SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB

DESCRIPTIONS

Human Resources Policies and Procedures

Manual
Creating your Human Resources Manual is quicker and easier with
easy-to-use pre-written Human Resources Procedures and sample
HR Policies. Now you can easily document the fair and equal
treatment of your employees as required by Federal laws, while
preserving a consistent level of health benefits and safety
precautions to maintain a productive work force.
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Includes seven (7) modules:

1. Introduction and Table of Contents
2. Guide to preparing a well written manual
3. A Sample Human Resource Managers
Manual covering common requirements and
practices
4. 35 Policies and 48 corresponding forms
5. Employee Handbook
6. 87 Job Descriptions covering every position
referenced in the Manual as well as generic
job descriptions
7. Complete Index

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Sample from the Human Resources Policies and Procedure Manual

Administration Section: Property & Access Control

Document ID
ADM106
Revision
0.0
Effective Date
mm/dd/yyyy

Policy:

Title
PROPERTY & ACCESS CONTROL
Prepared By
Preparers Name / Title
Reviewed By
Reviewers Name / Title
Approved By
Final Approvers Name / Title

Print Date
mm/dd/yyyy
Date Prepared
mm/dd/yyyy
Date Reviewed
mm/dd/yyyy
Date Approved
mm/dd/yyyy

It shall be the policy of the Company to require limitations to

access records, information, and areas as set forth by
management.
Purpose: To establish guidelines for access control and protection.
Scope:
These procedures apply to all existing and potential company
employees, contract workers, visitors, and guests of The
Company.
Responsibilities:
The Controller should be responsible for overseeing access to
company property or information.
All Employees are responsible for escorting their visitors and
guests at all times. Visitors should not be allowed unattended
access to company property or information.

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

The Receptionist should be responsible for verifying all visitor

information before issuing a visitors badge.
Procedure:
1.0
1.1

BACKGROUND CHECKS
The Company may be liable for any acts committed by an employee,
acting within the scope of employment. Employees with previous
histories of theft, assault, aggressive behavior, or inability to get along
with others may pose a severe liability for The Company. The courts
require that reasonable inquiries into a persons background be
performed before employment. (See procedure HRG105 BACKGROUND
INVESTIGATIONS).

1.2

The level and depth of the background investigation should be based

on the employees exposure to vital assets.

2.0
2.1

PHYSICAL ACCESS CONTROLS

Access should be granted to employees on the basis of need and only
after the completion of a BACKGROUND INVESTIGATION in accordance
with HRG105. Employees responsible for assets, such as cash or
customer credit card numbers, or to sensitive company property may
require higher levels of investigation.

2.2

All employees should be provided adequate training and orientation

about company security policies.

2.3

Access should be restricted to vital property, storage areas, and

Company property after hours. All entry/exit points should be
monitored.

2.4 Computer rooms (or servers) should limit access to those with a need
to be there.
3.0 KEY CONTROLS
3.1
Formal receipt is required for all keys issued by The Company.
Use ADM106 Ex1 KEY ISSUE POLICY FORM. Company keys should stay
on the property and be secured in a locked storage cabinet, except for
those employees whose duties require after hours entry.
3.2
Keys or password codes are not to be loaned or utilized by any
other employee or non-employee at any time. During working hours,
keys will remain with the employee, or be placed in secured storage.
While off duty, keys should be in the companys locked key storage
box, or secured at home.
3.3
Employees not responsible for opening or closing the building,
and those not on call to report after normal working hours, should turn
in assigned keys daily. Keys should be stored in the companys

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

assigned key storage if an employee is not scheduled to work for more

than three days.
3.4
If keys are misplaced, lost or stolen, it is the employees
responsibility to notify management as soon as practically possible.
3.5
Keys and tags should not contain any marks or wording, which
identifies the Company or any of its locations.
4.0
4.1

PROPRIETARY INFORMATION CONTROLS

The Company should protect information developed for or that is
crucial to the operation of the company. All computer software should
be duplicated (backed up), with backup copies kept at a different site.
The companys patents and copyrights should be treated as any other
asset, and given consideration for proper access and storage.

4.2

Access codes or logins should be utilized for all software programs.

Periodic review and changes to pass codes should be established.

4.3 Inspect fire detection and suppression equipment in computer rooms

regularly.
4.4

Store vital documents in fire grade containers.

5.0
5.1

COLLECTION OF ACCESS CONTROLS

Assure that employees that have been terminated from employment
are given an opportunity to discuss the reason for termination.

5.2

Collect all company property and keys in a scheduled, nonconfrontational meeting. Advise employees, terminated for cause,
that they might not return to company property under threat of
criminal charge of trespass.

5.3

Management may determine that entry locks must be re-keyed when

keys to perimeter doors or storage room doors, or rooms containing
valuable assets are unaccounted for or have been compromised. The
cost of re-keying locks for lost keys may be charged to the employee to
whom the key was assigned. These charges are an employees
responsibility and will be deducted from pay.

5.4

Employees who are absent from work without notice are deemed to
have resigned. If issued keys are not turned in within 24 hours, locks
will be changed and appropriate charges deducted from their final
check.

5.5
Employees who knowingly violate this policy are subject to
termination of employment.
6.0 VISITORS & GUESTS
6.1
All visitors, vendors, and guests calling on the Company or a
particular employee of the firm should sign in at the Front Desk /
Reception Area using ADM106-2 VISITOR LOG.

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

6.2
The Receptionist should verify that the visitors information has
been recorded correctly before issuing a visitor's badge. This badge
should be recognizably different from employee badges.
6.3
Visitors should be escorted throughout the building at all times
and not permitted to wander around on their own. This applies to
vendors delivering goods or services (e.g., balloons, flowers) to an
employee, also.
6.4
The receptionist should recover all visitors badges when the
visitor leaves. Visitors should leave through the same entrance that
they originated from to assist the receptionist in accounting for all
badges and visitors.
6.5
At the end of the day, the receptionist should review the
ADM106-2 VISITOR LOG for unaccounted for badges or visitors and
alert the Controller of the discrepancy before leaving for the day.

Forms:

ADM106-1 KEY ISSUE POLICY

ADM106-2 VISITOR LOG

Revision History:
Revisi
on
0

Date

Description of Changes

mm/dd/yy
Initial Release
yy

Request
ed By

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

ADM106-1 KEY ISSUE POLICY

Last Name ______________________First _______________MI ___ Key Ring #_____
Address______________________ Phone_______________ SSN__________________

Key #

Description

Employee Signature

Issued/Authorized By

KEY ISSUE POLICY: Employees are responsible for all keys assigned to them.
Formal receipt is required for all keys issued by The Company. Keys are not to be
loaned or utilized by any other employee or non-employee at any time. During
working hours, keys will remain with the employee, or be placed in secured storage.
While off duty, keys should be in the companys locked key storage box, or secured
at home. Employees not responsible for opening or closing the building, and those
not on call to report after normal working hours, should turn in assigned keys daily.
Keys should be stored in the companys assigned key storage if an employee is not
scheduled to work for more than three days. If keys are misplaced, lost or stolen, it
is the employees responsibility to notify management as soon as practically
possible. Keys and tags shall not contain any marks or wording, which identifies the
Company or any of its locations.
At termination of employment, employees are required to turn in all keys, which
have been assigned and issued. Management may determine that entry locks must
be re-keyed when keys to perimeter doors or storage room doors, or rooms
containing valuable assets are unaccounted for. The cost of re-keying locks for lost
keys may be charged to the employee to whom the key was assigned. These
charges are an employees responsibility and will be deducted from pay. (Note:
employees who are absent from work without notice are deemed to have resigned.
If issued keys are not turned in within 24 hours, locks will be changed and
appropriate charges deducted from their final check.). Employees who knowingly
violate this policy are subject to termination of employment.
I have read and understand my responsibility under the Key Issue Policy above.

Employee Signature

_____________________________

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

Date Signed

_____________________________

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

ADM106-2 VISITOR LOG

DATE

VISITORS NAME /
COMPANY

TIM
E
IN

TIM
E
OUT

EMPLOYEE VISITED

`
Human Resources Policies and Procedures Manual:
35 Prewritten Policies and Procedures
Human Resources Administration

Compensation (Cont)

BADG
E
NO.

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Personnel Records
Forms Development
Document Control
Mail & Express Services
Telephone Answering
Property & Access Control
Separation
Workplace Rules & Guidelines
Human Resources Reports
Dress Code

Hiring
11. Employee Hiring
12. Job Descriptions
13. Employment Applications
14. Interviewing Applicants
15. Background Investigations
Compensation
16. Payroll
17. Paid & Unpaid Leave
18. Insurance Benefits
19. Healthcare Benefits

20. Employee Retirement Income Security Act

(ERISA)
21. Consolidated Budget Reconciliation Act
COBRA
Human Resource Development
22. Development Management
23. Training Reimbursement
24. Computer User & Staff Training Plan
25. Internet & E-mail Acceptable Use
26. Performance Appraisals
27. Employee Discipline
HR Compliance
28. Workplace Safety (OSHA)
29. Americans with Disabilities Act (ADA)
30. Family and Medical Leave Act (FMLA)
31. Drug Free Workplace
32. Health Insurance Portability And
Accountability (HIPAA)
33. Harassment & Discrimination
34. Federal Posting Requirements
35. Equal Employment Opportunity

53 Corresponding Forms and Records

Human Resources Administration

Compensation

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

28.
29.
30.
31.
32.
33.

Personnel Records Access Log

HR Records Retention Periods
Form Printing Request
Request For Document Change (RDC)
Document Change Control
Outgoing Mail Register
Important Message
Key Issue Policy
Visitor Log
Exit Interview Checklist
Exit References Authorization
Suggestion Form
Human Resource Reporting Summary
HR Hiring Status Report

Hiring
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.

Personnel Requisition
Offer Letter
Personnel Change Notice
New Employee Hiring Checklist
Job Description Format
Employment Application
Employment Application Supplement
Employment Interview Questions
Interview Form
Employee Investigation Checklist
Employee Background Authorization
New References Authorization
Reference Check Survey

Bi-Weekly Time Sheet

Federal Tax Calendar
Electronic Funds Transfer Authorization
Absence Request Form
Benefits Enrollment/Change Form
Continuation Of Coverage (COBRA Notice/Election
Form)
Human Resource Development
34. Training Plan
35. Request For Training
36. Computer And Internet Usage Policy
37. Self-Appraisal Form
38. Performance Appraisal Form
39. Disciplinary Notice
HR Compliance
40. Safety Suggestion Sheet
41. Worksite Safety Self-Inspection Checklist
42. Worksite Safety Action Plan
43. Worksite Safety Rules
44. Index of Hazardous Chemicals & MSDS
45. Safety Orientation Checklist
46. Certification Of Healthcare Provider
47. Employer Response To Employee Request For
FMLA
48. HIPAA Authorization Form
Employee Hanbook

Acknowledgement and Receipt and Understanding

Statement of Legal and Ethical business Conduct

Drug-Free Workplace Employee Acknowledgement

Social Media Policy and Acknowledgement

Job Related Accident

SAMPLE FROM THE HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL

INCLUDES AN EXAMPLE PROCEDURE, A LIST OF TOPICS, FORMS AND JOB
DESCRIPTIONS

Job Descriptions:

A complete job description is included for each of the 87 positions referenced in the
Human Resources Polices and Procedure templates as well as additional common jobs. Each position includes a
summary description of the position, essential duties and responsibilities, organizational relationships, a list of the
procedures where the position is referenced, specific qualifications, physical demands of the position, and work
environment.
Accounting Manager
Human Resources Manager
Nurse
Accounts Payable Clerk
Industrial Engineer
Office Manager
Accounts Receivable Clerk
Insurance Agent
Packaging Engineer
Administrative Assistant
Insurance Claims Supervisor
Physician Assistant
Board Member
Internal Audit Team Leader
President
Broadcast Technician
Internal Auditor- Accounting
Product Development Assistant
Carpenter
Internet Marketing Manager
Product Manager
Carpentry Supervisor
Inventory Control Manager
Production Manager
Cement Mason
IT Asset Manager
Project Manager
Chief Executive Officer (CEO)
IT Disaster Recovery Coordinator
Purchasing Agent
Chief Financial Officer (CFO)
Information Technology Manager
Purchasing Manager
Civil Engineer
IT Project Manager
Quality Control Manager
Computer Programmer
IT Security Manager
Quality Manager
Controller
IT Storage Librarian
Radio / Television Announcer
Credit Manager
IT Support Center Manager
Receptionist
Customer Service Manager
Laboratory Technician
Respiratory Therapist
Director of Quality
LAN Administrator
Restaurant Manager
Director of Sponsorship Marketing
Legal Counsel
Retail Manager
Document Manager
Machinist
Risk Manager
Drafter/ Graphic Illustrator
Manufacturing Manager
Sales Manager
Electrician
Marketing Coordinator
Sales Order Clerk
Engineering Manager
Marketing Manager
Sales Representative
External Auditor ( Independent
Marketing Researcher
Shipping/Receiving Clerk
Auditor)
Field Sales Representative
Mechanic
Sound Technician
Financial Manager
Mechanical Engineer
Stock Clerk
Fundraiser
Media Specialist
Telemarketer
Grants Coordinator
Medical Assistant
Vice President- Finance &
Administration
Health Services Administrator
Medical Records Administrator
Vice President- Sales & Marketing
Network & Computer Systems
Webmaster
Administrator