From:
---------
C. N. Khan, HR & Mgmnt. Consultant,
Ph: [Phone Number Removed For Privacy-Reasons], Email: [Email Removed For Privacy Reasons]
SANDUR, HOSPET, BENGALURU.
========
24.11.18.
SHRI . . . . . . .
===========
H.R.D. - What is Optional, Holidays-2019, Kar.Holidays (N&F) Act, - Important HR Systems, Rules
Karnataka Govt. released Holidays List for 2019.
Introduction
I am an Ex AGM-HR & Adm. with 40 years of experience in HR, IR, LEGAL, & Administration, Management Works of 7 Manufacturing Companies, Corporate Offices of Steel Plant, Power, Chemical, Electronics Plants & Mines in Ballari, Chitradurga, Bengaluru, Chennai, Hyderabad, etc., plus Secretary for ISO Certification & HR & Management Consultant for 6 years. (Abbreviations used to save space). I am providing training to individual officers, managers, company officials, and freshers to assist them in improving their P&A works with S.O.P. for Factory, Mines, all types of Establishment/Office Administration, Recruitment, T.O., Salary-Benefit Administration, Statutory Compliance, Registration, Licence, Leave, Legal, PF, ESI, PA/PMS, T&D, Welfare, C.L. - from Recruitment to Separation - F.S. with all Systems, Rules, Policies, Forms, etc., for H.R. Management - in Soft & Hard Copy - for easy understanding - to perform their works efficiently & professionally.
I am providing below some of the important HR & Administration Systems, Rules, Policies, and Forms. Some of them are not there in many companies or are not updated. It will help them to compile, comply with statutory obligations, M.I.S., Inspection of F.I., L.I., PF, ESI, etc. Though it is HR & Admin. subject, some of the points will be useful to all officials as they affect all. I have also attached a list of 52 important HR Rules, Forms, etc. As these are important HR Rules, you may print, read & preserve them for future reference.
Karnataka Holidays (National & Festival) Holidays Act - Dussehra, Diwali - Optional Holidays
As the New Year (January 2019) is fast approaching and HR & Admin. will be making HOLIDAYS LIST-2019, the following points may be considered for the benefit of the Company's P&A works. Some companies declared 11 to 13 days for National & Festival Holidays in 2018, including the following 5 National Holidays (compulsory) as per Karnataka Holidays (N&F) Act:
1. Republic Day
2. May Day
3. Independence Day
4. Gandhi Jayanthi
5. Karnataka Rajyotsav Day
The remaining days are also declared as Compulsory Festival Holidays. Due to this, all employees have to observe all Festival Holidays, which some do not want to, but they have no option since the company has declared it compulsory. Whereas, they have to apply for leave to observe a particular festival which they want to observe, but the company has not included them in the declared Festival Holidays. Adoption of Optional Holidays can solve the problem of HODs and the employees. Some HODs face manpower shortages to man essential services during festivals like Dussehra, Diwali when 3-4 Festival Holidays come at a time.
Hence, the company can provide OPTIONAL HOLIDAYS in Festival Holidays (i.e., instead of making all Festival Holidays compulsory, some festivals can be made OPTIONAL so that HODs can deploy/regulate manpower in a staggered way, depending upon HODs urgent works and give OPTIONAL FESTIVAL HOLIDAYS to needy employees.
Benefit to the Company
This will help continuous working of essential services (like Production, O&M, Utility, IT, HR & A, Transport, Canteen, OHC, which require uninterrupted works) to ensure minimum manpower to man essential services as most employees do not observe all festivals at one time. So, when one set of employees takes a holiday, another set can work and vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit their needs and avoid work stoppage, overtime, etc., due to holidays (without increasing declared holidays or violating Karnataka N&F Holidays Act). To control and keep track of Optional Holidays, you have to adopt a Leave Card System. Otherwise, where will you record the Optional Holidays availed by the employees? How to keep track to ensure that employees take only the permitted number of Festival Holidays? Karnataka Govt. released Holidays List for 2019, including the 5 above.
Leave Card (L.C) vs. Leave Application (L.A.) Form
Some companies are still using loose Leave Application Forms for taking leave instead of adopting the Leave Card system. As the present Leave Application is loose and hundreds of such applications come to the HR Department, seniors cannot check, keep track, compile, or tally with biometric data as can be checked with a single Leave Card. In case of discrepancy or complaint, checking of old Leave Applications is difficult and will delay salary processing, etc. Since some employees will take leave 2-3 times a month, the company has to print thousands of copies of Leave Applications every time, as against printing one Leave Card for one employee per year. Also, many Leave Applications are xeroxed due to urgency, increasing the cost. Leave Cards save printing and xerox costs where a lot of employees work. Many HODs cannot check hundreds of loose Leave Applications due to urgent works and hence certify attendance as put up by the staff. The important managerial work of HRD of checking/tallying attendance cannot be done or is ignored since HRD has not adopted the Leave Card System. (Finance Department can and should check and tally all expenses accounts). One reason for not adopting Leave Cards is that many HR Managers/GMs do not know its utility.
Benefit of Leave Card to the Company
In the case of Leave Cards, since there will be only one card for every employee for one year, the Leave Card moves through the HOD, P&A Department, Accounts Department, Auditors, Sanctioning Authority-GM/MD throughout the year. It helps them to check and see the correctness of all leaves, especially P.L. as it is cash. This check itself will reduce discrepancies and lead to a qualitative change in the approach/attitude of all P&A Officers to check the Leave Card when it comes to them (AND EVERY LEAVE CARD MUST GO TO P&A Officers TO PERFORM THEIR MANAGERIAL WORK OF VERIFICATION). It makes employees extra cautious and plan to take leave, unlike in the case of loose Leave Applications, which only help to take, sanction leave, and none to check. As Leave Cards are manually entered and checked by P&A, auditors, etc., it is accepted by all as authenticated, and seniors rely on its correctness. Hence, Leave Cards help to compute leave and make payroll work fast. Hence, by adopting the Leave Card System, HRD can avoid many blames. If you have not yet introduced Leave Cards, to start with, you may make it as under:
1. One side of the Leave Card to apply for leave
2. Backside: you can print Leave Rules so that in one card, you can get both the works done, and you will have an effective and useful system in place for leave management.
The existing system of applying for leave online, punching, face reader biometric, etc., will continue. Only the Leave Application will be replaced with Leave Cards for several benefits for the company's P&A function. One card for one employee for one year. After one year, keep the Leave Card in the personnel file as a record to verify throughout their service, unlike the loose Leave Applications, which cannot be traced after the sanction of leave as they are not/cannot be kept in the personnel file. Easy for P&A to work out entitlement, balance leave management, and salary preparation. Employees will know how often they are taking leave, plan their leave. HOD can caution, misuse/approve on a need basis. As the CL, SL, PL of every employee will be mentioned in every Leave Card, employees, especially in production, O&M, essential service, etc., approaching the HR Department frequently to know leave balance can be avoided. Also, HODs' time is not wasted to contact HRD to know leave balance to sanction leave to their employees.
Final Settlement
As the Leave Card is frequently checked by HRM, HODs, auditors, and employees, GM/MD can rely on the Leave Card as an accepted document for leave encashment, DOJ, etc., and approve F.S. and avoid employee disputing leave balance, total service, etc., while leaving service, accepting F.S. and make the exit a happy and memorable one.
Existing Company Application/Bio-Data Form
The existing company application/bio-data form is not providing important details of all employees, family, dependents, nominee, person to contact in an emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, IT, PT, Bank, HRIS, etc. (My NEW BIO-DATA FORM will help you to collect all such information. 60 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company's application form).
Absence of Recruitment - Interview, Procedures - Manpower Indent
Interview conducting, selection, application for appointment, etc., causes problems between HR Manager, HODs & GM, MD regarding selection, fixing designation, salary, etc. My single format for interview evaluation, selection, application for appointment, etc., will solve all problems of recruitment, selection, appointment, fixing designation, salary, etc.
Manpower Indent/Requisition - M.P.I./R. Form
Recruitment work starts when the user department (i.e., the department which requires/indents employees for the job) sends MPIF/R.F. + JD to HR Department. MPI is the first process of recruitment. But when some technical HODs require candidates with specific qualifications, experience of different types of machines/plants like CNG, Steel Plant, Power, Chemical, Electronics, Software/hardware, precision type, etc., the indenting form should be designed suitably. My single sheet form is designed to indent such posts. It has many columns for HOD to fill like specific experience, qualification, type/nature of job, etc. Reason for recruitment - resignation, excess work, new machine, etc. HOD after filling & application by Unit Head, send to HR Department, HRD to compare MP application with MP Planning & Succession Planning Statements to check internal candidates. If no suitable match, take MD's application & start the recruitment process.
Appointment Order
The appointment order which binds employer-employee relation does not contain essential terms & conditions to create awareness & compliance of important terms & conditions of service governing them & to minimize dispute later (minimum terms & conditions to be - 30 points). You may check the number of points in your appointment order.
Personal Information Change Notification - P.I.C.N. Form
Where company application/biodata was already collected while joining, subsequent changes in personal information to be collected from all employees using the P.I.C.N. form. However, many P&A managers do not have this form & face problems to give personal details to GM/MD, government officers, etc., as the following current information is missing:
1. No present address to send notice to X
2. Mobile number changed & unable to contact X
3. No nominee's details or details of person to contact in emergency; to notify accident, etc.
4. No nominee's details to send payment of deceased X
5. No details of marriage/family, children, dependents
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
8. No bank account number, IFC code number, etc., to send F.S./payment
As the above information has changed after joining/giving first bio-data, and if personal information is not collected for 3-4 years, please make all employees fill & submit P.I.C.N. now so that you will have all employees' details in one form (instead of piecemeal) to update statutory returns, PF, ESI, HRIS, personnel files, etc. My NEW P.I.C.N. FORM will help you to collect all such information in one form. (As per new PF & ESI notifications (PF Form-11 to replace earlier Form 2 & Form 13), companies have to collect & provide all employees' personal details + their family, dependents, nominee + Aadhar, PAN card, bank account details, etc., & to keep in personnel files to show to officials to get benefits to employees in critical times. Report says; out of 10+ crores PF members, 1+ crores members' name, DOB, initial, father, nominee names vary due to which, many employees/officers suffer to get PF loan, transfer, settlement, pension, etc. Also, there is a problem to get ESI benefit; making HR manager works a most challenging job.
Induction Process
The induction process, the first impression, confidence building, sharing tool between new recruitees, company, HODs & reporting officers do not exist. Joining, welcoming, introducing formalities, providing basic information, facilities, etc., to the new recruitee are essential to create a sense of belonging/retaining, career growth, etc.
Absence of Proper Forms, Rules to Pay, Regulate Advance, Loan, Expenses, OD, TA, Co-Off, PL Encashment, MB, etc.
Affects administration of P&A works. A uniform policy, forms will reduce writing works & save precious time of officers, employees and facilitate fast working of P&A and Accounts Department.
Absence of Updated Form for PA, JD, Discipline to Assess Employees' Performance
To give designation, promotion, increment; can lead to grievances, attrition, dissatisfaction, problems to HR managers to administer P&A works.
Absence of Asset Damage/Breakage/Injury Reporting System, Forms
Assets registering of costly items like laptop, mobile, instruments, tools, movement systems, employment injury; can result in loss to company, delay to claim insurance/settle payment, etc.
Resignation Acceptance, No Due/Clearance Certificate, Relieving & Final Settlement
No proper form/system after HOD sends resignation letter to HR. No feedback to the person, HOD, etc., from HRD regarding resignation acceptance, no due/clearance certificate, exit interview, F.S., etc., to regularize separation.
Absent Notification Form - A.N.F.
Absenteeism is common in some of the labour-intensive companies and it can become an issue if not dealt promptly. HRD is blamed for laxity. Question: When X in Production Department absents, whether HR or Production Department to initiate action? HR to take action against erring employee only when HOD sends A.N.F. to him. Proper disciplinary procedures, rules to be followed for AOS lest; court may nullify termination as void. The above form helps to control & deal with absenteeism. A circular & ANF form to be sent to all HODs for compliance, to monitor absenteeism & to initiate disciplinary action.
Why Standing Orders (S.O.) - I.D. Act - Issues
A certified Standing Orders under Industrial Employment (S.O) Act empowers the company to take disciplinary action against its erring employees for violating terms & conditions in S.O. BUT; the company cannot punish employees for acts not included in S.O. - SUPREME COURT. Company suspends, terminates employees leading to litigation, grievance; damaging company reputation; besides wasting company's time & money. TERMINATION WITHOUT ENQUIRY/NATURAL JUSTICE etc. IS ILLEGAL & court can reinstate such employees. S.O. Act obliges companies with 50+ employees to adopt S.O. to regulate employment conditions, master-servant relation - to be certified by DLC & displayed for information & compliance by company & all employees.
Important Do's, Don'ts, Duties of Employees, Misconducts for which employees are LIABLE FOR DISCIPLINARY ACTION - 80 points. Important terms & conditions in Appointment Order - for skilled employees - 30, supervisors & above - 40. Please include important acts/conducts in S.O. & A.O., and follow procedures of natural justice to make company's action LEGAL.
Important Labour Acts to be Displayed on Notice Boards
As per Labour Acts, Laws, Principal Employers have to exhibit ABSTRACTS of some of the ACTS on the NOTICE BOARD of the company for the information of the employees & also for statutory compliance; failing which; owners will be liable for punishment including criminal prosecution. The inspectors always check; if the prescribed abstracts of the acts (some are listed below) are exhibited on notice board & if not exhibited; issue notices for violations:
- Factories Act
- Mines
- Shops & Establishment Act - as the case may be
- Payment of Wages Act
- Minimum Wages Act
- E.S.I.
- E.P.F.
- C.L. (R.&A.)
- M.B. Act
- Bonus
- Gratuity
- W.C.
- S.O.
- I.D. Act, etc.
Every P&A Manager must have all important acts, HR systems, rules, forms to administer HR works efficiently, and P&A Manager is answerable to F.I., L.I., PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employees' problems; keep records in personnel files for future reference. I can present all updated, ready-to-use HR systems, rules with videos, ppt, etc., & assist you to introduce them. Thanking you & awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR & Mgmnt Consultant (Ex-AGM-HR&A).
Ph: [Phone Number Removed For Privacy-Reasons] - Email: [Email Removed For Privacy Reasons]
SANDUR / HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Tr.Member, I.I.M., Bengaluru.
Languages known: Kannada, Tamil, Telugu, Malayalam + Hindi & English
From India, Mumbai
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70---------
C. N. Khan, HR & Mgmnt. Consultant,
Ph: [Phone Number Removed For Privacy-Reasons], Email: [Email Removed For Privacy Reasons]
SANDUR, HOSPET, BENGALURU.
========
24.11.18.
SHRI . . . . . . .
===========
H.R.D. - What is Optional, Holidays-2019, Kar.Holidays (N&F) Act, - Important HR Systems, Rules
Karnataka Govt. released Holidays List for 2019.
Introduction
I am an Ex AGM-HR & Adm. with 40 years of experience in HR, IR, LEGAL, & Administration, Management Works of 7 Manufacturing Companies, Corporate Offices of Steel Plant, Power, Chemical, Electronics Plants & Mines in Ballari, Chitradurga, Bengaluru, Chennai, Hyderabad, etc., plus Secretary for ISO Certification & HR & Management Consultant for 6 years. (Abbreviations used to save space). I am providing training to individual officers, managers, company officials, and freshers to assist them in improving their P&A works with S.O.P. for Factory, Mines, all types of Establishment/Office Administration, Recruitment, T.O., Salary-Benefit Administration, Statutory Compliance, Registration, Licence, Leave, Legal, PF, ESI, PA/PMS, T&D, Welfare, C.L. - from Recruitment to Separation - F.S. with all Systems, Rules, Policies, Forms, etc., for H.R. Management - in Soft & Hard Copy - for easy understanding - to perform their works efficiently & professionally.
I am providing below some of the important HR & Administration Systems, Rules, Policies, and Forms. Some of them are not there in many companies or are not updated. It will help them to compile, comply with statutory obligations, M.I.S., Inspection of F.I., L.I., PF, ESI, etc. Though it is HR & Admin. subject, some of the points will be useful to all officials as they affect all. I have also attached a list of 52 important HR Rules, Forms, etc. As these are important HR Rules, you may print, read & preserve them for future reference.
Karnataka Holidays (National & Festival) Holidays Act - Dussehra, Diwali - Optional Holidays
As the New Year (January 2019) is fast approaching and HR & Admin. will be making HOLIDAYS LIST-2019, the following points may be considered for the benefit of the Company's P&A works. Some companies declared 11 to 13 days for National & Festival Holidays in 2018, including the following 5 National Holidays (compulsory) as per Karnataka Holidays (N&F) Act:
1. Republic Day
2. May Day
3. Independence Day
4. Gandhi Jayanthi
5. Karnataka Rajyotsav Day
The remaining days are also declared as Compulsory Festival Holidays. Due to this, all employees have to observe all Festival Holidays, which some do not want to, but they have no option since the company has declared it compulsory. Whereas, they have to apply for leave to observe a particular festival which they want to observe, but the company has not included them in the declared Festival Holidays. Adoption of Optional Holidays can solve the problem of HODs and the employees. Some HODs face manpower shortages to man essential services during festivals like Dussehra, Diwali when 3-4 Festival Holidays come at a time.
Hence, the company can provide OPTIONAL HOLIDAYS in Festival Holidays (i.e., instead of making all Festival Holidays compulsory, some festivals can be made OPTIONAL so that HODs can deploy/regulate manpower in a staggered way, depending upon HODs urgent works and give OPTIONAL FESTIVAL HOLIDAYS to needy employees.
Benefit to the Company
This will help continuous working of essential services (like Production, O&M, Utility, IT, HR & A, Transport, Canteen, OHC, which require uninterrupted works) to ensure minimum manpower to man essential services as most employees do not observe all festivals at one time. So, when one set of employees takes a holiday, another set can work and vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit their needs and avoid work stoppage, overtime, etc., due to holidays (without increasing declared holidays or violating Karnataka N&F Holidays Act). To control and keep track of Optional Holidays, you have to adopt a Leave Card System. Otherwise, where will you record the Optional Holidays availed by the employees? How to keep track to ensure that employees take only the permitted number of Festival Holidays? Karnataka Govt. released Holidays List for 2019, including the 5 above.
Leave Card (L.C) vs. Leave Application (L.A.) Form
Some companies are still using loose Leave Application Forms for taking leave instead of adopting the Leave Card system. As the present Leave Application is loose and hundreds of such applications come to the HR Department, seniors cannot check, keep track, compile, or tally with biometric data as can be checked with a single Leave Card. In case of discrepancy or complaint, checking of old Leave Applications is difficult and will delay salary processing, etc. Since some employees will take leave 2-3 times a month, the company has to print thousands of copies of Leave Applications every time, as against printing one Leave Card for one employee per year. Also, many Leave Applications are xeroxed due to urgency, increasing the cost. Leave Cards save printing and xerox costs where a lot of employees work. Many HODs cannot check hundreds of loose Leave Applications due to urgent works and hence certify attendance as put up by the staff. The important managerial work of HRD of checking/tallying attendance cannot be done or is ignored since HRD has not adopted the Leave Card System. (Finance Department can and should check and tally all expenses accounts). One reason for not adopting Leave Cards is that many HR Managers/GMs do not know its utility.
Benefit of Leave Card to the Company
In the case of Leave Cards, since there will be only one card for every employee for one year, the Leave Card moves through the HOD, P&A Department, Accounts Department, Auditors, Sanctioning Authority-GM/MD throughout the year. It helps them to check and see the correctness of all leaves, especially P.L. as it is cash. This check itself will reduce discrepancies and lead to a qualitative change in the approach/attitude of all P&A Officers to check the Leave Card when it comes to them (AND EVERY LEAVE CARD MUST GO TO P&A Officers TO PERFORM THEIR MANAGERIAL WORK OF VERIFICATION). It makes employees extra cautious and plan to take leave, unlike in the case of loose Leave Applications, which only help to take, sanction leave, and none to check. As Leave Cards are manually entered and checked by P&A, auditors, etc., it is accepted by all as authenticated, and seniors rely on its correctness. Hence, Leave Cards help to compute leave and make payroll work fast. Hence, by adopting the Leave Card System, HRD can avoid many blames. If you have not yet introduced Leave Cards, to start with, you may make it as under:
1. One side of the Leave Card to apply for leave
2. Backside: you can print Leave Rules so that in one card, you can get both the works done, and you will have an effective and useful system in place for leave management.
The existing system of applying for leave online, punching, face reader biometric, etc., will continue. Only the Leave Application will be replaced with Leave Cards for several benefits for the company's P&A function. One card for one employee for one year. After one year, keep the Leave Card in the personnel file as a record to verify throughout their service, unlike the loose Leave Applications, which cannot be traced after the sanction of leave as they are not/cannot be kept in the personnel file. Easy for P&A to work out entitlement, balance leave management, and salary preparation. Employees will know how often they are taking leave, plan their leave. HOD can caution, misuse/approve on a need basis. As the CL, SL, PL of every employee will be mentioned in every Leave Card, employees, especially in production, O&M, essential service, etc., approaching the HR Department frequently to know leave balance can be avoided. Also, HODs' time is not wasted to contact HRD to know leave balance to sanction leave to their employees.
Final Settlement
As the Leave Card is frequently checked by HRM, HODs, auditors, and employees, GM/MD can rely on the Leave Card as an accepted document for leave encashment, DOJ, etc., and approve F.S. and avoid employee disputing leave balance, total service, etc., while leaving service, accepting F.S. and make the exit a happy and memorable one.
Existing Company Application/Bio-Data Form
The existing company application/bio-data form is not providing important details of all employees, family, dependents, nominee, person to contact in an emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, IT, PT, Bank, HRIS, etc. (My NEW BIO-DATA FORM will help you to collect all such information. 60 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company's application form).
Absence of Recruitment - Interview, Procedures - Manpower Indent
Interview conducting, selection, application for appointment, etc., causes problems between HR Manager, HODs & GM, MD regarding selection, fixing designation, salary, etc. My single format for interview evaluation, selection, application for appointment, etc., will solve all problems of recruitment, selection, appointment, fixing designation, salary, etc.
Manpower Indent/Requisition - M.P.I./R. Form
Recruitment work starts when the user department (i.e., the department which requires/indents employees for the job) sends MPIF/R.F. + JD to HR Department. MPI is the first process of recruitment. But when some technical HODs require candidates with specific qualifications, experience of different types of machines/plants like CNG, Steel Plant, Power, Chemical, Electronics, Software/hardware, precision type, etc., the indenting form should be designed suitably. My single sheet form is designed to indent such posts. It has many columns for HOD to fill like specific experience, qualification, type/nature of job, etc. Reason for recruitment - resignation, excess work, new machine, etc. HOD after filling & application by Unit Head, send to HR Department, HRD to compare MP application with MP Planning & Succession Planning Statements to check internal candidates. If no suitable match, take MD's application & start the recruitment process.
Appointment Order
The appointment order which binds employer-employee relation does not contain essential terms & conditions to create awareness & compliance of important terms & conditions of service governing them & to minimize dispute later (minimum terms & conditions to be - 30 points). You may check the number of points in your appointment order.
Personal Information Change Notification - P.I.C.N. Form
Where company application/biodata was already collected while joining, subsequent changes in personal information to be collected from all employees using the P.I.C.N. form. However, many P&A managers do not have this form & face problems to give personal details to GM/MD, government officers, etc., as the following current information is missing:
1. No present address to send notice to X
2. Mobile number changed & unable to contact X
3. No nominee's details or details of person to contact in emergency; to notify accident, etc.
4. No nominee's details to send payment of deceased X
5. No details of marriage/family, children, dependents
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
8. No bank account number, IFC code number, etc., to send F.S./payment
As the above information has changed after joining/giving first bio-data, and if personal information is not collected for 3-4 years, please make all employees fill & submit P.I.C.N. now so that you will have all employees' details in one form (instead of piecemeal) to update statutory returns, PF, ESI, HRIS, personnel files, etc. My NEW P.I.C.N. FORM will help you to collect all such information in one form. (As per new PF & ESI notifications (PF Form-11 to replace earlier Form 2 & Form 13), companies have to collect & provide all employees' personal details + their family, dependents, nominee + Aadhar, PAN card, bank account details, etc., & to keep in personnel files to show to officials to get benefits to employees in critical times. Report says; out of 10+ crores PF members, 1+ crores members' name, DOB, initial, father, nominee names vary due to which, many employees/officers suffer to get PF loan, transfer, settlement, pension, etc. Also, there is a problem to get ESI benefit; making HR manager works a most challenging job.
Induction Process
The induction process, the first impression, confidence building, sharing tool between new recruitees, company, HODs & reporting officers do not exist. Joining, welcoming, introducing formalities, providing basic information, facilities, etc., to the new recruitee are essential to create a sense of belonging/retaining, career growth, etc.
Absence of Proper Forms, Rules to Pay, Regulate Advance, Loan, Expenses, OD, TA, Co-Off, PL Encashment, MB, etc.
Affects administration of P&A works. A uniform policy, forms will reduce writing works & save precious time of officers, employees and facilitate fast working of P&A and Accounts Department.
Absence of Updated Form for PA, JD, Discipline to Assess Employees' Performance
To give designation, promotion, increment; can lead to grievances, attrition, dissatisfaction, problems to HR managers to administer P&A works.
Absence of Asset Damage/Breakage/Injury Reporting System, Forms
Assets registering of costly items like laptop, mobile, instruments, tools, movement systems, employment injury; can result in loss to company, delay to claim insurance/settle payment, etc.
Resignation Acceptance, No Due/Clearance Certificate, Relieving & Final Settlement
No proper form/system after HOD sends resignation letter to HR. No feedback to the person, HOD, etc., from HRD regarding resignation acceptance, no due/clearance certificate, exit interview, F.S., etc., to regularize separation.
Absent Notification Form - A.N.F.
Absenteeism is common in some of the labour-intensive companies and it can become an issue if not dealt promptly. HRD is blamed for laxity. Question: When X in Production Department absents, whether HR or Production Department to initiate action? HR to take action against erring employee only when HOD sends A.N.F. to him. Proper disciplinary procedures, rules to be followed for AOS lest; court may nullify termination as void. The above form helps to control & deal with absenteeism. A circular & ANF form to be sent to all HODs for compliance, to monitor absenteeism & to initiate disciplinary action.
Why Standing Orders (S.O.) - I.D. Act - Issues
A certified Standing Orders under Industrial Employment (S.O) Act empowers the company to take disciplinary action against its erring employees for violating terms & conditions in S.O. BUT; the company cannot punish employees for acts not included in S.O. - SUPREME COURT. Company suspends, terminates employees leading to litigation, grievance; damaging company reputation; besides wasting company's time & money. TERMINATION WITHOUT ENQUIRY/NATURAL JUSTICE etc. IS ILLEGAL & court can reinstate such employees. S.O. Act obliges companies with 50+ employees to adopt S.O. to regulate employment conditions, master-servant relation - to be certified by DLC & displayed for information & compliance by company & all employees.
Important Do's, Don'ts, Duties of Employees, Misconducts for which employees are LIABLE FOR DISCIPLINARY ACTION - 80 points. Important terms & conditions in Appointment Order - for skilled employees - 30, supervisors & above - 40. Please include important acts/conducts in S.O. & A.O., and follow procedures of natural justice to make company's action LEGAL.
Important Labour Acts to be Displayed on Notice Boards
As per Labour Acts, Laws, Principal Employers have to exhibit ABSTRACTS of some of the ACTS on the NOTICE BOARD of the company for the information of the employees & also for statutory compliance; failing which; owners will be liable for punishment including criminal prosecution. The inspectors always check; if the prescribed abstracts of the acts (some are listed below) are exhibited on notice board & if not exhibited; issue notices for violations:
- Factories Act
- Mines
- Shops & Establishment Act - as the case may be
- Payment of Wages Act
- Minimum Wages Act
- E.S.I.
- E.P.F.
- C.L. (R.&A.)
- M.B. Act
- Bonus
- Gratuity
- W.C.
- S.O.
- I.D. Act, etc.
Every P&A Manager must have all important acts, HR systems, rules, forms to administer HR works efficiently, and P&A Manager is answerable to F.I., L.I., PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employees' problems; keep records in personnel files for future reference. I can present all updated, ready-to-use HR systems, rules with videos, ppt, etc., & assist you to introduce them. Thanking you & awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR & Mgmnt Consultant (Ex-AGM-HR&A).
Ph: [Phone Number Removed For Privacy-Reasons] - Email: [Email Removed For Privacy Reasons]
SANDUR / HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Tr.Member, I.I.M., Bengaluru.
Languages known: Kannada, Tamil, Telugu, Malayalam + Hindi & English
From India, Mumbai
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Dear C. N. Khan,
You have provided a detailed overview of various HR and administrative systems, rules, and policies. Your experience in the field is evident, and your proposed changes to certain practices will likely improve the functioning of many HR departments. I will focus on addressing your main points and providing additional insights where necessary.
1. Optional Holidays: Your suggestion of introducing optional holidays in addition to compulsory ones gives employees more freedom to observe holidays that are personally significant to them. This should be implemented in a way that doesn't disrupt the company's operations. Employees should notify their intentions to their respective department heads well in advance to ensure smooth functioning.
2. Leave Card System: The introduction of a Leave Card system could streamline the leave application process and reduce administrative work. It's essential to transition from the traditional loose leave application forms to a more structured and traceable system. However, it's also necessary to ensure the system is user-friendly and easily accessible to all employees.
3. Bio-Data Form: Updating the company's application or bio-data form to include more comprehensive details about employees, their families, dependents, and nominees is a valid point. This will ease the process of updating statutory returns and other HR-related documents.
4. Recruitment and Interview Procedures: Establishing clear-cut procedures for recruitment and interviews can help reduce disputes and misunderstandings during the hiring process. The use of a uniform format for interview evaluations, selections, and appointments can further enhance clarity and fairness in the process.
5. Appointment Order: Ensuring the appointment order contains all essential terms and conditions of employment is crucial. It would be beneficial to include a minimum of 30 points for skilled employees and 40 for supervisors and above.
6. Personal Information Change Notification: Introducing a Personal Information Change Notification form will help keep track of any changes in employee information. This will be especially useful for updating statutory returns and other records.
7. Induction Process: An effective induction process is essential in making new employees feel welcome and informed about their roles and responsibilities. It's a crucial step in fostering a healthy and conducive work environment.
8. Forms for Advances, Loans, Expenses, etc.: Having designated forms for each type of HR-related transaction can help streamline processes and reduce confusion.
9. Performance Appraisal and Job Description: Having a standardized and comprehensive form for performance appraisal and job description can help in assessing employee performance accurately and fairly.
10. Asset Damage/Breakage/Injury Reporting System: A well-established reporting system for asset damage, breakage, and injury is crucial in maintaining accountability and ensuring quick resolution of issues.
11. Resignation Acceptance and Final Settlement: Establishing a clear procedure for resignation acceptance and final settlement is essential in ensuring a smooth exit process for employees.
12. Absent Notification Form: An Absent Notification Form can be beneficial in managing absenteeism and initiating appropriate disciplinary action.
13. Standing Orders: It's crucial to have certified standing orders under the Industrial Employment (Standing Orders) Act. This empowers the company to take disciplinary action against erring employees for violating the terms and conditions set out in the orders.
14. Display of Important Labour Acts: Displaying abstracts of important labor acts on the notice board is a legal requirement and can also help in creating awareness among employees about their rights and responsibilities.
Please feel free to reach out if you need any further clarification or assistance.
Best regards, [Your Name] HR Professional
From India, Gurugram
Acknowledge(0)Amend(0)
You have provided a detailed overview of various HR and administrative systems, rules, and policies. Your experience in the field is evident, and your proposed changes to certain practices will likely improve the functioning of many HR departments. I will focus on addressing your main points and providing additional insights where necessary.
1. Optional Holidays: Your suggestion of introducing optional holidays in addition to compulsory ones gives employees more freedom to observe holidays that are personally significant to them. This should be implemented in a way that doesn't disrupt the company's operations. Employees should notify their intentions to their respective department heads well in advance to ensure smooth functioning.
2. Leave Card System: The introduction of a Leave Card system could streamline the leave application process and reduce administrative work. It's essential to transition from the traditional loose leave application forms to a more structured and traceable system. However, it's also necessary to ensure the system is user-friendly and easily accessible to all employees.
3. Bio-Data Form: Updating the company's application or bio-data form to include more comprehensive details about employees, their families, dependents, and nominees is a valid point. This will ease the process of updating statutory returns and other HR-related documents.
4. Recruitment and Interview Procedures: Establishing clear-cut procedures for recruitment and interviews can help reduce disputes and misunderstandings during the hiring process. The use of a uniform format for interview evaluations, selections, and appointments can further enhance clarity and fairness in the process.
5. Appointment Order: Ensuring the appointment order contains all essential terms and conditions of employment is crucial. It would be beneficial to include a minimum of 30 points for skilled employees and 40 for supervisors and above.
6. Personal Information Change Notification: Introducing a Personal Information Change Notification form will help keep track of any changes in employee information. This will be especially useful for updating statutory returns and other records.
7. Induction Process: An effective induction process is essential in making new employees feel welcome and informed about their roles and responsibilities. It's a crucial step in fostering a healthy and conducive work environment.
8. Forms for Advances, Loans, Expenses, etc.: Having designated forms for each type of HR-related transaction can help streamline processes and reduce confusion.
9. Performance Appraisal and Job Description: Having a standardized and comprehensive form for performance appraisal and job description can help in assessing employee performance accurately and fairly.
10. Asset Damage/Breakage/Injury Reporting System: A well-established reporting system for asset damage, breakage, and injury is crucial in maintaining accountability and ensuring quick resolution of issues.
11. Resignation Acceptance and Final Settlement: Establishing a clear procedure for resignation acceptance and final settlement is essential in ensuring a smooth exit process for employees.
12. Absent Notification Form: An Absent Notification Form can be beneficial in managing absenteeism and initiating appropriate disciplinary action.
13. Standing Orders: It's crucial to have certified standing orders under the Industrial Employment (Standing Orders) Act. This empowers the company to take disciplinary action against erring employees for violating the terms and conditions set out in the orders.
14. Display of Important Labour Acts: Displaying abstracts of important labor acts on the notice board is a legal requirement and can also help in creating awareness among employees about their rights and responsibilities.
Please feel free to reach out if you need any further clarification or assistance.
Best regards, [Your Name] HR Professional
From India, Gurugram
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The Tamil Nadu Industrial Establishments (National And Festival Holidays) Amendment Act, 2017.pdf
Form V.xls National and Festival Holidays.xls