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HR &
Admn. DEPTS. WORKS--3 SAMPLES GIVEN BELOW.
==================================
=======================
TO.
ALL H.O.D.s
CIRCULAR
SUB: NON ATTENDANCE ABSENCE OF EMPLOYEES LEAVE RULES-
ABSENCE
NOTIFICATION
FORM
All the employees are hereby informed that as per the Leave Rules of the Company,
the employees when taking Leave or not attending duty; should apply for Leave in
advance or inform his concerned HOD in advance failing which; the concerned HOD
should fill up and send ABSENCE NOTIFICATION FORM to intimate HR Dept.
about the
absence of
the employee
Company Rules. Sometimes, some employees with prior sanction of leave or after
proceeding on leave; overstay without permission.
Indiscipline.
In spite of the above Rules, it is observed that some HODs and some employees are
not complying with this Rule; dislocating the work in the concerned Dept. and also
causing problems to HR Dept. to keep track of Leave, update Attendance and
Certify and Close the Attendance for Salary. Therefore, the matter is viewed
seriously.
In order to enable HR Dept. to account Leaves of all employees; certify their
Attendance for salary in time and to control Absenteeism; all the HODs are once
again requested to use the ABSENCE NOTIFICATION FORM to intimate HR Dept.
about the absence of the employees for 3 days and above; to initiate
action
EXECUTIVE DIRECTOR
Cc: JD / VP
/ AVP
FC / GM
All HODs. / Section Heads : For information & compliance . The Prescribed
Form enclosed for compliance.
All Notice Boards: for Information of all employees & for their Compliance.
-------------------------------------------------------------------------------------------
ABSENCE
NOTIFICATION FORMAT
DESIGNED
c.neyimkhan@gmail.com
BY
Date: .
. . 2015
TO:
Manager HR&A / G.M. - HR & A
Following employees
Designation/
Dept.
Not Attending
duty from
Absenting
from
Leave Applied /
NOT applied
Remarks
1.
2.
3.
Signature
Designation . . .
Dept . . . .
NOTE:- When any employee Absents for 3 days, on 4th day, the User Dept .should
send this Form (duly filled) to HR Dept. recommending to take action against
the employee. If User Dept. fails, the HR Dept. checking Absensteeism; must
send this Form to User Dept to Report about the Status of the employee to
HR Dept. & to recommend to take Disciplinary Action for Violating Certified .
. Standing Orders / Leave Rules of the Company.
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========================
2.
PERSONAL
FORMAT.
INFORMATION
CHANGES
NOTIFICATION
CIRCU LAR.
IMPORTANT
like
GM ( HR & A)
CC: All HODs. For information and compliance.
Cc: HR Manager:
This Form should be got filled by all the employees thru HODs of
concerned Dept.
(with supporting Documents / Proof for any changes in Personal Infn.)
whenever required to
Update the Personal Data in M.I.S., Personal Files etc., so that; every
employees Personal Infn.
CONFIDENTIAL
INFORMATION CHANGES
PERSONAL
- FORMAT
Date:
1
NOTIFICATION
. 2015.
LATES
T PHOTO
2
3
. Dept.:
Location:
Present
.
.
. . .
Resi.
.
.
.
Address
for
Correspondance
.
. .
.
.
5
.
.
.
-( Enclose Proof)
(Enclose Proof)
Permanent Address
.
.
.
6
New-or.Changed.Resi.Address-for
Correspondance
. . .
.
.
(Enclose Proof)
.
(Enclose
Proof)
Present Contact (Mobile) No.
. .
. . . . .(still used / discontinued.
) . . . . .
PERSON
TO
EMERGENCY.
Mr./s
..
.
.
.
Place:
. . . ..
..
.
. .
------------------------------------------------------------IN ---
CONTACT
..
.
.
.
. . .
. (Wife, Mother,
.
Passport No.
.
.
Place
of
Issue
/
Issued
at . . .
.
.
. Date of
Expiry: . . . . (Enclos Copy)
10
11
DEPENDENTS DETAILS
FAMILY PHOTO
Name of
Dependant
Relation-ship
DOB/
Age
Qualificati
on
Employment
Place
Earning/
pm
Remarks
Father
Mother
Wife /
Husband
Son /
Daughter
Son /
Daughter
Brother /
Sister
Brother /
Sister
14
Present Qualification
.
. . .
15
16
(Enclose Proof).
Mr/s. . . . . . . . . .
Relationship. . . . . .
(Wife/Mother/Father/Son/daughter etc.,)
(Enclose Proof / Certificate)
Signature of Employee
Enclosures:_____________________
H.O.D. . . . . . . . . . .
Dept. . . . . . . . . . . .
Forwarded to H.R. Dept. on .........................
3.
SICKNESS
NOTIFICATION FORM
When any employee is Sick for 3 days & more, he must produce Medical
Certificate from the concerned Doctor stating
1. What is his disease and
2. How many days he needs hospitalization/ /treatment / rest (period of
Sickness)
due to Sickness and submit the same to HR Dept. through his HOD the next
day of his Absence; to certify his Attendance as Sick Leave; failing which; the
period he did not attend duty will be treated as Absent; resulting in Loss of
pay.+ Disciplinary Action for absenting.
This will help concerned HOD in 2 ways:
1. Keep Reliever till the Sick employee resume duty
2. If the Sick employee fails to resume duty after the stated Sickness
period, HOD can recommend to HR to initiate Disciplinary Action
against the concerned employee.
Hence, the Sick employee will rush back to resume duty to avoid
Disciplinary Action
Xx HOSPITAL
Bellary
XX HOSPITAL
Bellary
XX HOSPITAL
Bellary
Smt. / Sri . .
Smt. / Sri . .
.. .
. Emp.Code No . .
Emp.Code No
Designation
Designation
Dept. .
Sickness
. .
Designation
. Location
. . Location
.
.
. . .
Dept. .
Dept. .
. .
. . .
. . Location
suffering from .
. . .
Certified FIT on . .
. .
. .
. . .
. .
He is
. to . . .
and has
.days
. to .
. . days.
.
Remarks:
Date:
Date:
MO/RMP Dr.
Dr.Sign&Seal
Dr.Sign&Seal
MO/RMP Dr.
===========================
===================
DETAILS OF OTHER H.R. FORMATS FOR
H.R. WORKS.
=======================================================
===================================
. . PURPOSE
UTILITY
1.
Man Power Indent Form/. . Recruitment work starts when User Department
sends M.P.I.F.
MP Requisition Form . . . .. .stating Post tobe filled with J.D., Qlfcn, Exp.,Grade
etc. (of the
(M.P.I.F.)-for Single Post . . Person to be recruited) duly signed by
HOD/Competent Authority
. . . . . . .
.
. .
to HR Dept. HR then compares MP Appd.
Strength. Check Internal
. . . . . . . . . .
Candidates+CL. If no suitable match, take MDs
appl. to recruit &
. . . . . . .
.
. .
Follow Recruitment Procedures. Notify to
Employment Exchanges
. . . . . . . . . .
under CNVAct, Employees referrals, Data Base.
If no suitable
. . . . . . .
.
. . . candidate, Issue Advt. in Paper, TV / contact
Recruiting Agent to
. . . . . . . . . .
sponsor suitable candidates.
2 . MPIF for Several Posts --When 2 & More different Posts are to be
Requisitioned/indented,
(NEW M.P.I.F. FORM) ----- this Form can be used.
3.
Co. Application Form /-------Every
Candidate should fill up Company
Application(CV/Resume)Form
Bio Data Form . . . . . . & submit with all Certificates copies for Interview. It
provides
. . . . . . .
.
. .
Qualification, Past
. . . . . . .
.
.
Dependants details,
. . . . . . . . .
in Emergency etc.
4. Interview Call letter . . . . Letter to candidate stating Date, Time & Venue for
Interview,
. . . . . . .
.
Also, enclose Co. Bio-Data Form asking
Candidate to fill up & bring
. . . . . . . .
with all Certificate copies for verification at the
time of Interview.
5. Check List for Interview /. . . Check List Form to be used to verify whether all
required Certificates,
Appointment. . . . documents produced & enclosed before 1.
Interview.
6. Check-list for Appointment . .
-do &
2.
Appointmnt
7. Format for Conducting . . . .This Format gives full details of Candidates to
Interview Panel Members
Interview & Selection . . .. to know the Qlfcn., Exp., Past Co.Works, CTC,
Joining time of Candidates
. . . . . . . . . . . . . to finalise the Right & Best Candidates.
8. Format for Interview- . . .This Format helps Interview Panel Members to probe
on Relevant
Assessment & Approval . . . Assessment Factors while Interviewing & helps to
select the Right
To Select By Panel & M.D. . Candidate, Fix Designation, CTC & take MDs appl.
for appointment.
9. Medical Examination .
Report of Medical
. . . . . . . . . .
for duty.
. . . . . . . .
Existing Post, Serve Notice
. . . . . . .
.
Co. with all Certifi . . . . . . .
.
to Regularise his
. . . . . . . .
11. Appointment Order . .
issued Appt.Order,
. . . . . . . .
all detailed Terms &
. . . . . . . . .
Period, Termination etc.,
. . . . . . .
.
12. Joining Report by. . . . . Employee to give Joining Report when joining;
stating DOB,DOJ,
Employee
.
. . . . .
Qlfcn, Address+Proof & submit Original
Certificates + copy for
(Opening Personal File) . . Final Verification (HR to Open New Personal File &
put all above
.
.
.
.
.
.
.
.
.
Certificate
Copies+Co.Application+Photo+Interview Assessment+
. . . . . . .
. .
Apptt. Order with employee Signature etc.,)
13. Check-list to open . .
.
.When new employee joins, HR to collect all
Certificates + Documents
Personal Files . . . . . . (Copy) to open Personal Files for every employees
giving Emp.Code No.
. . . . . . .
. .
Emp.No.tobe written on every Personal File in big
letter & in
. . . . . . .
. . . .
all Documents Identify the employee
. .
Allotted Dept.,
. .
16. Joining KIT- HR Letr.to . .HR Letr to Recruitee stating Induction Program:
Standing Orders,
Recruitee for Induction . . Leave Rules/Card & Imp.Service Rules,Safety,
Policies, Benefits etc.
17. Leave Card . . . . .
Leave &To Keep
. . . . . . . . .
attendance for Salary
18. Leave Register . . . .
availed - from
. . . . . . . .
Eligibility/Earned/
. . . . . . . .
Factories/S&C.Estt.Act)
availed
. . . . . . .
Appn. Form. After
. . . . . . .
to Regularise Absence.
. .
. .
28. Monthly Attendance for . . .Total Attendance of all employees, Leave, Absence,
Sick, working days,
payment of Salary . . . . . Holidays. Verify/Certify for payment of Salary.
29. OT/Extra Wage Payment . . .
pay Extra Wage
33. Self Appraisal Form. . . . . The Employee & his Superior participate in this
Appraising.
34. Master List of employee. . . . Gives full details of all employees Qualfcn,
DOB, DOJ, Salary,
. . . . . . . .
.
.
Career Progression, Seniority ,
Superannuation etc.,
35. Manpower-Dept.wise. .
details - Dept.wise
36.
,, ,, Category-wise . .
wise - from
. . . . . . . .
.
.
. .
.
. . . . . .
supporting vouchers.
. .
. . . . . .
to minimize attrition.
. .
.
. . . . . . . .
Name, address, Phone
. . . . . . . . .
DOJ, Photo, Nature /
. . . . . . . . .
53. Non -Attendance / Absence. .When employee absents from duty, Absenting
Format to
(ABSENT Notification - . . . .be sent to concerned HOD to seek information
from them, to
Format)
Initiate disciplinary action like, issue Show
Cause Notice to
. . . . . . . . .
Employee,/ Enquiry Notice, Publication in
News Paper
. . . . . . . . .
etc., If employee doesnt respond even after
all attempts,
. . . . . . . . .
presumption of Voluntary Abandonment of
Service (VAS)
. . . . . . . . .
and Terminate service under Companys
Certified Standing
. . . . . . . . .
Orders / Service Rule.
54. Contract Labour . . . . .
to CL etc.,
55. Changes in Personal Infn. . . Employees should be asked to use this Format to
inform HR Dept.
Data
about any change in their Address, Phone
No.,Qlfcn., Marital statuts,
. . . . . . . .
.
Person to contact in Emergency,
Nominee/Dependents details
. . . . . . . .
.
to update HRIS & Personal file data once a
year (in December).
56. Job Description Form . . . This Form provides details of Main jobs & other
incidental jobs, details
.
.
. . . . . .
of works tobe done, assigned to every
employees which he has
. . . . . . . .
to perform, Min. Qlfcn, Relevant Exp.
Category,Superiors, Subordinates
. . . . . . . . . . . . . etc.,
57. Daily Duty Performance . .
pending works etc.,
Chart / Report .. . . . .
performed by X daily.
58. Man Power Planning . . . It provides the Required Strength, Appd. Strength,
Existing Strength,
Statement . . . . . . .
Vacancy/Surplus of employees in each Dept. with
names of existing
. . .
.
.
.
.
. .
employees. It helps to Rationalise/Reorganise the strength thru
. . .
.
.
.
.
. .
Transfer, Job Rotation etc.,
59. Succession Planning . . .
This Statement provides details of all employees
including those who
Statement . . . . . . .
are on the verge of Retirement to enable HR
Dept. to plan for filling up
. . .
.
.
.
.
. . .
those position through internal transfer or if
suitable persons not
. . .
.
.
.
.
. . .
available, recruit from outside after obtaining
appl. Of MD of MPIF.
60. Transfer of Provident Fund. When employee change his Company, he can apply
to transfer his PF
61. Withdrawal of P.F. amount. When employee want to withdraw his PF, he can
apply for withdrawl.
62. Advance to buy 2/4 wheeler-.When eligible employee want to buy 2/4 wheeler,
this Form tobe used
63. Sanction of Petrol Allownce. .When employee is using 2/4 wheeler for Company
works, this Form
.
.
. . . . . . . . . . Tobe used for sanction of Petrol allowance.
Abbrevations used to adjust space