The Employment Policies Procedure provides information to employees on the company policies for employment. The company should develop and maintain a clear, uniformly enforceable set of guidelines for employment. This procedure applies to all employees. (4 pages, 1067 words)
This and other policies and procedures provided in the company’s manuals are provided for employees’ use as a reference guide and summary of practices, methods, and benefits. They are not to be construed as legal documents nor used for strict interpretation of the policies and/or procedures provided herein. Furthermore, policies and procedures provided do in no way, shape, or form create any contract of employment. All policies and procedures are subject to change at any time without notice. If employees have questions or require additional information, they should contact their supervisor or management personnel.
It is the company’s policy to abide by all laws pertaining to fair employment practices and to not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, or ancestry. The same principles apply to the hiring of disabled persons, unless the disability is directly related to job performance.
The Exercise of Incentive Stock Options Procedure summarizes the steps needed for exercising options. Employees that are granted options to purchase stock in the company may exercise their right to purchase the shares according to the terms of the Option Plan. This procedure applies to any past or present employee with vested options. (6 pages, 744 words)
An option exercise letter or notice should be written by the employee to the Chief Financial Officer along with payment in full for the number of shares to be purchased, pursuant to the exercise agreement. As an alternative, employees may exercise their options for purchase of the company’s stock through a payroll deduction plan.
Exercise of Incentive Stock Options Definitions:
Optionee – Participant in a company’s stock option plan who has been granted the right to purchase shares of the company or a subsidiary of the company at a specific price for a set period of time.
Restrictive legend – Caption or inscription on a document stating that its use is restricted, usually by statute or regulation.
Exercise of Incentive Stock Options Procedure Activities
Notification of Exercise
Payroll Deduction Plan
Exercise of Incentive Stock Options Procedure Forms
The Safety Coordinator should make a Hazardous Chemicals MSDS Index Template with the operational areas where they are used and the corresponding MSDS for each chemical. The Safety Coordinator should maintain and update CMP101-5 as necessary and will post a separate list in each work area. The Safety Coordinator will work with each project manager to incorporate protective measures for hazardous chemicals used in their area into their safe work procedures.
The Safety Coordinator should ensure that all hazardous chemicals in the facility are properly labeled and updated, as necessary. Labels should list at least the chemical identity, appropriate hazard warnings, and the name and address of the manufacturer, importer, or responsible party. If there are a number of stationary containers within a worksite that have similar contents and hazards, signs will be posted on them to convey the hazard information. If chemicals are transferred from a labeled container to a portable container that is intended for immediate use, no labels are required on the portable container.
Health Care Provider Certification Approval Template
Employees must submit a Health Care Provider Certification Approval Template to support a request for leave because of a serious health condition. CMP103-1 CERTIFICATION OF HEALTH CARE PROVIDER is to be filled out with medical facts, a date the condition commenced, changes to the work schedule, and more. Two or three opinions (at employers expense) may be required as well as a fitness for duty report to return to work. Employees should have at least 15 calendar days to obtain the medical certification.
Keep in mind unpaid leave will be granted for any of the following reasons:
To care for the employee’s child after birth, or placement for adoption or foster care.
To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition.
For a serious health condition that makes the employee unable to perform the employees job.
Health Care Provider Certification Approval Template Details
The HIPAA Authorization Template and the information requested should be kept in each employee record. CMP105-1 HIPAA AUTHORIZATION FORM authorizes the use or disclosure of the employee’s protected health information as described on the form. Access to employee medical records should be limited to managerial personnel with a need to know about restrictions or accommodations concerning an employee’s duties and first aid personnel where an employee’s medical condition might require special treatment.
The Benefit Coordinator should create a record or log for each set of records—medical, psychotherapy, and personnel. Names of those who accessed each set or records should be available. The patient, or employee, also has the right to know who accessed the records, when, and for what reason. To protect patient privacy, employees must take extra precautions, both in structures and in circumstances, not to inadvertently release patient information. Patients may choose to deny the provider from using their information for a variety of reasons. Patients can opt out of any portion of the notice.
Well-written job descriptions benefit your company as an organizational aid and an aid to communication. They identify individual responsibilities, help coordinate and apportion work, and can prevent duplication of effort. Care and diligence should be used in drafting job descriptions for your company. Tailor your job descriptions as closely as possible to the specific requirements for each position. The How to Write Job Descriptions Guide covers communication, format, content and more.
What Can a Job Descriptions Guide Help You With?
A Job Descriptions Guide explains how to create a well written Job Descriptions, which benefits your company as an organizational aid for identifying and delegating responsibilities, coordination and division of work, and preventing duplication of employee efforts.
Job Descriptions should be prepared for all positions in the company. Supervisors should be responsible for initiating drafts or changes to existing Job Descriptions. Whenever practical, supervisors should interact with employees in developing or reviewing descriptions for accuracy and clarity.
Job Descriptions should be current and appropriately represent the position and the needs of the company at all times. Job Descriptions should be updated whenever reassignments of duties or organizational changes are required. Job Descriptions should mirror the growth and changes of the company. Supervisors should not fall into a routine of allowing individuals or their operations to govern by preexisting descriptions, and a sample job description manual can help with that.
Supervisors should then work in conjunction with the Personnel Coordinator to finalize the Job Descriptions. The Personnel Coordinator will be responsible for typing, printing and distributing completed descriptions. Job Descriptions will be filed behind the respective department’s organization chart in the Organization Structure section of the Company’s Policy and Procedures Manual.
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Make HR Compliance Processes Easier
Maintaining and achieving human resources compliance with Federal regulations is an important and required objective of the company. The following HR procedures manual should be used by the company to achieve this goal. Employment Law Compliance is a dynamic management task. Federal legislation is written, followed by state and local legislative laws or acts, which lay out guidelines and enforcement action.
These employee laws and acts can become obsolete and require modification due to the changing nature of our workforce employment relationships. This manual includes eight procedures that will make complying with labor laws and employment-related issues considerably easier. The compliance manual covers workplace safety (OSHA), disability (ADA), medical leave (FMLA), health insurance (ACA), harassment, discrimination, equal employment (EEO), and federal posting requirements.
This HR Compliance Policies and Procedures Manual was developed to assist organizations in preparing a Standard Operating Procedures (SOP) Manual for any industry or business size. It can be custom tailored to fit your individual company concerns and operations.
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Your DOWNLOAD Includes 8 HR Compliance Policies and Procedures:
The HR Compliance Policies and Procedures Manual comes with nine easy-to-edit Microsoft Word document template files, available as a convenient downloadable file. Take advantage of this special package and start saving yourself the time and money to develop this material. Download yours now!
The HR Document Change Control Template covers part number, description of change, action codes, and more. After the Controller has approved the request, other reviewers must consider the reason for the change and determine if the change is warranted. The Controller notifies the requestor if the RDC is denied. If approved, the Controller assigns a Document Change Number (DCN) on ADM103-2 DOCUMENT CHANGE CONTROL form and submits the new or changed documents along with the appropriate approvals to the Office Manager for typing and formatting.
The Office Manager updates the document, indexes the revision, and updates the revision history. The Office Manager notifies the reviewers indicated on the RDC via email when the document is available for review. Reviewers indicate intended approval or submit additional comments. If comments are substantive, the Office Manager incorporates the comments and contacts reviewers for there-review. When all reviewers indicate intent to approve, the Office Manager circulates the final documents to obtain signatures.
When the required signatures have been obtained, the Office Manager updates the master list with the new revision number and last review date for changed documents or with all required information for new documents. Sufficient copies are made for distribution to all locations indicated on the master list. The Office Manager stamps “Controlled Copy” in red on each copy and distributes the controlled copies. The master copy of the previous revision is pulled, marked “Obsolete” and filed in the historical files.
The HR Document Control Database Template keeps track of the document number, document title, rev number, and more. It may be more efficient to use distribution codes in the Distribution column of ADM1030-3 DOCUMENT CONTROL DATABASE; sample codes are listed at the bottom of the document. The controller will be responsible for maintaining master lists of all controlled documents. Separate lists will be maintained of documents of internal origin and external origin. Examples of external documents include National or International Standards that may be used or referenced.
The controller distributes hardcopy documents to the locations listed on the Master List, and removes and destroys any old versions of procedures or instructions. The controller distributes electronic versions of documents by moving the old revision to the OBSOLETE folder and moving the new revision to the RELEASED folder.
The HR Document Request Template indicates the nature and reason for the change, and should be submitted with other marked up documents to the Controller for review. Anyone may submit a new document or changes to an existing document as necessary. To submit a change, the requestor prints a copy of the document and marks the required changes on the copy. If changes are extensive, a new document may be typed and submitted and the requestor must complete ADM103-1 REQUEST FOR DOCUMENT CHANGE (RDC) .
The Controller is responsible for coordinating with Department Managers to review all procedures and instructions at least annually and update them as required to ensure documents remain current. The Controller reviews the Human Resources Document Request. If the request is denied, he/she notifies the requestor the reason for the denial. If the request is approved, the Controller indicates who else needs to review the change. Department Managers of any affected departments should be included.
The Human Resources Manager should prepare a HR Hiring Status Report Template monthly, summarizing the hiring status. The completed report should be forwarded to the CFO and/or the President by the end of each month. ADM109-2 HIRING STATUS REPORT should include a list of open positions by:
Date position is available.
Applicant status (Number of applicants, applicants interviewed, candidates identified, and/or offers made to date.)
Expected date position is to be filled.
The Human Resources Manager should update the average days required to fill an open position and the estimated employee turnover rate. These two productivity measures provide an indication of employment strength. If the average days required to fill an open positions high then the Human Resources Manager should take steps to find alternative methods for filling positions.
The Human Resources Manager should prepare an analysis of the external labor market to determine how other companies pay their employees who are performing jobs that are similar to those under review. This analysis should take into account inflation, benefits, the average days required to fill an open position as calculated in ADM109-2 HR HIRING STATUS REPORT, and any other factors that should influence how raises and promotions should be distributed within the company.
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The creation of a proper compensation and benefits system is the foundation for rewarding and incentivizing employee to achieve the company’s goals. The following payroll procedure manual describes the methods and systems for compensating employees.
This HR Payroll Policies and Procedures Manual was developed to assist organizations in preparing a Standard Operating Procedures (SOP) Manual for any industry or business size. It can be custom tailored to fit one’s individual company concerns and operations.
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Improve all aspects of your HR payroll policy & procedures, including paid and unpaid leave, insurance benefits, employee retirement income security, and more. Save time using prewritten Word Templates.
Your DOWNLOAD Includes 7 HR Payroll Policies and Procedures:
The HR Payroll Policies and Procedures Manual comes with nine easy-to-edit Microsoft Word document template files, available as a convenient downloadable file. Take advantage of this special package and start saving yourself the time and money to develop this material. Download yours now!
The HR Record Retention Guide Template provides a guide to the typical business life of various documents. Maintain all files for as long as is necessary but only to the extent they serve a useful purpose or satisfy business or legal requirements. The retention periods provided in ADM101-2 HR RECORD RETENTION PERIODS are suggested with federal requirements in mind. Be sure to check with local and state authorities for specific record retention requirements.
Copies of critical records that are vital to the daily operations of the company should be kept off site in case of possible disasters. This may include information needed to file insurance claims (insurance contacts, policy numbers), financial data for tax purposes (wages paid, income, and expenses), and contacts lists to restart the business (vendors, customers, investors, and employees).
Three to six months after each year-end, the file manager should proceed with destruction of all files that have exceeded their recognized holding period in accordance with the HR Record Retention Guide Template. A listing of file categories to be destroyed should be circulated to all managers thirty days before destruction for review and comment. The actual listing of records destroyed will be maintained permanently for future reference.
The HR Reporting Summary Report Template is a summary of all reporting, to be prepared and maintained by the Human Resources Manager. ADM109-1 HR REPORTING SUMMARY will include the following categories:
Department or Functional Area
Name of Report
Purpose of the Report
Frequency of Preparation
Distribution of Copies
Updates of the HR Reporting Summary Report Template will be issued to all company officers and department managers. Managers should use the summary to determine what information is being compiled and the format and distribution of reporting. Many times duplicate or redundant information gathering, reporting and filing can be avoided by merely changing the format or distribution of existing reports.
The Human Resources Policy Manual covers the common management requirements and practices for your company. This sample is intended only to provide an example of wording that might be used in your Human Resources Policy Manual. This sample wording can be helpful in generating ideas for developing a manual for your own company. However, management policies should be drafted as appropriate and as necessary to accurately reflect your company’s management standards. This is only a guide. (68 pages, 17248 words)
The purpose of this Human Resources Policy Manual is to document the principles and policies governing your company’s Human Resources practices. All managers should use this manual to simplify the “people management” part of your job by summarizing State and Federal personnel administration laws, regulations, and procedures. The principles and policies included provide:
A foundation for a system of internal controls.
Guidance in current Human Resources areas not controlled by laws or regulations.
Criteria for decisions on appropriate Human Resources treatment.
Managers with direction and guidance in connection with processes and procedures that should be uniform throughout the company.
When consistently applied throughout the company, these principles and policies assure that the various. Internal controls provide a system of checks and balances intended to identify irregularities, prevent waste, fraud and abuse from occurring, and assist all personnel in treating all others in a fair and consistent manner. All additional departmental or functional policies and procedures written should conform to and parallel the policies in this manual. All changes to policies and procedures are required to be reviewed to ensure that there are no conflicts with the policies stated in this Human Resources Policy Manual. This manual does not provide exhaustive treatment of most topics, but refers you to source documents and other resources, which are available for more detailed information. This manual does not create any rights, benefits, or duties which are not set forth in Federal laws. Further, it does not constitute a contract with any employee. This policy manual covers:
Finance & Treasury
Production & Engineering
Sales & Marketing
HUMAN RESOURCES ORGANIZATION
Operations Department Organization Chart
Operations Staff Responsibilities
RESPONSIBILITY, AUTHORITY, AND COMMUNICATION
HUMAN RESOURCES SYSTEM
Forms Development & Control
Control of Records
Human Resource Transactions
WORK RULES AND PERSONNEL POLICIES
LEGAL LIABILITIES OF SUPERVISORS AND MANAGERS
SAFETY AND HEALTH PROGRAM
FEDERAL LAWS AFFECTING EMPLOYMENT
FAIR LABOR STANDARDS ACT (FLSA) OF 1938
FLSA Overtime Provisions
FLSA Child Labor
Equal Pay Act Of 1963
UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT
CIVIL RIGHTS ACT
Title VII of the Civil Rights Act of 1964
Civil Rights Act Of 1991
Uniform Guidelines On Employee Selection Procedures
Pregnancy Discrimination Act
AGE DISCRIMINATION IN EMPLOYMENT (ADEA) ACT OF 1967
Older Workers Benefit Protection Act (OWBPA)
IMMIGRATION REFORM AND CONTROL ACT (IRCA) OF 1986
AMERICANS WITH DISABILITIES ACT (ADA) OF 1990
FAMILY AND MEDICAL LEAVE ACT (FMLA) OF 1993
OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA) OF 1968
CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA)
HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) OF 1996
DRUG-FREE WORKPLACE ACT OF 1988
EMPLOYEE RETIREMENT INCOME SECURITY ACT (ERISA)
EMPLOYEE POLYGRAPH PROTECTION ACT (EPPA)
EXECUTIVE ORDER 11246
WORKER ADJUSTMENT AND RETRAINING NOTIFICATION ACT (WARN) OF 1989
WALSH-HEALEY PUBLIC CONTRACTS ACT (PCA)
SERVICE CONTRACT ACT (SCA)
NATIONAL LABOR RELATIONS ACT (NLRA)
VIETNAM ERA VETERANS’ READJUSTMENT ASSISTANCE ACT OF 1974 (VEVRA)
The Hiring Manager should prepare Job Descriptions using the Job Description Worksheet Template. Any unusual needs or requirements for the position should be added in a separate section of HRG102-1 JOB DESCRIPTION. Hiring Managers should be responsible for initiating drafts or changes to existing Job Descriptions. Whenever practical, supervisors should interact with employees in developing or reviewing descriptions for accuracy and clarity.
Job Descriptions should be current and appropriately represent the position and the needs of the company at all times. Job Descriptions should be updated whenever positions, reassignment of duties, organizational changes, etc., are required. Job Descriptions should mirror the growth and changes of the company. Hiring Managers should not fall into a routine of allowing individuals or their operations to be governed by pre-existing descriptions.