Standard Operating Procedure
Standard Operating Procedure
Standard Operating Procedure
01/10/2014
Issued By
General Manager
New
Review Authority
AGM
Valid Up to
30/09/2015
Implemented By
HR Manager
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 World Class Resorts Private Limited. 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 authorises 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 World Class Resorts Private Limited for a period of 10 years from the last day of working
of the employee.
Disciplinary
Action
Employee
Personal File
Performance
Review
Leave
Records
Pay and
Benefits
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3. Procedure:
a) As soon as the employee joins World Class Resorts Private Limited 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 doubled-punched and filed. The details as indicated in Form-HR003 shall be written on the face of the file. 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 World Class Resorts Private Limited 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
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 World Class Resorts Private Limited.
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
World Class Resorts Private Limited
Academic certificates
Relieving certificate from previous employer
Experience certificates from previous employments
Resume with a passport size colour photograph
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k)
l)
m)
n)
o)
p)
q)
r)
s)
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4. Relevant Forms:
Form-HR-003: 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
Form-HR-004: Employee Training Record
This form shall be used to record the training details of the employee and shall be filed in the
respective employees personal file.
Employee ID
Name (First, Last)
Name of Training
Performance
Comments
Form-HR-005: Awards and Recognition
Employee ID
Name (First, Last)
Name of Event
Event Performance
Comments
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5. 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 World Class Resorts
Private Limited 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.
6. 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. The
report shall be prepared in Form-HR-006.
7. ERP System:
a) All employee details shall be updated in the Employee Master file in IDS.
b) Maintaining the details in IDS doesnt 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.
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Recruitment Process
Joining Formalities
New Employee Orientation
Employee Personal File
Salary Processing and Disbursement
Provident Fund
ESI
Employee Benefits
Tracking Items Issued to Employees
Leaves
World Class Resorts Code of Conduct
Grievance and Complaints Procedure
Performance Appraisal, Increment and Promotion
Grooming Standards
Health and Safety
Interaction with Guest, Managers and Colleagues
List of Employees
Attendance and Time Office
Asset Register
Professional Development and Training
Disciplinary Proceedings
Retention and Exit Policy
Transfer Policy
Travel Reimbursement Policy
Rewards and Recognition
Employee Suggestion Scheme
IT, Internet, Email and Social Media Policy
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