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HR MANAGEMENT MANUAL

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ONCE YOU READ THROUGH THIS,

YOU MUST SIT WITH YOUR CEO / MANAGEMENT, AND

LIST THE PRIORITIES.

THEN START DESIGNING POLICIES FOR EACH.

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

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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

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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)

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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

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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

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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

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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

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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

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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

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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

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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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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DEV102 Training Reimbursement

Activities

1.0 Eligibility

2.0 Approved Programs

3.0 Reimbursement

Forms

DEV102 Ex 1 Request For Training

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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

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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

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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

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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

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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

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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

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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

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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

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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

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CMP106 Harassment & Discrimination

Activities

1.0 Unacceptable Behavior

2.0 Complaint

3.0 Corrective Measures

4.0 Enforcement

5.0 Additional Information Resources

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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

Data Processing Technician

Computer Programmer

Director Of Quality Assurance

Graphic Illustrator

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REGARDS

LEO LINGHAM