Asso.prof.(commerce & Management)
Manager - Human Resources
+1 Other

Can you please list me out the activities which we need to ensure during the year end and list to be taken care for the next year..
For example,
1. Preparing List of holidays for the new year 2015
2. Leave adjustments, carry forward, encashments, etc.,
3. Bonus payments, etc.,
I look forward to your quick response and guidance.

From India, Madras
Your company is covered in Shops and establishment Act/ Factory Act. Please confirm. Regards Bhupesh
From India, Mumbai
Hi Devi Balaji, 6.12.2014

Kindly go thru the below 2 matters which will be imp. for HR activities for the year 2015

1 to finalise HOLIDAY List for 2015 &

2. to collect employees all Personal details to consider promotion, SI etc., in Jan.2015 after P.A..

I hope it will be useful to you. You may call me if any clarification / details are required. or pass on to your colleagues in other Cos. who may require HR Consultancy.

I. HOLIDAY LIST FOR 2015 –Optional / Restricted Holidays.


The Govt. has Declared/Published Holiday List for 2015. The following suggestions of HR Consultants will be useful for Continuous Processing Plants/Estt. for uninterrupted Production/Works:

Provide 2 Optional /Restricted Holidays along with the proposed National & Festival Holidays sothat there is minimum manpower to man Essential Services like Prodn.,Mechanical, Utility etc., This is because most employees will not observe all Festivals & hence, when one set of employees from one Community avail Holidays, the other set of employees will work and vise-versa. Thus, Minimum manpower can be ensured by rotating/adjusting personnelto suit shift needs without payment of O.T., or dislocating work due to Holidays.

CPU (Continuous Process Units) are adopting Fixed + Optional Holidays to ensure the availability of minimum Essential Staff on all days

As the Holiday List are tobe finalized now tobe effectedfrom Jan.2015, the above may be useful to u/ur Company. The Leave Cards are tobe made includingO.H./R.H. so that HR Dept. can post properly.




Most HR Dept. wouldhave Per.Files for all employees with CompanyApplication / Bio-Data Form with all Certificates Copies for DOB, Qlfcn., Exp.Salary etc.,.

However, it is found that manyemployees details are not uptodate & many essential infn. will be missing when HR Dept. urgentlyrequire them; for example:

1. Present Postal address to send a Memo/Notice,

2. Nominees details (when an employee dies, or some accidentinfn.to be communicated),

3. To know Marital / dependents details,

4. To verify latest Qlfcn. (when an employee tobe considered for promotionor SI tobe given after PA),

As the above infn. of many employees would have changed -after their submitting the last BIO-DATA -while joining, these details are tobe collected using P.I.C.N. Form in Dec. sothat every employees details are uptodate by January.

Hope; the above may be useful to you& your Company. I have Imp.Policies as above on all HR Subjects (in my PC) & I canprovide them . Details will be sent on hearing from you.


Thanking you

C.Neyim Khan,

HR Consultant & Advocate,


Mobile No.9535470460 Email:

Email: Qualification:BA,LLB, PGDPM, (MBA-HR),

Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;luru.

Languages Known: Tamil, Kannada, Telugu, Malayalam, English & Hindi

From India, Bangalore
Hi D'Bala,
Apart from what have been mentioned elsewhere take care of these as well:
1) Credit to Leave a/cs
2) Annual Increment
3) Transfers/reallocation
4) Renewal of licences, Insurance policies, contracts, safety cadgets/accessories, AMCs
5) Issue of Uniforms, ID cards if any
6) Registers & documents (which are maintained on calendar year basis)
7) Distribution of new year compliments, sending out greetings to customers & others (either for in person or in-absentia)
8) Review of man power planning, utilisation, quick review of performance parameters of the past vis-a-vis for the ensuing months of the current year in order to catch up/compensate for short fall if any so far
9) Check of any court cases coming up after the recess
10) Above all plan as to how are you going to celebrate the eve/new year in an impressive manner.
All the best

From India, Bangalore
Hi D'Bala 9.12.2014



I thank you for your mail reg. Leave Rules.

HR has to frame the Rules keeping the interest of the Co. as also its employees since employees are the backbone & assets of the Co.

I have the COMBINED Rules governing LEAVE, Rules for Earning W/O, SHORT & LONG LEAVE RULES, Etra Work - Co-Off, Reduction of Leave due to Absenteeism, LWOP, MB Rules, PL Encashment + Forms+ Registers and I can assist you to frame them on hearing clarifications. I have been in Labour Intensive Mfg.Cos.for over 30 yrs and dealt with all situations, ISO Certifications, all Consultants etc.,

I request you kindly to provide me some details of the Company like Co’s. Name, Location, Your Mob.No., HR Details like Officials+staff strength, total employees strength, Product Mfd., etc., which will give me some idea about the Organisation to which I have to provide HR Consultancy. As I am new & we donot know each other, your place, please share details to help me share more.

Leave Administration/ Management is an important HR function and a ticklish job not only for those who frame the Leave Rules but also for the HR Staff who have to administer them in their day to day works as they come into conflict with the employees when Leave Rule is not clearly spelt out. Each Co. Management frame the Rules to suite its business & it varies from Co.to Co.within the scope of Rules framed under Factories & S&CE Acts.

Most employees try to save leave (& they must save since that is what they’ll get - un-availed Leave as Encashment when they leave the Services). Same way; Company also want employee to exhaust the Leave to reduce Company’s burden/liability for Encashment when employee leaves the Service.

As the Urgency to take leave cannot be predicted, many will go in the middle of the week as against a Planned Leave which will be from Monday to Saturday to save pre-fixing & suffixing Holidays/Weekly Offs. When the employee suddenly go due to urgency (in the middle of the week) & returns after 4 or 6 days, How to adjust the Intervening W/O. to save his W/O ?

HR can frame SHORT LEAVE & LONG LEAVE Policy so that needy employees will not lose his W/O in such critical time. Only when Long Leave is taken (Planned Leave), Intervening W/O will count.

Similarly, providing 2 Optional Holidays in the Holiday List for 2015 will help both Co. & its employees.

Thanking you and awaiting to hear from you,

Ph: 9535470460

From India, Bangalore
Dear Mr.Khan
Thanks again for your elaborate response. I am currently assisting my HR Division. Will forward your response to him and he will keep in touch with you.
Thanks again for your guidance and support.
With Best Regards

From India, Madras
Dear Mr.Khan
Can you please guide me on what is PICN Form. I got approval from my concerned head that we can get the information from the employee in January. But if you can let me know what is PICN, it will be of highly useful to me. I think this form has a provision to update all their current information which will help us to update their personal file.

From India, Madras
Hi Bala 12.12.14
PICN Form: means Personal Infn.Changes Notification Form to be used to collect the latest/current personal infn. of all employees.
As there will be changes in Per.Infn. of most of the employees like change of Resi(Address), Mobile No. Marital/family/depenents status, Qlfcn, Person tobe contacted/intimated in emergency/accident/death etc., Nomination, this form tobe used to collect all infn. with a personal & family photo. Employee should submit proof for all changes like Certificate copy, address proof etc.,
PICN to be filed close to the Company Application, Bio-Data already collected at the time of joining.
Hope the above is ok for u.
HR Consultant, AGM-HR&Admn.

From India, Bangalore
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