Hi Seniors, I have joined an animation company and there is no HR department here. There are about 55- 60 employees working. I need to know how do I start about it. Thanks
From India, Mumbai
Sr. Hr Manager
Hr Executive
+1 Other

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As already there are 55-60 employees first you better check what are the statutory requirements & whether its been complied or not? Statutory such as ESI, EPF & shops & Commercial establishment acts are mandatory.
Later you better formulate the employee personnel files
you can check the policies which is implemented if not then you better to formulate policies slowly
Initiate the T&D etc..
Initiate the employee engagement activities etc.
Later on you can go further

From India, Bangalore

Hi Jeevarathnam,
Thanks for your reply.
They do not have PF, ESIC, etc. only TDS is being deducted. Personnel employee files are maintained.
Timings are 10- 7 with 6 working days. I would like to know that is there any rule wherein it says working hours per day/ per week.
As well as salary date is 15th so I would like to know is there any govt policy for payment part.
Thanks in advance.

From India, Mumbai

PT, PF & ESI is mandatory. It is better to initiate the registration process immediately
It is better to check whether it is been registered under shops & commercial establishment act.
May I know it is located in which state?
Timing of 10-7 & 6 days a week is fine but employees should get 1 hour break in between
Salary shall be paid on or before 7th & it varies from state to state.

From India, Bangalore

Hi Snel, 5.4.16

I thank U for ur Enquiry in Cite HR .

Reg. ASSISTANCE to Set-up HR Dept./ Training HR Officials to Frame Standing

ORDERS, HR Manual, Providing All HR Policies, Procedures, LEAVE, SERVICE Rules, Formats for

All HR Jobs in SOFT-COPY for easy Adoption in New Cos.,.

================================================== ======================

After serving for 35 years (as PA, PO, PM, AM, Advocate, HR Manager, Sr.HR Manager & AGM – HR&A) in HR,IR,LEGAL, & Admn., Depts. of Steel Plant, Power Plant, Chemical Plant, Electronics & Mining Companies (with 2000 employees + CL), I am providing Consultancy on all aspects of HUMAN RESOURCES MANAGEMENT from RECRUITMENT TO SEPERATION

(in SOFT-COPY, for easy Presentation & Adoption in New Cos.) including

A. Setting up of HR Dept., Framing of Standing Orders, HR Manual, Leave Rules, All Service RULES, POLICIES, Procedures, Systems & Formats for Recruitment, Advt., Selection, Apptt., T&D, Compliance with all Statutory Licences/Returns, Check-List,

Organisation / Hierarchi / Functional Chart with Categories, Pay Bands/Scales from Un-Skilled to Top Management, M.P./HRIS Reports, Man-Power Planning, Succession Planning, Performance Assessment, General Admn. of Office & Factory, Salary Admn., EPF, Transport, Canteen, Security, Insurance,

Contractors & Contract Labourers, LC, WC, Disciplinary Procedures for Absenteeism, Issue Show Cause Notice, Conduct Enquiry for various Misconducts as per Certified Standing Orders & Service Rules, Lay-Off, Retrenchment, Strike, Dismissal, all types of Terminations, V.R.S., Superannuation, Resignations, Exit Formalities etc.,

C.A.,TA., LTA, Mobiles, Laptop, Leave Encashment, MB Rules, Medical Reimbursement, Medical Treatment, Performance Appraisal, Performance Incentive, Production Incentive, Benevolent / Death Relief Fund / Adarshanidhi, Bonus, Gratuity, Superannuation Scheme, Advances for Medical Treatment, Marriage, Education, Purchase of House, Vehicles etc.,

The Formats, Rules are made simple to help H.R.Officials / Staff to understand & adopt easily.


================================================== ==

(Some of the Below Points are to Develop / List out Policies needed. You may skip / ignore if any point is not relevant/required for you).


1. What are the HR Policies currently introduced /

Implemented ?.

2. Which are the Policies Management wants to introduce ?

3. (Some of the Policies are mentioned for Ready Reference)

4. Attendance/Punching, Working Hours, Shift Duty,Out/OOD/Visitor Pass

5. Absent Reporting Form/Monitoring/Disciplinary Measures to control

Absenteeism- Memo, SC Notice, Enquiry, Termination under A.O.S.

6. Do you have Standing Orders ? / Certified ? Compliance with S.O.

Do’s & don’ts / Duties, Obligations of Workers/employees,

. What employees Supposed to do & what NOT to do-120 Points.

Mis-conducts for which WORKERS / EMPLOYEES LIABLE


(Kindly check No.of Duties & Misconducts included in the existing S.O)

Effect of Non-Inclusion/Compliance with S.O.,

7. Do you have Leave Rules framed for the employees ?

8. Details of SL/CL/PL+PL Encashment, Leave Card/Register + MB Rules

9. O.T., Extra Work - Co-Off Application/Register

10. Recruitment / Appointment Procedures / Policies

11. Man Power Requisition / Indent Form

12. Company Appn./ Bio Data Form to collect Employee’s full details.

13. Screening Applications for Interview / Selection Form

14. Check-list for Interview- Form

15. Interview Assessment & Approval for Recruitment Form

16. Check-list for Appointment - Form

17. Offer Letter / Appointment Advice

18. Medical Examination for Fitness

19. Joining Report, Induction Process

20. Personal Files with all Certificates – CHECK-LIST FORM.

21. Rules & Regulations relating to Appointment.

22. Terms and Conditions in Apptt.Orders(30 points),Salary Fixing

23. Service Rules -All Circular, Office Orders, Rules, Regulations,

Systems, Procedures, Practices etc. framed for Compliance.

24. MP/ML-Monthly Reports, Dept.wise, Designation-wise, Category-wise

25. Statutory Reports / Returns / Compliance

26. RIGHTS of Employer on Employees

Employees are appointed & paid not only to be present but also

to do assigned job, Actions for Negligence / Neglect of work.

27. Work Execution, Job Description, Daily Duty Chart

28. Disciplinary Procedures for Mis-Conduct

29. Constitution of various Committees

30. Welfare Activities/Policies for the Benefit of employees

31. Transport, Canteen & Medical Provisions

32. EPF & ESI, All ACTS, LAWS, Welfare Schemes/Measures.

33. ISO Certification, T&D

34. Employees Turnover per month,

35. Resignation/Terminations/Exiting Procedures, Notice Period etc.,

36. Exit Interview Form to get feedback from Leaving employees.

37. Whether Company has a Salary/Pay Scale/Grading/Categorising

of employees based on Qlfcn. Exp.,Designation, Salary etc.,

38. Performance Appraisal/Assessment for Regularisation of Trainees,

Confirmation, Promotion, Special Increment, T&D etc.,

39. Contract Labour Regn.,Licence, Rules, Records, Registers, Returns.

40. Factories Act/S.&E.Act Regn.,Licence,Rule,Regrs. & Returns.

C. In addition to the above, the FOLLOWING STEPS, RULES, PROCESS, SYSTEMS, PROCEDURES & FORMATS ARE USED TO SET UP H.R. Dept. for Mfg.Cos. / Estts.

================================================== ==============



Ist Designed & Introduced Basic Formats for each Jobs like Advance to draw Cash, TA & Expenses Bill, Out-Pass, OOD & Visitors Pass, Gate Pass, Leave Card & Register, Indent for Vehicles, Food, Room, Ticket Booking etc., Collected and Maintained all Statutory Registers like Attendance, Wages, Leave, Adult Workers, Bonus, Register of Extra Work Done (OT) & Co-Off Availed, Punching (Face Reader) to regulate In & Out Time and Certify Attendance for Salary, EPF, Leave, Deduction, Remittances etc.,



Ist made NEW Company Application / Bio-Data Form to collect full details of all employees already working and collected filled Forms from 200 employees. New Appointment Orders issued along with Standing Orders & Leave Rules, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form & Provided Uniform & Safety Items after Induction.



was Introduced and New Personal Files opened for each employee with Company Application/BioData, Interview/Selection Approval Sheet of Competent Authority for apptt., Offer Letter, Appointment Order, all Certificates Copies of DOB, Qualifications, Past Experience, Salary Slip, P.A.Form, Address Proof, Medical & Blood Group Reports, Photos, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form, Career Progression etc.,



New Man Power Requisition/Indent Form, Candidates Details for Interview / Selection (Comparative List Form), Interview Assessment Form for Selection, CHECK-LIST FORM for INTERVIEW, CHECK-LIST FORM for APPOINTMENT & APPROVAL introduced.

Reports of Man Power


/ Master List, Addition & Seperation, Man-Power Planning, Succession Planning, HRIS, MIS etc, CATEGORISING / GRADING & PAY-SCALE (Band) for all Levels of employees, Job Description, Security Checks, Safety & Health – OHC., as per ISO / Management’s requirement were Introduced and implemented



to Monitor / Control Absence, Advisory Memo, Show Cause Notice, Enquiry, Publication on Company Notice Board, News Paper. If employee fails to respond, Terminate as per A.O.S. under Certified Standing Orders of the Company. P.A. Form to assess Trainees, Confirmation, Promotion, S.I., Annual Increment, Transfer, T&D, All Terminations, Retrenchment, VRS., Superannuation, Extension of Service, Resignation Procedures, Notice Period, Exit Interview, Clearance Certificate / No Due Certificate, Final Settlement, Service Certificate.



Constituted Safety, Canteen, House-Keeping, Works and Grievance Redressal Committees to create awareness, to ensure smooth functioning of all, Harmonious Relations & to attend to Complaints of employees including Sexual & other types of Harassment & Discrimination.

E. CONDUCTED T&D Programs with 50 Slides on Discipline, Attitude, House-keeping, HEALTH TIPS on AYURVEDA, PUNCHAKARMA for STRESS, BP, SUGAR Problems etc.,

As our Steel Plant has stopped Production in 2013 due to Supreme Court ban, Employees/CL strike etc., and No Job/No Earning; I developed HR Consultancy to earn some money for livelihood. The List with all Rules, Procedures & Formats (150)will be sent on hearing from you). The Consultancy can be provided at your Offices Or ON LINE as per your needs. Kindly consider a reasonable Charge for Consultancy as per your Company’s Policy

I am attaching details of 65 FORMATS developed for HR Functions + its Utility with 2 SAMPLE FORMATS of

1.Absent Notification Format to Notify HR Dept. reg. Absence of

any employee by concerned HOD to initiate Disciplinary action.

2. Notifying Sick HR Dept.,with Sick/Fitness Certificate . . . . Format to monitor/control absence due to Sickness

for your kind perusal. Kindly Identify your Specific Subjects / Policies / Formats and inform me/send your Mail-id to send them.

If you find them useful; I request you to consider & encourage our Consultancy.

Thanking you & awaiting to hear from U.

With Kind Regards,

C.Neyim Khan,

HR Consultant & Advocate, Ex- AGM (HR&A),

#.FS 478, Dr.Ambedkar High School, CM Lay Out , HIRIYUR

# Rahaman Bldg., Chikkamaranahalli, Devasandra, BANGALURU, Karnataka, S.India. /

Mobile No. 9535470460 Email:

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

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

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

From India, Mumbai

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