To: Cite HR Members, 24.3.2020.
Subject: 30 Important HR Systems, Rules, Forms (SRF) to Work, Setup HR, P&A Dept.
I am providing training for adopting and implementing the following HR Systems, Rules, and Forms (HR SRF) for P&A works. Some companies don't have these SRF, and P&A Managers face problems in making HRIS, MIS Reports to GM, MD, and statutory returns to FI, DDMS, LC, ESI, PF, IT, PT, Bank, etc. Adoption of my HR SRF will help you streamline and improve P&A works, HRIS, statutory compliances, etc. Non-compliance with labor laws leads to notices for violations from FI, LC, DDMS, etc., fines, and punishment, apart from damaging the company's reputation.
1. New Company Application Form - 60+ Points
Collect all personal details of employees for HRIS, returns to FI, LC, ESI, PF, IT, PT, Bank, Nominee, etc., in one form (instead of piecemeal, which cannot be traced) to help P&A Managers furnish all personal details to GM, MD, FI, LC, etc. Many companies adopted my form as their old form had less than 20 points. Please check the number of points in your company's form.
2. MPI Form to Help HODs
Provide specific details of persons to be recruited, especially for technical posts.
3. Interview Assessment Form
Help panel members and MD assess, select, fix designation, grade, salary, and appoint the right person.
4. PA Form
Assess, regularize trainees, confirm probationers, promote, and grade all employees into 27 levels as per the grading chart to help HRD and management fix post, grade, salary, and know the number of employees grade and department-wise for MIS, returns, etc.
5. Adopt Leave Card (LC) Systems
Instead of loose leave application forms due to many benefits to P&A works. JSW Steel adopted LC in 1996, and other companies like SLR, SLL, HAL, BHEL, MRPL, Kirloskar, Kalyani, BKG, etc., also adopted LC for leave administration. One card for one employee for one year will help HODs and P&A Managers regulate leave, control absenteeism, save printing, xeroxing, and stationery costs. Leave rules on the backside will help all know and comply with leave rules. Please read the 24 benefits of LC.
6. Optional Holidays Instead of Fixed Holidays
Help HODs deploy manpower for essential works without violating rules, OT, etc.
7. Resignation Acceptance, Notice Period, No Due Certificate
Charge handover, exit interview, final settlement, relieving, absenteeism, SC notice, inquiry for misconduct as per S.O., AOS procedures, I.D.A., termination, dismissal, retrenchment, etc.
8. Attendance Certification for Salary - HR Problems
Certification of attendance of all employees at the month-end for salary is an important task for all P&A Managers. Many managers face problems certifying attendance due to some employees not signing in attendance registers, not punching while entering or exiting, not following shift schedules, not regularizing leave, OD, OP, Co-Off in time, absenteeism, online, manual attendance not tallying, etc. Big companies, especially where hundreds of employees work in 2-3 shifts, P&A Managers face these problems, leading to employee resentments, grievances, and representation to seniors, etc.
Company Case Study - HR Management
X is a 10-year-old company. It printed company application forms and collected personal information details of many employees. Many were bachelors, are now married, have children, and many ITI are now diploma and degree holders. Certificates, Aadhar, PAN cards, etc., not collected, caused problems enrolling for PF, ESI, Bank, etc. The company application form was old and needed updating to collect details for ESI, PF, IT, PT, Aadhar, PAN card, etc. No proper HR systems, rules, no design, no grades given caused grievances, resignations, attrition. No personal files even for permanent employees. Hence, MD advised auditing their existing HR systems and submitting proposals to adopt them to make it a professionally managed organization. These are now being updated due to many changes, amendments to labor acts, laws including ESI, PF, MW, Bonus, Gratuity, SO, etc., requiring HR Managers to collect, update, and furnish not only employees' details but also those of their spouse, children, parents, nominee, Aadhar card, PAN card, etc., in statutory records, registers, returns to FI, DDMS, LI, PFI, ESI, IT, PT, MIS, HRIS, etc.
List of Important HR, IR, Legal Admin Subjects:
- SOP for Factory, all establishments, office administration
- HR Auditing, Recruitment, Attendance, Salary, Benefits, Leave Administration, Leave Card System, Grading of employees, PA, PMS, HRIS, MIS
- All Rules, Policies, Procedures, Legal, Statutory Compliance, C.L., Registration, License, PF, ESI
- Inspection by FI, LI, etc., from recruitment to separation, from registration of factories to closure as per company/government rules
- With all systems, rules, forms for HR Management - in soft and hard copy - for easy adoption
You can save printing, xeroxing, stationery costs and improve P&A works by adopting Leave Cards, Optional Holidays, updating company applications to collect all personal details (60 points as against 20 now/old) for MIS, ESI, PF, Bank, etc., MPI Form, Interview Assessment Form, PA Form, AO, OD, OP, VP, GP, Absenteeism SC Notice, Inquiry for various misconducts, VAOS, Termination, Resignation, Notice Period, Retirement, FS, etc. Some of the HR SRF are not available in many companies, books, Google, etc. When you Google for "MPIF, PA, PMS, MIS, VAOS, SO, IDA, etc.," you will get 10+ options, each different from the other, and you may not get the right answer or forms you wanted, as you can get from me.
HR Systems, Rules Required, Provided to Improve P&A Works:
1. Company Application/Bio-data Form - 30 points-OLD (Now 60+ to cover PF, ESI, IT, PT, etc. Please check the number of points in your company form. Please contact to update, share more.)
2. Circular to all HODs to submit company application forms by all employees with certificates
3. Letter format for all employees to submit company application + certificates copy to GM/MD
4. Checklist for opening personal files for all employees
5. Interview assessment and application for appointment by MD (+ designation, grade, and salary - form)
6. Induction process schedule to introduce newly joined employee to concerned HODs
7. Circular to HODs regarding joining of new employees with all details (designation, salary for accounts, ESI, PF, etc.)
8. Appointment order for below supervisory employees - minimum 15 points
9. Appointment order for officers and above - 20 points
10. a. Form to draw advance for company's various works (purchases, miscellaneous, incidental expenses)
b. Form to apply for loan/advance to employees for personal urgencies + undertaking for recovery
11. Form to claim reimbursement of different expenses spent/incurred for company works
12. Form to submit T.A. expenses when employee was sent on OOD for company works
13. Travelling allowance rules - simple - for the information and guidance of employees and officers
14. Indent form for engaging vehicles, booking tickets, rooms, food for company works, etc.
15. Out pass - authorization form to allow employee to go out of establishment for personal works during duty hours
16. OOD form - authorization form approved by HOD to go out of factory for various company works
17. GP to authorize materials movement from/to company/establishment (special GP for returnable, non-returnable items to keep track of returnable costly items like laptops, electronic, electrical gadgets, machines, etc., and to avoid loss, pilferage, theft, etc.)
18. Leave card (LC) - 1 card for 1 employee for 1 year - to take leave; stop leave application forms. Will save printing thousands of leave applications and xeroxing costs. (Please read the 24 benefits of adopting LC for leave administration of employees.)
19. Circular to HODs, notice board to introduce LC system, procedures to apply and leave rules
20. Leave register to record leave provided, availed, balance, etc. - statutory
21. Leave rules - including rules for extra work, co-off, MB rules - application, payment forms
22. Extra work/co-off register - statutory. To record extra working on Sunday, holiday, beyond duty hours
23. Co-off application form to apply for co-off for the extra work done as above
24. Standing orders for workmen, code of conduct for executives, and service rules
25. Absent intimation notification form to initiate disciplinary action for absenteeism
26. Categorizing and grading of employees from unskilled to MD
27. a. Master list of employees - seniority-wise
b. Master list of employees - department-wise, designation-wise, category-wise
28. Resignation, notice period, acceptance, charge handover, exit interview, relieving
29. No due certificate to intimate balance due of outgoing employees to recover in FS
30. Final settlement form showing details of all earnings, deductions, and net payable/recoverable
I hope some of the above SRF will be useful for your P&A works, and you will contact me to adopt them. We have developed 200+ important HR SRF for P&A and accounts works. The above subjects will be explained with soft and hard copy as per your needs. Ready-to-use systems and forms will be given for your adoption. Charges can be discussed as per your needs. My HR training will save your precious time, energy, and money, and it will help your P&A works for several years. We have PF, ESI, IT consultants but no HR consultant locally to guide and advise management on statutory compliances and for human resources (employees) who actually toil/work to run the company. As these are important HR rules, you may print, read, and share them with others for their information and adoption. Every P&A Manager must have all important P&A acts, systems, rules, forms to administer P&A works properly, as the P&A Manager is answerable to FI, LI, PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employee problems, keep records in personal files for future reference during the life of employees and the company itself. I can provide you all ready-to-use HR systems, rules, etc., with soft and hard copy and assist you to implement them to improve your P&A works.
Thanking you and awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR Consultant & Advocate (Ex-AGM-HR&A-35 years experience in HR, IR, Legal Administration in 7 manufacturing companies + 6 years in HR consulting).
Ph: [Phone Number Removed For Privacy-Reasons]
Email: [Email Removed For Privacy Reasons]
SANDUR – 583 119 - Ballary Dist.
Ex-Member, NIPM, Calcutta, Ex-Training Member, IIM, Bengaluru.
Languages known: Kannada, Tamil, Telugu, Hindi & English
(Please contact for HR, IR, labor, and legal problems)
Subject: 30 Important HR Systems, Rules, Forms (SRF) to Work, Setup HR, P&A Dept.
I am providing training for adopting and implementing the following HR Systems, Rules, and Forms (HR SRF) for P&A works. Some companies don't have these SRF, and P&A Managers face problems in making HRIS, MIS Reports to GM, MD, and statutory returns to FI, DDMS, LC, ESI, PF, IT, PT, Bank, etc. Adoption of my HR SRF will help you streamline and improve P&A works, HRIS, statutory compliances, etc. Non-compliance with labor laws leads to notices for violations from FI, LC, DDMS, etc., fines, and punishment, apart from damaging the company's reputation.
1. New Company Application Form - 60+ Points
Collect all personal details of employees for HRIS, returns to FI, LC, ESI, PF, IT, PT, Bank, Nominee, etc., in one form (instead of piecemeal, which cannot be traced) to help P&A Managers furnish all personal details to GM, MD, FI, LC, etc. Many companies adopted my form as their old form had less than 20 points. Please check the number of points in your company's form.
2. MPI Form to Help HODs
Provide specific details of persons to be recruited, especially for technical posts.
3. Interview Assessment Form
Help panel members and MD assess, select, fix designation, grade, salary, and appoint the right person.
4. PA Form
Assess, regularize trainees, confirm probationers, promote, and grade all employees into 27 levels as per the grading chart to help HRD and management fix post, grade, salary, and know the number of employees grade and department-wise for MIS, returns, etc.
5. Adopt Leave Card (LC) Systems
Instead of loose leave application forms due to many benefits to P&A works. JSW Steel adopted LC in 1996, and other companies like SLR, SLL, HAL, BHEL, MRPL, Kirloskar, Kalyani, BKG, etc., also adopted LC for leave administration. One card for one employee for one year will help HODs and P&A Managers regulate leave, control absenteeism, save printing, xeroxing, and stationery costs. Leave rules on the backside will help all know and comply with leave rules. Please read the 24 benefits of LC.
6. Optional Holidays Instead of Fixed Holidays
Help HODs deploy manpower for essential works without violating rules, OT, etc.
7. Resignation Acceptance, Notice Period, No Due Certificate
Charge handover, exit interview, final settlement, relieving, absenteeism, SC notice, inquiry for misconduct as per S.O., AOS procedures, I.D.A., termination, dismissal, retrenchment, etc.
8. Attendance Certification for Salary - HR Problems
Certification of attendance of all employees at the month-end for salary is an important task for all P&A Managers. Many managers face problems certifying attendance due to some employees not signing in attendance registers, not punching while entering or exiting, not following shift schedules, not regularizing leave, OD, OP, Co-Off in time, absenteeism, online, manual attendance not tallying, etc. Big companies, especially where hundreds of employees work in 2-3 shifts, P&A Managers face these problems, leading to employee resentments, grievances, and representation to seniors, etc.
Company Case Study - HR Management
X is a 10-year-old company. It printed company application forms and collected personal information details of many employees. Many were bachelors, are now married, have children, and many ITI are now diploma and degree holders. Certificates, Aadhar, PAN cards, etc., not collected, caused problems enrolling for PF, ESI, Bank, etc. The company application form was old and needed updating to collect details for ESI, PF, IT, PT, Aadhar, PAN card, etc. No proper HR systems, rules, no design, no grades given caused grievances, resignations, attrition. No personal files even for permanent employees. Hence, MD advised auditing their existing HR systems and submitting proposals to adopt them to make it a professionally managed organization. These are now being updated due to many changes, amendments to labor acts, laws including ESI, PF, MW, Bonus, Gratuity, SO, etc., requiring HR Managers to collect, update, and furnish not only employees' details but also those of their spouse, children, parents, nominee, Aadhar card, PAN card, etc., in statutory records, registers, returns to FI, DDMS, LI, PFI, ESI, IT, PT, MIS, HRIS, etc.
List of Important HR, IR, Legal Admin Subjects:
- SOP for Factory, all establishments, office administration
- HR Auditing, Recruitment, Attendance, Salary, Benefits, Leave Administration, Leave Card System, Grading of employees, PA, PMS, HRIS, MIS
- All Rules, Policies, Procedures, Legal, Statutory Compliance, C.L., Registration, License, PF, ESI
- Inspection by FI, LI, etc., from recruitment to separation, from registration of factories to closure as per company/government rules
- With all systems, rules, forms for HR Management - in soft and hard copy - for easy adoption
You can save printing, xeroxing, stationery costs and improve P&A works by adopting Leave Cards, Optional Holidays, updating company applications to collect all personal details (60 points as against 20 now/old) for MIS, ESI, PF, Bank, etc., MPI Form, Interview Assessment Form, PA Form, AO, OD, OP, VP, GP, Absenteeism SC Notice, Inquiry for various misconducts, VAOS, Termination, Resignation, Notice Period, Retirement, FS, etc. Some of the HR SRF are not available in many companies, books, Google, etc. When you Google for "MPIF, PA, PMS, MIS, VAOS, SO, IDA, etc.," you will get 10+ options, each different from the other, and you may not get the right answer or forms you wanted, as you can get from me.
HR Systems, Rules Required, Provided to Improve P&A Works:
1. Company Application/Bio-data Form - 30 points-OLD (Now 60+ to cover PF, ESI, IT, PT, etc. Please check the number of points in your company form. Please contact to update, share more.)
2. Circular to all HODs to submit company application forms by all employees with certificates
3. Letter format for all employees to submit company application + certificates copy to GM/MD
4. Checklist for opening personal files for all employees
5. Interview assessment and application for appointment by MD (+ designation, grade, and salary - form)
6. Induction process schedule to introduce newly joined employee to concerned HODs
7. Circular to HODs regarding joining of new employees with all details (designation, salary for accounts, ESI, PF, etc.)
8. Appointment order for below supervisory employees - minimum 15 points
9. Appointment order for officers and above - 20 points
10. a. Form to draw advance for company's various works (purchases, miscellaneous, incidental expenses)
b. Form to apply for loan/advance to employees for personal urgencies + undertaking for recovery
11. Form to claim reimbursement of different expenses spent/incurred for company works
12. Form to submit T.A. expenses when employee was sent on OOD for company works
13. Travelling allowance rules - simple - for the information and guidance of employees and officers
14. Indent form for engaging vehicles, booking tickets, rooms, food for company works, etc.
15. Out pass - authorization form to allow employee to go out of establishment for personal works during duty hours
16. OOD form - authorization form approved by HOD to go out of factory for various company works
17. GP to authorize materials movement from/to company/establishment (special GP for returnable, non-returnable items to keep track of returnable costly items like laptops, electronic, electrical gadgets, machines, etc., and to avoid loss, pilferage, theft, etc.)
18. Leave card (LC) - 1 card for 1 employee for 1 year - to take leave; stop leave application forms. Will save printing thousands of leave applications and xeroxing costs. (Please read the 24 benefits of adopting LC for leave administration of employees.)
19. Circular to HODs, notice board to introduce LC system, procedures to apply and leave rules
20. Leave register to record leave provided, availed, balance, etc. - statutory
21. Leave rules - including rules for extra work, co-off, MB rules - application, payment forms
22. Extra work/co-off register - statutory. To record extra working on Sunday, holiday, beyond duty hours
23. Co-off application form to apply for co-off for the extra work done as above
24. Standing orders for workmen, code of conduct for executives, and service rules
25. Absent intimation notification form to initiate disciplinary action for absenteeism
26. Categorizing and grading of employees from unskilled to MD
27. a. Master list of employees - seniority-wise
b. Master list of employees - department-wise, designation-wise, category-wise
28. Resignation, notice period, acceptance, charge handover, exit interview, relieving
29. No due certificate to intimate balance due of outgoing employees to recover in FS
30. Final settlement form showing details of all earnings, deductions, and net payable/recoverable
I hope some of the above SRF will be useful for your P&A works, and you will contact me to adopt them. We have developed 200+ important HR SRF for P&A and accounts works. The above subjects will be explained with soft and hard copy as per your needs. Ready-to-use systems and forms will be given for your adoption. Charges can be discussed as per your needs. My HR training will save your precious time, energy, and money, and it will help your P&A works for several years. We have PF, ESI, IT consultants but no HR consultant locally to guide and advise management on statutory compliances and for human resources (employees) who actually toil/work to run the company. As these are important HR rules, you may print, read, and share them with others for their information and adoption. Every P&A Manager must have all important P&A acts, systems, rules, forms to administer P&A works properly, as the P&A Manager is answerable to FI, LI, PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employee problems, keep records in personal files for future reference during the life of employees and the company itself. I can provide you all ready-to-use HR systems, rules, etc., with soft and hard copy and assist you to implement them to improve your P&A works.
Thanking you and awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR Consultant & Advocate (Ex-AGM-HR&A-35 years experience in HR, IR, Legal Administration in 7 manufacturing companies + 6 years in HR consulting).
Ph: [Phone Number Removed For Privacy-Reasons]
Email: [Email Removed For Privacy Reasons]
SANDUR – 583 119 - Ballary Dist.
Ex-Member, NIPM, Calcutta, Ex-Training Member, IIM, Bengaluru.
Languages known: Kannada, Tamil, Telugu, Hindi & English
(Please contact for HR, IR, labor, and legal problems)