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HR Policies and Procedures Checklist

hr policies and procedures checklist

HR policies must be enforced for both legal protection and to promote an optimal working environment, making an HR compliance checklist all the more critical.

As part of their onboarding, new hires should receive either a digital or physical handbook that details all company policies in one convenient place – this will minimize questions and conflicts among staff members.

Job Descriptions

Job descriptions are an integral component of every business, and should be comprehensive and precise. Job descriptions serve an array of functions in terms of recruitment, salary evaluations, training development and succession planning – as well as helping ensure an equitable compensation system and avoiding confusion or arbitrariness regarding employee duties – plus they’re required by law!

Job descriptions can also help employers meet federal or state employment law requirements, such as those set forth by the Americans with Disabilities Act and Fair Labor Standards Act. They serve as proof that an employee’s responsibilities are essential to the company, helping justify exempt or nonexempt status accordingly.

Job descriptions are one of the most essential HR tasks, yet creating and updating them is a task easily put off. A checklist can help guide this process and keep things on track. Starting off by outlining a job’s major responsibilities is ideal – try not to make this too lengthy as each responsibility should be easily read and completed within days or so.

Wages and Benefits

Human Resources departments should have the authority and responsibility for setting and enforcing policies regarding compensation, wages and benefits in order to remain compliant with employment laws and maintain high employee morale levels.

Wages and benefits are crucial components of business success for any organization that relies on skilled labor. These payments include FICA taxes and Medicare contributions from employers; state and federal unemployment taxes, mileage reimbursement payments; health and dental plans, life and disability policies, long-term care coverage as well as contributions made directly into employee retirement accounts.

HR departments need a comprehensive compensation management policy in place in order to maintain employee morale, encourage loyalty and boost performance. They should also offer competitive total compensation packages including both monetary and non-monetary rewards to attract and retain top talent – an effective way of doing this is through making sure employees receive fair and reasonable wages as part of their employment package – something the HR department should demonstrate during interview processes.

Employee Records

Companies need to keep numerous employee records, from government forms and sensitive employee data to financial paperwork and internal policies.

HR departments are charged with overseeing these documents and ensuring compliance. To keep them secure and inaccessible to unauthorized staff members and non-employees alike, best practice suggests keeping them stored away in a locked room protected against fire, water and other potential threats.

Employee files contain application forms, interview evaluations, performance reviews, disciplinary action reports and promotions; as well as background checks and employment verification documents that HR departments must securely store to protect the company in case a lawsuit alleging discrimination or unfair dismissal arises.

W-4s, beneficiary forms and payroll forms are other essential HR documents, which need to be updated when an employee’s salary changes as well as accurately monitored to calculate time off allowances, vacation pay and payroll. Robust time and attendance software makes this task simpler for HR teams so more time can be dedicated towards the seven core functions of HR.

Hiring and Termination

Human Resource policies are essential to any company, providing guidance on how they should operate while also remaining compliant with employment laws. Some key HR policy issues include defining at-will employment, interview procedures that meet Title VII of the Civil Rights Act requirements and making sure references are checked as per Fair Credit Reporting Act rules.

Terminating employees can be a challenging HR issue to navigate, yet it’s essential for maintaining organizational health. A solid termination policy outlines what steps need to take place when an employee’s performance falls below standard or breaches workplace rules, or other circumstances warrant firing them. Involuntary termination procedures should also be included such as when companies downsize or close down and need to lay off employees.

Termination policies must address rehire policies after termination and indicate whether it will be with or without prejudice. Compassion and empathy should always be remembered when terminating employees.

Grievance Procedures

Grievance procedures are an invaluable asset to managers in helping identify and address company problems. A grievance is typically defined as any formal written or recorded complaint made by an employee against another. Certain companies require employees to use specific grievance forms while others simply encourage employees to approach their supervisor or HR person about any concerns that arise.

Establishing an effective grievance procedure is essential to protecting your organization from regulatory charges or lawsuits arising from employees filing unresolved complaints against it. You should make sure employees understand how the process works by including it in employee handbooks, with regular updates when changes arise.

Your HR department should conduct a prompt investigation when an employee files a grievance against one of your services. When investigating, make sure the person handling it has never before dealt with this worker and is free of any conflicts of interest that might come into play during this process. During a grievance meeting, listen to employees carefully and try to gather as much information about what occurred before coming to a final decision.

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