Bizmanualz Sample from the Human Resources Policies and Procedures Manual

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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

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

Policy:

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.
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,

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, procedure, a list of topics, forms and job descriptions

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
3.1

KEY CONTROLS
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 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.

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

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an example policy, procedure, a list of topics, forms and job descriptions

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
6.1

VISITORS & GUESTS

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.

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.

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, procedure, a list of topics, forms and job descriptions

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

Requeste
d By

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, procedure, a list of topics, forms and job descriptions

ADM106-1 KEY ISSUE POLICY

Last Name ______________________First _______________MI ___ Key Ring
#_____
Address______________________
SSN__________________

Key #

Description

Phone_______________

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

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

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an example policy, procedure, a list of topics, forms and job descriptions
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

_____________________________

Date Signed

_____________________________

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, 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

BA
DG
E
NO
.

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, procedure, a list of topics, forms and job descriptions

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

includes
an example policy, procedure, a list of topics, forms and job descriptions

Human Resources Policies and Procedures Manual:

35 Prewritten Policies and Procedures
Human Resources Administration
1. Personnel Records
2. Forms Development
3. Document Control
4. Mail & Express Services
5. Telephone Answering
6. Property & Access Control
7. Separation
8. Workplace Rules & Guidelines
9. Human Resources Reports
10. Dress Code
HR Compliance
11. Workplace Safety (OSHA)
12. Americans with Disabilities Act
(ADA)
13. Family and Medical Leave Act
(FMLA)
14. Drug Free Workplace
15. Health Insurance Portability And
Accountability (HIPAA)
16. Harassment & Discrimination
17. Federal Posting Requirements
18. Equal Employment Opportunity

Compensation
19. Payroll
20. Paid & Unpaid Leave
21. Insurance Benefits
22. Healthcare Benefits Employee Retirement
Income Security Act (ERISA)
23. Consolidated Budget Reconciliation Act COBRA
Human Resource Development
24. Development Management
25. Training Reimbursement
26. Computer User & Staff Training Plan
27. Internet & E-mail Acceptable Use
28. Performance Appraisals
29. Employee Discipline
Hiring
30. Employee Hiring
31. Job Descriptions
32. Employment Applications
33. Interviewing Applicants
34. Background Investigations

53 Corresponding Forms and Records

Human Resources Administration
1. Personnel Records Access Log
2. HR Records Retention Periods
3. Form Printing Request
4. Request For Document Change
(RDC)
5. Document Change Control
6. Outgoing Mail Register
7. Important Message
8. Key Issue Policy
9. Visitor Log
10. Exit Interview Checklist
11. Exit References Authorization
12. Suggestion Form
13. Human Resource Reporting
Summary
14. HR Hiring Status Report
Compensation
15. Bi-Weekly Time Sheet
16. Federal Tax Calendar
17. Electronic Funds Transfer
Authorization
18. Absence Request Form
19. Benefits Enrollment/Change Form
20. Continuation Of Coverage (COBRA
Notice/Election Form)

Hiring
21. Personnel Requisition
22. Offer Letter
23. Personnel Change Notice
24. New Employee Hiring Checklist
25. Job Description Format
26. Employment Application
27. Employment Application Supplement
28. Employment Interview Questions
29. Interview Form
30. Employee Investigation Checklist
31. Employee Background Authorization
32. New References Authorization
33. Reference Check Survey
HR
34.
35.
36.
37.
38.
39.
40.
41.

Compliance
Safety Suggestion Sheet
Worksite Safety Self-Inspection Checklist
Worksite Safety Action Plan
Worksite Safety Rules
Index of Hazardous Chemicals & MSDS
Safety Orientation Checklist
Certification Of Healthcare Provider
Employer Response To Employee Request For
FMLA
42. HIPAA Authorization Form

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

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an example policy, procedure, a list of topics, forms and job descriptions

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

Human Resource Development

43. Training Plan
44. Request For Training
45. Computer And Internet Usage Policy
46. Self-Appraisal Form
47. Performance Appraisal Form
48. Disciplinary Notice

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.
1.

Accounting Manager

4.
7.

Accounts Payable Clerk

Accounts Receivable
Clerk
10. Administrative
Assistant
13. Board Member

2.
5.
8.

Human Resources
Manager
Industrial Engineer
Insurance Agent

25. Cement Mason

28. Chief Executive Officer
(CEO)
31. Chief Financial Officer
(CFO)
34. Civil Engineer

11. Insurance Claims

Supervisor
14. Internal Audit Team
Leader
17. Internal AuditorAccounting
20. Internet Marketing
Manager
23. Inventory Control
Manager
26. IT Asset Manager
29. IT Disaster Recovery
Coordinator
32. Information Technology
Manager
35. IT Project Manager

37. Computer Programmer

40. Controller

38. IT Security Manager

41. IT Storage Librarian

43. Credit Manager

44. IT Support Center

Manager
47. Laboratory Technician

16. Broadcast Technician

19. Carpenter
22. Carpentry Supervisor

46. Customer Service

Manager
49. Director of Quality
52. Director of Sponsorship
Marketing
55. Document Manager
58. Drafter/ Graphic
Illustrator
61. Electrician

3.

Nurse

6.
9.

Office Manager
Packaging Engineer

12. Physician Assistant

15. President
18. Product Development
Assistant
21. Product Manager
24. Production Manager
27. Project Manager
30. Purchasing Agent
33. Purchasing Manager
36. Quality Control
Manager
39. Quality Manager
42. Radio / Television
Announcer
45. Receptionist
48. Respiratory Therapist

50. LAN Administrator

53. Legal Counsel

51. Restaurant Manager

54. Retail Manager

56. Machinist
59. Manufacturing Manager

57. Risk Manager

60. Sales Manager

62. Marketing Coordinator

63. Sales Order Clerk

Bizmanualz Sample from the Human Resources Policies and Procedures Manual

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an example policy, procedure, a list of topics, forms and job descriptions
64. Engineering Manager
67. External Auditor
( Independent Auditor)
70. Field Sales
Representative
73. Financial Manager
76. Fundraiser
79. Grants Coordinator

65. Marketing Manager

68. Marketing Researcher

82. Health Services

Administrator

83. Medical Records

Administrator
85. Network & Computer
Systems Administrator

71. Mechanic
74. Mechanical Engineer
77. Media Specialist
80. Medical Assistant

66. Sales Representative

69. Shipping/Receiving
Clerk
72. Sound Technician
75. Stock Clerk
78. Telemarketer
81. Vice President- Finance
& Administration
84. Vice President- Sales &
Marketing
86. Webmaster