked
during the month
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
HUMAN
4. Master Management
RESOURCES
Key Output:
− Employee Code
Home Masters
− New entry in Employee Master
− Modification of employee master record

Process Overview
Key Inputs
− Blocking/ Unblocking of employee master record
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS R&A
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 

HUMAN
 RESOURCES

Home
Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
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 

HUMAN
5. Employee Benefits 
 RESOURCES

Key Inputs:
− Facility requisition Form

Home
− Travel Requisition Form
− Employee Nomination Form

Process Overview
KeKyeyInInppuutts
− Employee Group Insurance policy
− Employee Family Benefit Scheme

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R
R& A
&A
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 
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HUMAN
 RESOURCES

Key Activities:
The Key Activities in the Employee Benefits are as below:

Home
5.1 Employee Mobile Phone Scheme
5.2 Employee Laptop Scheme

Process Overview
Key Inputs
5.3 Employee Travel
5.4 Salary Advance

Key Objectives
Key
Key Activities
5.5 Employee Relocation/ Transfer Activities
5.6 Employee Group Insurance Policy

Process Owners
5.7 Employee Family Benefit Scheme Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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 

HUMAN
 RESOURCES

5.1 Key Process Description – Employee Mobile Phone Scheme
1. Postpaid corporate connections shall be provided to the eligible employees as per the Company‟s
Home policy. In order to obtain a new connection, an employee shall submit a Facility Requisition Form duly
authorized by the HOD to the Executive (HR).
2. The Executive (HR) shall check for eligibility of the employee as per the company policy. Per the
Process Overview
Key Inputs
authorization of the HOD and the company policy, the Executive (HR) shall initiate the process of
acquiring a new connection.
Key Objectives 3. At the time of handing over the new connection kit, the acknowledgement of the employee shall be Key
Key Activities
obtained on the Requisition form. Activities
Process Owners
4. The Executive (HR) shall accordingly update the company “Asset Tracker” which shall capture the
following information:
Flowchart
– Requisition No. and date
Key Formats
– Employee Name & Code
Key Outputs
– Type of asset
KPM
– Asset Identification No.
– Date of issue
MIS R&A
5. The facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file.
Help
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 

HUMAN
 RESOURCES

6. The mobile phone bills for corporate connections shall be received by Executive (HR). On receipt of
the phone bills, the Executive (HR) shall prepare a statement with following details:
Home – Employee name & code and level
– Phone number
Process Overview – Mobile phone reimbursement limit as per the company policy Key Inputs
– Amount of current bill
Key Objectives – Amount to be recovered from employee‟s salary

Key
Key Activities
Activities
7. The mobile phone statement shall be signed-off by the Executive (HR) as the preparer and shall be
forwarded to the Manager (HR) for review along with the mobile phone bills. Manager (HR) shall
Process Owners
review the statement against the bills and the company policy. Manager (HR) shall also verify the
arithmetic accuracy of the amount to be recovered from the employee‟s salary. Flowchart
Key Formats
8. The Manager (HR) shall evidence the review by way of a sign-off on the statement.
Key Outputs
KPM
MIS R
R& A
&A
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 
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HUMAN
 RESOURCES

5.2 Key Process Description – Employee Laptop Scheme
1. Laptops shall be provided to selected holders so as to facilitate better execution, essential for
Home promoting company‟s business.
2. Laptops shall be provided as per the company policy to the eligible employees.
Process Overview 3. In order to obtain a Laptop, an employee shall submit a Facility Requisition Form duly authorized by Key Inputs
the HOD to the Executive (HR).
4. The Executive (HR) shall cross verify the eligibility of the employee vis-à-vis the company (laptop)
Key Objectives
policy and an approval of Manager (HR) shall be sought. Key
Key Activities
Activities
5. The Executive (HR) shall forward the approved form to the IT personnel who shall either issue the
Process Owners laptop from the stock (if available) or shall forward the requisition to the procurement department
along with specs required for purchase of new laptop. For details on procurement of Laptop refer to
“Fixed Asset” SOP. Flowchart
Key Formats 6. At the time of handing over the laptop to the employee, acknowledgement of the employee shall be
obtained on the Requisition form.
Key Outputs
7. The IT personnel shall forward the acknowledged form to the Executive (HR) who shall update the
KPM
Asset Tracker with details of the laptop provided.
8. The Facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file.
MIS R&A
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 
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HUMAN
 RESOURCES

5.3 Key Process Description – Employee Travel
1. Travel policy shall be applicable to all employees who may undertake travel in the following
Home
circumstances:
– Visit to outstation locations

Process Overview
– Travel due to sudden recall from leave Key Inputs
– Travel undertaken on instructions from the company

Key Objectives
2. In order to undertake travel, the employee shall complete the Travel Requisition form. The employee Key
Key Activities
Activities
shall mention an estimate of advance amount required per his eligibility in the employee travel policy.
In case of immediate/ urgent travel, (where due approval could not be obtained), a TRF shall be
Process Owners
prepared by the employee on return from travel. No travel bills shall be processed in absence of
unapproved TRF. Flowchart
Key Formats 3. The completed Travel Requisition Form shall be submitted to the HOD for obtaining approval. Upon
obtaining approval, the requisition form shall be sent to the admin personnel to initiate the process of
making travel arrangements. Key Outputs
KPM
4. On receipt of approved requisition form, the admin personnel shall verify the following:
– Advance amount eligibility as per the Travel policy

MIS R&A
– Other travel arrangements to be made per the employee grade (mode of travel, class, hotel
etc)
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5. The approved requisition form shall be forwarded to the Accounts personnel for disbursement of
advance amount to the employee.
Home
6. At the time of handing over the advance amount to the employee, employee acknowledgement shall
be obtained on the form. For details on disbursement of advance amount to the employee refer to
Cash & Bank - Payment of employee advance (tour advance)
Process Overview
Key Inputs
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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 RESOURCES

5.4 Key Process Description – Salary Advance
Eligibility
Home • Salary advance shall be given to the employees as per the eligibility criteria in the salary advance
policy of the company. The advance shall be recovered in equated installments from the employee‟s
salary.
Process Overview
Initiation Key Inputs
1. To obtain salary advance, employee shall fill up and complete a Advance Requisition Form in
standard format. The Advance Requisition Form shall be approved at two levels:
Key Objectives
Initial Level approval Key
Key Activities
Activities
Final Approval
Process Owners 2. Upon initial approval of the HOD, the form shall be submitted to the Executive (HR). Manager (HR)
shall review the requisition and consider the following before authorizing the disbursement of Flowchart
advance:
Key Formats
– Duration of service of the employee
– Outstanding advances (if any)
Key Outputs
KPM
– Leave/ Attendance history
3. Manager (HR) shall review and sign off the Advance Requisition Form and forward the same to Head
(HR) who shall approve the advance requisition by way of sign-off on the requisition.
MIS 4. A copy of the approved requisition shall be sent to the Payroll and Accounts team. R&A
5. The Advance requisition form shall be sent to the Executive (HR) for filing in the concerned
employees personal file.
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 RESOURCES

5.5 Key Process Description – Employee Relocation/ Transfer
1. The process of relocation can either be employee initiated or can be initiated by the company based
Home on any business requirement in the other location.
2. If an employee is willing to shift to another location, he shall refer to the following sources to identify
any vacancy at the other location:
Process Overview
Internal Job Postings Key Inputs
Local HR at the other location

3. The employee shall discuss with the HR if a comparable position exists at the other location and shall
Key Objectives
initiate the process by filling up an Employee Relocation Form. In the form the employee shall in detail Key
Key Activities
Activities
provide the reasons for relocation.
Process Owners 4. In case of a vacancy or a specific business scenario, the company may consider shifting a resource
from one location to another location. A suitable employee shall be identified based on the job
Flowchart
description of the vacant position at the other location.
Key Formats
5. The HOD shall first obtain acceptance from the identified employee via e-mail/ letter. Upon obtaining
acceptance of the employee, the process of relocation shall be initiated by the employee by filling up
Key Outputs
the Employee Relocation Form.
KPM
6. The completed Relocation form shall be sent to the immediate Reporting Officer to obtain his approval
to relieve the employee from the current job.
MIS 7. Upon obtaining approval of the immediate Reporting Officer, the approval of the HOD of the R&A
concerned department shall be obtained.
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8. The completed and approved Employee Relocation Form along with Change Master Record Request
Form shall be sent to the Executive (HR) who shall update the Employee Master.
Home 9. The Employee relocation form and Change Master Record Request form shall then be filed in the
10. In all cases of employee relocations, the Executive (HR) shall intimate the Accounts department.
Process Overview
Key Inputs
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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 RESOURCES

5.6 Key Process Description – Group Insurance Policy
1. Group insurance policy for employees shall be obtained by the company for providing a feeling of
Home security to the employee.
2. Search for suitable group insurance policies in the market for our particular industry. Policies should
be segregated as per band of the employees.
Process Overview
Key Inputs
3. Policies shall be framed as per the regulated law and refer to statutory requirements regarding group
insurance policy.
Key Objectives
Key
4. Polices should be monitored by Manager HR and reviewed by Head HR. Key Activities
Activities
5. Seek approval from CMD for purchasing the group insurance policy for the company.
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R
R& A
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 5. Employee Benefits
 HUMAN
 RESOURCES

5.7 Key Process Description- Employee Family Benefit Scheme
Home 1. Certain schemes should be framed for the employees family benefit such as LTC, Family mediclaim
insurance etc.
2. Schemes shall be framed as per statutory requirements and monitored by Manager HR.
Process Overview
Key Inputs
3. Schemes shall be reviewed by Head HR and finally approved by CMD
4. All the schemes should be framed as per the eligibility criteria of each employee.
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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Process: Employee Benefits – Employee Mobile Phone Scheme


Facility Requisition Form HOD
Submit a completed Facility

Requisition Form Approves the Facility Authorized Facility
Requisition form Requisition Form
Employee
Check for eligibility of the
Executive (HR) employee as per the
2 company policy
Initiate process of acquiring

new phone connection
Notes
Handover the new
connection kit to the
1 For details on reimbursement employee
refer Reimbursement section of
this document.
2 Executive (HR) to verify the Update Asset Tracker Updated Asset Tracker
eligibility of the employee with Obtain acknowledgement of
the company policy. employee on the Requisition
Form
3
3 An asset tracker is maintained to
identify assets issued to
employees.
Facility requisition form filed
in employee personal file
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Mobile Phone Bills Executive Admin
On receipt of mobile phone

bills, prepare a statement
for that particular month
1
Forward the statement

along with the bills to
Manager Admin
Manager Admin
Notes
1 The mobile phone statement Reviews the mobile phone

statement against the bill and
shall contain the following
details: the relevant policy
-Employee name & code and
level
-Phone number
-Mobile phone reimbursement Evidences the review by way Approved mobile phone
limit as per the company policy of a sign-off on the statement statement
-Amount of current bill
-Amount to be recovered from
employee‟s salary
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I Executive Admin
Forward the bills to the

Accounts Team for
payment to the Service
Provider
Forwards the approved

statement to Executive Payroll Processing
(Payroll) for recovery of
excess payment
Notes
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Process: Employee Benefits – Employee Laptop Scheme
Authorized Facility
Requisition Form Executive (HR)
2
Check employee eligibility
against policy and obtain Approved Facility Requisition
approval from Manager Form
(HR)
HOD
IT personnel
Submit a completed Facility

Requisition Form approved
by HOD
1
Initiate process of acquiring
new Laptop or, if available,
issue from the stock
Employee
Handover the Laptop to the
employee and obtain
Acknowledged Facility
acknowledgement of
Requisition Form
employee on the Requisition
Notes Form
1 Refer Fixed Assets SOP for

procurement of assets
Executive (HR)
The Facility requisition form shall
2 filed in the employee personal
file.
Update Asset Tracker Updated Asset Tracker
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Process: Employee Benefits – Employee Travel
Approved Travel Requisition

Form Admin personnel/ HR
1
Initiate process of making
travel arrangements based Approved Facility Requisition
on the grade of the Form
HOD employee
Accounts Personnel
Submit a Travel Requisition

Form approved by HOD
Initiate process of
disbursement of advance to
the employee based on the
approved requisition
Employee
At the time of handing over
Cash & Bank - Payment
the advance amount to the
employee, obtain employee of employee advance
Notes acknowledgement on the (tour advance)
form
1 For details refer company policy.
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Process: Employee Benefits – Salary Advance
1
Advance Requisition Form HOD, Manager (HR),
Head (HR)
Approve the Advance Approved Advance

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

to Payroll and Accounts
Team
Employee
Executive (HR)
Notes
File the approved

1 Manager (HR) shall review the requisition in the employee
requisition and consider the
following before authorizing the personal file
disbursement of advance:
- Duration of service of the
employee
- Outstanding advances (if any)
- Leave/ Attendance history
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Process: Employee Benefits – Employee Relocation/ Transfer
Approved Employee
Relocation Form
Employee Relocation Form Immediate Reporting
Officer and HOD
Change Master Record

Request Form
Employee Relocation Form Executive (HR)

to be approved by
Immediate Reporting
Officer and HOD
Update Employee Master Management

Master
File Employee Relocation

Form and Change Master
Record Request Form
Notes
Intimate Accounts
department
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Process: Employee Benefits – Group Insurance Policy
Group Insurance Policy 1 Executive HR
Refer to statutory requirements regarding

group insurance policy
Search for suitable group insurance

policies in the market for our particular
industry
Forward the policy to Head HR for review
Notes
Approved Group Insurance
1 Group insurance policy for Seek approval from CMD for purchasing
employees shall be obtained by Policy
the group insurance policy for the company
the company for providing a
feeling of security to the
employee
Policies should be obtained and
segregated as per Band &
elegibility of the employees
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Process: Employee Benefits – Employee Family Benefit Scheme
Employee Family Benefit policy
Executive HR
Refer to statutory requirements regarding

employee family benefits
Frame the family benefits as per statutory

requirements
Head HR to review the family benefits

scheme and suggest CMD regarding the
adoption of the policy
Notes Approved Family Benefit

CMD shall review and approve the policy
Scheme
Every Scheme should be framed
and segregated as per Band &
elegibility of the employees
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5. Employee Benefits
RESOURCES
Key Output:
− Approved Facility Requisition Form

Home
− Asset Tracker
− Approved Travel Requisition Form

Process Overview
Key Inputs
− Approved Leave Application
− Salary Advance Tracker

Key Objectives
− Approved Advance requisition form Key Activities
− Approved employee relocation form

Process Owners
− Approved Employee Family Benefit scheme Flowchart
Key Formats − Approved Employee Group Insurance Policy
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&A
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5. Employee Benefit 
 RESOURCES

Home Responsibility Authority

A/R
S.No.
Activity(A)/ Report (R) Director HOD Head HR Manager Executive User
(HR) (HR)
Process Overview
Key Inputs
1 Facility Requisition A V E
Form
Key Objectives 2 Updating Asset Tracker R V E
Key Activities
3 Advance Requisition A V V V E
Form
Process Owners
4 Employee Relocation A V E
Form
Flowchart
5 Employee Group A V E
Insurance
Key Formats
6 Employee Family A V E
Benefit Scheme
Key Outputs
KPM
MIS RR&&AA
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6. Training & PMDP 
 RESOURCES

Key Inputs:
6.1 Employee Training

Home
6.2 Self Performance Appraisal form
6.3 Awards & Rewards

Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key
Key Outputs`
Outputs
KPM
MIS R&A
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6. Training & PMDP- Training Process 
 RESOURCES
6.1 Key Process Description – Employee Training
1. At the beginning of each quarter a training calendar shall be prepared by the Manager (HR) considering
both mandatory requirements and training requests as enumerated below:
Home
• Performance appraisal process
• Training proposals and requests submitted by the departmental heads and employees
Process Overview • Employee surveys

Key Inputs
• Organizational studies
2. The training calendar shall specify the training programs scheduled in the quarter for each department.
Key Objectives
On preparation of training calendar approval of the Head (HR) shall be sought. Approved Training Key
Key Activities
Activities
calendar shall be circulated among the employees by Manager (HR).
Process Owners 3. Training man-hours shall be specified for each level in the company and tracked through Training
Tracker.
Flowchart
In-House Training
Key Formats
1. A training reminder shall be sent by the Executive (HR) to employees 15 days before the scheduled
training day. Key Outputs`
Key Outputs
KPM
2. In order to attend a training, the employee shall submit a completed Training nomination form to the
immediate supervisor for approval. On obtaining approval of the supervisor, the employee shall be
MIS
entitled to attend the training session. The supervisor may also nominate employees for training. R&A
3. All the approved Training request form shall be sent to the Executive (HR) who shall collate the data
and prepare a final sheet with list of attendees for the particular training program.
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5. On the day of training, the Executive (HR) shall take the attendance of the personnel attending the
training.
6. The Executive (HR) shall maintain a Training tracker to capture details of the employees who attended a
Home
particular training to enable identification of training man-hours of an employee against that specified in
the policy for relevant level.
Process Overview External Training

KeyInput1s
Key Inputs
1. The employees may nominate themselves to attend an external training by filling up an Training
nomination form. The approval of the HOD shall be sought on the Training nomination form. The
Key Objectives supervisor may also nominate employees for training. Refer to Procurement of Services process in Key
Key Activities
Procurement SOP for details on selection of External Training Agency. Activities
2. On obtaining HOD‟s approval, employee shall forward the training nomination form to the Executive (HR)
Process Owners
for updation of Training tracker.
Training Feedback Flowchart
Key Formats 1. Written feedback shall be obtained from all participants regarding the usefulness of the program so as to
decide on future nominations and/or organization of the program.
2. If the HOD thinks it fit, then participants may be encouraged to share their learning with their Key Outputs`
Key Outputs
KPM departmental colleagues on their return from a training program.

3. HR team shall submit an annual report to the management on the training activities carried out during
the year and the list of participants and mention those trainees who contributed the most to the success
MIS R&A
of a program.
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Invoice Certification for Training Agency
1. On receipt of the invoice from the Training agency in case of an external training or in case an external
Home trainer was invited to take training sessions for the employees, Manager (HR) shall forward the invoice
to the Head (HR) along with the following supporting documents for approval:
• Agreement/ Service Order with agency and

Process Overview
• Training tracker Key
KeyInput1s
Inputs
2. The Head (HR) shall authorize the invoice (by way of a sign-off on the invoice) on review of the
Key Objectives aforementioned documents.
Key
Key Activities
3. Approved invoice along with the aforementioned supporting documents shall be sent to the Accounts Activities
team for Accounting purpose.

Process Owners
Flowchart
Key Formats
Key Outputs`
Key Outputs
KPM
MIS R&A
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6. Training & PMDP- PMDP Process 
 RESOURCES
6.2 Key Process Description – Appraisal Process
1. At the end of every year employee being given a blank self appraisal form and also Appraisement form
Home
given to Appraiser.
2. Employee and Appraiser fill the form and submit the same to the HR team .
Process Overview 3. After submission of both forms Preliminary appraisal meeting will be conducted . Persons involved in
Key
KeyInput1s
Inputs
this meeting are- Employee, Appraiser, HOD and Head HR
4. Summary of Preliminary meeting submitted to HR team which leads to final appraisement procedure.
Key Objectives
Key
5. Manager HR will prepares a summary sheet which contains information like summary of preliminary Key Activities
Activities
meeting, Key result area described in Job description and also summary of previous year
Process Owners appraisement.
6. Final summary sheet of appraisement reviewed by Head HR and forward it to CMD/Director. Flowchart
Key Formats 7. Final review will be done at Corporate level CMD/Director
8. On the basis of performance appraisement rating being given each employee. On the basis of rating
Key Outputs`
Key Outputs
given performance bonus will be decided .
KPM
9. If the rating is very low which indicates any special training is required for any employee then as per that
training will be scheduled.
MIS R&A
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6. Training & PMDP- PMDP Process 

RESOURCES
6.3 Key Process Description – Awards & Rewards - Best Employee Award
1. The objective is to provide a motivational tool to employees who perform exceptionally. The recognition
can serve as a source of pride and encourage them to greater heights of achievement.
Home
2. Awards shall be given as per the company policy.
3. The nominations for the Best employee shall be given by the HODs in the Employee Nomination Form.
For each nominated employee an individual form shall be sent and the same shall be signed off by the
Process Overview
Key
KeyInput1s
Inputs
HOD.
4. The employees shall be nominated based on the criteria specified in the company policy and may
Key Objectives include factors such as
Key
Key Activities
• Regularity/ Punctuality Activities
• Harmonious interpersonal relations with colleagues

Process Owners
• Positive attitude towards work
• Success in task accomplishments. Flowchart
Key Formats 5. The forms shall be forwarded to Executive (HR) who shall collate the forms and send them to the
Manager (HR).
6. Manager (HR) and Head (HR) shall discuss each case and in case of any queries, clarifications from the Key Outputs`
Key Outputs
KPM HOD shall be obtained.

7. Director (Corporate affairs) shall make the final selection in consultation with the Head (HR), who shall
give approval on the Employee award form. One employee shall be selected as “The Best Employee of
MIS R&A
the Company”
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Process: Employee Training


Training Nomination Form Supervisor
To attend training,
employee to submit TNF
Supervisor to approve the Approved Training
Training Nomination Form Nomination Form
Employee
Executive (HR)
1
Training Calendar
Notes Collate all training requests

forms and prepare list of List of attendees
At the beginning of each quarter
attendees
1 a training calendar shall be
prepared by the Manager (HR)
considering both mandatory
requirements and training
requests. On preparation of
training calendar approval of the Take attendance on
training day (as per training
Head (HR) shall be sought.
calendar)
2 Training tracker to capture
details of the employees who
attended a particular training to
enable identification of training 2
man-hours of an employee Update training tracker with
details of program and Updated Training Tracker
against that specified in the
policy for relevant level attendees
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Process: Performance Appraisal
Self assessment form Submit forms to HR team
Employee Preliminary Appraisal interview
Appraisement form Summary of Preliminary Appraisal

interview submitted to HR team
Appraiser Final review of appraisement done at

corporate
Head HR forward final summary sheet

to CMD/Director
Notes
As per the rating given further
Year end documented
decision is being taken regarding Final decision from CMD/Director rating for the employee
training to be provided and also
as per the rating given decision
regarding year end Bonus
payment is decided.
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Process: Awards & Rewards – Best Employee Award
Nominate the best employee by

Employee Nomination Form filling and signing the Employee
Nomination Form
HOD Executive (HR)
Collate the forms and forward

them to Manager (HR)
Manager (HR) and Head

(HR)
Discuss each case and in

case of any queries, obtain
clarifications from the HOD
Approved Employee Award
Form
Notes
CMD/Director
1 One employee shall be selected
as “The Best Employee of the
Company” 1
Select the candidate from
short listed candidates and
Identified Best Employee
give approval on Employee
Award Form
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HUMAN
6. Employee Training & PMDP
RESOURCES
Key Output:
– Training feedback form

Home
− Employee Performance Bonus Amount
− Approved Employee Award Form

Process Overview
Key Inputs
− Approved Employee Nomination Form
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
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Keyy Outputs
Output
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HUMAN
6. Employee Training & PMDP 
 RESOURCES


A/R
S.No.
Activity(A)/ Report (R) Director HOD Head HR Executive User
(HR)
Process Overview
Key Inputs
1 Training Calendar A E
Key Objectives 2 Employee Appraisal A V V V E

Key Activities
3 Best Employee Award A V E
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
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7. Employee Relationship 
 RESOURCES

Key Input:
− Retention Initiatives Schemes

Home
− Diversity management
− Grievance Handling
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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 7. Employee Relationship
 HUMAN
 RESOURCES


7.1 Key Process Description – Retention Initiatives Scheme
Home
1. Employee retention Initiatives Scheme should be framed by Manger HR in order to increase
retention ratio in the company. As per the fluctuation in the market and recent changes in the
industry schemes should be updated.
Process Overview K ey IInputs
nputs
Key
2. These Schemes should be reviewed by Head HR and finally approved by CMD.
Key Objectives 7.2 Key Process Description – Diversity Management Key

Key Activities
Activities
1. In order to develop effective diversity management it is required assess and identify the key skill
Process Owners area and interesting area of work for employee.
2. This study is to done by Manger HR and the final decision of diversity is to be taken by the Head Flowchart
HR in consultation with each HOD.
Key Formats
3. Diversity decision taken by the Head HR should be forwarded to CMD/Director with facts for
approval. Key Outputs
KPM
7.3 Key Process Description – Grievance Handling
1. Any kind of grievances of employees shall be addressed through proper channels.

MIS R&A
2. In case of low level grievance then it should be first informed to HOD and then to HR for solution.
3. In case of grievances that cannot be informed to HOD, then the same should be scope of open line
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scheme with Head HR in which the grievance shall be addressed directly by Head HR and Director if
needed.
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HUMAN
 RESOURCES

Key Outputs:
− Approved employee Retention Initiative Scheme

Home
− Approved Decision for Diversity.
− Solution for Grievance

Process Overview
K ey IInputs
Key nputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Key Outputs
OuOtuptu
ptust
KPM
MIS R&A
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 RESOURCES


A/R
S.No.
Activity(A)/ Report (R) Director HOD Head HR Manager User
(HR)
Process Overview
Key Inputs
1 Retention Initiative A V V E
scheme
Key Objectives 2 Diversity Management A V V E
Key Activities
3 Grievance Handling A E
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
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HUMAN
8. Compensation 
 RESOURCES

Key Activities:
The Key Activities in the Compensation are as below:

Home
8.1 Payroll
8.1.1 Master Management

Process Overview
Key Inputs
8.1.2 Attendance capturing & Leave records
8,1,3 Payroll Processing

Key Objectives
Key
Key Activities
8.1.4 Statutory Compliance Activities
8,1,5 Separation Process

Process Owners
8.1.6 PSA Labour Payment Flowchart
Key Formats 8.2 Reimbursement
Key Outputs
KPM
MIS R&A
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8.1.1.Master Management 
RESOURCES
Key Input:
− Create/ Change Master Record Request Form

Home
− Appointment Letter
− Payroll Master record

Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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8.1.1 Master Management – Payroll Master 
 RESOURCES

8.1.1 Key Activities:
Guiding Principles
Home
• An entry shall be present for each employee in the organization in the payroll master
• Only Executive (Payroll) shall have read and write access to Employee Master. Manager (Payroll) on
Process Overview
a case to case basis may authorize only read access to other employees
Key Inputs
• Payroll Master record cannot be created without there being a corresponding entry in the Employee
Master
Key Objectives
• Employee and Payroll records shall share a common Employee Code. The payroll master shall Key
Key Activities
Activities
contain details regarding the Salary advance deduction to be made from the salary of the employee
on a monthly basis. System shall automatically take into account the deduction from the monthly
Process Owners
salary of the said employee in case of the employee availing the advance.
Flowchart
8.1.1.a Key Process description – Payroll Master - Create Payroll Master Record
Key Formats 1. A new employee record shall be created in the payroll master whenever a new employee is recruited.
2. Executive (Payroll) shall receive the Employee joining report along with Appointment letter with
Key Outputs
signature of the new joinee, joinee‟s HOD and the authorized signatory as per DOA.
KPM
3. Executive (Payroll) shall verify that an Employee payroll record does not already exist in the system
for that specific employee. If an Employee Payroll record already exists then Manager (Payroll) shall
MIS
be notified. Manager (Payroll) shall then resolve the issue. R&A
4. Executive (Payroll) shall obtain the required information for data entry from the Appointment Letter
and the Employee Code / name as mentioned on the EJR.
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5. On entry of the salary details of the employee as per the Appointment Letter, the system shall be
configured to compute the applicable amounts towards statutory deductions viz. PF, PT, & ESI.
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8.1.1 Master Management – Payroll Master 
 RESOURCES

Key Activities:
6. Any additions to the Payroll Master shall be approved by the Manager (Payroll).
Home
7. On creation of a record by Executive (Payroll), the print of the same shall be taken which shall be
reviewed and approved by Manager (Payroll). The month end salary processing shall not be done
unless the same has been validated by the Manager (Payroll).
Process Overview
Key Inputs
7. Manager (Payroll) shall review the additions to the master against the base documents such as EJR
and Appointment Letter.
Key Objectives
8. The joinee‟s HoD, Manager (Payroll) and Accounts Team shall be informed (via email) about the new Key
Key Activities
Activities
record creation. The Payroll Master record details shall also be attached in the email.
Process Owners 9. In an ERP environment, on creation of a record by Executive (Payroll), the same shall fall in Manager
(Payroll) approval queue. Only on approval of the Manager (Payroll), the particular record shall get
Flowchart
activated and payroll processed. The system shall not pick data for month end salary processing
Key Formats unless the same has been validated by the Manager (Payroll). Manager (Payroll) shall review the
additions to the master against the base documents such as EJR and Appointment Letter.
Key Outputs
Guiding Principles
KPM
• Payroll Master cannot be changed unless it is authorized by Manager (Payroll).
MIS
8.1.1.b Key Process description – Payroll Master – Change Payroll Master Record R&A
1. Revisions to the Payroll Master shall be made in case the salary has been revised for an employee.
The Salary Revision letter shall be sent to the Executive (Payroll) duly authorized by the
Help CMD/Director.
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HUMAN
8.1.1 Master Management – Tax Master 
 RESOURCES

Key Activities:
2. On receipt of the Salary Revision Letter, Executive (Payroll) shall check the following:
Home
– Authorization of the Salary Revision letter, along with the supporting salary break-up.
– Employee code matches with the employee name in the Master. If the Employee Code does
not match the employee name, then the Head HR is notified who shall then resolve the issue.
Process Overview
Key Inputs
3. Prior to updation, Executive (Payroll) shall take a back-up copy of the previous Payroll Master record,
and also take a printout of the same and shall send it to the Executive (HR) for inserting it in the
Key Objectives relevant personnel file.
Key
Key Activities
Activities
4. Executive (Payroll) shall obtain the required information for data updation from the Salary revision
letter and subsequently update the Payroll Master record.
Process Owners
5. The Manager (Payroll) and Accounts Team shall be informed (via e-mail) about the record updation. Flowchart
The updated, as well as the previous Payroll Master record will be attached in the e-mail.
Key Formats
6. Any modifications to the payroll master shall be approved by the Manager (Payroll). On modification
of a record by Executive, the print of the same shall be forwarded to Manager (Payroll) for approval.
Key Outputs
Only on approval of the Manager (Payroll), the payroll for the month shall be processed.
KPM
7. Manager (Payroll) shall review the modification to the master against the base documents such as
authorized Salary Revision Letter.
MIS R&A
8. In an ERP environment, on modification of a record by Executive, the same shall fall in Manager
(Payroll) approval queue. Only on approval of the Manager (Payroll) ,the particular change shall get
activated and payroll processed. The system shall not pick data for month end salary processing
Help
unless the same has been validated by the Manager (Payroll). Manager (Payroll) shall review the
modification to the master against the base documents such as authorized Salary Revision Letter.
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HUMAN
 RESOURCES

Key Activities:
8.1.1.c Key Process description – Tax Master - Create Tax Master Record
Home
1. Tax Master to be configured to perform TDS calculations on basis of investment declaration provided
by the employee. Executive (Payroll) along with Manager (Taxation) and IT team to perform a User
Acceptance testing to check if the system is giving desired results. The IT personnel shall then get a
Process Overview
User Acceptance testing form filled up from GM (F&A). Key Inputs
2. The System Requirement Specification (SRS) shall be prepared by the Manager (Taxation)
Key Objectives incorporating the slabs and rates (for PF, ESI and PT) based on the latest enactments and forwarded
Key
to GM (Finance). Key Activities
Activities
3. The SRS shall be forwarded to the IT department for setting up logic in the payroll application.
Process Owners
4. IT Dept shall certify the functioning of the logic every month and take a confirmation from the Manager
Flowchart
(Taxation) in User Acceptance Testing Form and handover the same to the payroll department before
Key Formats initiating payroll processing
5. Executive (Payroll) shall receive the Employee joining report along with Appointment letter with
Key Outputs
signature of the new joinee, joinee‟s HOD and Head (HR). Executive (Payroll) shall utilize the
KPM
Investment Declaration form if already submitted.
6. Executive (Payroll) shall verify that an Employee Tax record does not already exist in the system for
MIS that specific employee. If an Employee Tax record already exists then Manager (Payroll) shall be R&A
notified. Manager (Payroll) shall then resolve the issue.
7. Executive (Payroll) shall obtain the required information for data entry from the Appointment Letter
Help
and the Employee Code / name as mentioned on the EJR and the Investment Declaration Form from
the concerned employee.
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HUMAN
 RESOURCES

Key Activities:
8. The relevant fields for other statutory deductions such as PF, ESI and Profession Tax shall be
Home updated based on the compensation structure provided in the Appointment Letter and the PF and ESI
form filled in by the employee.
9. The PF and ESI forms shall be sent to the respective authorities for registration of the particular
Process Overview
employee with the authorities. The employee shall be allotted a unique number by the authorities that Key Inputs
shall be updated in the Tax master.
Key Objectives 10. Any additions to the Tax Master shall be approved by the Manager (Payroll). On creation of a record
Key
by Executive (Payroll), the same shall fall in Manager (Payroll) approval queue. Only on approval of Key Activities
Activities
the Manager (Payroll), the particular record shall get activated and payroll processed. The system
Process Owners shall not pick data for month end salary processing unless the same has been validated by the
Manager (Payroll). In case the system does not support online approval, a print of the created record
Flowchart
shall be approved by Manager (Payroll) post review.
Key Formats
11. Manager (Payroll) shall review the additions to the master against the base documents such as PF,
ESI forms, etc.
Key Outputs
KPM 12. The joinee‟s HoD, Manager (Payroll) and Accounts Team shall be informed (via email) about the new
record creation. The Tax Master record details shall also be attached in the email.
13. If any dispute is there regarding tax matter then refer finance team.
MIS R&A
8.1.1.d Key Process description – Tax Master – Change Tax Master Record
1. Executive (Payroll) shall check for authorization of the Investment Declaration Form.
Help
2. Executive (Payroll) shall check if the employee code exists in the Tax master and if the employee
code matches with the employee name. ` 128
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HUMAN
 RESOURCES

Key Activities:
3. Prior to updation, Executive (Payroll) shall take a back-up copy of the previous Tax Master record and
Home also take a printout of the same and shall send it to the Executive (Payroll) for inserting it in the
relevant personnel file.
4. Executive (Payroll) shall obtain the required information for data updation from the Investment
Process Overview
Declaration Form and subsequently update the Tax Master record. The SRS for PF, PT and ESI shall Key Inputs
be reviewed/ prepared in case of any revision in the rates/ slabs.
Key Objectives 5. Any updations to the Tax Master shall be approved by the Manager (Payroll). On updation of a record
Key
by Executive (Payroll), the same shall fall in Manager (Payroll) approval queue. Only on approval of Key Activities
Activities
the Manager (Payroll), the particular record shall get activated and payroll processed. The system
Process Owners shall not pick data for month end salary processing unless the same has been validated by the
Manager (Payroll). In case the system does not support online approval, a print of the modified record
Flowchart
shall be approved by Manager (Payroll) post review.
Key Formats
6. Manager (Payroll) shall review the modification to the master against the base documents such as
authorized Investment Declaration form.
Key Outputs
KPM 7. The Manager (Payroll), Manager (Taxation) and Accounts Team shall be informed (via e-mail) about
the record updation. The updated, as well as the previous Tax Master record will be attached in the e-
mail.
MIS R&A
Guiding Principles – Payroll / Tax Master – Change Payroll/ Tax Master Record – Till Settlement
• Payroll/ Tax Master cannot be Change unless it is authorized by Competent authority.

Help
• Change of employee master and payroll master should be carried out simultaneously by the
respective process owners
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HUMAN
8.1.1 Master Management – Payroll/ Tax Master 
 RESOURCES

Key Activities:
8.1.1.e Key Process description – Payroll / Tax Master – Change Payroll/ Tax Master Record – Till
Home Settlement
1. Payroll/ Tax Master shall be Changed in case the employee‟s intent to separate from the company
has been accepted by the Director.
Process Overview
Key Inputs
2. The HOD shall send a request to the Executive (Payroll) of change Master till settlement in a Change
Master Record Request Form on authorizing the same by way of a sign-off with well defined cause.
Key Objectives
3. A final approval of the Competent authority shall be obtained to go ahead with Changing the record in Key
Key Activities
Activities
the Master.
Process Owners 4. On receipt of approved Change Master Record Request form, the Executive (Payroll) shall verify the
following:
Flowchart
– Authorization by the HOD and Manager (Payroll) on the form

Key Formats
– Employee Code and the Employee name match in the Master.

Key Outputs
– Master record matches with the corresponding entries in the Change Master Record Request
KPM Form.
5. If there are any mismatches then Executive (Payroll) shall notify the requisitioner accordingly and
return the Change Master Record Request Form.
MIS R&A
7. Executive (Payroll) shall Change the Payroll/ Tax Master record for the employee designated in the
Change Master Record Request Form (as mentioned in “Action Step” field of the form).
Help
130
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HUMAN
 RESOURCES

Key Activities:
8.1.1.e Key Process description – Payroll Master – Change Payroll/ Tax Master Record
Home
8. Any Changing to the payroll/ tax master shall be approved by the Manager (Payroll). On Changing a
record by Executive (Payroll), the same shall fall in Manager (Payroll) approval queue. Only on
approval of the Manager (Payroll), the particular record shall get Changed. In case the system does
Process Overview
not support online approval, a print of the Changed record shall be approved by Manager (Payroll) Key Inputs
post review.
Key Objectives 9. Manager (Payroll) shall review the modification to the master against the base documents such as
Key
authorized Change Master Record Request Form and other documentary proofs (if necessary). Key Activities
Activities
10. Executive (Payroll) shall send an email / letter to Manager (Payroll), and Accounts Team and the HoD
Process Owners
of the concerned employee, confirming the Changing made. A scanned image of the signed Change
record request form shall also be attached with the email. Flowchart
Key Formats 11. The Change Master record request form shall be sent to the Executive (payroll) for filing it in the
Key Outputs
12. On a monthly basis, Executive (Payroll) shall perform a reconciliation between the Payroll master and
KPM
the Employee master to identify any personnel added to Employee master not reflecting in Payroll
Master or vice versa. The reconciliation statement shall be approved by Manager (Payroll). The same
shall be forwarded to CFO.
MIS R&A
Help
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HUMAN
 RESOURCES

Key Activities:
Home 1. Any additions/ modifications/ Changing to the Payroll Master shall be approved by the Manager
(Payroll). On creation/ modification of a record by Executive, the same shall fall in Manager (Payroll)
approval queue. Only on approval of the Manager (Payroll), the particular record shall get activated
Process Overview and payroll processed. The system shall not pick data for month end salary processing unless the
Key Inputs
same has been validated by the Manager (Payroll).
2. Tax Master to be configured to perform TDS calculations and other statutory deduction on basis of
Key Objectives
investment declaration provided by employee and rates and slabs provided by Manager (Taxation). A Key
Key Activities
Activities
User Acceptance testing be performed to verify if system is giving desired results.
Process Owners 3. Access to Employee Master and Payroll Master shall be restricted to two independent individuals.
4. No transaction can be processed for an employee (including payroll processing) as long as the Flowchart
Payroll/ Tax Master Record is Changed for that employee.

Key Formats
Key Outputs
KPM
MIS R&A
Help
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 
Process: Master Management – Payroll Master – Create Payroll Master Record


Employee Joining Executive (Payroll)

Report
1
Appointment Letter
Does Employee
payroll record No
already exists in
A
the system?
Yes
Notes
Notify Manager (Payroll)
Payroll Master record cannot be
1
created without there being a
corresponding entry in the
Employee Master.
Manager (Payroll)
Resolve the issue
133
Process: Master Management – Payroll Master – Create Payroll Master Record
Notes A Extract the relevant

On entry of the salary details of employee record from the
the employee, the system shall employee master
1 be configured to compute the
applicable amounts towards
statutory deductions viz. PF, PT,
& ESI. Enter details in the Payroll
Master per the Appointment
Any additions to the Payroll Letter
Master shall be approved by the
2 Manager (Payroll) who shall
review the additions to the 1
New
master against the base record created in New
documents such as EJR and payroll Master record created in
Appointment Letter. payroll Master
In an ERP environment, on
3 creation of a record by Executive Print of the new record
(Payroll), the same shall fall in Manager (Payroll) 2 created
Manager (Payroll) approval
queue. Only on approval of the
Manager (Payroll), the particular
record shall get activated and
payroll processed. The system Review the additions to the
shall not pick data for month end Payroll Master and sign off
Approved & Updated
salary processing unless the the print
Payroll Master
same has been validated by the 3
Manager (Payroll). Manager
(Payroll) shall review the Email sent to joinee‟s HoD,
additions to the master against Manager (Payroll) and Accounts
the base documents such as Team informing about the new
EJR and Appointment Letter. record creation in Payroll master
134
Process: Master Management – Payroll Master – Change Payroll Master Record
2
Authorized Salary Revision
Letter Executive (Payroll)
Authorized by CMD/
Director Mismatch
between SRL No
vis-à-vis K
Employee
Master record?
1
Salary Revision Letter Yes
`Notify Head HR to resolve

Notes the issue
Revisions to the Payroll Master
1 shall be made in case the salary
has be been revised for an
employee.
2 On receipt of the Salary Revision

Letter, Executive (Payroll) shall
check the following:
- Authorization of the Salary
Revision letter, along with the
supporting salary break-up.
- Employee code matches with
the employee name in the
Master
135
Process: Master Management – Payroll Master – Change Payroll Master Record

Take Back-up copy of the
previous Payroll Master
record and send it to the
K Executive (Payroll) for
inserting it in the relevant
personnel file.
Notes
In an ERP environment, on Information for data updation

1 modification of a record by obtained from the Salary
Revision Letter
Executive (Payroll), the same
shall fall in Manager (Payroll)
approval queue. Only on
approval of the Manager Updated Payroll Master
(Payroll) ,the particular change record
shall get activated and payroll
Payroll Master record
processed. The system shall not updated
pick data for month end salary
processing unless the same has Print of the modified record
been validated by the Manager
(Payroll). Manager (Payroll) shall
review the modification to the
master against the base Manager (Payroll)
documents such as authorized
Salary Revision Letter.
Approved & Updated
1 Payroll Master
Review and approve any
modifications to the Payroll
Master by signing off the Email sent to Manager
print (Payroll) and Accounts Team
informing about the record
updation
136
Process: Master Management – Payroll Master – Create Tax Master Record
Employee Joining Executive (Payroll)

Report
Appointment Letter
Does Employee
Tax record No
already exists in
J
Investment Declaration the system?
Form
Yes
Notes
Notify Manager (Payroll)
Manager (Payroll)
Resolve the issue
137
Process: Master Management – Payroll Master – Create Tax Master Record
Notes J Extract the relevant

Any additions to the Tax Master employee record from the
1 shall be approved by the employee master
Manager (Payroll) who shall
review the additions to the
master against the base Enter details in the Tax
documents such as Investment Master per the Investment
Declaration Form. Declaration form, EJR and
Appointment Letter
Any additions to the Tax Master
2 shall be approved by the
Manager (Payroll). On creation of New New
a record by Executive (Payroll), record created in record created in
the same shall fall in Manager Tax Master Tax Master
(Payroll) approval queue. Only
on approval of the Manager
(Payroll), the particular record
shall get activated and payroll Manager (Payroll)
processed. The system shall not 1
pick data for month end salary
processing unless the same has
been validated by the Manager 2
(Payroll). In case the system Review and approve any
does not support online approval, additions to the Tax Master
Approved & Updated Tax
a print of the created record shall by signing off the print
Master
be approved by Manager
(Payroll) post review.
Email sent to joinee‟s HoD,
Manager (Payroll) and
Accounts Team informing
about the new record
creation in Tax master
138
Process: Master Management – Payroll Master – Change Tax Master Record
Authorized Investment
Declaration Form Executive (Payroll)
Manager (Payroll)
Verify employee details with
Tax master
Notes
1
Any updations to the Tax Master
1 shall be approved by the Review and approve any
Take Back-up copy of the modifications to the Tax Approved Tax Master
Manager (Payroll). On updation Master record
previous Tax Master record
of a record by Executive and send it to the Executive
(Payroll), the same shall fall in (Payroll) for inserting it in the
Manager (Payroll) approval relevant personnel file
queue. Only on approval of the Email sent to Manager
Manager (Payroll), the particular (Payroll), Manager (Taxation)
record shall get activated and and Accounts Team
payroll processed. The system informing about the record
shall not pick data for month end Information for data updation updation
salary processing unless the obtained from the Investment
Declaration Form
same has been validated by the
Manager (Payroll). In case the
system does not support online
approval, a print of the modified
record shall be approved by
Manager (Payroll) post review.
Manager (Payroll) shall review
Updated Tax Master record
the modification to the master
against the base documents
such as authorized Investment
Declaration form.
139
Process: Master Management – Change of Master still settlement – Change Payroll/ Tax Master Record
Signed change Master

Record Request Form Competent authority
Competent authority to Approved Change Master

Request to Change/stop the approve cahnge Master Record Request Form
Payroll Record with well Record Request Form
defined cause
1 Verify change Master Record

Executive (Payroll) Request Form vis a vis
Payroll/ tax master record
HoD of the employee 2
Notes
Payroll Master cannot be
1 Changed unless it is authorized Any
mismatches
by Competent authority. between BMRF No
vis-a-vis L
Payroll/ tax
2 On receipt of approved Change master record?
Master Record Request form, the
Executive (Payroll) shall verify
Yes
the following:
Authorization by the HOD and
Competent authority on the form
Employee Code and the
Notify the requisitioner and
Employee name match in the return the change Master
Master. Record Request Form
Master record matches with the
corresponding entries in the
Change Master Record Request
Form.
140
Process: Master Management – Payroll Master – Change Payroll/ Tax Master Record

L
Notes
Any Change till settlement to the
1 payroll/ tax master shall be
approved by the Competent
authority. On change a record by change Payroll/ tax master Payroll/ Tax master
Executive (Payroll), the same for employee based on Changed for employee
shall fall in Manager (Payroll) CMRF based on BMRF
approval queue. Only on
approval of the Competent
authority, the particular record
shall get change. In case the
Competent authority
system does not support online
approval, a print of the
Changeed record shall be
approved by Manager (Payroll) 1
post review. Review and approve
Manager (Payroll) shall review modification to the Payroll/
Approved & Updated
the modification to the master tax master
Payroll/ Tax master
against the base documents
such as authorized Change
Master Record Request Form
and other documentary proofs (if Email/ letter sent to Manager
necessary). (Payroll), and Accounts
Team and the HoD of the
concerned employee,
On a monthly basis, Executive confirming the Changing
(Payroll) shall perform a made
reconciliation between the
Payroll master and the Employee
master to identify any personnel
added to Employee master not BMRF shall be sent to the
reflecting in Payroll Master or Executive (Payroll) for
vice versa. The reconciliation filing
statement shall be approved by
Manager (Payroll). The same
shall be forwarded to CFO. 141
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HUMAN
8.1.1 Master Management
RESOURCES
Key Output:
− Entry in Payroll/ Tax Master

Home
− Updated Payroll/ Tax Master
− Change Payroll / Tax Master

Process Overview
Key Inputs
− Confirmation e-mail sent
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&A
Help
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HUMAN
8.1.1 Master Management 
 RESOURCES

Responsibility A/R Authority

Home
S.No.
Activity (A) / Report (R) Executive Manager Competent
(Payroll) (Payroll) Authority
1 Creation of new master record in A E V V
Process Overview Payroll/Tax Master Key Inputs
2 Modification of payroll/ Tax records A E V V
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
143
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HUMAN
8.1.2 Attendance capturing & Leave records 
 RESOURCES

Key Input:
− Attendance and leave records

Home
− Leave application
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
144
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HUMAN
 RESOURCES

Key Activities:
8.1.2.a Key Process description – Attendance Capturing and Leave Records - Attendance Capturing
Home Attendance capturing through manual Attendance Registers
1. On a daily basis, the attendance of employee shall be captured in the manual register maintained at
the security.
Process Overview
2. All permanent employees, on reporting at office, shall sign-off in the attendance register against their Key Inputs
respective names. After 15 min of office start time, the attendance register shall be removed from the
security by the Executive (Payroll) and shall be replaced by a Late comer register.
Key Objectives
3. Any employee coming late shall mention the reason for the same in the remarks column of the Key
Key Activities
Activities
register. The Latecomer register shall also be removed after 45 min.
Process Owners 4. An employee‟s attendance record may need to be updated for any of the following reasons:
Employee is on outstation duty Flowchart
Employee comes to place of work late due to some official work at another location
Key Formats
Employee does not come to place of work at all on a particular day but is involved in some
official work at another location
Key
Key Outputs
Outputs
5. In all such cases, the employee needs to send an e-mail/SMS to the department head stating the
KPM
reason for the same to obtain approval. On obtaining department head‟s approval, the mail shall be
forwarded to the Executive (Payroll) who shall update the same in the register, else same shall be
MIS considered as Loss Of Pay (LOP). R
R&&A
A
6. The attendance details of the employees shall be confirmed with the HOD prior to taking attendance
of such employees as “absent”.
Help 7. The leave mentioned in the attendance report should be updated in the leave register in case the
HOD do not revert (within 3 calendar days) the cases of leaves to be marked as present.
145
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HUMAN
 RESOURCES

Key Activities:
8.1.2.a Key Process description – Attendance Capturing and Leave Records - Attendance Capturing
Home 8. The attendance data as in the manual register (regular & Latecomer register) shall be transferred in
an excel spread sheet at the end of each day by the Executive (Payroll).
9. On the payroll cut-off date, Manager (Payroll) shall randomly reconcile the manual register with the
Process Overview one maintained in excel sheet. Key Inputs
10. Attendance register maintained in excel spread sheet shall assist in following:
To do analysis based on employee attendance
Key Objectives
Key
Easy retrieval of data Key Activities
Activities
11. At site the attendance of the employees shall be maintained by the Executive (HR) at site which shall
Process Owners be tracked in an excel sheet.
12. The attendance data (excel sheet) along with the copy of the manual attendance register shall be sent Flowchart
to the Executive (Payroll) on the payroll cut off date.
Key Formats
8.1.2 b Attendance capturing through automated mechanism (FCM)
Guiding Principles
Key
Key Outputs
Outputs
KPM
• On a daily basis, the attendance of employee shall be captured in the Attendance System through a
automated mechanism (FCM).
• An employee record in the Time-Keeper system shall be created by Executive (Payroll) based on
MIS approved EJR and Appointment Letter. R
R&&A
A
• Access rights to Attendance Records to be restricted to Executive (Payroll). In case of any

modifications made to the records, system shall generate a Change report. Any additions/
Help modifications to the Attendance records to be approved by Manager (Payroll) and HOD.
146
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
HUMAN
 RESOURCES

Key Activities:
• Attendance system shall be interlinked/ integrated with the Leave Register so that the attendance
Home data gets updated in the leave register in the payroll application.
• Different categories of leaves shall be pre-defined in the leave register and post-approval of a leave
application, leave balances to get updated based on the available eligibility.
Process Overview • Leave eligibilities of employees (for various categories of leaves such as Casual Leave, Earned leave Key Inputs
and sick leave) to get initialized based on the employee's 'date of joining' (as available in the
Employee Master) and the 'Attendance & Leave policy'.
Key Objectives
• Annually, the leave balances (for various categories of leaves such as Casual Leave, Earned leave Key
Key Activities
Activities
and sick leave) get carried forward/lapsed as per the „Attendance & Leave Policy‟.
Process Owners • At site, a manual attendance register shall be maintained in addition to issuing attendance cards (ID
cards) to the workmen.
Flowchart
8.1.2.b Key Process description – Attendance Capturing and Leave Records - Attendance Capturing
Key Formats Attendance capturing through Automated mechanism (FCM)
1. Employees shall be required to record the time of arrival/departure by flashing the company identity
Key Outputs
card in front of the FCM installed at the entrance of the respective locations. Based on the automated
KPM
machine details of employees, the system automatically records attendance of employees for the day.
2. Employees coming late shall mention the reason for the same in the remarks column of the Late
MIS Comer Register maintained by Security. On a periodic basis regular late comers shall be identified R&A
and reasons for late coming as per the late comer register shall be discussed by the Executive
(Payroll) with the employee.
Help
147
 

HUMAN
 RESOURCES

Key Activities:
3. An employee‟s attendance record may need to be updated for any of the following reasons:
Home – Employee is on outstation duty
– Employee comes to place of work late due to some official work at another location
– Employee does not come to place of work at all on a particular day but is involved in some
Process Overview
official work at another location Key Inputs
4. In all such cases of unreported employees, where the employees had not swiped the attendance card
or there is a delay in the same, an attendance statement (with details of absenteeism) shall be
Key Objectives
generated from the system by Assistant (Admin) by 25th of every month. The Attendance Statement Key
Key Activities
Activities
shall give details of the department wise employees with attendance details along with time and
Process Owners should be sent to HOD for cases wherein the leaves were not applied for.
5. The attendance details of the employees shall be confirmed with the HOD prior to taking attendance
Flowchart
of such employees as “absent”.
Key Formats 6. The leave mentioned in the attendance report should be updated in the leave register in case the
HOD do not revert (within 3 calendar days) the cases of leaves to be marked as present.
Key Outputs
KPM
MIS R&A
Help
148
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
HUMAN
 RESOURCES

Key Activities:
8.1.2.c Key Process description – Attendance Capturing and Leave Records – Leave Records
Home Manual Leave records
1. In order to avail a leave, the employee shall complete a Leave Application Form and submit the same
to the approving authority for approval.
Process Overview
Key Inputs
2. Based on reporting hierarchy, the leave application shall first be recommended by immediate
supervisor and sanctioned by the HOD. The leave application shall be sanctioned by the approving
authority by way of a sign off on the hard copy of the application.
Key Objectives
Key
Key Activities
3. Leave applications approved by the HODs shall be forwarded to the Executive (Payroll). Activities
4. The leave records shall simultaneously be updated along with the attendance details and as per the
Process Owners
approved leave application. The Leave Register shall also mention the eligible leave days for each
employee as per the Leave Policy. Flowchart
5. The leave records of all the permanent employees shall be maintained in a Leave Register (excel
Key Formats
sheet) by the Executive (Payroll) in an excel spread sheet.
6. In case, the employee exceeds the approved leave duration, the same shall be considered as loss of Key Outputs
KPM pay. However, if the delay is due to health problems, the employee shall be asked to produce medical
certificate in which case, the sick leave status of the employee shall be updated.
7. Leave Register shall contain details of the delegatee responsible to handle the work assigned to
MIS R&A
employee availing the leave. The same shall be captured directly from the employee master.
Availability of the employee and intimation of the same should be given to the said employee
immediately after the approval of the leave. The delegator shall make sure before going on leave, to
Help submit all the necessary documents and give the necessary instruction to the delegatee.
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HUMAN
 RESOURCES

Key Activities:
8.1.2.c Key Process description – Attendance Capturing and Leave Records – Leave Records
Home 8. On monthly basis, Manager (Payroll) shall monitor leave records by reconciling the Leave Register,
leave applications and the employee details in the employee master. The non-reconciling records
may exist due to any of the following reasons:
Process Overview – Additions to either of the database (register and master) pending for approval Key Inputs
– Records created erroneously in either of the database

9. The reconciliation statement shall be approved by Manager (Payroll) on review of the reconciliation
Key Objectives
statement. Key
Key Activities
Activities
10. The approved leave details shall be forwarded to Executive (Payroll) on the payroll cut off date
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
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
HUMAN
 RESOURCES

Key Activities:
8.1.2.d Key Process description – Attendance Capturing and Leave Records – Leave Records
Home Leave records maintained in Payroll Application
1. The leave records of all the employees shall be maintained in the Payroll Application.
Process Overview 2. In order to avail a leave, the employee shall complete a Leave Application Form and submit the same
Key Inputs
to the approving authority for approval.
3. Based on reporting hierarchy, the leave application shall first be recommended by immediate
Key Objectives
supervisor and sanctioned by the HOD. The leave application shall be sanctioned by the HOD by way Key
Key Activities
of a sign off on the hard copy of the application. Activities
Process Owners 4. Approved leave applications shall be forwarded to the Executive (Payroll) who shall update the leave
register by recording the details of the application.
Flowchart
5. The leave records shall simultaneously be updated along with the attendance details and as per the
Key Formats
approved leave application and the leave balance shall automatically be updated.
6. Leave Register shall be configured in a way to compute number of days with Loss of Pay in case Key Outputs
KPM employee‟s leave exceeds the leave entitlement for the year.
7. Leave Register shall contain details of the delegatee responsible to handle the work assigned to
employee availing the leave. The same shall be captured directly from the employee master.
MIS R&A
Availability of the employee and intimation of the same should be given to the said employee
immediately after the approval of the leave. The delegator shall make sure before going on leave, to
submit all the necessary documents and give the necessary instruction to the delegatee.
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
HUMAN
 RESOURCES

Key Activities:
8.1.2.d Key Process description – Attendance Capturing and Leave Records – Leave Records
Home 8. On monthly basis, Manager (Payroll) shall monitor leave records by reconciling the Leave Register,
leave applications and the employee details in the employee master. The non-reconciling records
may exist due to any of the following reasons:
Process Overview – Additions to either of the database (register and master) pending for approval Key Inputs
– Records created erroneously in either of the database

9. The reconciliation statement shall be approved by Manager (Payroll) on review of the reconciliation
Key Objectives
statement. Key
Key Activities
Activities
Process Owners
1. Access rights to Attendance Records to be restricted to Executive (Payroll). In case of any
modifications made to the records, system shall generate a Change report. Any additions/ Flowchart
modifications to the Attendance records to be approved by Manager (Payroll) and HOD

Key Formats
2. Attendance system shall be interlinked/ integrated with the Leave Register so that the attendance
data gets updated in the leave register. Key Outputs
KPM 3. Different categories of leaves shall be pre-defined in the leave register and post-approval of a leave
application, leave balances to get updated based on the available eligibility.
4. Leave eligibilities of employees (for various categories of leaves such as Casual Leave, Earned leave
MIS R&A
and sick leave) to get initialized based on the employee's 'date of joining' (as available in the
Employee Master) and the 'Attendance & Leave policy'.
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HUMAN
 RESOURCES

Key Activities:
5. On a monthly basis, a reconciliation between the Attendance database and the employee database to
Home be performed by Manager (Payroll) to identify any non-reconciling records. The non-reconciling
records may exist due to any of the following reasons:
– Additions to either of the database pending for approval
Process Overview – Records created erroneously in either of the database Key Inputs
6. The reconciliation statement shall be approved by Manager (Payroll) on review of the 2 databases.
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
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 
Process: Attendance capturing through manual Attendance Registers


Security
Attendance Register
Capture attendance of
employee in the manual
register on a daily basis
Notes
1 An employee‟s attendance
record may need to be updated Employee
for any of the following reasons:
Employee is on outstation duty
Employee comes to place of 1
work late due to some official On reporting, sign-off in the
work at another location attendance register against Attendance Register updated
Employee does not come to the respective name
place of work at all on a
particular day but is involved in
some official work at another
Executive (Payroll)
location
In all such cases, the employee
needs to send an e-mail/SMS to
the department head stating the Remove attendance register
reason for the same to obtain after 15 minof office start time
approval. On obtaining and replace it by a Late
Comer Register
department head‟s approval, the
mail shall be forwarded to the
Executive (payroll) who shall
update the same in the register, Employee
else same shall be considered as
LOP.
Mention the reason for Attendance Register updated
I coming late in the remarks
column of the Register
154
Process: Attendance capturing through manual Attendance Registers
I Executive (Payroll)
Notes Remove Latecomer Register

after 45 min
1 The leave mentioned in the
attendance report should be
updated in the leave register in 1
case the HOD do not revert Confirm the attendance 1
(within 3 calendar days) the details of the employees with Attendance Register and
cases of leaves to be marked as the HOD prior to taking Leave Register updated
present. attendance of such
employees as “absent”
Attendance register maintained
2 in excel spread sheet shall assist
in following: Transfer the attendance data 2
To do analysis based on as in the manual register Attendance data updated in
employee attendance (regular & Latecomer an excel sheet
Easy retrieval of data register) in an excel spread
sheet at the end of each day
At site the attendance of the

employees shall be maintained
by the Executive (HR) at site Manager (Payroll)
which shall be tracked in an
excel sheet.
The attendance data (excel
sheet) along with the copy of the
manual attendance register shall On the payroll cut-off date,
randomly reconcile the
be sent to the Executive (Payroll)
manual register with the one
on the payroll cut off date. maintained in excel sheet.
155
Process: Attendance capturing through Automated mechanism (FCM)
Employee flashes the ID

ID Card card in front of the
Automated machine
1
Employee Updation of Employee
attendance in system Attendance Register
updated
Notes
Employees coming late shall Assistant (Admin)

1 mention the reason for the same
in the remarks column of the
Late Comer Register maintained Extract a report of 2
by Security. On a periodic basis unreported employees
(without leave application) Attendance Statement
regular late comers shall be
identified and reasons for late and forward the same to
coming as per the late comer HODs by 25th of the month
register shall be discussed by the
Executive (Payroll) with the
employee. HOD
2 The Attendance Statement shall

give details of the department
wise employees with attendance Confirmation received as
details along with time and employee absent or no
Updated Leave register for
confirmation received in 3
should be sent to HOD for cases employees
calendar days
wherein the leaves were not
applied for.
156
Process: Attendance Capturing and Leave Records – Manual Leave Records

Leave Register Employee
Complete and submit Leave

Leave Application Form
Application Form to the
Notes approving authority
1 Based on reporting hierarchy, the

leave application shall first be
recommended by immediate 1
supervisor and sanctioned by the
HOD
HOD. The leave application shall
be sanctioned by the authority by
way of a sign off on the hard
copy of the application.
Approve the leave application Approved Leave Application

2 The Leave Register shall and forward it to Executive Form
mention the eligible leave days
(Payroll)
for each employee as per the
Leave Policy.
In case, the employee exceeds
the approved leave duration, the
same shall be considered as loss
of pay. However, if the delay is Executive (Payroll)
due to health problems, the
employee shall be asked to
produce medical certificate in
which case, the sick leave status 2
of the employee shall be Update the leave register by
updated. Leave Register shall recording the details of the Updated Leave Register
also contain details of the approved leave application
delegatee responsible to handle I
the work assigned to employee
availing the leave.
157
Process: Attendance Capturing and Leave Records – Manual Leave Records
Notes
Manager (Payroll)
Reconcile the Leave Register,

leave applications and the Reconciliation Statement
employee details in the employee
master
Manager (Payroll)
Approved Reconciliation
Review and approve the
Statement
reconciliation statement
Forward the approved leave details

to Executive (Payroll) on the payroll
cut off date
158
Process: Leave records maintained in Payroll Application
Complete the application

Blank Leave Application and submit the same to the
approving authority
1
HOD
Employee
Notes Approve the Leave Approved Leave Application

Application
1 Based on reporting hierarchy, the
leave application shall first be
recommended by immediate
supervisor and sanctioned by the Executive (Payroll)
HOD.
2 Leave Register shall be 2

configured in a way to compute
number of days with Loss of Pay Update Leave register with
in case employee‟s leave details of leave application Updated Leave Register
exceeds the leave entitlement for
the year.
Leave Register shall contain
details of the delegatee
Manager (Payroll)
responsible to handle the work
assigned to employee availing
the leave.
On monthly basis, reconcile the Reconciliation statement
Leave Register, leave
J applications and the employee
details in the employee master
159
Process: Leave records maintained in Payroll Application
J Manager (Payroll)
Notes Review and approve the Approved Reconciliation

reconciliation statement Statement
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HUMAN
8.1.2 Attendance capturing & Leave records
RESOURCES
Key Output:
− Updated Attendance Register

Home
− Updated Late Comer Register
− Updated Leave Register

Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&
R &A
A
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HUMAN
 RESOURCES

Responsibility & Authority Matrix:
Home
S.N
o. Activity (A) / Report (R) Executive Executive Manager Employee HOD
(Payroll) (HR) at (Payroll)
site
Process Overview
Key Inputs
1 Maintenance of Attendance A E E V
Register
Key Objectives 2 Leave Application A E V

Key Activities
3 Reconciliation of the Leave A E V
Register, with the leave
applications and the employee
Process Owners details in the employee master
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
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
HUMAN
8.1.3 Payroll Processing 
 RESOURCES

Key Input:
− Attendance and leave records

Home
− Salary revision letter
− Salary advance tracker

Process Overview
KeKyeyInInppuutts
− Payroll Master
− Tax Master
Key Objectives
Key Activities
Key Activities
Process Owners
Flowchart
Flowchart
Key Formats
Key Outputs
Key Outputs
KPM
MIS R&A
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 

HUMAN
 RESOURCES

Key Activities:
8.1.3 Key Process description – Payroll Processing
Home 1. At the time of processing the salary, the Executive (Payroll) shall consider the following :
The leave records from 26th of previous month to 25th of current month shall be taken for
crediting of salary accounts.
Process Overview
Amount to be recovered for advances/ loans Key Inputs
Salary revisions
Adjustments for any extra / short deductions / additions in the previous month(s)
Key Objectives
Key
Amount of statutory deductions like PF, ESI, etc. Key Activities
Activities
Taxes deducted at source
Process Owners
Attendance Flowchart
• In cases of new employees whose Payroll Master records have not yet been created by the 24th of
Key Formats
the month or if the salary accounts have not been set up, such employees shall be paid for the days
worked in the current month either through a crossed cheque / pay order or should credit the salary
Key Outputs
KPM
account for the same in the employee in the next payroll cycle.
Recovery of loans/ advances

MIS • Executive (Payroll) shall maintain Salary Advance Tracker to track all the advances / loans given to R&A
the employees. The same shall be updated based on the approved advance requisition received from
the HR department. At the month end, Manager (Payroll) shall verify the salary advance tracker with
Help approved requisitions and shall sign off the tracker.
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
HUMAN
 RESOURCES

Key Activities:
Home • At the month end, Executive (Payroll) refer to the approved Salary Advance Tracker to identify
employees who have been granted salary advance/ loan. The advances/ loans shall be recovered
from the employee‟s salary on the basis of the installment amount due in the particular month.
Process Overview
Key Inputs
Salary Revisions
• Executive (Payroll) shall make any adjustments for revisions in salary based on the approved Salary
Key Objectives
Revision Letter. Key
Key Activities
Activities
Process Owners Processing of Tax deduction at source

• Based on the Investment declaration forms, the tax master shall be updated which shall be reviewed Flowchart
by the Manager (Payroll) for accuracy and completeness. (Refer Master Management process for
Key Formats
further details)
• Tax Master to compute the tax deductible on a monthly basis that shall be utilized at the time of
Key Outputs
payroll processing
KPM
• At the year end, a reminder shall be sent to the employees by the Executive (Payroll) for submission
of Tax proofs as per the investment declaration provided at the beginning of the year. (Refer
MIS Statutory Compliance process for further details) R&A
Processing of Other Statutory deductions

Help • Other statutory deductions being PF, ESI and Profession Tax shall be calculated automatically in the
Payroll System based on the logic set up in the application.
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
HUMAN
 RESOURCES

Key Activities:
Home • IT Dept shall certify the functioning of the logic every month and take a confirmation from the Manager
(Taxation) and GM (Finance) in User Acceptance Testing Form and handover the same to the payroll
department before initiating payroll processing. (Refer Master Management process for further
Process Overview details) Key Inputs
2. Executive (Payroll) shall run the payroll processing for the month. The Payroll Statement for the
Key Objectives
month shall be generated. Post which, Executive (Payroll) shall conduct: Key
Key Activities
Activities
Head Count Reconciliation: Executive (Payroll) shall ensure that employee list as per the
Process Owners Employee Master matches with the List of Employees to whose accounts, salary is to be
credited.
Flowchart
Payroll reconciliation by comparing the employee-wise salary statements for the current month
Key Formats with the employee-wise salary statements for the previous month and prepare a reconciliation
statement for the differences. Subsequently, the hard copy of the reconciliation along with the
Key Outputs
Payroll Statement for the month shall be forwarded to Manager (Payroll) along with base
KPM
documents for review and approval.
3. The Manager (Payroll) shall verify the following:
MIS
– Verify the reconciliation statements along with the supporting documents. R&A
– Appointment letters of new joinees and resignation letter for resignees.
– Verify the manual attendance register with the one maintained in excel sheet in case manual
Help attendance registers are maintained.
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
HUMAN
 RESOURCES

Key Activities:
Home – the leave register of all employee for a given month and if employees exceed their
quota of leaves or if any leave taken by the employees has not been duly authorized
then the employees‟ salaries – whether all the excess leaves have been deducted
Process Overview
Key Inputs
from the salary
– Any salary revisions have been made on basis of salary revision letter
Key Objectives – Verify the deductions made on account of salary advance recovery with the advance
Key
Key Activities
approval letter Activities
– Verify whether statutory deductions have been captured correctly

Process Owners
4. If any mismatch cannot be justified through existing documentation, then the same shall be
Flowchart
highlighted to the Head HR whose authorization shall be required for reconciliation of the same.
Key Formats 5. Upon verification, Manager (Payroll) shall approve the same either by way of a sign-off or through e-
mail.
Key
Key Outputs
Outputs
6. Post approval, Executive (Payroll) shall prepare a Payroll Summary which provides summary of totals
KPM
of gross salary, deductions/ contributions and net salary. The Payroll Summary shall be approved by
Manager (Payroll). Payroll Summary shall be forwarded to Accounts team for accounting purposes.
7. Executive (Payroll) shall also prepare a Bank statement for each employee, mentioning the bank R
MIS R&&A
A
branch name, bank account number and net salary amount to be credited. The same shall be
approved by Manager (Payroll). Executive (Payroll) shall prepare Bank Advice Letter (Covering letter)
for crediting the bank accounts. The approved Payroll Statement, bank statement shall be sent to
Help
CFO and Bank Advice shall be sent to Head HR for approval.
8. CFO shall review the same and sign off the documents evidencing the review. 167
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HUMAN
8.1 3 Payroll Processing 
 RESOURCES

Key Activities:
Home
9. Account credit instructions shall be sent to bank in prescribed format. After obtaining approval from
the CFO the following shall be sent to the bank:
– Un-editable delimited text file
Process Overview – Covering letter approving payment, signed by the CFO Key Inputs
10. Based on the bank advice letter, the bank shall credit the accounts of the employees and provide a
statement/ confirmation of all such transactions to Accounts Team.
Key Objectives
11. Bank statement shall be verified by Executive (Payroll) against details of account wise credits and Key
Key Activities
Activities
shall reconcile each employee‟s credit instructions with the amount actually credited by the bank.
Differences (if any) shall be reconciled with the bank. The reconciliation shall be reviewed and
Process Owners
approved by Manager (Payroll).
Flowchart
12. Generate salary slips and e-mail it to each employee and shall contain the following details:
Key Formats – Employee name/ code
– Designation & Department
Key Outputs
– Bank account details
KPM
– Attendance details for the month
– Components of salary (basic, HRA, conveyance, etc)
MIS – Details of various deductions (PF, ESI, TDS, loans, leave without pay, etc.) R&A
– Gross pay and net pay

– Opening balance of paid leave, number of days of leave taken and balance of paid leave
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 
Process: Payroll processing


Executive (Payroll)
Salary Advance Tracker
Salary Revision Letter
Run the payroll processing Payroll Statement

for the month and generate
the Payroll Statement
Tax Master
1
Perform Head Counts
reconciliation, Payroll Reconciliation Statement
reconciliation
Payroll Master
Reconciliation Statement
along with the Payroll
Leave Register Statement and supporting
documents forwarded for
review
Notes
Executive (Payroll) shall ensure that Manager (Payroll)

1 employee list as per the Employee
Master matches with the List of
Employees to whose accounts, salary is 2
to be credited. Shall compare the Verify the reconciliation
employee-wise salary statements for the statement along with the
current month with the employee-wise supporting documents and Approved Reconciliation
salary statements for the previous month signs off the reconciliation Statement
and prepare a reconciliation statement statement and Payroll
for the differences. Statement a an evidence of
If any mismatch cannot be justified review
2 through existing documentation, then the
same shall be highlighted to the CFO
whose authorization shall be required for
reconciliation of the same.
169
V Executive (Payroll)
1
W Prepare a Payroll Summary
and forward it to Manager Payroll Summary
(Payroll) for approval
Notes
1 Payroll Summary provides summary of

totals of gross salary, deductions/
contributions and net salary. Approved Payroll Summary
Manager (Payroll)

Payroll Summary
Forward approved Payroll

Summary to Accounts team
for accounting purposes
170
1
Prepare a Bank Statement
Bank Statement
and forward it to Manager
(Payroll) for approval
Notes Manager (Payroll)
1 Bank statement provides details for each

employee, mentioning the bank branch
name, bank account number and net
salary amount to be credited.
Review and approve the Approved Bank Statement
Bank Statement
Executive (Payroll)
Prepare Bank Advice Letter

(Covering letter) for
crediting the bank accounts Bank Advice Letter
The approved Payroll

Statement, bank statement
shall be sent to CFO for
approval
171
CFO
W
Review and sign off the

Signed Payroll Statement,
documents evidencing the
bank statement
review
Notes
Bank Advice Letter sent to

Signed Bank Advice
Head HR for Approval
Bank
Credit the employees

accounts based on the
Approved Bank Advice Letter
Provide a statement / Statement / confirmation of

confirmation of transactions transactions to the Accounts
to the Accounts Team Team
172
W Executive (Payroll)
Verify Bank Statement

against details of account Reconciliation Statement
wise credits
Notes
Reconcile each employee‟s
credit instructions with the
amount actually credited by
the bank
Manager (Payroll)

reconciliation
Generate Salary slips and Salary Slips

email it to each employee
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HUMAN
8.1.3 Payroll Processing
RESOURCES
Key Output:
− Head Count Reconciliation

Home
− Payroll (Variance) Reconciliation
− Salary Slips
Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Ke
Keyy Outputs
Output
OuOtuptu
pu
tst
KPM
MIS R&
R &A
A
Help
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
HUMAN
 RESOURCES

Home
S.No.
Activity (A) / Report (R) Executive Manager CFO
(payroll) (Payroll)
Process Overview
1 Payroll Run A E V V Key Inputs
2 Preparation of Bank Statement A E V V

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
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
HUMAN
8.1.4 Statutory Compliances 
 RESOURCES

Key Input:
• Tax Certificate given by employer to Government (Form No. 24)

Home
• Tax Certificate given by employer to employees (Form No. 16)
• Tax proofs from employees

Process Overview
KeKyeyInInppuutts
• Payroll / Tax master
Key Objectives • Monthly salary statement

Key Activities
• Investment Declaration
Process Owners • Statutory Compliance Tracker Sheet
Flowchart
Key Formats
Key Outputs
KPM
MIS R
R& A
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HUMAN
8.1.4 Statutory Compliances
RESOURCES
8.1.4.a Key Process Description – TDS Returns

1. Company shall file Annual return of "Salaries" under section 206 of the Income-tax Act, 1961 with the
Home Government. Also the company shall provide Certificate under section 203 of the Income-tax Act,
1961for tax deducted at source from income chargeable under the head “Salaries” to each employee
one month from the full and final settlement of an employee / one month from the financial year end.
Process Overview 2. Employees shall submit tax proofs before the cut off date as per the company policy. Executive Key Inputs
(Payroll) shall scrutinize each employee‟s tax proofs against Investment Declaration provided by
them. Any deviations noted shall be highlighted to the employee. Tax proofs along with the
Key Objectives
Investment declaration for each employee shall be forwarded to Manager (Payroll). On receipt of Key
Key Activities
Activities
approval from Manager (Payroll), Executive (Payroll) shall update the tax master based on the Tax
proofs and the Investment declarations (For further details, refer Master Management process).
Process Owners
3. Executive (Payroll) shall extract employee wise payroll data from the payroll / tax master and salary
Flowchart
Flowchart
statements, and arrive at the tax payable amount.
Key Formats 4. The calculations for tax payable for each employee shall be reviewed and approved by Manager
(Payroll). Based on the approval, Executive (Payroll) shall fill in the Form 16 (Certificate under section
203 of the Income-tax Act, 1961for tax deducted at source from income chargeable under the head Key Outputs
Key Outputs
KPM
“Salaries”) and Form 24 (Annual return of "Salaries" under section 206 of the Income-tax Act, 196).
5. Form 24 and Form 16 along with the supporting documents shall be forwarded to Manager (Payroll)
MIS
for review. Manager (Payroll) shall review the Forms against the supporting documents and shall
RR && AA
approve the Forms.
6. Executive (Payroll) shall submit the Form 24 to the Government before the due date. After which
Help Form 16 shall be issued to each employee stating the amount of tax deducted and paid.
Acknowledgement shall be obtained from the employee for receipt of Form 16.
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
HUMAN
 RESOURCES

7. On submitting the Forms, Executive (Payroll) shall update the Statutory Compliance Tracker Sheet
and forward it to Manager (Payroll) for review. Manager (Payroll) shall review and approve the
Home updation of Statutory Compliance Tracker Sheet. (Refer AP SOP)
8.1.4.b Key Process Description – Gratuity

Process Overview
1. Gratuity is a retirement benefit and is paid at the time of retirement of employee based on duration of Key Inputs
service.
Key Objectives 2. Executive (Payroll) shall calculate the gratuity of the employee and the tax applicable on the gratuity
Key
paid. The calculation sheet along with the service details shall be forwarded to the Manager (Payroll) Key Activities
Activities
for review and approval.
Process Owners 3. Executive (Payroll) on receiving approval of the calculations shall forward a payment slip along with
the other service details and calculation details to the Accounts Department. Flowchart
4. Accounts department on obtaining the Payment slip and other details verifies the same and makes
Key Formats
the requisite disbursement along with full and final settlement claim. Entries shall be passed
accordingly.
Key Outputs
KPM
(Refer Gratuity Act and Income Tax act 1961 for further details)
MIS R&A
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 
Statutory Compliances > TDS Returns


Executive (Payroll)
Investment Declaration
Scrutinize each employee‟s
tax proofs against Investment
Declaration
Tax proofs
Yes
Any deviations Highlight the matter to the
noted? employee
Employee
No
Forward the tax proofs along

with Investment Declaration
for each employee to Payroll
Manager
Notes
Manager (Payroll)

documents
Forward tax proofs along with

Investment Declaration for
each to MMT for updation of P
tax master %
179
P Executive (Payroll)
Master
Update the tax master based
Form 24 (Annual return of Management
on the tax proofs details
"Salaries" under section 206 process
of the Income-tax Act, 1961)
Extract employee wise payroll data

from the payroll / tax master and Calculations for tax payable
salary statements, and arrive at amount
Form 16 (Certificate under section
the tax payable amount
203 of the Income-tax Act, 1961
for tax deducted at source from
income chargeable Forward the calculations for tax
under the head “Salaries”) payable amount for each
employee to Manager (Payroll)
for review
Manager (Payroll)
Notes
Review and approve the Approved calculations for tax

calculations for tax payable for payable amount
each employee
Executive (Payroll)
Filled Form 16
Fill in the Form 16 for each

Q employee and Form 24 Filled Form 24
180
Forward Form 24 and Form

16 along with the supporting
documents to Manager
(Payroll) for review
Approved Form 16
Manager (Payroll)
Review the Forms against the

Approved Form 24
supporting documents and
approve the Forms
Executive (Payroll)
Notes
Submit the Form 24 to the Form 24 submitted to the

Government before the due Government
date
Issue Form 16 to each Form 16 issued to each

employee stating the amount of employee
tax deducted and paid
181
Employees
Acknowledgement of receipt
Statutory Compliance Give acknowledgement for
receipt of Form 16 of Form 16
Tracker Sheet
Executive (Payroll)
Update the Statutory Statutory Compliance

Compliance Tracker Sheet and Tracker Sheet updated
forward it to Manager (Payroll)
Notes
Manager (Payroll)
Review and approve the Statutory Compliance

updation of the Statutory Tracker Sheet updated
Compliance Tracker Sheet
182
Statutory Compliances > Gratuity

Executive (Payroll)
Calculate the gratuity of the

Gratuity Calculation Sheet
employee and the tax
applicable on the gratuity paid
Forward the calculation sheet

along with the service details to the
Manager (Payroll) for review and
approval
Manager (Payroll)
Review and approve the Approved Gratuity

Calculation Sheet Calculation Sheet
Notes Executive (Payroll)
Forward a payment slip along with the

Payment Slip
other service details and calculation details
to the Accounts Department
Accounts department
Verify the payment slip and other

details and make the requisite
disbursement along with full and final Entries passed
settlement claim
183

HUMAN
8.1.4 Statutory Compliances
RESOURCES
Key Output:
• Form 24 filed with the Government

Home
• Form 16 issued to the employees
• Approved gratuity calculations

Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS R&A
Help
184
 

HUMAN
 RESOURCES

Responsibility and Authority Matrix:

Home
S.No.
Activity (A) / Report (R) Executive Manager
(Payroll) (Payroll)
1 Calculation of tax payable amount for each A E V

Process Overview
employee Key Inputs
2 Filling of Form 16 and Form 24 A E V

3 Updation of statutory compliance Tracker Sheet A E V
Key Objectives
4 Calculation of gratuity amount payable A E V Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
185
 

HUMAN
8.1.5 Separation Process 
 RESOURCES

Key Input:
− Resignation Letter
Home
− Abscondment letter
− Termination letter
Process Overview
KeKyeyInInppuutts
− Email / written notification of resignation
− Employee clearance form

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R
R& A
&A
Help
186
 

HUMAN
8.1.5 Separation Process 
 RESOURCES

Key Activities:
8.1.5 Key Process Description – Separation Process
Home
1. On acceptance of resignation of an employee or on issue of absconment letter or termination letter by
concern department, the Executive (HR) shall immediately notify Executive (Payroll) via email /
Process Overview written correspondence to put on hold the salary processing of the concerned employee.
K ey IInputs
Key nputs
2. The salary hold status in payroll shall enable processing of the Month end payroll. However, the same
shall not be included in the bank advice. The salary calculated shall be held and set off against final
Key Objectives
settlement. Such salary shall be held as unpaid salary till final settlement. Key
Key Activities
Activities
3. Executive (HR) shall tender a copy of the resignation letter or absconment letter or termination letter
Process Owners to the Executive (Payroll) on receipt of approval of the Director .
4. On receipt of the exit clearance form duly acknowledged by all Departments, Executive (Payroll) shall Flowchart
prepare a draft “Final settlement note” taking into account Notice Period, recovery of any advance
Key Formats
stated in the exit clearance form, leave encashment, Gratuity and statutory and other deductions. The
F&F computations shall be reviewed by Manager (Payroll) based on following:
Key Outputs
KPM – Check the leave details of the employee (to check if PLs have been accurately computed)
– Check if short notice period (if any) has been appropriately captured and adjusted.
– Check if salary components are stated correctly by verifying the same against Payroll Master
MIS R&A
– Check if computation towards deductions are accurate
5. In case of forced terminations, the F&F shall be performed within 2 working days of termination.
Help
6. Reviewed F&F sheet shall be sent to Head (HR) for approval. Head (HR) shall approve the same by
way of a sign-off on the F&F sheet by reviewing it against the company‟s F&F policy. 187
 

HUMAN
8.1.5 Separation process 
 RESOURCES

Key Activities:
8.1.5 Key Process Description – Separation process
Home
7. If there is an amount recoverable, the same shall be recovered from the employee. An advice to make
the requisite payment shall be sent to the employee by Manager (Payroll) for recovery of dues from
the employee. Acknowledgement of the advice should be filed for further reference.
nputs
Key
8. However, in cases where there is no recoverable amount, the Full & Final Sheet shall be forwarded to
the Accounts Team for accounting and disbursement purpose. The final settlement payout shall be
Key Objectives made through account payee cheques only. Prior to handing over the cheque, an acknowledgement Key
Key Activities
of the employee shall be obtained on the Final Settlement Note by Executive (Finance). A copy of the Activities
acknowledgement shall be forwarded to Executive (Payroll) for filing purposes.
Process Owners
9. In case the employee does not attend the office after tendering the resignation letter or is unable to
Flowchart
sign the Final Settlement note in person, a registered courier shall be sent to the employee intimating
him the amount payable / recoverable with the Final Settlement Note. On receipt of written
Key Formats
confirmation from the employee for the amount mentioned in the Final Settlement note, the cheque
should be delivered to the employee via registered courier. Acknowledgements for dispatch of
Key Outputs
documents and confirmation from the employee shall be filed by Executive (Payroll) in the employee
KPM
personnel file for further reference.
MIS R&A
Help
188
 
Process: Separation Process



Approved Resignation letter
Review the Full and final
Executive (Payroll) settlement computation
Approved Exit Clearance Form sheet and sign off the same
Attendance & Leave report
Head (HR)
1 2Any amount
Abscondment Letter Approved Final Settlement
recoverable No
from the Note
separating
Termination Letter
employee?
Approve the Final
settlement note
Yes Forwarded to Accounts
Notes Team for accounting and
disbursement purpose
On receipt of the exit clearance form Amount shall be intimated
1 duly acknowledged by all and recovered by the
Departments, Executive (Payroll) separating employee
shall prepare a draft “Final
settlement note” taking into account
Notice Period, recovery of any 3
advance stated in the exit clearance Prepare a Final Settlement
form, leave encashment, Gratuity Note by considering Notice
and statutory and other deductions. Period, recoveries, statutory Notes
The F&F computations shall be and other deductions
reviewed by Manager (Payroll) “Final settlement note” shall be
3 prepared taking into account Notice
Period, recovery of any advance
In case of forced terminations, the
2 F&F shall be performed within 2 stated in the exit clearance form,
working days of termination. leave encashment, Gratuity and
Manager (Payroll) statutory and other deductions
Reviewed F&F sheet shall be sent
to Head (HR) for approval. Head
(HR) shall approve the same by way
of a sign-off on the F&F sheet by
reviewing it against the company‟s
F&F policy.
189

HUMAN
8.1.5 Separation process
RESOURCES
Key Output:
• Approved Final Settlement Note

Home
• Service Letter
• Reliving Letter
Process Overview
K ey IInputs
Key nputs
• Claims reliving letter
• Communication to exit employee HOD

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS R&A
Help
190
 

HUMAN
8.1.5 Separation process 
 RESOURCES

Responsibility and Authority Matrix:
Home
S.No.
Activity (A) / Report (R) Executive Manager Head
(Payroll) (Payroll) (HR)
nputs
1 Separation process A E V V Key
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
191
 

HUMAN
8.1.6 Project Specific Appointment 
 RESOURCES

Key Input:
• Attendance Register
Home
• P.F. & E.S.I proof submitted by Contractor
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
192
 

HUMAN
8.1.6 Project Specific Appointment 
 RESOURCES

Key Activities:
• Attendance Monitoring
Home
• Statutory Compliance

nputs
Key
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&
R &A
A
Help
193
 

HUMAN
8.1.6 PSA > Attendance Monitoring 
 RESOURCES

Guiding Principles
• PSA (Project specific appointment) contract requirement shall be provided by the production planning
Home department who shall state the expected manpower requirement for temporary work.
8.1.6.a Key Process Description - Attendance Monitoring
Process Overview 1. The attendance of the PSA shall be monitored on a daily basis by the Executive (HR) at site. K ey IInputs
nputs
Key
2. Each PSA personnel shall be issued an attendance card which shall be maintained by the security
Key Objectives
personnel at the respective site. At the time of issue of the card an acknowledgement of the PSA shall
Key
be obtained on the manual register. Key Activities
Activities
3. When the PSA reports for work at the site premises, the Security personnel shall mention the date
Process Owners
and in-time of entry on the attendance card and shall sign it off.
Flowchart
4. The PSA at the time of returning, shall again present the attendance card to the security personnel.
Key Formats The security personnel shall mention the out-time on the card and retain the card with him.
5. On a daily basis, the attendance cards of the PSA shall be sent to the Executive (HR) at site for
Key Outputs
updation in the PSA attendance register.
KPM
6. Executive (HR) at site shall forward the PSA attendance register along with the copies of attendance
cards to Executive (HR) at HO.
MIS R&A
Help
194
 

HUMAN
8.1.6 PSA > Statutory Compliance 
 RESOURCES

8.1.6.b Key Process Description – Statutory Compliance
Contractor Payments
Home
1. At the time of appointment of a contractor it shall be ensured that the contractor is registered under
P.F. and E.S.I authorities.
Process Overview 2. Contractor would be required to submit an evidence of filing of P.F. and E.S.I. for that particular month K ey IInputs
nputs
Key
along with the invoice. The same shall be verified by the Accounts department before processing of
payment.
Key Objectives
Key
3. Responsibility of Contractor to abide by all the relevant and applicable laws and regulations should be Key Activities
Activities
expressly stated in the agreement with the Contractor.
Process Owners
4. Further, it shall be ensured that all basic requirements per Contract Labour Act, 1970 have been
fulfilled viz.: Flowchart
Key Formats – License from licensing authority to act as a contractor
– Principal employer to maintain register and records with details of particulars of employees,
Key Outputs
nature of work performed by contract labour
KPM
8.1.6.c Key Process Description – Disbursement
1. On receipt of attendance sheet from site office's payroll team at Ho generate the disbursement forms ,
MIS R&A
these forms are system generated and ambit with Manager (Payroll)
2. The disbursement forms are sent to F&A for approval & releasing of fund .
Help
3. Representative of HR from HO will disburse the amount to all PSA s at respective sites.
195
 
PSA > Attendance Monitoring - Labour


Executive (HR) at site
Provide Attendance Card to Attendance Card

the PSA
PSA
Report at the respective unit
Security personnel
Notes
Enter date and In time of
entry on the attendance Card
196
PSA > Attendance Monitoring - Labour
R PSA
At the time of returning,

present the attendance card
to the security personnel
Security personnel
Enter out-time on the card Updated Attendance Register

and retain the card with him
Forwards the Attendance

card to the Executive (HR) at
site on a daily basis
Notes
Executive (HR) at site
Update the PSA attendance Updated PSA attendance

register register
197
PSA > Disbursement
AT HO system generated
Attendence Sheet
disbursement forms
System generated disbursement forms

forwarded to F&A for approval &
Site by month end releasing fund
At each site representative of HR from PSA month payment

HO will disburse the payment to PSA
Notes
198

HUMAN
8.1.6 PSA
RESOURCES
Key Outputs:
• Updated attendance register

Home • Releasing of funds from HO to disburse payments of PSA

nputs
Key
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS R&A
Help
199
 

HUMAN
8.1.6 PSA 
 RESOURCES

Home
S.No.
Activity (A) / Report (R) Executive Accounts
(HR)at site department
nputs
Key
1 PSA attendance monitoring A E
2 Review of PSA invoice A V

Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
200
 

HUMAN
8.2 Reimbursement 
RESOURCES
Key Input:
− Travel Requisition form

Home
− Travel expense report
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
201
 

HUMAN
 RESOURCES

Key Activities:
8.2.1 Key Process Description – Travel Expense Reimbursement

Home
1. On return from travel, the employee shall submit the Travel Expense Report duly authorized, within
10 days of returning form travel. The approving authority is indicated in the following table:
nputs
Key
Person Travelling Approving Authority

Key Objectives
Key
B01 CMD Key Activities
Activities
B02 CMD
Process Owners All other Functional Heads
2. Each individual requesting reimbursement shall forward to Accounts department a properly
Flowchart
approved and a detailed listing of expenses itemized in chronological order on the Travel Expense
Key Formats Report (TER). TER shall give full description of the nature of expense incurred.
3. Any changes in amounts on travel expense report must be initialed by the person making the
Key Outputs
change. All original bills, ticket stubs, etc., must be attached to expense statements. In case
KPM
original bills are not available, an exception approval from the authorized personnel as per DOA
shall be obtained.
MIS 4. Approved Travel expense report shall be submitted to Accounts Team within 7 days of completion R&A
of tour. In case of non-submission of travel expense statement within 7 days, the amount of
advance may be recovered from employee‟s salary.
Help
202
 

HUMAN
 RESOURCES

Guiding Principles
• Local Conveyance claims shall be processed for all the employees once in a month
Home
8.2.2 Key Process Description – Local Conveyance for non field staff
1. Employee shall submit claims pertaining to Local Conveyance in a Conveyance Form in a Standard
Process Overview Format with details of travel undertaken during the month to the HOD for approval. The approved form K ey IInputs
Key nputs
shall subsequently be submitted with the Executive (HR).
2. The Conveyance Form shall capture the following details:

Key Objectives
– Employee personnel details Key
Key Activities
Activities
– Date of travel
– Distance Traveled
Process Owners
– Purpose of travel
– Mode of transport Flowchart
Key Formats 3. On receipt of the Conveyance form, Executive (HR) shall perform following checks:
– Check the particulars mentioned in the form against the security register (in-time and out-time)
– Checks the distance mentioned between locations Key Outputs
KPM
– Calculates the amount as per the mode of transport as per the Company Policy
4. A claim register (manual register) shall be maintained by Executive (HR) that captures details of the
claims processed for an employee during a month. The register shall be maintained to prevent
MIS R&A
processing of claims twice for the same employee.
5. On review of the Conveyance Forms, Executive (HR) shall prepare a consolidated statement that
summarizes the expenses claimed by employees. The Consolidated Statement along with the
Help
Conveyance forms shall be sent to Manager (HR) for approval.
203
 

8.2 Reimbursement
HUMAN 
 RESOURCES

6. Manager (HR) reviews the statement along with individual claim forms and approves the same by way
of a sign-off on the hard copy of the statement.
Home 7. The approved statement and the conveyance forms are sent to the Accounts Team for Accounting
purpose.
Process Overview
K ey IInputs
Key nputs
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&
R &A
A
Help
204
 
Process: Reimbursements - Travel expense reimbursement


Employee
1 On return from travel,

submit Travel Expense
report along with original
bills for authorization
Travel Expense report Authorized Signatory
Approves the expense Approved Travel Expense

report by way of a sign-off report
2
Approved Travel Expense
Report to be submitted to
Accounts within 7 days of
completion of tour
Notes
1 Within 10 days of returning form Accounts

travel
2 In case of non-submission of
travel expense statement within
7 days, the amount of advance
may be recovered from
employee‟s salary.
205
Process: Reimbursements – Local Conveyance
Approved conveyance
form sent to the Executive Executive (HR)
(HR)
Check the particulars mentioned

in the form against the security
register and check the distance
Submits conveyance form mentioned between locations
to HOD for approval and calculate the amount
depending on the mode of
transport as per the Policy
Conveyance Form Maintain a claim register

(manual register)
On review of the
Conveyance Forms, Consolidated Statement
prepares a consolidated
Employee
statement
Consolidated Statement
along with the
Notes Conveyance forms shall
be sent to Manager (HR)
for approval
J Manager (HR)
206
Process: Reimbursements – Local Conveyance for Non-Field Staff
Review the statement along Approved Consolidated

with individual claim forms Statement
and approve the same
Approved statement and

conveyance forms are
then sent to the Accounts
Team for accounting
purpose
Notes
207

HUMAN
8.2 Reimbursement
RESOURCES
Key Outputs:
− Approved Travel expense Report

Home
Process Overview
Key
K ey IInputs
nputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KeKKeeyy put
KeyyOut
Outputs
OuOtuptu
ptust
KPM
MIS R&A
Help
208
 

HUMAN
 RESOURCES

Home
A/R
S.No.
Process Overview Activity(A)/ Report (R) HOD Authorized Employee Manager (HR)
Signatory Key Inputs
1 Travel Expenses A V E
Key Objectives Reimbursement
Key Activities
2 Local Conveyance Expense A V E V
Reimbursements for non Field
staff
Process Owners
Flowchart
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
209
 

HUMAN
9. HRIS 
 RESOURCES

Key Input:
− Checklist for Information to be captured

Home
− Software for HRIS
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
210
 

HUMAN
9. HRIS 

RESOURCES
9.1 Key Activities: Implementation of HRIS
1. Before implementing HRIS a checklist of information that needs to be captured shall be prepared
Home 2. The checklist shall be reviewed by Manager HR .
3. After review by Manager HR this should be forwarded to Head HR for final review and approval
Process Overview 4. Typical Human Resource Information System (HRIS) should provide details like: K ey IInputs
Key nputs
• Attendance, Leave credited & used
• Pay raises and history
Key Objectives
• Pay grades and positions held Key
Key Activities
Activities
• Performance development plans
• Training received
Process Owners
• Disciplinary action received
Flowchart
• Personal employee information
Key Formats • Management and key employee succession plans
• High potential employee identification
• Applicant tracking, interviewing, and selection Key
Key Outputs
Outputs
KPM • Reporting and analysis of employee information

• Company-related documents such as employee handbooks, emergency evacuation
procedures, and safety guidelines.
MIS R&A
• Job descriptions framed as per Band structure .
• Details of Key result area (Quantified targets) with reference to Job description.
• Percentage of joining with reference to issue of offer letters
Help
• Retention Rate and Attrition Rate in company
211
5. Enter the information of each of the personnel in the company into the HRIS and update the
same periodically.
 
Process: Prior implementation of HRIS


Executive HR
HRIS
Prepare a checklist of
Notes information that needs to
be captured in HRIS
Manager HR to review the

checklist
Head HR to approve after

duly verifying the checklist
Enter the information of

each of the personnel in
the company into the Updated HRIS
HRIS and update the
same periodically
212

HUMAN
9. HRIS
RESOURCES
Key Output:
– Approved Checklist of information to be captured by HRIS.

Home
– Successful implementation of HRIS (updated)

nputs
Key
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Key Outputs
OuOtuptu
ptust
KPM
MIS R&A
Help
213
 

HUMAN
9. HRIS 
 RESOURCES

Home
A/R
S.No.
Process Overview Activity(A)/ Report (R) Head HR Manager (HR) Executive (HR)
Key Inputs
1 Checklist of information to be R V V E
Key Objectives capture in HRIS
Key Activities
2 Capture of information R V V E
Process Owners
Flowchart
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS RR&&AA
Help
214
 

HUMAN
10. Statutory Compliances 
 RESOURCES

Key Input:
− Checklist for statutory Compliances

Home
− Monthly Payroll sheets.
Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
215
 

10. Statutory Compliances
HUMAN 
 RESOURCES

Key Activities:
10.1 Key Process Description – Statutory Checklist

Home
1. Executive HR shall maintain a checklist of Statutory compliances needed during project establishment
or for any future purposes related to Manpower.
Process Overview
2. Checklist shall include cutoff dates for each compliance and shall be update by executive HR from K ey IInputs
Key nputs
time to time.
Key Objectives 3. Manager HR should review the same on fixed intervals & if any changes are required then the same
Key
shall be suggested. Key Activities
Activities
4. Executive should update the checklist with reference to changes suggested by Manager and
Process Owners
document the approval of Manger on the same.
Flowchart
5. Here Statutory Compliances refer to :
Key Formats
• Workmen Compensation
• Labor Relations & Laws Key Outputs
KPM
• Provident fund
• ESI
MIS R&A
Help
216
 

HUMAN 
 RESOURCES
Key Activities:
10.2 Key Process description – Statutory payment – PT, PF and ESI

Home
1. Executive Payroll shall prepare the computation for PT,PF and ESI along with the Payroll processing
each month.
Process Overview
2. The PT, PF and ESI computation shows the amount to be deducted from each employee and the
Key Inputs
Company contribution for PF.
3. The amount to be deducted from employees towards PT is also reflected in the Pay Sheets
Key Objectives
generated.
A
KecytiA
vcittiveis
ties
4. PT, PF and ESI computation (break-up & a consolidated sheet) prepared by Payroll personnel is
Process Owners forwarded to Manager Payroll for verification.
5. Post verification of Manager Payroll, the computation & a consolidated voucher shall be forwarded to Flowchart
GM (Accounts) for verification & payment processing.

Key Formats
6. On forwarding of the consolidated sheet by the GM (Accounts), AM (Accounts) shall process the
statutory dues along with the month end salary processing entry. Key
KeyOutputs
Output
KPM
7. Payroll shall create payment requisition for the dues based on due dates of payment & forward it to
the GM (Accounts) after verification of the approved PT, PF and ESI computation by Manager
(Payroll).
MIS R&A
8. The GM (Accounts) shall mention the name of the bank on the requisition and forward it to AM
(Accounts) for payment processing
Help
9. AM (Accounts) shall prepare the payment voucher after due approval by GM (Accounts)
217
 
Process: Statutory Compliances



1
Checklist of Statutory
Compliances
Executive HR
Prepare a checklist of statutory

compliances needed during project
site establishment or for any future
purposes related to Manpower
Manager HR should review the same

on fixed intervals & if any changes
are required then the same shall be
suggested.
Executive should update the checklist

with reference to changes suggested Approved checklist for
by Manager and document the statutory compliances
approval of Manager on the same
Notes
1.1 Checklist shall include cutoff

dates for each compliance and
shall be update by executive
HR from time to time.
218
Process : Statutory payment – PT, PF and ESI
Executive (Payroll)
1.PT and PF/ESI GL

Account
2.Monthly Payroll sheets. PT, PF & ESI (challans)
Prepares the computation
Computation
of PT, PF & ESI (challans)
Manager HR
Reviews and approves the

computation
GM (Accounts)
Notes
Verifies & forwards

consolidated sheet to AM
(Accounts) for accounting &
payment
AM (Accounts) Q
219
Process: Payment Accounting > Statutory payment – PT, PF and ESI
Based on challans and

Payment Voucher
Q payment requisition
prepares the payment
voucher
GM (Accounts)
Forwards to cheque signing

Cheque
authority as per DOA with break-
up
Cheque signed as per DOA
Notes
Payment submitted to the PT, Acknowledgement of
PF and ESI authorities by HR payment
team
Files Acknowledgement of
payment
220

HUMAN
RESOURCES
Key Output:
– Approved checklist for statutory compliances.

Home
– PT, PF and ESI (challans)
– Approved Payment

nputs
Key
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Key Outputs
OuOtuptu
ptust
KPM
MIS R&
R &A
A
Help
221
 

HUMAN
10. Statutory Compliances 
 RESOURCES

Home
A/R
S.No.
Process Overview Activity(A)/ Report (R) Head HR Manager (HR) Executive (HR)
Key Inputs
1 Checklist for statutory R V E

Key Objectives compliances
Key Activities
2 Submission of Challans A E
3 Statutory Payment A V E
Process Owners
Flowchart
Key Formats
Key
Key Outputs
Outputs
KPM
MIS RR&&AA
Help
222
 

HUMAN
11. Exit Management 
 RESOURCES

Key Input:
− Resignation Letter
Home
− Employee clearance form
− Exit interview form

Process Overview
KeKyeyInInppuutts
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
223
 

HUMAN
 RESOURCES

Key Activities:
11.1 Employee Clearance

Home
11.2 Employee Exit Interviews

nputs
Key
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&
R &A
A
Help
224
 

HUMAN
 RESOURCES

11.1 Key Process Description – Employee Clearance
1. The employee shall notify his/ her HOD via email / written letter of their intent to separate from the
Home
company. HOD shall first undertake employee counseling and consider the following prior to
accepting the resignation:
Process Overview – Retention of the employee

K ey IInputs
Key nputs
– Renegotiate employment terms
Key Objectives – Discuss reasons for termination with the employee

Key
Key Activities
Activities
– Review job role/ position
Process Owners 2. If the HOD accepts the resignation, he shall forward the employee resignation along with the Block
master record request form to Executive (HR). HOD shall specify the tentative date of relieving on the Flowchart
employee‟s resignation letter. On receipt of the resignation letter the Executive (HR) shall forward the
Key Formats resignation letter and the block master record request form to the Head (HR)/ Director for approval.
An employee can be terminated from employment services on decision by the Management. In all
such cases, the due process as applicable to employee resignation, such as employee clearance, Key Outputs
KPM shall need to be gone through. In addition a termination letter shall be issued to the employee
authorized by the respective reporting officer and HOD of the employee, Head (HR) and Director .
3. On obtaining the approval, the Executive (HR) shall perform the following activities:
MIS R&A
– Initiate process for blocking employee master
Help
225
 

HUMAN
 RESOURCES

Payroll and Accounts team shall be informed to avoid processing any payments approved for
the separating employee
Home – Executive (Payroll) shall block the payroll master record of the concerned employee
– HR team shall be informed about the notice period that shall be served by the employee as
per the appointment letter or to provide them with a time estimate for undertaking fresh
nputs
Key
recruitments (if the appointment letter is silent on notice period)
4. The Manager (HR) shall inform the employee to clear all dues with concerned departments. A
Key Objectives clearance shall be given to a separating employee only when all property items and any debts owed Key
Key Activities
by the employee are liquidated. Activities
Process Owners
5. Manager (HR) shall provide the separating employee with an Exit Clearance Form to ensure recovery
of:
Flowchart
– Issued property, identification, keys, access cards, accountable/ proprietary documents.
Key Formats
– Recovery of any outstanding debts/ advance
6. The employee shall complete the employee information portion of the form and have the officials of Key Outputs
KPM the concerned departments sign-off the respective area indicating all requirements have been met by
the employee.
7. Handover: As part of the employee clearance activities, the Supervisor shall identify the tasks handled
MIS R&A
by the separating employee and shall ensure knowledge-transfer prior to the employee‟s departure.
The Supervisor shall take charge of the relevant files – both hard copy and electronic – into shared
folders or a document library. The separating employees shall be asked to organize these files and to
Help
create role and task folders or notes for their successor.
226
 

HUMAN
 RESOURCES

11.2 Key Process Description – Employee Exit Interviews
1. On completion of clearance activities, there shall be a second level of counseling by the company
Home personnel. The employee shall undergo two rounds of exit interview as enumerated below:
– In the first round, the employee shall be interviewed by the HoD or the reporting manager of
the employee.
nputs
Key
– In the second round, the employee shall be interviewed by Head (HR)
Key Objectives 2. The views of the separating employee in the exit interviews shall be recorded in an Exit Interview form
Key
that shall be signed off by the personnel conducting the interview. Key Activities
Activities
3. Details filled in the Exit interview form should be electronically captured by Executive (HR) and
Process Owners
reviewed by Manager HR
Flowchart
4. On a quarterly basis, the exit interviews shall be strategically analyzed and the results shall be
Key Formats reported to management by Head (HR). The analysis of exit interviews shall enable:
– Provide root cause for resignation of employees

Key Outputs
KPM – Provide direct indications as to how to improve employee retention
– Provide relevant and useful data for analyzing training needs
MIS R&A
– Offer insights for enhancing employee incentive programs, organizational structure and
managerial approach
Help
227
 

HUMAN
 RESOURCES

5. The separating employee shall be issued a Employee Relieving Letter on the last day in the company.
6. The relieving letter shall be prepared by the Executive (HR) and signed off by the HOD of concerned
Home department, Head (HR) and Director .

nputs
Key
Key Objectives
Key
Key Activities
Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS R&A
Help
228
 
Process: Exit Management – Employee Clearance



If the HOD accepts the
resignation, inform HR
Team for processing Executive (HR)
termination advice and
forward Block master
record request form Resignation Letter and Approved Resignation Letter
Block master record
request form sent to Head
HOD to negotiate with the
HR / Director (Corporate
employee and understand
affairs) for approval
the reasons for resignation
1
HOD
Block Master record
Master
Management
Resignation Letter
Employee
Exit Clearance Form

Notify HOD of the intent to Clear all dues with
resign concerned department
Employee Manager (HR)
Employee
Provide separating Complete and sign the Exit Complete and sign Exit
Executive (Payroll) shall block the employee with Exit Clearance Form
Notes master record of the
payroll Clearance Form
Clearance Form
concerned employee
1
229
Process: Exit Management – Employee Exit Interviews
HOD or the reporting

Manager
Conduct the first round of

Exit Interview Exit Interview Form
Head (HR)
Conduct the second round

of Exit Interview
Executive (HR)
Interviewer shall record the

interview in an Exit On the last day in the
Interview Form company, Issue Employee
Relieving letter signed off
by HOD, Head (HR) and
Director (Corporate
Exit interviews shall be affairs)
strategically analyzed and
the results to be reviewed
by Manager HR and Employee Relieving letter
Separating Employee
reported to management on
a quarterly basis
230

HUMAN
11. Exit Management
RESOURCES
Key Outputs:
− Approved employee clearance form

Home
− Completed exit interview form
− Employee Relieving Letter

Process Overview
K ey IInputs
Key nputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
KKeeyy
Key Outputs
OuOtuptu
ptust
KPM
MIS R&A
Help
231
 

HUMAN
 RESOURCES

Home
Process Overview
Key
K ey IInputs
nputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
MIS RR&&AA
Help
232
 

HUMAN
Key Formats 
 RESOURCES
Key Formats:
Home
Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
K
Keyy FFoorrm
maatsts
Key Outputs
KPM
MIS R&A
Help
233
 

HUMAN
Key Formats 
 RESOURCES

Key Formats:
Home
Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
K
Keyy FFoorrm
maatsts
Key Outputs
KPM
MIS R&A
Help
234
 


 Key Performance Measures
 HUMAN
 RESOURCES

  
KPM Unit of Measure Frequency
Home
  
Target vs. Actual Staff cost as a percentage of total cost % Quarterly
Process Overview
Budgeted vs. Non-budgeted recruits department wise   Key Inputs
Number Quarterly
during the year
Acceptance Rates: number of applicants that accepted  

Key Objectives
the position divided by the number of applicants that Number Monthly
Key Activities
were offered the position
Process Owners
  
Delays in closing vacancies Number Monthly
Flowchart
No. of applicants per channel (viz. job sites, placement  

Key Formats Number Monthly
agencies and others)
   Key Outputs
% of new hires achieving 6 months service % Quarterly
KKPPM
M
  
% of new hires achieving 12 months service % Quarterly
MIS R&A
  
No. of new hires confirmed as per defined timelines Number Quarterly
 Help

235
 



HUMAN
Key Performance Measures
RESOURCES
  
KPM Unit of Measure Frequency
Home
  
Average Absenteeism rate % Quarterly
  
Process Overview Average employee turnover rate % Quarterly
Key Inputs
Average Tenure (Total no. of working years / total  

Number Quarterly
Key Objectives headcount)
%age of exiting employees for whom exit interviews   Key Activities
% Quarterly
were conducted
Process Owners
  
Training hours per Full Time Employee (FTE) Number Monthly Flowchart
Key Formats
  
Training cost per FTE Number Monthly
Key Outputs
KKPPM
M   
Error-free payroll transactions per month % Monthly
  
MIS R&A
Error-free reconciliations % Monthly


Help

236
 


HUMAN
MIS 
RESOURCES
MIS:
Home
Process Overview
Key Inputs
Key Objectives
Key Activities
Process Owners
Flowchart
Key Formats
Key Outputs
KPM
M
MIISS R&A
Help
237
 


HUMAN
Help – Guidelines on Using This Manual 
 RESOURCES

HUMAN
RESOURCES
2 1.1 Manpower Planning
3 Legend

1. Recruitment 1.2 New Employee
Home
Home
Requisition
1. Major process – HR and Payroll
1.3 Sourcing & Screening
Home
Process
Proc ess Overview
Overview Key Inputs
2. Master
1.4 New Employee Selection 2. Sub-processes to the major process:
Management
Key Objectives 1.5 Employee Joining
Process Key Activities
e.g.
1 1.6 Employee Induction 1. Recruitment
Process Overview
Resources
Process Owners Process
Human
3. Employee Key Inputs

Benefits Flowchart
1.7 Employee Confirmation
Process
Key Formats
1.8 Review of selection

Procedures
3. Key Activities to the Sub Process
Key Outputs
Key Objectives
KPM

4. Exit Management
1.9 Invoice Certification for
Recruitment agencies
e.g.
MIS R&A
1. Manpower Planning Key Activities
2. New Employee Requisition

Help 5. Reimbursements 3 . Sources & Screening
Process Owners 4 4. New Employee Selection
  5. Employee Joining Process
Flowchart
 6. Employee Induction Process
PROJECT
7. Employee Confirmation Process

DESIGN
Key Formats LIFECYCLE
8. Revision of selection procedures

Home 9. Invoice Certification
Masters
Key Outputs
KPM Process Overview 4 Key Inputs
4. Elements of the Standard Operating

Key Objectives
Key Activities
Procedure which would act as links to
navigate through this manual
Process Owners
MIS Key Flowcharts

R&A
Key Formats
KPM
Key Outputs
Contact
For any queries or clarifications, please
H
Heellpp MIS R& A
contact:
Help
CEO & Group Director
90 Aashumal International Pvt. Ltd. 238

 
Preliminary and tentative – for discussion purposes only


 Help – Guidelines on Using This Manual
 HUMAN
 RESOURCES


Flow Chart Symbols
Home
 



Process Overview
Key Inputs

Process Decision Document System
Key Objectives
Activity performed Yes/No or other Document Name System
Key Activities
condition processing data
or providing
control
Process Owners
Flowchart
Key Formats
A
Key Outputs
Off-page Off-Page Entity/
KPM GL Account
Reference Connector Department
GL Account Name
Reference to other Reference to Represents person/
control process continuation of same department doing an
MIS activity R&A
process
H
Heellpp
239
 

HUMAN
Help – Guidelines on Using This Manual 

RESOURCES
DEFINING SOP COMPONENTS OF SOP MANUAL
Standard Operating Procedures (‘SOP’) define PROCESS  A overview of all the major activities and
:
Home
the process objective and the tasks therein, OVERVIEW sub-activities involved in the process
KEY  A statement outlining the business rationale

:
- by specifying detailed work-steps, OBJECTIVES for the process and sub-processes.
- identifying the personnel responsible for each   Personnel who have the authority and
Process Overview work-step, PROCESS
: accountability for conducting the activities Key Inputs
- specifying the point in time, location of and OWNERS
indicated.
how each work-step is to be performed.   Key process inputs including documents
  and information flows that are required for
Key Objectives KEY INPUTS :
SOPs are usually documented for all key effective execution of the process and sub-
Key Activities
business processes. processes.
  Sequential description of activities to be

Process Owners KEY ACTIVITIES : executed in order to achieve the objectives
and ensure adequate risk management.
Flowchart
 
Diagrammatic representation of the
KEY  sequence of the activities and the tasks
Key Formats :
BENEFITS OF SOP FLOWCHARTS therein, with key information, decision points
and document flows.
• Alignment of processes with business need   Key process outputs, including the key
Key Outputs
KPM • Standardization of processes KEY OUTPUTS : documents, exception based management
• Transparent, robust and flexible processes and operational information.
in a dynamic environment   Various Department Interfaces involved in

R&A :
MIS
• Defined roles and responsibilities for the process with their responsibility
R&A
persons, departments and committees   Key parameters used for measuring the
KPM :
• Key performance indicators defined performance of an individual / department
• Monitoring procedures to track compliance   Key Management Information System
H
Heellpp • Adequate level of segregation of duties MIS : reports that can be generated in this
• Identify information system needs process.
  Formats that enable execution of the 240

KEY FORMATS :
 
worksteps and ensure standardization

HR SOP Benchamrk

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Standard Operating Procedures (SOP)

Prepared & Compiled By;

 Key Performance Measurements

1.3 Sourcing &

2.3 Opening of new

2. New Inductee 2.4 Culture

5.6 Employee Group

Key Formats • To accurately compute and process payroll.

Process Overview Director Key Inputs

Key Formats Manager

HR Team HR Team HR Team

B01 Managing Director,

B04 Sr.Manager, Manager Dy. Project Head,

B05 Sr.Engineer, Engineer, Construction Manager,

B06 Senior Executive, Senior Executive,

− Approved Staff Requisition form (SRF)

− Interview Assessment Form

− Background verification form Key

− Personnel file checklist

1.2 New Employee Requisition

1.4 New Employee Selection

1.6 Invoice Certification for Recruitment Agency

Key Objectives Manpower requirement in current projects

Process Owners Manpower gaps in support functions

be sent to the CMD/Director for approval.

estimation sheet shall be maintained by the HR Team.

duly constituted panels.

by way of sign-off on the hard copy of the staff requisition form.

KPM – Department wise Unbudgeted appointments

11. The Source Tracker shall facilitate the following:

Process Overview – Database of CVs, Key Inputs

Key Objectives – Recruitment agencies,

Process Owners – Internal referrals and

– Campus placements. Flowchart

B05 HR Team Manager HR, Manager (Dept) HR Round

B06 HR Team Manager HR, Manager (Dept) HR Round

Home – Name of selected candidate

2. The first round of interview shall be conducted by the Executive (Recruitment)

– Target vs. Actual Staff cost as a percentage of total cost

Key Objectives – Attrition Rate

Process Owners – Performance of employees in the review period

applicants that were offered the position

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

– Employee information form,

Key Objectives – Employee joining report,

Process Owners – Source tracker

INPUTS PROCESS OUTPUT

Manpower Estimation Sheet HOD

Provide inputs on manpower Review and approve

1 Manpower Budget to be made on

Manpower budget may be

Review and Approve

INPUTS PROCESS OUTPUT

Approved Staff Requisition

User department shall raise

Discuss the requirement Discuss the requirement

INPUTS PROCESS OUTPUT

INPUTS PROCESS OUTPUT

Approved Staff Requisition

Obtain Job applications from

Notes Executive (Recruitment)