HR suggestions and ideas in framing policies

Dear Friends,

Recently, I have joined a software company as an HR Executive. Prior to this role, I worked as a Recruiter. In my current company, I am responsible for developing all HR policies such as leaves, working hours, performance appraisals, etc. Our company has a staff strength of 25 employees. Since I lack experience in core HR, I am facing challenges in formulating these policies. Therefore, I would appreciate suggestions and ideas from all of our friends regarding policy development. I am particularly interested in learning about the leave policies commonly practiced in software companies. I look forward to receiving your suggestions soon.

Regards,

Hi,

Please find the details of how to write the policies:

Working Hours and Working Days

For all the employees working in office ABC Private Ltd. the normal work schedule for office staff is as following, including lunch break, unless specified in the appointment letter.

Working days: Monday to Friday

Working hours: 9:00 AM to 6:00 PM 1st of March to 31st October

9:00 AM to 5:30 PM 1st of Nov. to 29th of February

For employees’ in the field the normal working schedule is as per their appointment letter.

Your attendance is extremely important to the success of the company. We expect employees to strive for perfect attendance and to arrive for work on time. We recognize that, on occasion, you may not be able to work or need additional time before you arrive. Sickness and other emergencies cannot always be anticipated and may require you to miss all or part of your workday. If one cannot report to work as scheduled, they must notify their immediate supervisor.

Privilege Leave

• 30 Calendar Days Privilege Leave per annum.

• A minimum of 15 Days PL must be availed during a calendar year.

• PL can be availed only after 12 months of continuous service.

• Balance PL may be encashed if desired or accumulated up to 75 days. It can be encashed only by 15th March.

• PL not availed to the extent will automatically lapse

Maternity Leave

12 weeks leave with full pay is admissible to a female employee having worked for not less than 80 days in the twelve months immediately preceding the date of expected delivery. Out of these 12 weeks not more than 6 must precede the date of expected delivery.

Sick Leave

1. All employees are entitled to Sick leave of 8 days per annum

2. In case SL is for more than 2 days it must be supported with medical certificate

3. SL not availed may be accumulated up to a period of 21 days.

Casual Leave (CL)

1. All employees are entitled to a casual leave of 7 days per annum

2. Maximum of 2 days casual leave may be availed at a time

3. CL not availed during any calendar year shall automatically stand lapsed.

Leave Taking procedure

Leave for 5 days or more, are approved at least 15 days prior to the commencement of leave. Any emergency, sick and casual leaves can be taken by informing to supervisor through e-mail, sms and telephone call either on the same day or immediately after joining back.

If you need some more help, I would be here.

Cheers

Archna

Hi Archana,

The information provided by you is really helpful, especially for new HR joiners. I would appreciate it if you could highlight "CODE OF CONDUCTS." I am new to this field and looking forward to guidance.

Thanking you.

Regards,
Farhin

Dear friends,

I have recently joined a software company as an HR Executive in Malaysia. As the company is starting to get established, I need to frame all HR policies. Since I have no experience in core HR, I am finding it difficult to draft all the policies. It would be of great help if somebody could assist me by sending suggestions and ideas on framing policies typically followed in software companies. I hope to receive your suggestions soon.

Regards,
Deepthi

Dear friends,

I have recently joined a Software Solutions Company as an HR Executive in Malaysia. As the company is starting to establish itself, I need to create all HR policies. Since I have no experience in Core HR, I am finding it difficult to formulate these policies. It would be greatly appreciated if somebody could assist me by sending suggestions and ideas for framing policies typically followed in software companies. Please email them to me at deepthi_grp@yahoo.com. I hope to receive your suggestions soon.

Regards,
Deepthi

Hi Archana,

Thank you very much. This is very helpful to me. One more thing, I need information on loan policy, deduction policies, entertainment, and appraisal policy for an IT company. Can you help me with this?

With regards,
Priya

In case you need detailed rules/policies, you may refer to Swami's Handbook for Central Government employees as a guidebook. Here, almost every conceivable situation is detailed along with the rules pertaining to handling them. You may then finetune them as per your requirement, using your experiences and, most importantly, common sense.

Anjan Sanyal

Hi,

I am doing my final year MBA. My project topic is "A study on HR policies and work culture." I don't know how to frame a questionnaire. Please help me to create one.

Regards,
Barves.

Please provide me with the leave policy for my staff:

1. Field Staff (Marketing people)
2. Back Office Staff.

Please let me know.

Shalini

Hi,

I am Piyali and currently working in an IT company as an HR. My sir has asked me to develop HR policies for the company, create a plan for the back office team, and design an incentive plan for the purchase and sales teams in the office. Friends, if anyone has experience with this, please help me out. You can also email me at blisspiya@gmail.com.

Thank you!

Hi, I am Trupti. I need the leave policy for my company for back office and field staff. Also, I require HR policies that are necessary for a Pharmaceutical company. Please reply.

Hi, I need salary formulation for back office and field staff. Please reply as soon as possible.

Respected Sir,

I kindly request you to send a proper and most convenient HR policy for an IT solutions and services company. I am in urgent need of assistance and aim to establish a robust HR system in our company.

With Thanks,

HR Executive

Hi

When you use internet explorer, pls pay attention to sidebar. You can see articles related, pdf or ppt file…you can find out your info.

Best regards

Hi Archna ji,

You have provided information regarding leaves very clearly. Definitely, it will be helpful for new HR professionals. I hope you will always be reliable and provide factual information for us.

One more question, Archna. Are CL, SL, PL leaves provided all at once in one month? Is it possible? For example, yesterday an employee asked for 6 leaves at a time - 2 CL, 2 SL, and 2 PL. Can we provide them all at once? Please reply. My email address is [Login to view].

Hi, anybody, help me regarding LEAVES. Can we give employees CL, SL, PL leaves in one month at a time? Is it possible? For example, yesterday, one employee came to ask for 6 leaves at a time - 2 CL, 2 SL, 2 PL. Can we provide all at once? Please reply. My email is [Login to view]

Dear HR Team,

If we have 100 employees, how should we adjust the shift schedule for these individuals across 3 shifts? Could you please assist me? I don't know how to prepare a shift schedule. My email is b.vasumbahr@gmail.com. Your help is greatly appreciated.

Thank you.

If we have 100 employees, how do these people adjust shift schedules for 3 shifts? Can you please help? I don't know how to prepare a shift schedule. My email is b.vasumbahr@gmail.com. Please, I really need assistance. We can provide a day off during the week for all employees.

Hi, I want to know the salary-based HR policy for staff and workers. Then, how to calculate salary and leave for a Property Development company. How to calculate wages for workers, overtime, and other benefits.

Hi, Ms. Swathi,

First, check out what the current leave policies are and the company's policies that are being followed. Then, check the statutory requirements applicable and plan accordingly.

Other important policies include:

- Dress code policy
- Sexual harassment policy (it is very important as per Supreme Court obligation)
- Security policy
- Data security policy
- Internet usage policy
- Recruitment policy
- Travel policy
- Cell phone usage policy
- Training policy, etc.

Please review and ensure compliance with all these policies. Let me know if you need any further information or assistance.

Thank you.

Hi Swathi,

I am a retired HR Professional from Larsen & Toubro, where I worked for over 33 years. I retired as Head of HR. I am now running an HR Consultancy and provide HR-related services (from Recruitment to Retirement) to small and medium-sized companies. You can check my website: R2R HR Services.

My charges are also nominal. If your firm is interested, I can provide technical services. Please get back to me if you want to take it forward.

Best wishes

Hi Swathi Garu,

May I have your ID so that I can share the formats for the performance appraisal?

The List of HR Policies is very exhaustive. It is you to decide what policies are essential for your company.

Below is the list, for your reference.

• Recruitment &Hiring Policies

• Manpower Planning

• Manpower Budgeting

• Manpower Sourcing

• Notice Period Buy Back

• Recruitment Terms & Conditions for Agencies

• Agencies Bill clearance Policy

• Annual Evaluation for Agencies

• Recruitment Advertising Policy

• Internal Job Posting

• Psychometric Test in Interview Process

• Recruitment MIS

• Employee Reference Check

• Recruitment Cycle for each position

• Employee Selection Process

• Employment Eligibility Verification

• New Hire

• Rehire

• Recruitment GAP Analysis

• Recruitment SOP

• Affirmative Action

• Citizenship Eligibility

• Identification Cards

• Employment Of Relatives

• Nepotism

• Employment Of Relatives

• Hiring Casual Employees

• Moving Expenses

• Offers Of Employment

• Relocation Pay for New Hires

• Rates Of Pay For New Employees

• Affirmative Action

• Probation

• Employee Registration

• Vacancies

• Unique Hiring Situations

• Internal References

• Medical Exams & Immunization

• Interviewing

• Candidate Testing

• Transfers

• Consultants & Contractors

• Onboarding & Induction Policies

• New Employee Documentation

• Orientation

• Employee Induction for Employee Promoted

• Employee Induction for New Employee

• Induction Venue ( Internal / External)

• Employee Handbook & Welcome Kit

• Written Job Description designation wise

• Induction Evaluation

• Induction GAP Analysis

• Induction SOP

• Confidentiality Of Company Information

• Training Policies

• Management And Staff Training Policy

• Training Calendar

• Training Budgeting

• Internal or External Trainers

• Training Venue (Internal / External)

• Behavioral & Technical Training

• Training Material

• Training Duration

• Training Evaluation

• 1 Training after promotion in designation

• 2 Training for average performers based on Performance appraisal

• Training Evaluation after step 1 & 2

• Training GAP Analysis

• Training SOP

• Performance Appraisal Policies

• Probation & Confirmation

• Half Yearly & Annual Performance

• Performance Benchmarking & rewarding

• Type Performance Appraisal

• Performance Appraisal Procedure

• Performance Appraisal Training

• Policy for Promotion in Designation

• Performance Appraisal SOP

• GAP Analysis of Performance Appraisal Procedure

• Transfers, Promotions, Demotions and Reclassifications

• Leave & Attendence Policies

• Leave Structure policy

• Bereavement leave policy

• Adoption leave policy

• Paternity Leave policy

• Maternity leave policy

• Working time policy

• Vacation policy

• Holiday policy

• Overtime policy

• Leave Encashment & Carry forward Policy

• SOP For Leave Policy

• Family And Illness Leave

• Leave Of Absence Without Pay

• Education Leaves Of Absence With Pay

• Return To Work After Disability

• Voting

• Attendance

• Attendance Management

• Time And Attendance Records

• Extended Working / Compensatory Off Policy

• Flexible Timings

• Employee Relations, Benefits & Engagement Policies

• Communication Policy

• Problem Resolution Policy

• Team Engagement Activities

• Quarterly HR Meeting

• Celebrating Birthdays & Anniversary

• Fun On the Floor Activities

• Sports Activities

• Annual Event

• Rewards & Recognitions

• Employee Motivation Programs

• Employee Counseling (Trauma/ Carrier etc)

• Open Door Policy

• Travel Policy

• Mediclaim Policy

• Short-Term Disability Insurance

• Long-Term Disability Insurance

• Life Insurance Policy

• Transfer Policy

• Personal Bill payment facilities

• Team Recreation

• Canteen Facilities

• Transfer Policy

• Free Annual Medical Check Ups

• Vacation Policy

• Childcare Policy

• Temporary Assignment Allowance

• Relocation Pay for Existing Employees

• Professional Memberships

• Employee Assistance Program

• Employee Code of Conduct Policies

• Discrimination

• Workplace Bullying & Harassment

• Sexual Harassment

• Vicarious Liability

• Racial Vilification

• Workplace Health & Safety (statement of policy)

• Dress Code

• Discipline

• Suspension

• Termination

• Serious & Willful Misconduct

• Alcohol & Drugs

• Grievance Procedures

• Equal Opportunity Policies

• Employment Status & Records

• Anniversary Date And Reinstatement

• Reinstatement

• Employment Classifications

• Access To Personnel Files

• Consent To Release Information

• Background Checks of Employees

• Authorization to Provide Information

• Other Attachments

• Performance Review and Salary Merit Increases

• Performance Improvement

• KRA’s

• Other Policies

• HR Audit (Each HR Function)

• Retention Policy

• Bonus Scheme

• HR Branding

• Employee Suggestion Scheme

• Corporate Social Responsibility

• Retirement Policy

• Gratuities To Government Employees Or Officials

• Gratuities To Customer Or Supplier Representation

• TDS Deduction Policy for Employees

• TDS Deduction Policy for Customers and Suppliers

• Workplace Guidelines

• Record Retention

• Employer Security

• Employee Safety

• Injured On The Job

• Emergency Instructions

• Employee Privacy

• Workplace Search Policy

• Workday

• Smoking

• Meal And Rest Periods

• Non-Business Or Social Visits

• Use Of Company Vehicles

• Use Of Rental Car On Company Business

• Emergency Closings

•Telecommuting

• Compressed Workweek

• Cell Phone Policy

• Telephone Use

• Travel & Living Policies

• Local Travel Reimbursement

• Employee-Incurred Expenses And Reimbursement

• Mileage Reimbursement Travel Reimbursement

• Flexible Spending Account

• Compensation & Payroll

• Salary Administration

• Payroll Deductions

• Shift Premium

• Timekeeping

• Payday

• Pay Deductions

• Pay Advances

• Overtime Compensation

• E-Policies

• General Principles

• User Responsibilities

• Access To Information Technology Resources

• Abuse Of Information Technology Resources

• Unauthorized Use And Sanctions

• Digital Millennium Copyright Act

• Management Access To Technology Resources

• E-Mail Policies

• Spyware Policy

• Internet Usage Policy

• Content Filtering

• Internet Access And Administration

• Making Company Purchases Over The Internet

• Virus Protection

• Internet Security

• Internet Miscellaneous

• Disaster Recovery Policy

Dear Bhakti,

Can you please share all the above-mentioned policies? I think it will be greatly appreciated by all HR assistants. I know for sure you will do it.

Vanathi

Hi Guys,
You Can also add "WORK FROM HOME POLICY" too if applicable to your existing policies.
The following points can be added/modified according to the requirement.
• Work from Home Option is available to permanent employees. Employees currently falling under probation period have no "Work from Home Option".
• Work from Home Option is only allowed to be taken when the situation at hand doesn't allow you to come to work under extreme situations.
• Its 2 days a month for all the Employees. Work from Home option is not carried forward every month like our normal leaves.
• It’s not a compulsory/mandatory that we need to use the 2 days every month.

Dear Vanathi,

This is my first blog on human resource management hrmexpress, where I share my knowledge and know-how. At the same time, I also share information from many other sources that would help my peers foray into the new world of HRM under one roof. I would be profoundly obliged if the travails endured by me help team members seeking information. Some policies are updated; I will soon publish the rest.

Happy Reading!!!

Bhakti Narang