Hr operation

Jon Boyes
Employability and Graduate Development
CHMP
www.hrspot.co.in
Kolkata | Bhubaneswar | Hyderabad
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Joining Documentation

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Standard Document Set
Current Resume
Age Proof
Address Proof
Photographs
Educational certificates/mark-sheets
Last (1/2/3) company appointment letter
Last (1/2/3) month payslip
Release letter of previous company
Experience letter of previous company

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Sample of
Documentation Worksheet
Microsoft Excel
97-2003 Worksheet

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Verification Process

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Verification Method
 Pre Employment
(Before issuing offer letter)
 Post Employment
(After joining)

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Types of Verification
 Personal Verification
 Educational Verification
 Professional Verification

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Reference Check

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 Previous companies to be contacted for verification for the details
 Reference to be collected from the employee or from personal source or from
internet
 Previous company may be called or mailed

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 Employment period
 Employee behaviour
 Employee performance efficiency

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 Cross check of designation
 Cross check of Job responsibilities
 Remuneration details
 Interest of re-hiring regarding the particular employee

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Sample of
Reference Check Forms
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document
Reference Check

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Class Activity

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Reference Check Form Designing
All Students will be asked to make Reference Check Form with at least 10
questionnaire.
Individual Activity: 20 min

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Offer Letter and
Appointment Letter

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 Issued after selection
 Issued before joining
 Intimation of selection
 Intimation company proposal of
CTC, designation, location, date of
joining, etc.
 Candidate may or may not accept
the offer
 Offer letter may have a validity,
post which the letter will not be
valid
Offer Letter

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 Issued after joining
 An agreement between the
employee and the employer with
start date
 Should have compensation break
up in details
 Contains terms and conditions of
employment
 Must be accepted by an employee
to continue
Appointment Letter

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Sample of
Offer Letter and
Appointment Letter
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document

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Offer Letter & Appointment Letter Designing
All Students will be asked to make Offer Letter & Appointment Letter.

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Induction

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 To be introduced to each other
employee & employer
 Introduction to the company’s
rules, regulations, process &
policies
 Introduction to the team
members and different senior
Managers
Induction

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Types of
Induction Programs

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General
Induction Types
Specific
Follow up

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Orientation

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 To learn about the job
 To learn about the delivery
expectation by the company
 To learn about the how the
job to be done, reporting
process, to gain job
knowledge
Orientation

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Types of
Orientation Programs

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Formal
Informal
Orientation Types
Individual
Collective
Serial
Disjunctive

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Confirmation Letter

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Confirmation Letter
 Generally the standard probation
period is 6 months
 Post 6 months basis the performance
of the employee company may
decide to confirm the employee or
may extend the probation period
 Confirmation letter is a legal
document of an employee being
permanent and eligible for benefits
post confirmation

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Confirmation Letter
 It suggests change in Designation if
any
 It suggests change in Location if any
 It suggests change in Remuneration if
any
 It provides details about the extra
facility regarding leaves or any which
is there in company policy

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Sample of
Confirmation Letter
Microsoft Word
97 - 2003 Document

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Promotion Letter

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Promotion Letter
 The advancement of
an employee within a company
position or job tasks
 A job promotion may be the result of
an employee's proactive pursuit of a
higher ranking or as a reward by
employers for good performance

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Promotion Letter
 A letter to inform the employee
about the promotion
 Words of congratulations
 Mentioning new assignment post and
designation
 New benefits and allowances to be
given

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Sample of
Promotion Letter
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document

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Transfer Letter

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Transfer Letter
 A letter to inform and to order an
employee to report to a new
location/department
 The letter must contain
 Transferred from and Transferred to
location
 Reason of Transfer
 Remuneration change, if any

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Transfer Letter
 Joining date in the new
location/department
 Must be received/accepted by
employee
 In case of received but not accepted
or not received at all , and not
reported in new location, company
may take action against the employee

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Sample of
Transfer Letter
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document

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Types of Transfer

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Promotional Transactional Punishment
Locational Departmental
Employee Initiated (Employee Requested)
Employer Initiated (Company Initiated)

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Confirmation Letter, Promotion Letter & Transfer Letter Designing
All Students will be asked to make Confirmation Letter, Promotion Letter &
transfer Letter.

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Exit Interview

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An interview is being held with an employee about to leave an organization,
typically in order to discuss the employee's reasons for leaving and their
experience of working for the organization
Done immediately after resignation
If the HR thinks the employee is too valuable to let go then the HR must go to the
exit interview with a proper retention plan

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If the organization does not have any problem to let go the employee then a
feedback should be taken considering why that person is leaving , weather that
person would like to rejoin in future, etc.
Purpose for conducting exit interviews include shortening the recruiting and
hiring process, reducing absenteeism, improving innovation, sustaining
performance, and reducing possible litigation if issues mentioned in the exit
interview are addressed

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It is important for each organization to customize its own exit interview in order
to maintain the highest levels of survey validity and reliability

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HR Formalities
Steps of Exit Interview

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Resignation Initiation
If want to
retain employee
Counselling for
Retention
Resignation Acceptance
Notice Period,
Exit formalities
F&F, Release Letter,
Experience Letter
If convinced
If not
If yes
If not convinced
Customization of
Retention Strategy

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Notice Period

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It is the period between resignation date and last working day in the company
when an employee resigns
This time period has to be given to an employee by their employer before their
employment ends. Also an employer will find the suitable replacement

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Rules of Notice Period

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No Leave, except Sick Leave,
will be granted during the
Notice period. Sick leaves taken
during the notice period will be
added to end the of the Notice
period date.
No Payroll calculation would be
done if the salary cycle falls
within the Notice Period of an
employee. It will all be adjusted
in the Full and Final settlement.
2 main rules of notice period

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Full and Final Settlement

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 The final activity before any
employee leaves
 A process to check the financial dues
from either side
 The F&F balance can be Positive or
Negative
 Positive balance denotes the
amount to be paid by the company
to the employee or to be received
from the employee
 Negative balance denotes the
amount to be paid by the employee
to the company

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 Release letter is issued only after
clearance of dues in F&F
 Gratuity payment is done after F&F
settlement
 PF is not a part of F&F as this
government managed
 A company can not hold PF even if
F&F is not settled

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Sample of
Full & Final Settlement
Microsoft Word
97 - 2003 Document
Microsoft Excel
97-2003 Worksheet

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F&F Preparation
All Students will be asked to prepare F&F.
Name – Mr. Rahul Sharma; Job role – Sales Manager; Location - Kolkata
CTC – 4.50 LPA [Basic 45%]
Resignation date – 23/07/2018; Notice period – 30 days
Leave taken during notice period – 2 leaves due to illness
Salary credit date – 15 th of every month for the monthly salary of the
previous month
Loan repayment amount due 25,000 rs.

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Release Letter

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 Issued during the time of retirement or end of notice period after resignation
 It signifies that no dues from both end of company and the employee
 Legal document of no dues and relieving from duties

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 Some time it may combine with
experience letter
 Must contain last date of working
 May contain designation, date of
joining, salary, etc.
 Must contain the company seal and
signature

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Sample of
Release Letter
Microsoft Word
97 - 2003 Document
Microsoft Word
97 - 2003 Document

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Experience Letter

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 Issued during the time of retirement or end of notice period after resignation
 It signifies that how long the person has worked with the organization
 Legal document of the nature and duration of employment ship

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 Some time it may combine with Release Letter
 May contain designation, date of joining, salary, etc.
 Must contain the company seal and signature

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Sample of
Experience Letter
Exp Letter

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Release Letter & Experience Letter Designing
All Students will be asked to make Release Letter & Experience Letter.

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