Sop HR

HUMAN RESOURCES DEPARTMENT - SOP 1
No Content Page
1. Recruitment and Selection 3
2. Employee Onboarding 6
3. Employee Records Management 10
4. Leave and Attendance Management 13
5. Compensation and Benefits 16
6. Performance Management 20
7. Employee Grievance and Conflict Resolution 24
8. Health and Safety 28
9. Equal Employment Opportunity (EEO) and Diversity 32
10. Termination and Exit 36
11. HR Compliance and Legal Requirements 40
12. Training and Development 44
13. HR Metrics and Reporting 48
14. Code of Conduct and Ethics 52
15. HR Communication and Documentation 57

Human Resources Department Section :
Page No : 03 of 60
Recruitment and Selection Revision : 01
Standard Operating Procedure (SOP) Date :
Approved By :
Purpose
The purpose of this Standard Operating Procedure (SOP) is to establish a systematic and
transparent process for the recruitment and selection of employees within organization.
Scope
This SOP applies to all employees involved in the recruitment and selection process,
including but not limited to hiring managers, HR personnel, and interviewers.
Responsibilities
1. Human Resources (HR) Department:
➢ Develop and update job descriptions in collaboration with hiring
managers.
➢ Post job vacancies on appropriate platforms.
➢ Screen resumes and shortlist candidates based on predefined criteria.
➢ Coordinate interview schedules and communicate with candidates.
2. Hiring Managers:
➢ Provide input for the development of job descriptions.
➢ Participate in the shortlisting of candidates.
➢ Conduct interviews and provide timely feedback to HR.
3. Interviewers:
➢ Familiarize themselves with the job description and candidate's
resume.

➢ Conduct interviews professionally and ethically.
➢ Submit interview feedback promptly to HR.
Recruitment Process
1. Job Vacancy Approval:
➢ A department identifies the need for a new position.
➢ The hiring manager submits a request for a new position to COO.
➢ COO reviews and approves the request.
2. Job Description Development:

➢ HR collaborates with the hiring manager to develop an accurate job
description.
➢ The job description includes essential job duties, qualifications, and
other relevant information.
3. Job Posting:
➢ HR posts the job vacancy on appropriate platforms (company website,
job boards, etc.).
➢ Applications are accepted for a specified period.
4. Resume Screening:
➢ HR screens resumes based on predefined criteria.
➢ Shortlisted candidates are identified for further evaluation.
Selection Process
1. Shortlisting:
➢ HR and hiring managers review applications and shortlist candidates
for interviews.

2. Interviews:
➢ Hiring managers conduct interviews in collaboration with HR.
➢ Interviewers provide feedback to HR promptly.
3. Reference Checks:
➢ HR conducts reference checks for the final candidates.
4. Job Offer:
➢ HR extends a job offer to the selected candidate.
➢ Terms and conditions are communicated clearly.
5. Onboarding:
➢ HR facilitates the onboarding process for the new employee.
Documentation
1. All documentation related to the recruitment and selection process is
maintained by HR.
2. Documentation includes manpower request form, job descriptions,

interview feedback, reference checks, offer letters, candidate CV,
educational certificates, recommendation letter from police and ward,
national identical card copy and census copy.
Review and Revision

This SOP will be reviewed annually by the HR department to ensure its effectiveness and
make necessary revisions.

Page No : 06 of 60
Employee Onboarding Revision :
Approved By :
Purpose
The purpose of this Standard Operating Procedure (SOP) is to establish a comprehensive
and standardized process for the onboarding of new employees at organization.
Scope
This SOP applies to all new employees joining our organization, including full-time, part-
time.
Responsibilities
➢ Develop and update onboarding materials, including welcome kits and
orientation schedules.
➢ Coordinate with hiring managers and departments to ensure a seamless
onboarding process.
➢ Conduct orientation sessions for new employees.
2. Hiring Managers:
➢ Provide new staff with necessary information for onboarding, including
job-specific requirements and team introductions.
➢ Ensure that team members are aware of the new staff arrival and
responsibilities.

3. IT Department:
➢ Set up computer systems, email accounts, and necessary software
access for new employees.
➢ Provide guidance on IT policies and procedures.
4. Facilities Management (Admin):

➢ Ensure that workspaces and necessary equipment are set up for new
employees.
➢ Provide access cards, keys, or any other physical access requirements.
Onboarding Process
1. Pre-Arrival:
➢ HR introduce a welcome meeting to the new employee, including
onboarding details and required documentation.
➢ If need, IT sets up necessary accounts and provides login information.
2. Day 1: Welcome and Orientation:

➢ New employees are welcomed by HR.
➢ HR conducts a general orientation session covering company policies,
culture, and expectations.
➢ If need, IT provides a brief overview of the company's technology
infrastructure.
3. Departmental Onboarding:
➢ Hiring managers introduce new employees to team members.
➢ Department-specific onboarding sessions are conducted, covering
roles, responsibilities, and team dynamics.

4. Training and Development:
➢ HR organizes training sessions on relevant company systems,
processes, and compliance requirements.
➢ New employees receive an overview of available learning and
development opportunities.
5. Documentation and Compliance:

➢ New hires complete necessary paperwork.
➢ HR ensures compliance with all legal and organizational requirements.
6. Feedback and Check-Ins:

➢ HR conducts regular check-ins with new employees to gather feedback
on the onboarding process and address any concerns.
Post-Onboarding
1. Integration into the Team:
➢ HR monitors the new employee's integration into the team and
addresses any issues that may arise.
➢ Managers provide ongoing support and feedback.
2. Performance Evaluation:
➢ HR collaborates with managers to conduct performance evaluations at
designated intervals.
Documentation
1. All documentation related to the onboarding process, including checklists,
training materials, and feedback, is maintained by HR.

Review and Revision

Page No : 10 of 60
Employee Records Management Revision :
Approved By :
Purpose
secure process for the creation, maintenance, and management of employee records at
Organization.
Scope
This SOP applies to all employees, and other personnel records maintained by the HR
department of organization.
Responsibilities
➢ Oversee the creation and maintenance of employee records.
➢ Ensure compliance with legal requirements related to record-keeping.
➢ Train relevant personnel on record-keeping procedures.
2. Managers and Supervisors:

➢ Provide accurate and timely information to HR for record creation and
updates.
➢ Inform HR of any changes in employee status or personal details.
3. If HR software used, IT Department:

➢ Implement and maintain secure electronic systems for record storage.
➢ Provide access to authorized personnel and ensure data security.

Record Creation and Maintenance
1. Employee Information:
➢ HR creates an employee record upon the hiring of a new employee.
➢ Records include personal details, contact information, employment
history, and emergency contacts.
2. Documenting Changes:
➢ HR updates employee records promptly when there are changes in
employment status, job roles, or personal information.
➢ Managers inform HR of any changes in team members' status or details.
3. Confidentiality:
➢ HR ensures that employee records are kept confidential and are
accessible only to authorized personnel.
➢ Access to sensitive information is restricted, and employees are trained
on data confidentiality.
Record Retention and Disposal

1. Retention Periods:
➢ HR maintains records in accordance with legal requirements and
company policies.
➢ Establish and communicate specific retention periods for different
types of records.
2. Secure Storage:
➢ Physical records are stored in locked cabinets, and electronic records
are stored on secure servers.
➢ Access controls are in place to prevent unauthorized access.

3. Disposal Procedures:
➢ HR coordinates the secure and confidential disposal of records that
have reached the end of their retention period.
➢ Destruction methods comply with data protection regulations.
Access and Security

1. Access Authorization:
➢ HR determines access levels for different personnel based on job
responsibilities.
➢ Access is granted only to authorized individuals.
2. Data Security:
➢ IT implements to protect electronic records.
➢ Regular security audits are conducted to identify and address
vulnerabilities.
Documentation
1. All procedures related to employee records management, including record
creation, updates, and disposal, are documented by the HR department.
Review and Revision


Page No : 13 of 60
Leave and Attendance Management Revision :
Approved By :
Purpose
transparent process for the management of leave and attendance at organization.
Scope
This SOP applies to all employees of our organization and covers processes related to
leave requests, approval, tracking, and reporting.
Responsibilities
➢ Develop and maintain leave policies.
➢ Train employees on leave policies and procedures.
➢ Oversee the administration of leave requests.
➢ Maintain accurate records of working hours and attendance.

➢ Review and approve/deny leave requests promptly.
➢ Ensure accurate reporting of attendance for their team members.
3. Employees:
➢ Submit leave requests in a timely manner.
➢ Follow leave policies and procedures.

Leave Request Process
1. Submission of Leave Requests:
➢ Employees submit leave requests through the designated leave
management system or a prescribed form.
➢ Include details such as the type of leave, dates, and any supporting
documentation.
2. Leave Approval:
➢ COO review leaves requests of management staff promptly and approve
or deny them based on company policies and workload.
➢ Managers review leave requests promptly and approve or deny them
based on company policies and workload.
➢ HR may be involved in reviewing and approving certain types of leave.
3. Leave Balance Updates:

➢ HR updates leave balances regularly, reflecting approved leave and
ensuring accuracy.
Types of Leave
1. Casual Leave
2. Annual Leave
3. Sick Leave
4. Maternity Leave
5. Paternity Leave
6. Compassion Leave
7. Without Pay Leave
8. Examination Leave

Attendance Tracking
1. Recording Working Hours:
➢ Employees record their working hours accurately through the
designated time and attendance system.
➢ Managers review and approve working hours regularly.
2. Overtime Approval:
➢ Overtime work requires prior approval from managers.
➢ Managers ensure that overtime is accurately recorded and
compensated.
Documentation and Reporting

1. Leave Records:
➢ HR maintains accurate and up-to-date leave records for each employ
➢ Records include leave balances, approved leave requests, and any
relevant documentation.
2. Attendance Reports:
➢ Regular attendance reports are generated for management review.
➢ Reports may include absenteeism rates, late arrivals, and other relevant
metrics.
Review and Revision


Page No : 16 of 60
Compensation and Benefits Revision :
Approved By :
Purpose
The purpose of this Standard Operating Procedure (SOP) is to establish clear and
standardized procedures for the administration of compensation and benefits at
organization.
Scope
salary administration, bonuses, benefits, and other forms of compensation.
Responsibilities
➢ Develop and update compensation and benefits policies.
➢ Ensure compliance with legal requirements.
➢ Communicate compensation and benefits information to employees.
2. Finance Department:
➢ Manage the budget for compensation and benefits.
➢ Ensure accurate and timely payment of salaries, bonuses, and benefits.

Compensation Administration
1. Salary Structure:
➢ HR establishes and maintains a salary structure based on job roles,
responsibilities, and market benchmarks.
➢ Regularly review and update salary ranges to remain competitive.
2. Salary Adjustments:
➢ HR conducts periodic salary reviews based on performance, market
trends, and internal equity.
➢ Managers provide input on performance-related salary adjustments.
3. Bonuses and Incentives:

➢ HR establishes criteria for bonuses and incentives.
➢ Managers recommend employees for bonuses based on performance
evaluations.
Benefits Administration
1. Employee Benefits:
➢ HR manages and communicates employee benefit programs, including
health insurance, and other perks.
➢ Provide information to employees about available benefits during
onboarding and open enrollment periods.
2. Enrollment and Changes:

➢ HR coordinates the enrollment process for new employees and
manages changes to benefits for existing employees.
➢ Employees are informed about benefit options and changes.

3. Leave Policies:
➢ HR administers and communicates leave policies, including vacation,
sick leave, and other types of leave.
Compensation and Benefits Communication

1. Employee Communication:
➢ HR communicates compensation and benefits information clearly to
employees.
➢ Provide regular updates on changes to policies or programs.
2. Total Rewards Statements:

➢ HR provides employees with total rewards statements outlining their
complete compensation and benefits package.
➢ Statements may include salary, bonuses, benefits, and other perks.

1. Recordkeeping:
➢ HR maintains accurate and up-to-date records of employee
compensation and benefits.
➢ Ensure confidentiality and compliance with data protection regulations.
2. Reporting:
➢ HR generates reports on compensation trends, benefits utilization, and
other relevant metrics for management review.
➢ Provide necessary reports for regulatory compliance.

Review and Revision

Page No : 20 of 60
Performance Management Revision :
Approved By :
Purpose
The purpose of this Standard Operating Procedure (SOP) is to establish a structured and
transparent process for performance management at organization.
Scope
goal setting, performance evaluations, feedback, and development planning.
Responsibilities
➢ Develop and communicate performance management policies.
➢ Provide training on the performance management process to managers
and employees.
➢ Oversee the administration of the performance management system.

➢ Set performance expectations and goals with their team members.
➢ Conduct regular performance evaluations.
➢ Provide constructive feedback and coaching for performance
improvement.

3. Employees:
➢ Participate actively in the goal-setting process.
➢ Seek feedback and engage in performance improvement discussions.
➢ Take ownership of their professional development.
Performance Planning
1. Goal Setting:
➢ Managers and employees collaborate to set SMART (Specific,
Measurable, Achievable, Relevant, Time-bound) performance goals.
➢ Goals align with overall organizational objectives.
2. Development Plans:
➢ Managers work with employees to identify areas for skill development
and career growth.
➢ Individual development plans are created to support employees in
reaching their career goals.
Performance Evaluation
1. Performance Review Schedule:
➢ HR establishes a schedule for performance reviews, including mid-year
and annual evaluations.
➢ Ensure that evaluations are conducted consistently and in a timely
manner.
2. Evaluation Criteria:
➢ Criteria for performance evaluations are communicated to all
employees.

➢ Evaluation criteria include job-specific competencies, achievements
against goals, and overall contributions.
3. Self-Assessment (If need):

➢ Employees complete a self-assessment before the performance review
meeting.
➢ Self-assessment provides employees with an opportunity to reflect on
their performance and accomplishments.
4. Manager's Evaluation:
➢ Managers conduct performance evaluations based on established
criteria.
➢ Provide specific examples and feedback on strengths and areas for
improvement.
Feedback and Coaching

1. Feedback Sessions:
➢ Managers schedule feedback sessions to discuss performance
evaluations with employees.
➢ Emphasize two-way communication and constructive feedback.
2. Performance Improvement Plans (PIPs):

➢ If necessary, managers work with employees to create Performance
Improvement Plans.
➢ PIPs include specific goals, timelines, and support mechanisms for
improvement.

1. Performance Records:
➢ HR maintains accurate and up-to-date records of performance
evaluations and related documents.
➢ Documentation includes goal-setting forms, performance evaluations,
and development plans.
2. Reporting:
➢ HR generates reports on overall performance trends, areas for
improvement, and development needs.
➢ Reports may be used for talent management and succession planning.
Review and Revision


Page No : 24 of 60
Employee Grievance and Conflict Resolution Revision :
Approved By :
Purpose
transparent process for handling employee grievances and conflicts at organization.
Scope
This SOP applies to all employees of our organization and covers processes related to the
reporting, investigation, and resolution of workplace grievances and conflicts.
Responsibilities
➢ Develop and communicate policies related to grievance and conflict
resolution.
➢ Provide training on the resolution process to managers and employees.
➢ Oversee the administration of the grievance and conflict resolution
system.

➢ Address conflicts at the earliest stage possible.
➢ Report grievances to HR as required.
➢ Cooperate with HR during investigations and resolution processes.

3. Employees:
➢ Report grievances or conflicts promptly through the established
channels.
➢ Cooperate with the resolution process and provide relevant
information.
Grievance Reporting
1. Channels for Reporting:
➢ Employees can report grievances or conflicts through various channels,
including direct supervisors, HR, or a designated reporting platform.
2. Confidentiality:
➢ HR ensures confidentiality during the reporting and investigation
process.
➢ Information is shared on a need-to-know basis to protect the privacy of
individuals involved.
3. Timely Reporting:
➢ Encourage employees to report grievances as soon as possible after the
incident occurs.
Grievance Investigation
1. Initial Assessment:
➢ HR conducts an initial assessment to determine the nature and severity
of the grievance.
➢ Decide on the appropriate level of investigation required.

2. Investigation Team:
➢ Form an investigation team that may include HR, and relevant
managers.
➢ Ensure the team is unbiased and has the necessary skills for the
investigation.
3. Interviews and Documentation:

➢ Conduct interviews with involved parties and any witnesses.
➢ Document findings, including relevant facts and statements.
4. Resolution Recommendations:
➢ The investigation team provides recommendations for resolution to HR.
➢ Recommendations may include disciplinary actions, policy changes, or
conflict mediation.
Conflict Resolution
1. Mediation:
➢ HR or a designated mediator facilitates discussions between conflicting
parties.
➢ Aim for a mutually agreeable resolution.
2. Conflict Coaching:
➢ Provide conflict coaching to employees and managers to develop
conflict resolution skills.
➢ Encourage open communication and understanding.

1. Grievance Records:
➢ HR maintains accurate and up-to-date records of grievances,
investigations, and resolutions.
➢ Documentation includes reports, interview notes, and resolution
agreements.
2. Reporting to Management:
➢ Provide periodic reports to management on the types and trends of
grievances.
➢ Use data for continuous improvement in the workplace environment.
Review and Revision


Page No : 28 of 60
Health and Safety Revision :
Approved By :
Purpose
standardized procedures for maintaining a safe and healthy work environment at
organization.
Scope
This SOP applies to all employees at our organization and covers processes related to
hazard identification, incident reporting, emergency response, and safety training.
Responsibilities
1. Health and Safety Officer:
➢ Oversee the development and implementation of health and safety
policies.
➢ Conduct regular inspections to identify potential hazards.
➢ Ensure compliance with local health and safety regulations.

➢ Enforce health and safety policies within their departments.
➢ Conduct safety training for their teams.
➢ Investigate and report incidents promptly.

3. Employees:
➢ Follow health and safety guidelines and procedures.
➢ Report hazards, incidents, and injuries promptly.
➢ Participate in safety training programs.
Hazard Identification
1. Regular Inspections:
➢ Conduct regular workplace inspections to identify potential hazards.
➢ Document and report findings to the Health and Safety Officer.
2. Employee Reporting:
➢ Encourage employees to report potential hazards promptly.
➢ Establish a system for anonymous reporting if necessary.
3. Hazard Assessment:
➢ Assess identified hazards for their level of risk.
➢ Prioritize and implement control measures to mitigate risks.
Incident Reporting and Investigation

1. Reporting Procedures:
➢ Establish a clear procedure for reporting incidents, injuries, or near
misses.
➢ Include reporting mechanisms such as incident forms or a dedicated
reporting system.
2. Investigation Process:
➢ Conduct thorough investigations for all reported incidents.
➢ Identify root causes and implement corrective actions.

3. Documentation:
➢ Maintain accurate records of all incidents, investigations, and corrective
actions.
➢ Use incident data for trend analysis and continuous improvement.
Emergency Response
1. Emergency Plans:
➢ Develop and communicate emergency response plans, including
evacuation procedures, first aid, and contact information.
➢ Conduct regular drills to ensure preparedness.
2. Emergency Contacts:
➢ Maintain an updated list of emergency contacts.
➢ Clearly display emergency contact information in visible areas.
3. Training:
➢ Provide training to employees on emergency response procedures.
➢ Include training on the use of emergency equipment such as fire
extinguishers.
Safety Training and Communication

1. Training Programs:
➢ Develop and implement ongoing safety training programs for
employees.
➢ Include general safety, specific job-related safety, and hazard
communication training.

2. Communication Channels:
➢ Establish effective communication channels for sharing safety
information.
➢ Use bulletin boards, emails, and meetings to disseminate important
safety updates.
Personal Protective Equipment (PPE)

1. PPE Assessment:
➢ Assess job roles and tasks to determine the need for personal protective
equipment.
➢ Provide necessary PPE and ensure proper use.
2. Training:
➢ Train employees on the correct use, maintenance, and disposal of PPE.
➢ Regularly assess the effectiveness of PPE.
Review and Revision

This SOP will be reviewed annually by the Health and Safety Officer to ensure its
effectiveness and make necessary revisions.

Page No : 32 of 60
Equal Employment Opportunity (EEO) and Revision :
Diversity Date :
Standard Operating Procedure (SOP) Approved By :
Purpose
standardized procedures for promoting equal employment opportunity and diversity at
organization.
Scope
This SOP applies to all aspects of employment, including recruitment, hiring, training,
promotions, and workplace interactions at organization.
Responsibilities
➢ Develop and communicate EEO and diversity policies.
➢ Provide training on EEO and diversity to all employees.
➢ Oversee the implementation of EEO and diversity initiatives.

➢ Promote and enforce EEO and diversity policies within their teams.
➢ Address and report any incidents of discrimination or harassment
promptly.
➢ Support diversity and inclusion initiatives.

3. Employees:
➢ Follow EEO and diversity guidelines and report any violations.
➢ Contribute to a positive and inclusive workplace culture.
➢ Participate in EEO and diversity training programs.
Recruitment and Hiring

1. Job Advertisements:
➢ Ensure that job advertisements are inclusive and free from
discriminatory language.
➢ Encourage a diverse pool of candidates to apply.
2. Interviewing Process:
➢ Train hiring managers on fair and unbiased interviewing techniques.
➢ Ensure diverse interview panels when possible.
3. Selection Criteria:
➢ Develop and use objective criteria for evaluating candidates.
➢ Avoid discriminatory practices in the selection process.
Training and Development

1. Diversity Training:
➢ Provide diversity training to all employees to promote awareness and
understanding.
➢ Include topics such as unconscious bias, cultural competency, and
inclusion.
2. Professional Development:
➢ Ensure equal access to professional development opportunities.

➢ Support the advancement of employees from diverse backgrounds.
3. Inclusive Leadership:
➢ Train managers on inclusive leadership practices.
➢ Encourage mentorship and sponsorship programs for
underrepresented groups.
Workplace Conduct and Harassment Prevention

1. Anti-Discrimination Policies:
➢ Communicate and enforce policies prohibiting discrimination and
harassment.
➢ Provide clear reporting mechanisms for incidents.
2. Incident Reporting:
➢ Establish procedures for reporting incidents of discrimination or
harassment.
➢ Conduct thorough and impartial investigations.
3. Prevention Programs:
➢ Implement programs to prevent harassment and promote a respectful
workplace culture.
➢ Provide resources for employees to raise concerns and seek support.
Affirmative Action Programs

1. Affirmative Action Plans:
➢ Develop and implement affirmative action plans if required by law or
organizational goals.
➢ Set measurable objectives and regularly review progress.

2. Monitoring and Reporting:
➢ Monitor workforce demographics and report regularly on diversity
metrics.
➢ Use data to identify areas for improvement and track the success of
diversity initiatives.
Review and Revision


Page No : 36 of 60
Termination and Exit Revision :
Approved By :
Purpose
standardized procedures for handling employee terminations and exits at organization.
Scope
This SOP applies to all employees, contractors, and interns of [Your Company Name] and
covers processes related to voluntary resignations, involuntary terminations, and
retirements.
Responsibilities
➢ Develop and communicate termination policies and procedures.
➢ Conduct exit interviews and gather feedback.

➢ Notify HR promptly when an employee's departure is anticipated.
➢ Cooperate with HR during the exit process, providing necessary
information.
3. Employees:
➢ Follow the established procedures when resigning or leaving the
organization.

➢ Participate in exit interviews when applicable.
Voluntary Resignations
1. Resignation Notice:
➢ Employees are encouraged to provide written notice of resignation as
per the company policy.
➢ Notice periods are outlined in employment contracts or company
policies.
2. Exit Interview:
➢ HR conducts exit interviews with voluntarily departing employees to
gather feedback on their reasons for leaving.
➢ Use feedback for continuous improvement and addressing potential
issues.
3. Return of Company Property:

➢ Employees are required to return all company property, including
access cards, laptops, and other equipment, before their departure.
Involuntary Terminations
1. Notification Meeting:
➢ HR conducts a termination meeting with the employee, outlining the
reasons for the termination and providing necessary documentation.
➢ The meeting is conducted in a private and respectful manner.
2. Exit Process:
➢ HR guides the employee through the exit process, including the return
of company property and the cessation of access to company systems.

3. Final Payments:
➢ Ensure that all final payments, including salary, accrued leave, and
other entitlements, are processed in accordance with legal
requirements.
Documentation and Recordkeeping

1. Employee File Update:
➢ HR updates employee records to reflect the termination or retirement.
➢ Documentation includes the termination notice, exit interview details,
and relevant paperwork.
2. Confidentiality:
➢ Maintain confidentiality regarding the reasons for termination or
retirement.
➢ Share information on a need-to-know basis.
3. Legal Compliance:
➢ Ensure compliance with all relevant employment laws and regulations
in the termination process.
➢ Consult with legal counsel if necessary.
Communication
1. Internal Communication:
➢ Communicate employee departures to the relevant teams in a
professional and consistent manner.
➢ Ensure that team members are informed about the transition plan.

2. External Communication:
➢ Coordinate external communication regarding executive-level
departures or other significant exits.
➢ Maintain a positive and professional image of the organization.
Review and Revision


Page No : 40 of 60
HR Compliance and Legal Requirements Revision :
Approved By :
Purpose
standardized procedures for ensuring HR compliance with applicable laws and
regulations at organization.
Scope
This SOP applies to all HR processes and practices at our organization and covers legal
compliance related to recruitment, employment, benefits, and termination.
Responsibilities
➢ Stay informed about changes in employment laws and regulations.
➢ Develop and communicate HR policies in compliance with legal
requirements.
➢ Train HR staff and managers on legal compliance.

➢ Follow HR policies and procedures to ensure legal compliance.
➢ Cooperate with HR during investigations and audits.
3. Employees:
➢ Follow established HR policies and procedures.
➢ Report any concerns related to legal compliance promptly.

Recruitment and Hiring
1. Equal Employment Opportunity (EEO):
➢ Ensure job advertisements, recruitment processes, and candidate
assessments comply with EEO laws.
➢ Provide equal opportunities to all applicants regardless of race, gender,
age, or other protected characteristics.
2. Background Checks:
➢ Conduct background checks in compliance with applicable laws.
➢ Obtain candidate consent before initiating background checks.
3. Compliance:
➢ Follow the guidelines for verifying the employment eligibility of new
hires.
Employment Practices
1. Work Hours and Overtime:
➢ Comply with laws governing work hours, breaks, and overtime.
➢ Keep accurate records of employee working hours.
2. Leave Policies:
➢ Develop and communicate leave policies in compliance with labor laws.
➢ Ensure accurate tracking and documentation of employee leave.
3. Wage and Salary Laws:

➢ Comply with minimum wage laws and ensure fair and accurate
payment of wages.
➢ Provide accurate wage and hour information to employees.

Benefits Administration
1. Health and Safety:
➢ Implement health and safety measures in compliance with
Occupational Safety and Health Administration (OSHA) regulations.
➢ Train employees on safety procedures.
2. Employee Benefits:
➢ Communicate benefits information clearly to employees.
Termination and Compliance

1. Termination Procedures:
➢ Follow legal procedures for termination and exit processes.
➢ Ensure compliance with notice periods and final payments.
2. Disciplinary Actions:
➢ Document disciplinary actions in accordance with employment laws.
➢ Provide fair and consistent disciplinary measures.
3. Recordkeeping:
➢ Retain records for the required period minimum three years.
Anti-Discrimination and Harassment

1. Anti-Discrimination Policies:
➢ Communicate and enforce policies prohibiting discrimination and
harassment.
➢ Train employees on recognizing and preventing discrimination and
harassment.

➢ Conduct thorough and impartial investigations into discrimination or
harassment complaints.
➢ Document findings and take appropriate corrective actions.
Review and Revision


Page No : 44 of 60
Training and Development Revision :
Approved By :
Purpose
standardized procedures for training and development at organization.
Scope
onboarding, ongoing training, professional development, and performance improvement.
Responsibilities
➢ Develop and communicate training and development policies.
➢ Oversee the administration of training programs.
➢ Collaborate with managers to identify training needs.

➢ Identify specific training needs within their teams.
➢ Support and encourage employees to participate in relevant training
programs.
➢ Monitor and evaluate the impact of training on employee performance.
3. Employees:
➢ Participate actively in training and development opportunities.
➢ Communicate their training needs and goals to their managers.

Training Needs Analysis
1. Skills Gap Assessment:
➢ Conduct regular assessments to identify skills gaps within the
organization.
➢ Use performance reviews and feedback to pinpoint specific training
needs.
2. Individual Development Plans:

➢ Collaborate with employees to create individual development plans.
➢ Align development plans with organizational goals and employee
career aspirations.
3. Training Budget Allocation:

➢ Allocate budgets for training and development initiatives based on
organizational priorities and employee needs.
Training Program Design and Delivery

1. Training Curriculum:
➢ Develop a comprehensive training curriculum that covers both job-
specific and professional development skills.
➢ Include a mix of in-house, external, and online training programs.
2. Training Providers:
➢ All of managers are internal training provider.
➢ Select reputable training providers and institutions.
➢ Establish partnerships with external organizations to enhance training
options.

3. Delivery Methods:
➢ Utilize a variety of training methods, including workshops, seminars,
online courses, and on-the-job training.
➢ Ensure that training methods align with the nature of the content.
Onboarding and Orientation

1. Onboarding Program:
➢ Develop a structured onboarding program for new hires.
➢ Include an introduction to company policies, culture, and job-specific
training.
2. Mentorship Programs:
➢ Establish mentorship programs to support new employees during the
onboarding process.
➢ Pair new hires with experienced employees for guidance.
3. Feedback Mechanism:
➢ Gather feedback from new hires regarding the effectiveness of the
onboarding process.
➢ Make improvements based on feedback.
Evaluation and Measurement

1. Training Effectiveness Metrics:
➢ Establish key performance indicators (KPIs) to measure the
effectiveness of training programs.
➢ Evaluate factors such as employee performance improvement, skills
acquisition, and engagement.

2. Post-Training Assessments:
➢ Conduct assessments after training programs to gauge knowledge
retention.
➢ Use assessments to identify areas for improvement in training delivery.
3. Employee Feedback:
➢ Solicit feedback from employees regarding the quality and relevance of
training programs.
➢ Use feedback to enhance future training initiatives.
Documentation and Recordkeeping

1. Training Records:
➢ Maintain accurate and up-to-date records of employee training and
development activities.
➢ Records should include attendance, completion certificates, and
assessments.
2. Employee Development Plans:

➢ Document individual development plans for employees.
➢ Update plans regularly based on changing organizational needs and
employee career goals.
Review and Revision


Page No : 48 of 60
HR Metrics and Reporting Revision :
Approved By :
Purpose
The purpose of this Standard Operating Procedure (SOP) is to establish consistent and
effective procedures for collecting, analyzing, and reporting human resources metrics at
organization.
Scope
This SOP applies to the HR department and relevant stakeholders involved in HR metrics
and reporting processes at organization.
Responsibilities
➢ Develop and communicate HR metrics and reporting policies.
➢ Oversee the collection and analysis of HR data.
➢ Collaborate with other departments to ensure data accuracy and
relevance.

➢ Provide necessary data to HR for reporting purposes.
➢ Use HR metrics to inform decision-making within their respective
departments.

3. Data Analysts or Reporting Team:
➢ Collect, analyze, and present HR metrics in a clear and understandable
format.
➢ Collaborate with HR to generate meaningful insights from the data.
Data Collection
1. Data Sources:
➢ Identify and document the sources of HR data, including HRIS (Human
Resources Information System), payroll systems, performance
management tools, and other relevant platforms.
2. Data Accuracy and Integrity:

➢ Implement processes to ensure the accuracy and integrity of HR data.
➢ Regularly audit and validate data to identify and correct discrepancies.
3. Data Security:
➢ Establish protocols to safeguard HR data and ensure compliance with
data protection regulations.
➢ Limit access to sensitive information based on job roles.
Key HR Metrics
1. Employee Turnover Rate
2. Absenteeism Rate
3. Retention Rate

Reporting Frequency and Format
1. Reporting Schedule:
➢ Establish a regular reporting schedule for HR metrics.
➢ Consider monthly, quarterly, and annual reporting cycles.
2. Dashboard Creation:
➢ Develop user-friendly dashboards for presenting HR metrics.
➢ Include key performance indicators (KPIs) and visual representations of
data.
3. Narrative Reports:
➢ Supplement dashboards with narrative reports providing context and
insights into HR metrics.
➢ Highlight trends, areas for improvement, and success stories.
Stakeholder Communication
1. Internal Communication:
➢ Communicate HR metrics and reports internally to relevant
stakeholders, including executives, managers, and employees.
➢ Ensure transparency and clarity in communication.
2. External Reporting:
➢ Prepare and submit HR metrics for external reporting, as required by
regulatory bodies or industry standards.
➢ Ensure compliance with relevant reporting requirements.

Continuous Improvement
1. Metrics Review Meetings:
➢ Conduct regular meetings to review HR metrics with relevant
stakeholders.
➢ Discuss insights, challenges, and opportunities for improvement.
2. Feedback Mechanism:
➢ Establish a feedback mechanism to gather input on HR metrics and
reporting.
➢ Use feedback to enhance the relevance and effectiveness of metrics.
Review and Revision


Page No : 52 of 60
Code of Conduct and Ethics Revision :
Approved By :
Purpose
standardized guidelines for ethical conduct and behavior for all employees of
organization.
Scope
This SOP applies to all employees and representatives of our organization and is designed
to ensure ethical decision-making and adherence to legal and regulatory standards.
Responsibilities
1. Leadership and Management:

➢ Set an example by upholding the highest ethical standards.
➢ Communicate and reinforce the importance of the Code of Conduct and
Ethics to all employees.

➢ Develop, communicate, and periodically review the Code of Conduct
and Ethics.
➢ Facilitate training sessions on the Code of Conduct and Ethics for all
employees.

3. Employees:
➢ Read, understand, and adhere to the Code of Conduct and Ethics.
➢ Report any violations or concerns promptly through the established
channels.
Core Principles
1. Integrity:
➢ Act with honesty and integrity in all professional interactions.
➢ Avoid conflicts of interest and disclose any potential conflicts.
2. Compliance with Laws and Regulations:

➢ Adhere to all applicable laws and regulations.
➢ Seek guidance when uncertain about the legality of a situation.
3. Confidentiality:
➢ Protect the confidentiality of sensitive information, including company,
employee, and client data.
➢ Use and disclose information responsibly and only for legitimate
business purposes.
4. Respect and Inclusion:

➢ Treat all individuals with respect and dignity.
➢ Foster an inclusive and diverse workplace that values differences.
5. Fair Employment Practices:

➢ Promote fair employment practices and equal opportunities for all
employees.

➢ Avoid discrimination and harassment based on race, gender, age,
religion, or any other protected characteristic.
6. Workplace Safety:
➢ Prioritize the safety and well-being of oneself and others in the
workplace.
➢ Report any safety concerns promptly.
7. Environmental Responsibility:
➢ Act responsibly to minimize the impact of business activities on the
environment.
➢ Comply with environmental laws and regulations.
8. Professionalism:
➢ Uphold a high standard of professionalism in all interactions.
➢ Demonstrate courtesy, politeness, and respect in the workplace.
Reporting Violations
1. Whistleblower Protection:
➢ Establish mechanisms for employees to report violations confidentially
and without fear of retaliation.
➢ Ensure protection for whistleblowers in accordance with applicable
laws.
2. Reporting Channels:
➢ Clearly communicate the reporting channels for Code of Conduct and
Ethics violations.

➢ Provide multiple avenues for reporting, such as direct supervisors, HR,
or an anonymous hotline.
➢ Outline the process for investigating reported violations.
➢ Conduct thorough and impartial investigations, involving relevant
stakeholders as needed.
Consequences of Violations
1. Disciplinary Actions:
➢ Clearly define the consequences of violating the Code of Conduct and
Ethics.
➢ Specify the range of disciplinary actions, including warnings,
suspension, and termination.
2. Consistency in Enforcement:
➢ Ensure consistency in enforcing the Code of Conduct and Ethics across
all levels of the organization.
➢ Apply disciplinary measures fairly and without bias.
Training and Communication

1. Code of Conduct Training:
➢ Provide training sessions on the Code of Conduct and Ethics for all
employees.
➢ Conduct refresher courses periodically.
2. Communication Strategies:
➢ Regularly communicate updates or reminders related to the Code of
Conduct and Ethics.

➢ Use various communication channels, such as emails, or workshops.
Review and Revision


Page No : 57 of 60
HR Communication and Documentation Revision :
Approved By :
Purpose
standardized procedures for communication and documentation within the Human
Resources (HR) department at organization.
Scope
This SOP applies to all HR personnel involved in communication, record-keeping, and
documentation processes, ensuring consistency and accuracy in HR practices.
Responsibilities
➢ Develop and communicate HR communication and documentation
policies.
➢ Ensure compliance with legal requirements in record-keeping.
➢ Train HR staff on effective communication and documentation
practices.

➢ Communicate with HR promptly regarding employee-related matters.
➢ Provide accurate and timely information for documentation purposes.

3. Employees:
➢ Follow established procedures for communication with HR.
➢ Provide necessary information for documentation purposes.
Internal Communication
1. Employee Communication:
➢ Use clear and concise language in all employee communications.
➢ Communicate policies, procedures, and important updates promptly.
2. HR Team Communication:
➢ Establish effective channels for internal communication within the HR
team.
➢ Hold regular team meetings and provide updates on HR initiatives.
3. Cross-Departmental Communication:
➢ Collaborate with other departments for effective communication on HR
matters.
➢ Ensure consistent messaging across the organization.
Record-Keeping and Documentation

1. Employee Files:
➢ Establish and maintain individual employee files.
➢ Include essential documents such as resumes, offer letters, and
performance reviews.
2. Confidentiality Measures:
➢ Implement measures to ensure the confidentiality of employee records.
➢ Limit access to sensitive information on a need-to-know basis.

3. Data Accuracy:
➢ Regularly update and verify employee records for accuracy.
➢ Ensure that employee records comply with legal requirements.
Documentation of HR Processes
1. Recruitment and Selection:
➢ Document the recruitment and selection process for each position.
➢ Include information on job descriptions, interview notes, and selection
criteria.
2. Onboarding and Orientation:

➢ Develop a standardized onboarding checklist and document the
orientation process.
➢ Include training materials, policy acknowledgment forms, and relevant
paperwork.
3. Performance Management:
➢ Document the performance management process, including goal-
setting and performance reviews.
➢ Maintain records of performance improvement plans and disciplinary
actions.
4. Employee Relations:
➢ Document employee relations matters, including grievances and
conflict resolutions.
➢ Keep records of communication and actions taken during employee
relations processes.

Reporting and Analysis
1. Regular Reporting:
➢ Generate regular reports on HR metrics, such as turnover rates and
training completion.
➢ Analyze data to identify trends and areas for improvement.
2. Audit Procedures:
➢ Conduct periodic audits of employee files and HR documentation.
➢ Ensure compliance with legal requirements and internal policies.
Communication Channels
1. Intranet and Emails:
➢ Utilize the company intranet and email systems for official HR
communication.
➢ Ensure that important information is communicated through official
channels.
2. Meetings and Workshops:
➢ Conduct meetings and workshops for detailed communication on HR
policies and initiatives.
➢ Encourage employee engagement and participation.
3. Bulletin Boards:
➢ Use bulletin boards to display important HR information and updates.
➢ Ensure that information is regularly updated and relevant.
Review and Revision


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HUMAN RESOURCES DEPARTMENT - SOP 1

1. Recruitment and Selection 3

3. Employee Records Management 10

4. Leave and Attendance Management 13

5. Compensation and Benefits 16

7. Employee Grievance and Conflict Resolution 24

8. Health and Safety 28

9. Equal Employment Opportunity (EEO) and Diversity 32

10. Termination and Exit 36

11. HR Compliance and Legal Requirements 40

12. Training and Development 44

13. HR Metrics and Reporting 48

14. Code of Conduct and Ethics 52

15. HR Communication and Documentation 57

HUMAN RESOURCES DEPARTMENT - SOP 2

HUMAN RESOURCES DEPARTMENT - SOP 3

2. Job Description Development:

HUMAN RESOURCES DEPARTMENT - SOP 4

2. Documentation includes manpower request form, job descriptions,

Review and Revision

HUMAN RESOURCES DEPARTMENT - SOP 5

HUMAN RESOURCES DEPARTMENT - SOP 6

4. Facilities Management (Admin):

2. Day 1: Welcome and Orientation:

HUMAN RESOURCES DEPARTMENT - SOP 7

5. Documentation and Compliance:

6. Feedback and Check-Ins:

HUMAN RESOURCES DEPARTMENT - SOP 8

HUMAN RESOURCES DEPARTMENT - SOP 9

2. Managers and Supervisors:

3. If HR software used, IT Department:

HUMAN RESOURCES DEPARTMENT - SOP 10

Record Retention and Disposal

HUMAN RESOURCES DEPARTMENT - SOP 11

Access and Security

Review and Revision

HUMAN RESOURCES DEPARTMENT - SOP 12

2. Managers and Supervisors:

HUMAN RESOURCES DEPARTMENT - SOP 13

3. Leave Balance Updates:

HUMAN RESOURCES DEPARTMENT - SOP 14

Documentation and Reporting

Review and Revision

HUMAN RESOURCES DEPARTMENT - SOP 15

HUMAN RESOURCES DEPARTMENT - SOP 16

3. Bonuses and Incentives:

2. Enrollment and Changes:

HUMAN RESOURCES DEPARTMENT - SOP 17

Compensation and Benefits Communication

2. Total Rewards Statements:

Documentation and Reporting

HUMAN RESOURCES DEPARTMENT - SOP 18

HUMAN RESOURCES DEPARTMENT - SOP 19

2. Managers and Supervisors:

HUMAN RESOURCES DEPARTMENT - SOP 20

HUMAN RESOURCES DEPARTMENT - SOP 21

3. Self-Assessment (If need):

Feedback and Coaching

2. Performance Improvement Plans (PIPs):

HUMAN RESOURCES DEPARTMENT - SOP 22

Review and Revision

HUMAN RESOURCES DEPARTMENT - SOP 23

2. Managers and Supervisors: