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Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes

an example policy, procedure, a list of topics, forms and job descriptions

Human Resources Policies and Procedures


Manual
Creating your Human Resources Manual is quicker and easier with
easy-to-use pre-written Human Resources Procedures and sample
HR Policies. Now you can easily document the fair and equal
treatment of your employees as required by Federal laws, while
preserving a consistent level of health benefits and safety
precautions to maintain a productive work force.

US$ 595.00 Includes seven (7) modules:  Instant download


1. Introduction and Table of Contents
 Available immediately
How to Order: 2. Guide to preparing a well written manual
3. A Sample Human Resource Manager’s
(no shipping required)
Online:
Manual covering common requirements and
www.bizmanualz.com
practices
By Phone: 314-384-4183 4. 35 Policies and 48 corresponding forms
866-711-5837 5. Employee Handbook
Email: sales@bizmanualz.com 6. 87 Job Descriptions covering every position
referenced in the Manual as well as generic
job descriptions
7. Complete Index

Sample from the Human Resources Policies and Procedure Manual


Administration Section: Property & Access Control

Document ID Title Print Date


ADM106 PROPERTY & ACCESS CONTROL mm/dd/yyyy
Revision Prepared By Date Prepared
0.0 Preparer’s Name / Title mm/dd/yyyy
Effective Date Reviewed By Date Reviewed
mm/dd/yyyy Reviewer’s Name / Title mm/dd/yyyy
Approved By Date Approved
Final Approver’s Name / Title mm/dd/yyyy

Policy: It shall be the policy of the Company to require limitations to access


records, information, and areas as set forth by management.
Purpose: To establish guidelines for access control and protection.
Scope: These procedures apply to all existing and potential company employees,
contract workers, visitors, and guests of The Company.
Responsibilities:
The Controller should be responsible for overseeing access to company
property or information.
All Employees are responsible for escorting their visitors and guests at all
times. Visitors should not be allowed unattended access to company
property or information.
The Receptionist should be responsible for verifying all visitor information
before issuing a visitor’s badge.
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

Procedure:
1.0 BACKGROUND CHECKS
1.1 The Company may be liable for any acts committed by an employee, acting
within the scope of employment. Employees with previous histories of theft,
assault, aggressive behavior, or inability to get along with others may pose a
severe liability for The Company. The courts require that “reasonable inquiries”
into a person’s background be performed before employment. (See procedure
HRG105 BACKGROUND INVESTIGATIONS).
1.2 The level and depth of the background investigation should be based on the
employee’s exposure to vital assets.
2.0 PHYSICAL ACCESS CONTROLS
2.1 Access should be granted to employees on the basis of need and only after the
completion of a BACKGROUND INVESTIGATION in accordance with HRG105.
Employees responsible for assets, such as cash or customer credit card numbers,
or to sensitive company property may require higher levels of investigation.
2.2 All employees should be provided adequate training and orientation about
company security policies.
2.3 Access should be restricted to vital property, storage areas, and Company
property after hours. All entry/exit points should be monitored.
2.4 Computer rooms (or servers) should limit access to those with a need to be
there.
3.0 KEY CONTROLS
3.1 Formal receipt is required for all keys issued by The Company. Use ADM106 Ex1 KEY
ISSUE POLICY FORM. Company keys should stay on the property and be secured
in a locked storage cabinet, except for those employees whose duties require
after hours entry.
3.2 Keys or password codes are not to be loaned or utilized by any other employee or
non-employee at any time. During working hours, keys will remain with the
employee, or be placed in secured storage. While off duty, keys should be in the
company’s locked key storage box, or secured at home.
3.3 Employees not responsible for opening or closing the building, and those not on call
to report after normal working hours, should turn in assigned keys daily. Keys
should be stored in the company’s assigned key storage if an employee is not
scheduled to work for more than three days.
3.4 If keys are misplaced, lost or stolen, it is the employee’s responsibility to notify
management as soon as practically possible.
3.5 Keys and tags should not contain any marks or wording, which identifies the
Company or any of its locations.
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

4.0 PROPRIETARY INFORMATION CONTROLS


4.1 The Company should protect information developed for or that is crucial to the
operation of the company. All computer software should be duplicated (backed
up), with backup copies kept at a different site. The company’s patents and
copyrights should be treated as any other asset, and given consideration for
proper access and storage.
4.2 Access codes or logins should be utilized for all software programs. Periodic
review and changes to pass codes should be established.
4.3 Inspect fire detection and suppression equipment in computer rooms regularly.
4.4 Store vital documents in fire grade containers.
5.0 COLLECTION OF ACCESS CONTROLS
5.1 Assure that employees that have been terminated from employment are given
an opportunity to discuss the reason for termination.
5.2 Collect all company property and keys in a scheduled, non-confrontational
meeting. Advise employees, terminated for “cause,” that they might not return
to company property under threat of criminal charge of trespass.
5.3 Management may determine that entry locks must be re-keyed when keys to
perimeter doors or storage room doors, or rooms containing valuable assets are
unaccounted for or have been compromised. The cost of re-keying locks for lost
keys may be charged to the employee to whom the key was assigned. These
charges are an employee’s responsibility and will be deducted from pay.
5.4 Employees who are absent from work without notice are deemed to have
resigned. If issued keys are not turned in within 24 hours, locks will be changed
and appropriate charges deducted from their final check.
5.5 Employees who knowingly violate this policy are subject to termination of
employment.
6.0 VISITORS & GUESTS
6.1 All visitors, vendors, and guests calling on the Company or a particular employee of
the firm should sign in at the Front Desk / Reception Area using ADM106-2
VISITOR LOG.
6.2 The Receptionist should verify that the visitor’s information has been recorded
correctly before issuing a visitor's badge. This badge should be recognizably
different from employee badges.
6.3 Visitors should be escorted throughout the building at all times and not permitted to
wander around on their own. This applies to vendors delivering goods or
services (e.g., balloons, flowers) to an employee, also.
6.4 The receptionist should recover all visitors’ badges when the visitor leaves. Visitors
should leave through the same entrance that they originated from to assist the
receptionist in accounting for all badges and visitors.
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

6.5 At the end of the day, the receptionist should review the ADM106-2 VISITOR LOG for
unaccounted for badges or visitors and alert the Controller of the discrepancy
before leaving for the day.

Forms:

 ADM106-1 KEY ISSUE POLICY


 ADM106-2 VISITOR LOG

Revision History:

Requested
Revision Date Description of Changes
By
mm/dd/yyy
0 Initial Release
y
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

ADM106-1 KEY ISSUE POLICY

Last Name ______________________First _______________MI ___ Key Ring #_____


Address______________________ Phone_______________ SSN__________________

Key # Description Employee Signature Issued/Authorized By

KEY ISSUE POLICY: Employees are responsible for all keys assigned to them. Formal receipt is
required for all keys issued by The Company. Keys are not to be loaned or utilized by any other
employee or non-employee at any time. During working hours, keys will remain with the
employee, or be placed in secured storage. While off duty, keys should be in the company’s
locked key storage box, or secured at home. Employees not responsible for opening or closing
the building, and those not on call to report after normal working hours, should turn in assigned
keys daily. Keys should be stored in the company’s assigned key storage if an employee is not
scheduled to work for more than three days. If keys are misplaced, lost or stolen, it is the
employee’s responsibility to notify management as soon as practically possible. Keys and tags
shall not contain any marks or wording, which identifies the Company or any of its locations.
At termination of employment, employees are required to turn in all keys, which have been
assigned and issued. Management may determine that entry locks must be re-keyed when keys
to perimeter doors or storage room doors, or rooms containing valuable assets are unaccounted
for. The cost of re-keying locks for lost keys may be charged to the employee to whom the key
was assigned. These charges are an employee’s responsibility and will be deducted from pay.
(Note: employees who are absent from work without notice are deemed to have resigned. If
issued keys are not turned in within 24 hours, locks will be changed and appropriate charges
deducted from their final check.). Employees who knowingly violate this policy are subject to
termination of employment.
I have read and understand my responsibility under the Key Issue Policy above.
Employee Signature _____________________________
Date Signed _____________________________
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

ADM106-2 VISITOR LOG

TIM
E
IN TIM BA
VISITOR’S NAME /
DATE
COMPANY
E EMPLOYEE VISITED DG
OUT
E
NO
.

`
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

Human Resources Policies and Procedures Manual:

35 Prewritten Policies and Procedures


Human Resources Administration Compensation
1. Personnel Records 19. Payroll
2. Forms Development 20. Paid & Unpaid Leave
3. Document Control 21. Insurance Benefits
4. Mail & Express Services 22. Healthcare Benefits Employee Retirement Income Security
5. Telephone Answering Act (ERISA)
6. Property & Access Control 23. Consolidated Budget Reconciliation Act – COBRA
7. Separation
8. Workplace Rules & Guidelines Human Resource Development
9. Human Resources Reports 24. Development Management
10. Dress Code 25. Training Reimbursement
26. Computer User & Staff Training Plan
HR Compliance 27. Internet & E-mail Acceptable Use
11. Workplace Safety (OSHA) 28. Performance Appraisals
12. Americans with Disabilities Act (ADA) 29. Employee Discipline
13. Family and Medical Leave Act (FMLA)
14. Drug Free Workplace Hiring
15. Health Insurance Portability And 30. Employee Hiring
Accountability (HIPAA) 31. Job Descriptions
16. Harassment & Discrimination 32. Employment Applications
17. Federal Posting Requirements 33. Interviewing Applicants
18. Equal Employment Opportunity 34. Background Investigations

53 Corresponding Forms and Records


Human Resources Administration Hiring
1. Personnel Records Access Log 21. Personnel Requisition
2. HR Records Retention Periods 22. Offer Letter
3. Form Printing Request 23. Personnel Change Notice
4. Request For Document Change (RDC) 24. New Employee Hiring Checklist
5. Document Change Control 25. Job Description Format
6. Outgoing Mail Register 26. Employment Application
7. Important Message 27. Employment Application Supplement
8. Key Issue Policy 28. Employment Interview Questions
9. Visitor Log 29. Interview Form
10. Exit Interview Checklist 30. Employee Investigation Checklist
11. Exit References Authorization 31. Employee Background Authorization
12. Suggestion Form 32. New References Authorization
13. Human Resource Reporting Summary 33. Reference Check Survey
14. HR Hiring Status Report
HR Compliance
Compensation 34. Safety Suggestion Sheet
15. Bi-Weekly Time Sheet 35. Worksite Safety Self-Inspection Checklist
16. Federal Tax Calendar 36. Worksite Safety Action Plan
17. Electronic Funds Transfer Authorization 37. Worksite Safety Rules
18. Absence Request Form 38. Index of Hazardous Chemicals & MSDS
19. Benefits Enrollment/Change Form 39. Safety Orientation Checklist
20. Continuation Of Coverage (COBRA 40. Certification Of Healthcare Provider
Notice/Election Form) 41. Employer Response To Employee Request For FMLA
42. HIPAA Authorization Form
Bizmanualz Sample from the Human Resources Policies and Procedures Manual includes
an example policy, procedure, a list of topics, forms and job descriptions

Employee Hanbook Human Resource Development


 Acknowledgement and Receipt and 43. Training Plan
Understanding 44. Request For Training
 Statement of Legal and Ethical business 45. Computer And Internet Usage Policy
Conduct 46. Self-Appraisal Form
 Drug-Free Workplace Employee 47. Performance Appraisal Form
Acknowledgement 48. Disciplinary Notice
 Social Media Policy and Acknowledgement
Job Related Accident

Job Descriptions: A complete job description is included for each of the 87 positions referenced in the Human Resources
Polices and Procedure templates as well as additional common jobs. Each position includes a summary description of the
position, essential duties and responsibilities, organizational relationships, a list of the procedures where the position is
referenced, specific qualifications, physical demands of the position, and work environment.

1. Accounting Manager 2. Human Resources Manager 3. Nurse


4. Accounts Payable Clerk 5. Industrial Engineer 6. Office Manager
7. Accounts Receivable Clerk 8. Insurance Agent 9. Packaging Engineer
10. Administrative Assistant 11. Insurance Claims Supervisor 12. Physician Assistant
13. Board Member 14. Internal Audit Team Leader 15. President
16. Broadcast Technician 17. Internal Auditor- Accounting 18. Product Development
Assistant
19. Carpenter 20. Internet Marketing Manager 21. Product Manager
22. Carpentry Supervisor 23. Inventory Control Manager 24. Production Manager
25. Cement Mason 26. IT Asset Manager 27. Project Manager
28. Chief Executive Officer (CEO) 29. IT Disaster Recovery 30. Purchasing Agent
Coordinator
31. Chief Financial Officer (CFO) 32. Information Technology 33. Purchasing Manager
Manager
34. Civil Engineer 35. IT Project Manager 36. Quality Control Manager
37. Computer Programmer 38. IT Security Manager 39. Quality Manager
40. Controller 41. IT Storage Librarian 42. Radio / Television Announcer
43. Credit Manager 44. IT Support Center Manager 45. Receptionist
46. Customer Service Manager 47. Laboratory Technician 48. Respiratory Therapist
49. Director of Quality 50. LAN Administrator 51. Restaurant Manager
52. Director of Sponsorship 53. Legal Counsel 54. Retail Manager
Marketing
55. Document Manager 56. Machinist 57. Risk Manager
58. Drafter/ Graphic Illustrator 59. Manufacturing Manager 60. Sales Manager
61. Electrician 62. Marketing Coordinator 63. Sales Order Clerk
64. Engineering Manager 65. Marketing Manager 66. Sales Representative
67. External Auditor 68. Marketing Researcher 69. Shipping/Receiving Clerk
( Independent Auditor)
70. Field Sales Representative 71. Mechanic 72. Sound Technician
73. Financial Manager 74. Mechanical Engineer 75. Stock Clerk
76. Fundraiser 77. Media Specialist 78. Telemarketer
79. Grants Coordinator 80. Medical Assistant 81. Vice President- Finance &
Administration
82. Health Services Administrator 83. Medical Records 84. Vice President- Sales &
Administrator Marketing
85. Network & Computer 86. Webmaster
Systems Administrator