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Category Archives: SOP

SOP -Employee Local, Domestic and International Business Travel


Process:

Outdoor Duty and Travel Rules

 

If an employee is required to attend onsite engagements either within the country or abroad, the immediate Reporting Manager needs to notify HR and Accounts on an email, with a copy marked to the Reviewing Officer / VP / SVP (as the case may be) with details as per Outdoor Travel Form attached herein. In the event of local travel, the Reviewing Officer / VP / SVP will approve the mode of travel.  While such costs will be reimbursed, organization encourages its employees to travel in groups wherever possible, and to travel using their own vehicles as and when possible.

 

For travel abroad, this intimation has to be sufficiently in advance in order to be able to arrange tickets / lodging. HR will recode attendance on the basis of approved Outdoor Travel Form.

 

Travel Expenses: People traveling for business purpose would be reimbursed their expenses at actual within the limit shown below. Please note that there could be changes to the table below, as the Organization structure and designations are finalized.

Category

Eligibility

Local Travel Claim Owned Vehicle: Two Wheelers: Re. 1.50 / Km Owned Vehicle: Four Wheelers: Rs. 3.50 / Km Auto Rickshaw / Taxi – On Actual
Domestic travel Economy Class
International Travel Economy Class
Hotel Expenses Single Occupancy
Per Diem Per Diem is applicable only for overseas engagements that require onsite presence for more than 1 month at a stretch. The Per diem amount will be decided based on project costing and will be approved by the Reviewing Officer / VP / SVP
Food & Other expenses include Tips, Snacks,  Newspapers, etc. To be decided based on project costing and will be approved by the Reviewing Officer / VP / SVP

 

Tour Advance or Per Diem:

 

We recommend that while travelling, employees pay / settle bills using their personal credit card. However, if some amount of cash advance is absolutely necessary, the employee can avail a minimum advance. This amount will be decided by the Reporting Manager. Travel Advance form attached.

 

Local Travel:

 

  1. Travel to customer site for pre sales effort, demos, presentations, walk throughs and onsite deliveries will be reimbursed as per eligibility outlined under Category “Local Travel Claim” above. Travel reimbursement form attached. Travel Reimbursement form, should be printed, filled in and duly authorized by Reporting Manager, and approved by Reviewing Officer / VP / SVP, before submitting to Accounts.
  2. Any other reimbursement – such as towards lunch / dinner – will require special approval from Reviewing Officer / VP / SVP.

 

Domestic Travel

 

  1. Travel Requisition form, should be duly filled in and the same should be sent by email by the Reporting Manager to Admin before the tickets are booked. Travel Requisition form attached.
  2. Travel Requisition should be submitted to Admin a minimum of 2 Days before the travel.
  3. Ticket cancellation charges should be avoided and in unavoidable circumstances the ticket should be cancelled before 24 hours.
  4. The fare difference cost in the event of a cancellation / reschedule should be approved via email by the Reporting Manager.
  5. In case of claims to be made for the travel, Travel reimbursement form attached is to be submitted to Accounts.
  6. All transactions should be settled upon completion of the journey or within 30 days
  7. Travel Reimbursement payments, would be cleared along with the end of the month claim processing.

 

All employees can avail local travel assistance on actual if they stay back at work after 21.00 hrs on any day or are working on a weekly off or a holiday.

 

International Travel

 

1         Travel Requisition form, should be duly filled in and the same should be sent by email by the Reporting Manager to Admin before the tickets are booked. Travel Requisition form is attached.

2         Travel Requisition should be submitted to Admin a minimum of 5 Days before the travel if the requisite visa is in place or 15 days before the travel dates.

3         Ticket cancellation charges should be avoided and in unavoidable circumstances the ticket should be cancelled before 48 hours.

4         The fare difference cost in the event of a cancellation / reschedule should be approved via email by the Reporting Manager.

5         Forex will be made available in select instances to employees. The Reporting Manager will seek an email approval for Forex requirements from VP / SVP, and the VP / SVP will intimate the approval to Admin, with a copy marked to Accounts, 48 hrs before the flying hours.

6         In case of claims to be made for the travel, Travel reimbursement form attached is to be submitted to Accounts.

7         All transactions should be settled upon completion of the journey or within 30 days

8         Travel Reimbursement payments, would be cleared along with the end of the month claim processing.

 

For Visa

 

  1. The Reporting Manager needs to inform Admin for Visa requirements at least 15 calendar days before the date the employee needs to fly out.
    1. In some instances visa processing could take longer.
    2. Where Urgent Visa needs to be applied for, the VP / SVP needs to approve the same.
  2. Wherever possible, the Project team needs to arrange for the necessary Invite letters.
  3. The employee should submit the following for Visa application:
    1. a.       Passports, bank statements, and others as required with the specific & Invite Letter to be given, in Admin with the Visa processing form and the copy of credentials required.

 

Reimbursable Expenses & Non reimbursable:

 

Miscellaneous reimbursable expenses:

1         Cost of visa and other travel required for business

2         Immunisation and/or medication required for overseas travel

3         Parking and toll expenses incurred while on company business

4         Official calls shall be reimbursed at actuals on submission of bills / statements. Official STD calls should be clearly marked, with the identification of the customer/person called. As long as possible avoid usage of Hotel telephones.

 

Conditional Reimbursements (with prior approvals):

1         Business meals and meeting with a customer or a potential customer

2         A team lunch in case of 2 or more days of travel

 

Non reimbursable expenses:

1         Inroom movies at hotel rooms

2         Membership fee for hotels, airlines and frequent flyer clubs

3         Personal guest meals

4         Excess baggage unless due to business requirements (needs approval on return)

5         Parking violation charges

6         Loss of personal funds or property

 

 

 

Points to be remembered

 

  1. In case where tickets are bought by individuals, the counterfoil/ticket/receipt must be attached to the Travel Reimbursement form in support of the claim for reimbursement. You are directed to support your expenses made by you with the tickets, original bills, vouchers, receipts and other supporting. In genuine cases, where the authorized personnel are satisfied that a ticket receipt could not be obtained, they would have the discretion to pass the Travel Expense without the supporting money receipt.
  2. There are occasions when employees of various levels travel together. In other instances, whether employee’s travel together or expenses are incurred jointly, it must be settled individually between them.
  3. During the period of stay in a hotel, incidental expenses for porter age, laundry, tips etc. will be reimbursed at actual.  Every individual should endeavor to keep his/her hotel expenses to the minimum. If an individual has to leave a city in the afternoon/evening, He/she should try as far as possible to check out of the hotel before noon so that he/she is not charged for another day.
  4. Expenses of personal nature such as smoking, magazines, Liquor, Non official telephone calls are not reimbursed.
  5. If an employee is required to entertain a guest on company’s behalf while on tour he shall be reimbursed at actual provided proper supporting bills are attached and approved by the sanctioning authority.  The name and designation of the guest must always be stated in the expenses statement and also on reverse of such bills.
  6. Sundry Purchase such as floppies, CDs etc should also not to be included in Tour expense reports. These may be claimed separately, if permissible. Any purchase should have prior approval.
  7. Frequent flier program offers its clients, free mileage points or hotel stays. Employees may keep such give-a-ways for their personal use. Subscription to such programs will be the personal expense of the employee. However, all business travel arrangements should be made through the official travel desk.
  8. Combined business and personal trip even at no additional cost, requires an approval of the Reporting Manager. It is responsibility of the Reporting Manager to get that approval from  the VP / SVP. Combined business travel is acceptable when the incremental costs of personal travel are paid by the employee and when the following conditions are met:
  • Business trip must be pre-approved
  • Intimation of personal travel is given to the Reporting Manager and Admin
  • Incremental costs clearly separated and paid by employee
  • Personal trip / vacation is incidental to the business trip
 
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Posted by on January 13, 2013 in SOP

 

SOP Exit Process


 

  1. I.                    Exit Process

 

  1. HR should receive resignation in hard copy, duly approved by the Reporting Manager.
  2. HR will intimate Accounts to stop any payment if resignation date is close to the payroll date.
  3. Final clearance form: Where the employee is supposed to take signatures from different Department Managers after handling charge. E.g. IT for desktops and deletion of email ID. Admin for stationary and cabinet keys, visiting cards. Finance for any kind of dues. Reporting Manager for Files, documents, etc.
  4. Exit interview form to be filled by the employee.
  5. Exit interview to be conducted between the employee and HR only.
  6. HR would then give a feedback to the Reporting Manager if required.
  1. II.                  Post Exit Process

 

  1. After the exit of the employee, in receipt of the resignation letter, final clearance form and exit interview form, duly filled in and signed by the employee; HR will calculate the full & final Settlement on the basis of the necessary details as attendance, leave records, etc. and send it to finance department for processing of the full and final.
  2. The Employee should receive the Full and final amount in 15 days from the date of relieving.
  3. The Full and final Settlement cheque should be issued to the concern with acceptance on the Acknowledgement letter for F&F.

Points to be remembered

 

  1. Compulsory

No, exit interview is not binding to anyone, but you can decline an exit interview. Organization will respect your decision and would treat you as non-participant.

  1. 2.       Participate

 

The decision to participate in an exit interview is ultimately up to the employee. 

 
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Posted by on January 13, 2013 in SOP

 

SOP Confirmation Process


  1. All employees will be on probation for six months, which may be altered by the management at its discretion. At the end of the Probation period their services with the company would be confirmed subject to their performance meeting requisite standards.
  1. Employee performance will be assessed on the basis of the role / responsibilities defined at the time of appointment.
  2. HR would send the Confirmation Assessment sheet with the feedback form, 10 days prior to the Date of Confirmation, to the Reporting Manager of the employee.
  3. Based on the Reporting Manager’s feedback, HR would progress on the Confirmation process.
  4. If an employee is confirmed, HR will sign and handover a letter of confirmation and discuss with the employee based on the feedback and file a copy of the same in employee record.
  5. In the event, where the Confirmation is put on hold or the probation is extended the Reporting Manager and HR would inform the employee in person with appropriate feedback. The employee would be given a copy of the feedback; original would be documented for future review.
  6. On confirmation there will be no change in annual cost to the company and other benefits.

 

Points to remember:
1. Successful probation requires both the employee and the Reporting Manager to be satisfied with the working relationship.

2. Performance evaluation at the time of confirmation does not involve any monitory gains.

 
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Posted by on January 12, 2013 in SOP

 

SOP – Internal Job Hiring


  1. HR will provide appropriate information concerning the job opening to employees wishing to pursue other positions.  This information exchange between Human Resources and a current employee is kept confidential.
  2. Internal candidates must inform their supervisor of their interest in an opening at the time they are selected for an interview.
  3. If selected for the position, the current Reporting Manager of the internal candidate and the future Reporting Manager must develop an effective transition plan keeping in mind the needs of both operations. The plan should be reasonable and mutually agreed upon.

Points to be remembered

  1. To be eligible to participate in the job posting process you must be employed at your current position for at least one year and should have a satisfactory work record in his present position.
  2. Internal candidates or others personally known to the interview panel must be treated in exactly the same way as all other candidates.
 
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Posted by on January 11, 2013 in SOP

 

SOP – Manpower Planning Process:


Steps in Manpower Planning

1.            Analysing the current manpower inventoryBefore a manager makes forecast of future manpower, the current manpower status has to be analysed by the respective department Managers and the HR. For this the following things have to be noted-

•             Type of organization

•             Number of departments

•             Employees in these work units

Once these factors are registered by a manager and the HR team, they forecast the future Manpower need.

2.            Making future manpower forecasts- Once the factors affecting the future manpower forecasts are known, planning can be done for the future manpower requirements in several work units.

The Manpower forecasting techniques commonly employed by the organizations are as follows:

a.            Expert Forecasts: This includes informal decisions and formal expert surveys.

b.            Trend Analysis: Manpower needs can be projected through extrapolation (projecting past trends), indexation (using base year as basis), and statistical analysis (central tendency measure).

c.             Work Load Analysis: It is dependent upon the nature of work load in a department, in a branch or in a division.

d.            Work Force Analysis: Whenever production and time period has to be analysed, due allowances have to be made for getting net manpower requirements.

e.            Other methods: Several Mathematical models, with the aid of computers are used to forecast manpower needs, like budget and planning analysis, regression, and new venture analysis.

3.            Developing employment programmes- Once the current inventory is compared with future forecasts by the Department Manager, the employment programmes can be framed and developed accordingly by HR, which will include recruitment, selection procedures and placement plans.

4.            Design training programmes-  Based upon extent of diversification, expansion plans, development programmes, etc. HR will then forecast for the training needs. Training programmes depend upon the extent of improvement in technology and advancement to take place. It is also done to improve upon the skills, capabilities, knowledge of the workers.

5.            Approval – The Department Manager / Manager should get the aforesaid manpower plan approved by the SVP / VP.  SVP / VP should then forward the same to HR in the attached format, so as to plan the annual recruitment.

 

Points to be remembered

1.            Manpower Planning shortages and surpluses should be identified so that quick action can be taken wherever required.

2.            All the recruitment and selection programmes should be based on Manpower Planning.

3.            Reduction in the labour cost as excess staff should be identified and thereby overstaffing should be avoided.

4.            Identification of the available talents should be to the maximum and accordingly training programmes should be chalked out to develop those talents.

Ref: http://www.managementstudyguide.com/manpower-planning.htm

 

 
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Posted by on January 11, 2013 in SOP

 

SOP – Internal Job Application


Internal Job Application

(Your Organization Name) is dedicated to assisting employees to reach their professional goals through internal promotion and transfer opportunities. One of the tools the company makes available to employees in managing their career is (your organization) internal job posting. This procedure enables current employees to apply for any available position either before or at the same time the position is advertised outside of the company.

Internal job opportunities are regularly posted on the “Career Opportunities” bulletin board. Job openings are also posted on the “General Information” board by the time clocks.

To apply for an opening:

Step 1: Ensure that you meet the following eligibility requirements.

  • You are a current, regular full- or part-time (your company) employee.
  • You have been in your current position for at least six months. (Exceptions to this six-month requirement can be made by your current supervisor and should be consistent with company business needs.)
  • Your performance meets performance development plan (PDP) standards or established work standards in your current position.
  • You have not had an employee counseling or corrective action within six months. You are not following a performance improvement plan for your current position.
  • You meet the qualifications listed for the position on the job posting.

Step 2: Complete an Internal Job Application form.

Applications are available from Human Resources. Attach your resume, if you have one, to the completed application.

Step 3: Submit the Internal Job Application to your supervisor for approval.

Step 4: Submit your completed and approved Internal Job Application to HR.

Step 5: Candidates who are qualified will participate in an initial interview with the supervisor of the position, if they have not interviewed with that particular supervisor within the past six months. Finalists will participate in two additional interviews, with an HR representative and with an internal customer of the position or a manager. The selected person will be notified by the supervisor of the position.

 

Ref: http://humanresources.about.com/cs/recruiting/a/intjobapp.htm

 
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Posted by on January 9, 2013 in SOP

 

SOP – Recruitment


Recruitment Process

Standard Operating Process

  1. I.                    Sourcing Process:

 

Pre-Recruitment formalities

 

  1. 1.       Manpower Planning & Budgeting. –Organization and Department

 

  1. Manpower Planning is the process by which an organization ensures that it has the right number and kind of people capable of effectively and efficiently completing those task that are in direct support of the companies mission and strategic goals
  2. Every Department needs to have a Quarterly and Yearly Manpower Planning and Budgeting to have a base outline on the number of staff to be employed with the revenue amount to be invested.
  3. Manpower Planning should be based on the below points
  • Number of additional staff to be hired quarterly
  • Skills of different levels available and required
  • Flexibility in Job handling
  • Achieving equal employment opportunities, improving experience and capabilities for performance with motivation
  • Potential Training needs required.
  1. The Department Manager should get the same approved by the SVP / VP.  SVP / VP should then forward the same to HR in the attached format, so as to plan the annual recruitment.
  1. 2.       Personal Requisition & Position Profile Form:

 

  1. Using this form, will impact the company’s bottom-line by proactively identifying and filling projected open positions in a timely manner.
  2. The requisition allows you to not only track and report on open and filled positions, but to identify the appropriate resources necessary to fill the positions in the time frames requested.
  1. II.                  Recruitment process

 

  1. 1.       Application Processing

Complete application material must be sent to HR first in order to:

  1. Obtain and record the original application materials eg. Candidate Information & Resume
  2. Track the hiring process. MIS
  3. Respond to the applicant’s individual inquiries and
  4. Ensure that all applicants are properly notified of the status of the vacancy following the end of a search.

v  Once applications have been recorded they will be sent to the Hiring Managers who have indicated their desire to perform their own screening and interview process.

  1. 2.       Budget Verification Policy
  1. For all positions the salary and fringe benefit funding must be available for the entire fiscal year and on a permanent basis.
  2. Positions will not be posted or advertised until the required funding has been verified.
  1. 3.       Internal Candidates and Internal References
  1. HR will provide appropriate information concerning the job opening to employees wishing to pursue other positions.  This information exchange between Human Resources and a current employee is kept confidential.
  2. Internal candidates must inform their supervisor of their interest in an opening at the time they are selected for an interview.
  3. If selected for the position, the current Reporting Manager of the internal candidate and the future Reporting Manager must develop an effective transition plan keeping in mind the needs of both operations. The plan should be reasonable and mutually agreed upon.
  4. If an employee wishes to refer someone from his friends or other references is welcomed. Remuneration amount
  1. 4.       External Candidates and Interview Process

 

  1. Based on the Job Description the resumes received from the recruiting agency, referral or other sources to be shortlisted and screened by the HR.
  2. HR would then forward these shortlisted resumes to concerned Hiring Manager for Technical screening.
  3. HR will have a preliminary round of interview.  And then will forward for a technical round of interview. There could be one to three rounds of Technical Interviews if required.
  4. If the candidate is suitable for the required profile, the Hiring Manager should intimate HR for further discussions.
    1. Reference checks are mandatory for all the level of hiring except for freshers. This will be done through email or phone. The outcome will be captured and attached to the incumbent’s personal file. No offer will be given without a reference check.
    2. The Selected Candidate will be made an offer with a detailed annexure of the credentials to be carried on joining.
    3. Appointment Letter to be issued on joining, only on receipt of all credentials with the CTC Break-up.

Points to be remembered

  1. Internal candidates or others personally known to the interview panel must be treated in exactly the same way as all other candidates.
  2. Additional guidance on the procedures to be followed in the recruitment of a typical and casual staff is provided separately.
 
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Posted by on January 5, 2013 in Recruitment, SOP