Tsivasankaran
Consultant
Just.nids
Human Resource- Business Learning
Jeroo Chandiok
Management Consultancy & Training &
Amitmhrm
Hr Practices
Leolingham2000
Management Consultant
Hr. Khaiser Ali Shah
Hr - Consultant / Generalist
Elsadigaz
Hr Manager
Itemptu
Hr Head
Modesto Tolentino Jr.
Vp-human Resources
Vinodsomal
Hr & Admin Manager

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Hi Friends,

I want to know the difference between an HR Manual (HR Policy and Procedure Manual) and an Employee Handbook.

I know many companies give out an Employee Handbook when a new employee joins the company.

I have developed an HR Company's Policy and Procedure Manual which runs into more than 70 pages. It covers all the areas. Obviously, I cant print this and give to each employee. Instead what I want to do is develop a Handbook covering important issues which can be given out to a new employee. May be I will even want to give to the existing employees. I am working in a 30 year old company where there is nothing like this. Even the manual I have developed is something very unique to them. So, even the existing staff also need to be educated and for that purpose, i will want to give them a copy of the Handbook.

Can some help me out what are the imporant topics I should cover and how extensively they should be covered i.e. in how much detail I should go. I will appreciate if someone can attach a sample handbook.

Thanks

Vinod Somal

By the way, I am in Dubai. Therefore, if the advice/sample is gulf based, it will make my life even easier.

Hi
whether it is gulf or in India basic priciple is same
We used to give Employye Handbook in Titan Industries and I know many companies give
Chapters/Topics we covered
1. Location/Address/Our primary Activity/Phone numbers
2. names of the Directors and Senior Executives
3.Various Departments
4. Office Timings/Shift Timings
5.Leave Rules
6.Safety Measures and emergency Phone numbers
7 Other welfare measures available
Siva

Dear Vinod,
I agree with Siva and also you have to include the do's and don'ts in the organization, Sample of each Organizational Form, and the calculation methods for their salaries like OT, Taxes, PF, GF etc.
Regards,
Khaiser Ali Shah
00966509928983

Employee Handbook is similar to what is given to student at the time when sesions begins and contain all rules and regulation, pattern,Motive and objectives.
Hi,
I do agree with Siva's points, still you should also make all the employees to know the set of Rules & Regulation, which would had drafted in ur company's HR Policy. Get their acknowledgement as proof that they had read and understood the policies.
However, It shall be appreciable when could you contribute your HR policy to this forum.
rgds
HRP

Hi Vinod,
The difference between HR Manual and Employee Handbook:
HR Manual says in broad ie confidential matters ie salary detials of each and every Grade or Designation and Increment details percentage...
In case of Handbook : it removes the confidential information and give the basic guidelines
In case if you have more queries, please feel free to contact me :
Hope you are clear now!!
Cheers!!!
Joe.. Mumbai

good differentiation of the HR Manual and the Employee Handbook, i think they were very well explained.
Hi Friends,
I like to add something....
HR MANUAl is one which gives deatils related to salary, when the training session are held, after how long and wht is the prcedure, what is the management strategy and all ... and the Hr Manual is very confidentional which is handle or available by the top management or the Hr People
Where as
Employee Handbook is for the employees of the comapny which act as a guide for the employees which they can not gather from the induction programmer as in the issues which are used in their day to day work and are useful to them..... Employess handbook is distributed to each and every employee of the company to check with the relues and regulation of the company.
Please correct me if i am wrong.....
Cheers
Nidhi(Hr Executive)

Hi,
i went through the same experince & currently i developed our employee orientaion manul, following are the manula topics:
ABOUT THE GROUP
WELCOME TO THE TEAM BY GM.
GENERAL COMMENTS
HR TEAM WELCOME NOTE
HISTORICAL BACKGROUND
OUR PRODUCTS
QUALITY SYSTEM
QUALITY POLICY STATEMENT
OUR MANAGEMENT
COMPANY DEPARTMENTS
HUMAN RESOURCES DEPARTMENT
FINANCE DEPARTMENT
PRODUCTION DEPARTMENT
QUALITY DEPARTMENT
SUPPLY CHAIN DEPARTMENT
SALES DEPARTMENT
MARKETING DEPARTMENT
ENGINEERING DEPARTMENT
GENERAL WELFARE AND FACILITIES
GENERAL STANDARDS
LEAVE POLICY
MEDICAL POLICY
MEAL SUBSIDY POLICY
SOCIAL CONTRIBUTION POLICY
INTERNAL TRANSFER POLICY
DRESSING CODE AND PERSONAL HYGIENE
LONG SERVICE AWARDS POLICY
WORKING HOURS, ATTENDANCE AND OVERTIME
THE DISCIPLINARY RULES
THE GRIEVANCE AND APPEALS POLICY
EMPLOYEES SUGGESTION BOX POLICY
THE TELEPHONE DIRECTORY
CLOSING
I hope you find it useful.
Thanks & Regards,
Sadigaz,

HR MANAGEMENT MANUAL

Human Resources Policies, Procedures and Forms

Table of Contents

ADMINISTRATION

ADM.101 Personnel Records

Activities

1.0 Employee Information

2.0 HR Personnel Records

3.0 Contents of Personnel Files

4.0 Employee's Personnel Records Review

5.0 Management Review of Personnel Files

6.0 Company Release Of Employee Information

7.0 Record Retention and Long-Term Storage

8.0 Record Destruction

Forms

Ex1 Personnel Records Access Log

Ex2 HR Records Retention Periods

-------------------------------------------------------------------------------------------------

ADM.102 Form Development

Activities

1.0 Form Development and Format

2.0 Authorization and Printing

3.0 Form Numbering and Placement

4.0 Forms Index and Manual

Forms

Ex1 Form Printing Request

------------------------------------------------------------------------------------------------

ADM.103 Document Control

Activities

1.0 Document Distribution

2.0 Document Revision

3.0 Document

4.0 Temporary Changes

Forms

103 Ex1 Request For Document Change (RDC)

-------------------------------------------------------------------------------------------------

ADM. 104 Mail & Express Services

Activities

1.0 General Mail Usage

2.0 Addressing Mail

3.0 Express Mail

4.0 Overnight Packages

5.0 Additional Information Resources

Forms

104 Ex1 Outgoing Mail Register

----------------------------------------------------------------------------------------------

ADM. 105 Telephone Answering

Activities

1.0 Answering Techniques and Etiquette

2.0 Answering and Directing Calls

3.0 Taking Messages

4.0 Telephone User's Guide

Forms

105 Ex1 Important Message

-------------------------------------------------------------------------------------------

ADM.106 Property & Access Control

Activities

1.0 Background Checks

2.0 Physical Access Controls

3.0 Key Controls

4.0 Proprietary Information Controls

5.0 Collection Of Access Controls

6.0 Visitors & Guests

Forms

ADM106 Ex1 Key Issue Policy

ADM106 Ex2 Visitor Log

--------------------------------------------------------------------------------------------

ADM.107 Separation

Activities

1.0 Resignations

2.0 Involuntary Terminations And Layoffs

3.0 Terminations For Cause

4.0 Termination Meeting

5.0 Additional Information Resources

Forms

107 Ex1 Exit Interview Checklist

107 Ex2 Exit References Authorization

-------------------------------------------------------------------------------------------

ADM.108 Workplace Rules & Guidelines

Activities

1.0 Alcohol And Drugs

2.0 Breaks And Lunch Time

3.0 Company Property

4.0 Grievances And Complaints

5.0 Inclement Weather

6.0 Parking

7.0 Personal Telephone Calls

8.0 Smoking

9.0 Solicitations

10.0 Suggestions

11.0 Visitors

Forms

108 Ex1 Suggestion Form

------------------------------------------------------------------------------------------------

ADM.109 Human Resources Reports

Activities

1.0 Preparation Guidelines

2.0 Occupational Health & Safety Reports

3.0 Equal Opportunity Reports

4.0 Training Plan

5.0 Hiring Status Report

6.0 Compensation Summary

Forms

109 EX1 Human Resource Reporting Summary

109 EX2 HR Hiring Status Report

----------------------------------------------------------------------------------------------

ADM.110 Dress Code

Activities

1.0 Dress Code

1.1 Business Attire

1.2 Business Casual Attire

1.3 Casual Attire

1.4 Uniformed Attire

1.5 Safety Attire

1.6 Formal Attire

1.7 Inappropriate Attire

1.8 Business Situations

1.9 Recreation & Parties

2.0 Dinners & Receptions

3.0 Personal Hygiene

4.0 Disciplinary Action

-------------------------------------------------------------------------------------------------

HIRING PROCEDURES

HRG.101 Employee Hiring

Activities

1.0 Needs Analysis

2.0 Personnel Requisition

3.0 Job Posting & Screening

4.0 Interviewing

5.0 Pre-Employment Screening & Testing

6.0 Background Investigation

7.0 Hiring And Employee Offers

8.0 Motor Vehicle And Equipment Operation

9.0 Applicant Files

10.0 Additional Information Resources

Forms

HRG101 Ex1 Personnel Requisition

HRG101 Ex2 Offer Letter

HRG101 Ex3 Personnel Change Notice

HRG101 Ex4 New Employee Hiring Checklist

HRG101 Employment Eligibility Verification .

HRG101 Employee’s Withholding Allowance Certificate.

----------------------------------------------------------------------------------------------

HRG102 Job Descriptions

Activities

1.0 Job Description Preparation

2.0 Format And Content

2.1 Job Title

2.2 Effective Date

2.3 Department

2.4 Summary Of Functions

2.5 Essential Duties And Responsibilities

2.6 Organizational Relationships

2.7 Qualifications

2.8 Physical Demands

2.9 Work Environment

3.0 Job Description Approval & Distribution

Forms

HRG102 Ex1 Job Description Format

---------------------------------------------------------------------------------------------

HRG103 Employment Applications

Activities

1.0 Application For Employment

2.0 Application Information

2.1 Personal Information

2.2 Employment Interest

2.3 Education & Training

2.4 Employment History

2.5 Military Service Record

2.6 References

3.0 Compliance Information

Forms

HRG103 Ex1 Employment Application

HRG103 Ex2 Employment Application Supplement

----------------------------------------------------------------------------------------------

HRG104 Interviewing Applicants

Activities

1.0 Interviewing Objectives

2.0 Resume Examination

3.0 Telephone Interviews

4.0 E-Mail Interviews

5.0 In-Person Interviews

Forms

HRG104 Ex1 Employment Interview Questions

HRG104 Ex2 Interview Form

-------------------------------------------------------------------------------------------

HRG105 Background Investigations

Activities

1.0 Background And Hiring

2.0 Investigative Consumer Reporting

3.0 Employee Reference Checks

4.0 Motor Vehicle Record (MVR) Inquiry

Forms

HRG105 Ex1 Employee Investigation Checklist

HRG105 Ex2 Employee Background Authorization

HRG105 Ex3 New References Authorization

HRG105 Ex4 Reference Check Survey

--------------------------------------------------------------------------------------------

Compensation Procedures

COM101 Payroll

Activities

1.0 Payroll Records

2.0 Timesheets

3.0 Payroll Deductions

3.1 Worker's Compensation Insurance

3.2 Social Security & Medicare

3.3 State Income Tax

3.4 Earnings Tax

3.5 Tax Withholding Payments

4.0 Payroll Adjustments

4.1 Advances

4.2 Garnishments

5.0 Paychecks

5.1 Direct Deposit

5.2 Lost Paychecks

5.3 Final Paychecks

6.0 Vacation Pay

7.0 Additional Information Resources

Forms

COM101 Ex1 Monthly Time Sheet

COM101 Ex2 Central Govt. Tax Calendar

COM101 Ex3 Electronic Funds Transfer Authorization

-----------------------------------------------------------------------------------------

COM102 Paid & Unpaid Leave

Activities

1.0 Paid Time Off

2.0 Unpaid Time Off

3.0 Absence Request And Notification

4.0 Holidays

5.0 Vacation Eligibility

5.1 Vacation Schedules

5.2 Vacation Over Holidays

6.0 Additional Information Resources

Forms

COM102 Ex1 Absence Request Form

-----------------------------------------------------------------------------------------

COM103 Insurance Benefits

Activities

1.0 Life Insurance

2.0 Long Term Disability Insurance

3.0 Social Security

4.0 Workers' Compensation

5.0 Wage Continuation

6.0 Unemployment Compensation

7.0 Health Insurance

8.0 Additional Information Resources

----------------------------------------------------------------------------------------

COM104 Healthcare Benefits

Activities

1.0 Cost And Premiums

2.0 Eligibility

3.0 Enrollment

4.0 Coverage

5.0 Filing A Claim

6.0 Termination And Conversion Of Coverage

7.0 Additional Information Resources

Forms

COM104 Ex1 Benefits Enrollment/Change Form

---------------------------------------------------------------------------------------

COM105 Employee Retirement Income Security

Activities

1.0 Plan Administration

1.1 Investment Policy Statement

1.2 Fidelity Bond

1.3 Fiduciary Liability Insurance

1.4 Employer Matching

1.5 In-Service Loans And Withdrawals

2.0 Employee Participation

3.0 Notice Procedures

3.1 Initial Notice

3.2 Annual Notices

4.0 Additional Information Resources

-------------------------------------------------------------------------------

COM106 Consolidated Budget Reconciliation

Activities

1.0 Plan Administration

2.0 Qualifying Events

3.0 Notice Procedure

4.0 Benefits Protection

6.0 Enforcement

7.0 Additional Information Resources

---------------------------------------------------------------------------------

Development Procedures

DEV101 Development Management

Activities

1.0 Development Planning

2.0 Training Effectiveness

3.0 Training Records

4.0 Training Courses

5.0 Performance Evaluations

6.0 Additional Information Resources

Forms

DEV101 Ex1 Training Plan

----------------------------------------------------------------------------------

DEV102 Training Reimbursement

Activities

1.0 Eligibility

2.0 Approved Programs

3.0 Reimbursement

Forms

DEV102 Ex 1 Request For Training

-----------------------------------------------------------------------------

DEV103 Computer User & Staff Training

Activities

1.0 MIS Training And Certification

2.0 MIS/LAN User Training

3.0 E-Mail Training

4.0 Software Applications

---------------------------------------------------------------------------

DEV104 Internet & E-Mail Acceptable Use

Activities

1.0 Acceptable Use

2.0 Inappropriate Use

3.0 Internet And E-Mail Etiquette

4.0 Security

5.0 User Compliance

6.0 Additional Information Resources

Forms

DEV104 Ex1 Computer And Internet Usage Policy

---------------------------------------------------------------------------

DEV105 Performance Appraisals

Activities

1.0 Performance Appraisal Guidelines

2.0 Appraisal Preparation

3.0 Appraisal Discussion

4.0 Salary Adjustments

5.0 Appraisal Conclusion

6.0 Additional Information Resources

Forms

DEV105 Ex1 Self Appraisal Form

DEV105 Ex2 Performance Appraisal Form

-------------------------------------------------------------------------

DEV106 Employee Discipline

Activities

1.0 Introduction To Misconduct

2.0 Responses To Misconduct

2.1 Verbal Warning

2.2 Written Warning

2.3 Suspension

2.4 Termination

3.0 Serious Misconduct

4.0 Very Serious Misconduct

5.0 Inexcusable Misconduct

6.0 Misconduct Investigations

DEV106 Ex1 Disciplinary Notice

----------------------------------------------------------------------------------------------------

Compliance Procedures

CMP101 Workplace Safety

Activities

1.0 Worksite Analysis

2.0 Hazard Prevention And Control

2.1 Safe Work Procedures

2.2 Protective Equipment

2.3 Fire Prevention

3.0 Hazard Communication Program

4.0 Medical Emergencies

5.0 Workplace Safety Training

6.0 Reporting And Record Keeping

7.0 Additional Information Resources

Forms

CMP101 Ex1 Safety Suggestion Sheet

CMP101 Ex2 Workplace Safety Self-Inspection Checklist

CMP101 Ex3 Workplace Safety Action Plan

CMP101 Ex4 Workplace Safety Rules

CMP101 Ex5 Index of Hazardous Chemicals

CMP101 PDF Material Safety Data Sheet

CMP101 PDF Injuries and Illness Log

CMP101 PDF Summary of Injuries and Illness

CMP101 PDF Injuries and Illness Incident Report

CMP101 PDF Instructions for for OSHA Forms

--------------------------------------------------------------------------------------

CMP102 People With Disabilities

Activities

1.0 Background

2.0 Who Is Covered?

3.0 Employment Issues

4.0 Public Accommodations

5.0 Enforcement Of The Act

6.0 Additional Information Resources

------------------------------------------------------------------------------------

CMP103 Annual And Medical Leave

Activities

1.0 Reasons For Taking Leave

2.0 Advance Notice And Medical Certification

3.0 Job Benefits And Protection

4.0 Unlawful Acts

5.0 Enforcement

6.0 Employer Notices

7.0 Additional Information Resources

Forms

CMP103 Ex 1 Certification Of Healthcare Provider

CMP103 Ex 2 Employer Response To Employee Request

----------------------------------------------------------------------------------------

CMP104 Drug Free Workplace

Activities

1.0 General

2.0 Prohibitions

3.0 Authorized Use Of Prescription Medicine

4.0 Drug Awareness Program

5.0 Disciplinary Actions

6.0 Additional Information Resources

-----------------------------------------------------------------------------------------

CMP105 Health Insurance Portability And Accountability

Activities

1.0 Management

1.1 Privacy Standards

2.0 Medical Records Maintenance

3.0 Medical Records Access

4.0 Additional Information Resources

Forms

CMP105 HIPAA Authorization Form

----------------------------------------------------------------------------------------

CMP106 Harassment & Discrimination

Activities

1.0 Unacceptable Behavior

2.0 Complaint

3.0 Corrective Measures

4.0 Enforcement

5.0 Additional Information Resources

-----------------------------------------------------------------------------------

Job Descriptions Tab

WRITING JOB DESCRIPTIONS

INTRODUCTION

PURPOSE

SCOPE

WRITTEN COMMUNICATION

Non-discriminatory language

Active voice

Action verbs Plain English

FORMAT AND CONTENT

Effective Date

Department

Summary Of Functions

Essential Duties And Responsibilities

Grouping Several Tasks Into A Single Responsibility

Responsibility Statements

Delegated Responsibilities

Organizational Relationships

Reporting Relationships

The Organization’s Environment

Qualifications

Mandatory Requirements

Key Selection Criteria

Physical Demands

Work Environment

Job Performance

Job Descriptions

Reasonable Accommodation

Accessibility

APPENDIX 2 SAMPLE JOB DESCRIPTIONS

Accounting Manager

Credit Manager

Customer Service Manager

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

Employee Handbook

SECTION 1 INTRODUCTION

1.0 The Company Philosophy

1.1 The Company Mission

1.2 Equal Employment Opportunity Policy and Affirmative Action Plan

1.3 Employment-At-Will



1.4 Sexual Harassment

1.5 Safety

1.5.1 Safety Rules

1.5.2 Hazardous Wastes

1.5.3 Reporting Injuries and Accidents

1.6 Drug Free Workplace

1.6.1 Prohibitions

1.6.2 Drug Awareness Program

1.6.3 Disciplinary Actions

SECTION 2 EMPLOYMENT

2.0 Personnel Administration

2.1 HR Personnel Records

2.1.1 Contents of Personnel Files

2.1.2 Employee Information

2.1.3 Employee's Request for Review of Personnel Records

2.1.4 Management Review of Personnel Files

2.2 Service

2.2.1 Employee Categories

2.2.2 Job Posting Procedures

2.2.3 Employment of Relatives

2.2.4 Employment of Minors

2.2.5 Promotions

2.2.6 Transfer of Employees

2.2.7 Separation of Employment

2.2.8 Work force Reductions

2.2.9 Probationary Period

2.2.10 Extra Income

2.3 Process Improvement

2.3.1 Employee-Management Forums

2.3.2 Employee Suggestion Program

SECTION 3 COMPENSATION & BENEFITS

3.0 Benefit Eligibility

3.1 Payroll Information

3.1.1 Time Records

3.1.2 Pay Periods

3.1.3 Salary Compensation for Partial Pay Period

3.1.4 Pay Rate Schedule – Hourly Paid Employees

3.1.5 Payroll Deductions

3.1.6 Overtime

3.1.7 Payroll Errors

3.1.8 Garnishment of Employee Wages

3.1.9 Authorized Check Pickup

3.1.10 Pay at Time of Separation

3.2 Attendance & Leave

3.2.1 Medical Leave Policy

3.2.2 Sick Leave Credit Limit

3.2.3 Sick Leave Policy – Usage

3.2.4 Medical, Dental and Optical Appointments

3.2.5 Exhaustion of Accumulated Sick Leave

3.2.6 Pallbearer, Funeral, Emergency Leave

3.2.7 Civic Leave or Jury Duty

3.2.8 Voting

3.2.9 Military Leave

3.2.10 Maternity Leave

3.2.11 Parental Leave

3.2.12 Leave of Absence

3.3 Insurance

3.3.1 Hospitalization and Medical Insurance

3.3.2 Continuation of Group Health Insurance

3.3.3 Life Insurance

3.3.4 Long Term Disability Insurance

3.3.5 Social Security

3.3.6 Workers' Compensation

3.3.7 Unemployment Compensation

3.4 Savings Plan

3.5 Break Room



3.6 Employee Discounts



3.7 Educational Assistance



SECTION 4 EMPLOYEE RESPONSIBILITIES

4.1 Work Schedules

4.1.1 Working Hours

4.1.2 Salary Employees

4.1.3 Hourly Employees

4.1.4 Clean Work-Place

4.2 Legal & Ethical Conduct

4.2.1 Ethical Standards

4.2.2 Conflicts of Interest

4.2.3 Personal Conduct

4.2.4 Confidentiality

4.2.5 Bribes, Kickbacks and Illegal Payments

4.2.6 Patents and Copyrights

4.3 Misconduct

4.3.1 Serious Misconduct

4.3.2 Very Serious Misconduct

4.3.3 Inexcusable Misconduct

4.3.3 Misconduct Investigations

4.4 Transportation & Travel

4.4.1 Company Owned Vehicles

4.4.2 Personal Vehicles

4.4.3 Living Expense Allowance

4.4.4 Other Travel Expenses

4.4.5 Expense Records

4.4.6 Travel Advances

4.4.7 Expense Reimbursement – Third Party

4.4.8 Expense Policies – Violations

4.4.9 Company Credit Cards

4.5 Appearance & Belongings

4.5.1 Personal Appearance

4.5.2 Business Attire

4.5.3 Casual Attire

4.5.4 Inappropriate Attire

4.5.5 Personal Belongings

4.5.6 Alcohol and Drugs

4.5.7 Medication

4.5.8 Smoking Policy

4.6 Equipment & Facilities

4.6.1 Parking

4.6.2 Telephone Use

4.6.3 Motor Vehicle and Workplace Equipment Operation

4.6.4 Safety Equipment

4.6.5 Company Tools

4.6.6 Waste Prevention

4.6.7 Solicitation and/or Distribution

4.6.8 Security

4.6.9 Bulletin Board

EMPLOYEE HANDBOOK FORMS

Acknowledgement Of Receipt And Understanding

Statement Of Legal And Ethical Business Conduct

Drug-Free Workplace Policy Employee Acknowledgement

Job Related Accident

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

HR MANUAL

HR MANUAL is the total guidelines for the managers in the

organization on the subject of HUMAN RESOURCE.

The real work of managing people [ human resource] is the

responsibility of the line managers. The HR department

acts as a coordinator / advisory body to the line managers,

in addition to, its own administrative work.

Employee handbook is a major element of the HR manual.

It is part of the HR MANUAL.

The copy of HR MANUAL [ including the employee handbook]

is given to the managers only.

The copy of the EMPLOYEE handbook is given to the

employees.

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

The TOTAL HR MANUAL development is a never ending

assignment. It needs updating every six months.

At the initial stage, it could take upto six months at least

to complete the manual/ handbook for a full time person,

even if you employ an outside expert.

REGARDS

LEO LINGHAM


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