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HR PROCEDURE MANUAL

Recruitment :

Purpose – To recruit right people for right job at the right place in
right time.

Scope: Ensure smooth recruitment process in Coordination with

Branch heads & HO.

Procedure:

1. Manpower requisition (MPR) form is received by HR at

Villupuram from branches / Zonal office after approval of CPO.

2. Resumes will be downloaded from job sites or called from in

house references/ data bank or placement consultants and sent
to respective BM/CPO.

3. After the formal interview, the interview assessment sheet along

with the resume of the selected candidate is forwarded to
respective CPO for approval.

4. After getting approval from respective CPO, the offer letter

along with joining formality papers is issued to the candidate by
HR at Villupuram.

5. In some cases interviews are directly conducted at branch level

and Resume of the selected candidate, interview assessment
form along with Manpower requisition form is sent to HR at
Villupuram issuance of offer letter.

6. Offer letter is issued to the candidate and joining formality

papers are send to branch for his acceptance.

In case of any critical positions, CPO& HEAD – HR

conducts Interview through Video Conference.
7. After joining, acknowledgement copy of offer letter along with
joining set duly filled is called at CPO – HR.

8. After receiving the above-mentioned documents along with the

Job Description, Appointment letter is issued to the candidate.

9. Personal file of new employee is prepared and all the related

documents are filed in the same.
Documents Maintained:

1. Manpower Requisition Form

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2. Resume
3. Interview Assessment Form
4. Xerox copies of testimonials.
5. Joining Report.
6. Offer Letter
7. Appointment Letter.
8. Positional Job Description.
9. JD/KRA.
10.Documents related to previous employment

Flow Chart:

CHECKS
SUITABILITY &
SENDS
RECOMMENDATIO
N

OFFER LETTER
& JOINING REPORT
ZONAL OFFICE

APPOINTMENT APPROVAL OF
LETTER COO

HR AT
VILLUPURAM
PERSONAL FILE

 Induction and Orientation

Purpose :-. Bring together & induct the new joined employees at
different locations, coming from different background, with the work
environment of Organization & Head office. Help them Clarify any
doubts about the working & job profile.

Scope: - Conducting timely induction of all employees joined.

Procedure of Induction:-
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1. HR At Villupuram informs the concerned branch heads/State
heads/ CPO’s regarding the names of the employee due for
induction.
2. The 3 days schedule for the induction is prepared.
3. The Branch Manager / CPO then send the approval of the
employees attending the induction from their respective areas.
4. The guesthouse /Hotel booking along with other necessary
arrangements are done by HR at Villupuram.
5. All the booking details along with induction schedule are then
sent to concerned branches for their information.
6. The induction program starts with formal introduction in the
training hall and the induction kits are also distributed.
7. Induction Program includes various classroom activities along
with training session by concerned H.O.D ’s followed by visit to
a recreational spot.
8. Induction also includes the Factory visit and interaction with
concerned H.O.D’s.
9. Induction concludes with the filling of induction feedback form
along with induction report.

10. The induction analysis report is then prepared and submitted to

the HEAD –HR in which analysis of findings is done based on the
questionnaires and suggestions from inductees.

Documents Maintained: -

1. Induction Schedule
2. Induction Handbook
3. Induction report of inductees
4. Feedback of programme
5. Attendance Sheet of participants
6. Induction Analysis
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PROCESS FLOW CHART :-

Employee Information to Nominations Induction Schedule

Joins the Concerned received from Prepared &
Organization Branches ZSM’s conveyed to ZSM’s

All sorts of
Arrangements /
bookings done
at By CPO-
H.R.

In the end, 3 Days induction Employees s arrives

All related Feedback form is carried out at HR at
records are filled & submitted including Factory & Aurangabad for
kept in personal to personal files. recreational site their induction
files visit
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TRAINING AND DEVELOPMENT

1. Based on the Performance appraisal form, the Training Needs

Identification is done by HR at Villupuram.
2. The Strength – Weakness matrix is prepared to develop mentor
mentee relationship and identification of internal/External trainer
amongst employee.
3. Training calendar is prepared for imparting training and
development
4. Training programmes are scheduled based on TNI
5. Finalization of Training Date -Venue - Schedule - CPOrdinators is
done.
6. Nominations from HOD’s/BM’s were collected
7. Administrative arrangements are done accordingly
8. At the training programme, Attendance sheet and feedback
forms are distributed amongst participants.
9. After the Training programme, Collection of filled attendance
sheet & feedback form.
10. Training effectiveness evaluation is done after compilation of
feedback forms and results were published.
11. The details of programme are then entered in Training History
card of employee .

Transfer:

Purpose: To support field staff in the exigency of work and to

accommodate request transfer.

Scope: To match with work related load.

Procedure:

1. Application from branch is sent to Zonal office for transfer

approval.

2. Zonal Office forwards the application with Zonal Service

Manager’s recommendation to CPO – HR for GM – CPO’s
approval.

3. After getting approval from GM – CPO, transfer letter mentioning

CCA (City Compensatory Allowance) as per policy is issued to the
candidate by CPO – HR. In case of request transfer CCA is not
applicable.
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Flow Chart:

CANDIDATE APPLICATIO BRANCH CHECKS

N OFFICE SUITABILITY

ZONAL OFFICE

TRANSFER LETTER
CPO - HR

GM – SERVICE
PERSONAL FILE IF APPROVES

Documents maintained:

1. Transfer requisition letter

2. Transfer letter issued.
3. No dues received from the Accountant of previous Branch of the
employee.

Performance Management System

Purpose: Ensure timely and fair appraisals.

Scope: Immediate remarks of superior after completion of Training/

probation Period.

(a)Confirmation Appraisals:

Procedure:

1. List of the employees to the confirmed is taken out in the first

week of every month.
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2. Performance report for Probation / Confirmation form is sent to

the respective Zonal Office for filling up.

3. Zonal Office then forwards the form to the respective branches

for remarks of the immediate superior of the concerned
employee.

4. Duly filled form with immediate superior’s remark is sent back to

Zonal Office for signature of Zonal Service Manager.

5. After receiving signature of ZSM, same form is sent to CPO – HR

for further process.

6. CPO – HR forwards the form to GM – CPO for final approval.

7. After receiving Final Approval From GM – CPO, Probation/

Confirmation letter is issued to the employee by CPO – HR and a
receipt copy of the same is kept in personal file for records.

Documents Maintained:

1. Performance/ Confirmation assessment form duly filled with

remarks of immediate superior/ ZSM.
2. Approval of GM CPO
3. Copy of Probation / Confirmation letter issued.

(b) Performance Appraisals:-

Purpose: - To ensure timely and fair increments of the employees

working in the company based on their performance.

Scope :- To acknowledge the individuals performance and reward

accordingly to boost their morale and motivate them.

Procedure of Performance Management System:-

1. In the beginning, the Performance Appraisal Forms are sent to

different branches and locations for filling up with remarks of
respective ZSM’s.
2. The duly filled appraisal forms are then called from the
branches and their compilation is done at the head office by
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CPO - HR. For that purpose, the respective weightage for JD
& KRA is calculated and taken in consideration.
3. After compilation, the appraisal forms are sent to GM-CPO for
approval.
4. After the GM approves the appraisal forms, the letters are
prepared accordingly and sent to the respective branches for
distribution to the concerned employees. The received copy of
the same forms is kept in the personal file of individual
employee at H.O.

PROCESS FLOW CHART :-

Performance The filled Compilation is done The GM-CPO

Appraisal forms are by CPO-HR by taking approves the
Forms are sent called from all achievements of appraisals,
to branches for the branches JD/KRA’s in After
filling up consideration. compilation.

If Approved by
GM -CPO

Increment/
Promotion
Received copy & Received copy is Letters are
Related records is sent from branches prepared
kept in Personnel to H.O. accordingly &
files of employees Sent to
respective
branches
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Loan / Salary Advance:

Purpose: To provide employee with monetary assistance in case of

emergency to deal with personal exigencies.

Scope: To provide monitory assistance to employees in their

emergency.

Procedure:

1. The employee submits loan application at the branch office.

Branch office forwards the same to Zonal office and Zonal office
with ZSM’s recommendation sends application to CPO – HR for
further process.

2. After receiving the application CPO – HR checks eligibility of

employee for loan amount (3 months Basic) and forwards the
same to GM – CPO for approval.

3. If approved by GM – CPO, letter is sent to respective Branch

Accountant for releasing the loan amount with a copy to Finance
dept. HO and one copy of the sanction letter is kept in
employees file for records.

CANDIDATE APPLICATIO BRANCH ZONAL OFFICE

N OFFICE

LOAN
AMOUNT CPO HR

SANCTION
LETTER
GM – CPO
PERSONAL
FILE

Documents maintained:
1. Loan Application
2. GM CPO’s approval
3. Sanction Letter.
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OTHER H.R.ACTIVITIES

Preparing the QnQ Capsule

Purpose :- For Corporate Communication .

Scope:- To motivate people to come out with new ideas through

submitting articles, news , innovations in products, write-us. Etc.

Procedure :-

1. Articles, News, Write-ups are called from different branches .

2. After receiving the same, CPO-HR compiles all the information
and prepares a monthly journal.
3. The same journal is then sent to different branches, ZSM’s for
their reference.

OTHER H.R.ACTIVITIES

(1)Monthly Dossier :-

Purpose :- For Corporate Communication .

Scope:- To Provide necessary information on Monthly basis regarding

the Attrition rate, Details of Training & Development, Manpower
Details, Surveys and analysis.

Procedure :-

1. To compile& Update the information available with us on

monthly basis and keep it for records and reference.

2. Prepare presentation on the same to other HOD’ s .

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OTHER H.R.ACTIVITIES

(2)Birthday Wish :-

Purpose :- For Inculcating the sense of belongingness .

Scope:- To wish every employee on His/Her birthday.

Procedure :-

1. On occasion of His/Her birthday, E-Greetings is sent to

respective employee by CPO-HR . Employees Personally wish
to the concerned on birthday.
2. The employees by the hands of GM-CPO and HEAD-H.R. In case
of H.O.-H.O.D’ s Birthday is celebrated by cutting cake .

PROCEDURE MANUAL

SALARY AND WAGES

Purpose – To Disburse the Salary / Wages in time to branches as per

Master data received from ERP.

Scope : Preparation of Salary sheet and disbursement to QnQ

Emplyoees in time
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Procedure:

 The HO accountants maintains the attendance register of

employees which they send to CPO-HR along with the leave
status at the end of every month for salary preparation.
 CPO – HR then fill the attendance and branch wise pay sheet
is prepared .
 Track on Leave status on basis of monthly attendance.

Documents Maintained:

 Personal file related all data.

 Branch attendance.
 Duplicate copy of pay sheet.
 Salary annexure and increment letters.
 Salary and wages related any communications.
 Addition and Deletions Sheet

Flow Chart:-

FORWARD –
ATTENDANCE
WEEKLY OFF,
EMPLOYEE ATTENDANCE BRANCH OFFICE LEAVE,
ABSENCE, PAID
HOLIDAY,
ADVANCE, ETC.
DATA

PAY SLIP PAYSHEET CPO HR OFFICE

PROCEDURE MANUAL
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FULL AND FINAL SETTLEMENT

Purpose –To prepare full and Final Settlement of separated

employees.

Scope: Cover all the separated employees and settle dues in time.

 Procedure:

 To collect original Resignation and No-Dues certificate from

branch .
 The approval of GM-CPO is then taken for settlement of the
claim.
 After Preparation of F&F submit the same to Finance dept. for
Audit .
 Full and Final cheque along with statement is then sent to
respective Branch for payment.
 Duplicate Full and Final copy attached to personal file.

Documents Maintained:

 No Dues certificate
 Experience Certificate
 Full and Final settlement

Flow Chart:

EMPLOYEE RESIGNATIO BRANCH OFFICE

N LETTER

REGIONAL
CHECK BUSINESS
NO MANAGER
DUES.

PERSONAL
FILE FULL AND CPO - HR
FINAL
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PROCEDURE MANUAL

MIS

Purpose – To monitor Manpower and related data

Scope: For data analysis and interpretation of various facts and

figures for better understanding of system.

Procedure:
 The data is collected from all branches and compiled in month
wise report.
 Then MIS is updated as per prescribed format from Corporate
HR
 CPO – MIS is also updated on regular basis as per prescribed
format.

Documents Maintained:

 Master file
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PROCEDURE MANUAL

GENERAL ADMINISTRATION

Purpose – To provide General administration activities to Branches.

Scope : To prepare salary sheets

Procedure:-

 Birthday List of all employees is prepared on monthly basis

 Airtel Connection is provided to eligible employees & Mobile
phone is provided to branches after approval from GM -CPO.
 Issues related the submission of bills of Mobile and Sim is taken
care by CPO-HR

Arrangement / maintaining / preparation of Lunch Plan Food to

Service personnel
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PROCEDURE MANUAL

STATUTORY COMPLIANCE AND PROCEDURE

Purpose: To comply with Govt. requirements and maintain

documents.

Scope : PF, ESIC, and other legal compliance. (May Be Future)

FLOW CHART FOR PF COMPLIANCE.

PF Number to be Allotment
1.Nomination form No-2 to by employer in chronological
NEW JOINING be filled by order
EMPLOYEES employee. On the base of Date of
2. Form No-11 to be filled Joining
by
Employer.

From Basic @ RS. 12% on monthly Basis & apart from this
employers contribution should be added @ 12 % on basic
every month when salary drawn and employee is on Roll. E.g.
X employee’s Basic Salary is RS 1000/- Then his deduction is
RS 120/-@ 12%. Employer’s Contribution on basic @ 3.67% RS
37/- to PF & @ 8.33 % on basic RS 83/- to Pension account. If
DEDUCTION OF PF the basic is More than 6500/- pension amount fix RS 541.
Suppose Basic 8000/- then Deduction of employee @12 % RS
960/- Employer’s Contribution Pension Fix RS 541/- and
remaining goes to employer’s contribution PF @ 3.67% Mean
RS 419.

Employee Deduction on basic Salary @ 12% goes to PF in

account No-1 which is shown on Challan as employee share
contribution.
Employer’s Contribution on basic Salary @ 3.67% goes to PF
MONTHLY account No-1 in column of Employer’s share contribution.
CHALLAN Employer’s Contribution @ 8.33% goes to Pension account on
pension basic to account No-10 shown on Challan.
Admin Charges on total Basic @ 1.1% to Account No-2 Shown on
Challan
EDLI charges @0.5% on pension Basic to account No-21 Shown on
Challan
Admin Charges @.01% on pension basic to account No-22
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After preparation of Challan the same should be submitted

should be account Department for drawing D.D. in favour of
D.D. FOR CHALLAN STATE BANK OF INDIA. After receiving D.D. from accounts Dept.
DEPOSITION Challan should be submitted in State Bank Of India in 4 copies.

After clearing the DD, Bank will return 2 copies two us. One for
our record and another along with monthly returns to PF Office.

Form No-12A is a status of dues towards Deduction made by

company and amount paid by company on Challan with
strength . Along with total basic Salary.

Form No-5( Addition) for New joining . Company have to

mention following details on this form PF No, Name of
employee, Father’s Name , Date of Birth or Age, Sex, Date of
joining to PF.
MONTHLY
RETURNS Form No-10 it is a Part B of form No 5. This is for (Deletion)
for resigned employees When any employee left the
organization company have inform to PF office through this
form. Company have to mention following details on this
form. Account NO, Name of Employee, Father’s name, Date
of Leaving, Reason of Leaving, Reason must Resignation not
any other reason is applicable.
Keeping record of contribution of every employee on monthly basis
in form of Form N0-3A along with Monthly basic Salary. It is a month
wise status of every employee.
At the end of Accounting year From April to March company have to
ANNUAL submit Form No-3A to PF office . It is one year Monthly details of
RETURNS Deduction.
3. Form No-6 A Consolidated Statement of
employees (12 Months) It is to be Submitted to PF
office at end of Financial year April to March along with
form No-3A.
4. Reconciliation Statement. It is a Month wise details of
Total Basic Salary, Due towards the company of PF,EPS,
Admin Charges, EDLI, and admin Charges on EDLI. Against
this dues company paid on Challan and Date of Payment
made by company.
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At end of Accounting year April to March

PF SLIPS Annual returns to be submitted to PF
office. Then PF office accumulate amount
and calculate the Interest on individuals
deposited amount. After completion of
calculation of accumulation and interest
PF Office issues the slips to organization.
After resign of employee those who wants withdrawal his amount
following formalities to be done by employee.

1.Employee has to submit Form No-19 for PF withdrawal.

2.For pension withdrawal he has to submit Form No-
10C.
Employee shall fill his Name, Father’s Name, Address, Bank account No,
Date of Birth, Date of leaving (actual and not of full and final settlement)
Reason of Leaving as mentioned on Specimen forms. After completion of
WITHD- above formalities he should submit his forms to Company.
-RAWAL
OF PF Company will send this form after completion of 60 days from the date
of resignation, because of that as per PF office rule he has declare that
he was unemployed after resignation. Then organization will complete
their formalities by attesting form by Rubber Stamp with signed by
Authorised Signatory nominated by Company.

If the member has left the organization long back and if his claim is
pending he has he has to filled form No. 19 and 10C. Along with this
form he has to submit following document as per rule of PF Office.

Request application address to Asst. PF Commissioner with the reason of

Late submission.
Name Proof like School leaving Certificate, or any other certificate or
Affidavit
Bank Account No pass book Xerox Copy.

After Joining the Organisation if the employee wants to transfer his

previous account to existing company then following formalities to
be completed by employee.

1. Form No-13 to be filled by employee with Name of previous

along with Previous PF Account No & Pension Account No & date of
Separation of Previous Company.
TRANS- 2. Date of Joining ,allotted PF Account No & Pension Account No to
-FER OF be mentioned by existing Company.
PF ACC.
3. Form Should be attest and signed by existing Company. Then
form should be sent to PF Office for Accumulation.
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