New HR in Need of Guidance: How Do I Document Essential Policies for My Company?

Hi friends, this is Purnima. Recently, I have joined as HR in a company. We are in software development and IT staffing for the past 10 years. Currently, we have 60 employees in our Hyderabad branch, and I am the sole HR for this location. I have proposed some changes to our current policies, and the management has requested documentation on the specific policies and procedures that a company needs to adhere to.

Post-Registration Compliance Policies

The management is seeking information on the policies a company must follow post-registration, including those related to PF, ESI, insurances, and other mandatory regulations. I would appreciate your valuable suggestions and ideas on how I can gather relevant information to propose effective policies to our management.

Thank you for your assistance.

Hi Friends, I didn't get any replies until now. Please provide me with your valuable suggestions ASAP.

As I already asked for your valuable suggestions regarding the HR policies and procedures of a company, until now I didn't receive any response. Please provide me with information regarding the PF, ESI, Medical Insurance, Leave policy, and other adoptable policies by a Pvt. Ltd company involved in Software development and US Staffing with a current strength of 70+ employees, which is expected to increase to 150+ in the next two months.

Kindly share the data typically followed by similar companies, given the brief information about my company. Support me with any attachments that can provide more insight. I aim to streamline the policies of my company to enhance employee services and contribute effectively to the HR function.

I look forward to a prompt and significant response this time. Thank you in advance.

Regards

Please start one by one and finish the processes and streamline them so that the functions will go on smoothly.

PF

Hope your company has already been registered for PF and has received the PF Registration papers and PF Code No for your company. Start by deducting 12% PF as the employees' share and adding 13.61% as the employer's share (8.33% EPS (Pension), 3.67% Employer share of PF, 1.1% PF Admin Charges, 0.5% EDLI Contribution, and 0.01% EDLI Admin Charges = 13.61%). For further details, please visit your nearest PF Office and obtain the necessary formats and remit accordingly. (You can also find these details on this site itself, but there may be slight variations in your PF Office).

ESI

I hope you have registered and obtained the ESI Code No from the nearest ESI Office. Please deduct 1.75% from employees and add 4.75%, depositing the same with ESIC.

Medical Insurance

Once you have registered with ESIC, you need not worry about Medical Insurance. However, for those whose salary is above Rs.15000/- per month, you must provide Group Medical Insurance to cover the risks of accidents/deaths.

Leave Policy

Refer to your state's Shops and Commercial Establishment Act/Rules and follow them to frame your company's leave policy accordingly.

Maintenance of Records

Ensure you maintain all records of individuals employed in your organization, from the application submitted by the individual to their retirement/resignation, leave application, promotions, annual appraisals, transfers, and other relevant details that should be kept in their personal records.

Please formulate policies such as Leave Policy, Promotion Policy, Performance Appraisal Policy, Transfer Policy, Retirement/Superannuation Policy, Resignation/Retrenchment Policy, Discipline Policy, etc., as per your company's requirements.

I hope these guidelines are helpful. You can also seek guidance from this site, and I'm sure you will receive proper assistance from our learned members.

Wishing you all the best.

Thank you for your inputs. In our company, we provide PF and ESI as usual. However, we will only provide these benefits to employees with salaries ranging from 5k to 15k. As per my understanding, the salary limitation applies only to ESI and not to PF. Could you please clarify this for us?

Thank you.

Thank you for your inputs, but I need some more information regarding the PF limitation. Is there any limit in terms of gross to provide PF, similar to ESI, as I am observing in my company? Please provide me clarity in this regard.

Regards