Standard Operating Procedure

SOP-HR

Standard
Operating
Procedure (SOP)
for Human
Resource
Department
For

(Company Name)
Date of Issue Issued By General Manager

Rev. No. & Date New Review Authority AGM

Valid Up to Implemented By HR Manager

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SOP-HR

Department HR Intended Audience HR Department

1. Purpose:
The purpose of this SOP is to maintain all the relevant documents of an employee that
governs the employment condition within India. The documents can be classified as below:
 Documents related to previous employment
 Documents related to the employee qualifications
 Documents related to the conduct of the employee
 Documents related to the disciplinary proceedings
 Documents related to benefits and perks and performance review etc.

This SOP also authorizes the Human Resources Manager to open an individual file
per employee on the first day of his employment and collect the relevant documents
within 7 days of his / her joining the organization. The employee personal files should be
maintained by ________________for a period of 10 years from the last day of working of
the employee.

The important aspects of this SOP are summarized below:

 Collect the necessary documents from the employee
 HR is the custodian of the personal file
 Open a personal file for each employee and the following documents shall be filed
in the personal file with the help of department heads.
 Training documents
 Disciplinary proceeding documents
 Awards and recognition
 Resignation letter or termination letter

2. Procedure:
a) As soon as the employee joins ________________he/she shall submit the documents
indicated in this SOP to the Human Resources department within 7 days of joining.
b) File opening: The employee personal file is the standard office file where the
documents can be double-punched and filed. Except the contract labour, personal
employee file shall be opened for Permanent, Temporary and Probationer employees.
c) All current employee personal files shall be stored in the same place in the order of
their employee numbers or ID.

d) Human resources department is the custodian of the employee personal file. Except
Directors and Deputy General Manager of ________________no one else is
authorized to access these files.
e) The personal files shall never leave the HR department at any circumstances.
Whenever there is a need to carry the personal file outside of HR department then it
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should be accompanied by HR Manager or HR Executive until the safe return of the

file to the HR department.
f) There are two categories of employee personal files. The first one is of the current
employees and the second is of the former employees, who have resigned or have
been terminated from __________.
g) Only the current employee personal files need to be maintained in HR department and
the former employee personal files shall be preserved in the designated record room
for a period of 10 years from the last working date of that employee.
h) Collecting the document is the sole responsibility of the head of the department which
is hiring the employee and the human resources department.
i) To collect the documents Human Resources department shall inform the head of the
department frequently, but the concerned head of the department should play an
active role to comply with this requirement.
j) The following documents shall be submitted by the employee within 7 days of joining
________________:
 Academic certificates
 Relieving certificate from previous employer
 Experience certificates from previous employments
 Resume with a passport size colour photograph
 A signed copy of the acknowledgement page of Handbook
 Government issue ID proof such as passport, PAN card, driving license and
 Proof of date of birth
 Salary certificates from previous employment
 No objection certificate from the nearest police station where the candidate
resided at least 3 years
 Proof of permanent residential address – Government ID proof required
 Proof of current residential address – Government ID proof required

k) The following documents shall be maintained by the HR in the employee personal

file. All these details shall be printed out from IDS at the end of December and filed
in the employee personal file as a hard copy.
 Salary and wage payments
 Leave records

l) Benefits availed by the employee shall be recorded in the personal file immediately
upon sanctioning the benefit.

m) All types of training that were provided to the employee shall be endorsed and shall
be filed in the personal file. It is not necessary that only the trainings that were
provided by ________________ need to be included in the endorsements, but the
trainings that were undergone by the employee on their own shall also be included.
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The types of training are

 Orientation training
 Department trainings
 Training by external consultants
 Training provided by an academic institution
n) An endorsement shall be made by the HR to indicate the awards and recognition
received by the employee during his employment with __________.

o) Any legal related issue such as police complaints and court orders shall be filed in the
personal file.

p) All disciplinary actions related documents such as

 Inspection reports
 Memo issued to the employee
 Response provided by the employee
 Any appeals made by the employee and subsequent decision
 Punishment awarded to the employee
 Termination letter

q) The resignation letter submitted by the employee shall be filed in the employee
personal file.

r) All the settlement and benefits provided to the employee after separation shall be
recorded / filed in the personal file.

s) In case of a resigned or terminated employee the files shall be transferred to the record
room only after completing all the formalities of that employee in the personal file.

t) HR should collect the nomination form from all the employees once in a year and file
it in the employee personal file. When filing a new nomination form, the old
nomination form shall be discarded.

u) In case if the existing file of an employee is not sufficient to store the documents, HR
can open additional files and should follow the same procedure as opening a new file.

v) Some employees may take undue time to submit the documents. In those cases, the
head of the department should act firm. If the employee is providing trivial reasons
then disciplinary is the course of action.

w) Some employees may not be able to provide some documents such as Government ID
Proofs. In such cases HR can advise them to get one within a reasonable time frame.

x) Not all employees need to submit all the documents that are indicated in this SOP.
The HR Manager should reasonably apply his experience to ask for the relevant
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documents. It depends on the skill set and sensitivity of the position.

3. Relevant Forms:
Employee Personal File Label
This form shall be followed in recording the details on the employee personal file. The form
contains the following details of the employee.
 First name
 Last name
 Employee ID
 Date of Birth
 Date of Joining World Class Resorts Private Limited
 Department
 Date of Last Working Day
 Date of Discard

Employee Training Record

This form shall be used to record the training details of the employee and shall be filed in the
respective employee’s personal file.
 Employee ID
 Name (First, Last)
 Name of Training
 Performance
 Comments

Awards and Recognition

 Employee ID
 Name (First, Last)
 Name of Event
 Event Performance
 Comments

Compliance Report
 SOP No & Name
 Records reviewed
 Compliance
 Non-Compliance
 Action Taken

Nomination Form
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 Name of the employee

 Employee ID
 Address
 Nominee details

4. Frequency Of Review:
Once in every three months, the Human Resources Manager or someone in that capacity shall
review the employee personal files and take necessary action to collect the pending documents
that need to be collected from the respective employee. Employees who fail to submit the
required documents that govern his/her employment within ______ days shall be progressively
advised through the below steps:
• Verbal warning – First time
• Memo for calling explanation – Second time
• Removal from service – Third time

Not submitting the documents that forms part of the employment condition amounts to
disciplinary action. This review shall happen on 15th of January, April, July and October. In case
if the review date falls on a holiday, the review shall happen the next working day.

5. Relevant Reports:
Based on the review conduced every three months, the Human Resources Manager shall
submit a report to the General Manager regarding the level of compliance with this SOP.

6. ERP System:
a) All employee details shall be updated in the Employee Master file in IDS.
b) Maintaining the details in IDS doesn’t exonerate the provisions indicated in this SOP.
c) Whenever there is a conflict between the details in IDS and Employee Personal
file, the HR Executive should investigate the reason for the difference and resolve
it.

7. Interpretations:
a) For clarifications related to this SOP, please speak to your HR Manager.
b) In case of multiple interpretations of any provisions of this SOP then clarifications
can be sought from HR Manager then General Manager in that order.

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