{"id":76454,"date":"2020-08-13T18:52:14","date_gmt":"2020-08-13T13:22:14","guid":{"rendered":"https:\/\/simpledocsbu.wpengine.com\/?p=76454"},"modified":"2022-11-24T17:53:03","modified_gmt":"2022-11-24T12:23:03","slug":"12-documents-that-are-the-cornerstone-of-every-hr-department","status":"publish","type":"post","link":"https:\/\/www.revv.so\/blog\/sales\/12-documents-that-are-the-cornerstone-of-every-hr-department\/","title":{"rendered":"12 Documents That Are the Cornerstone of Every HR Department"},"content":{"rendered":"\n

Employees are the key to unlock your company’s true potential, and so are the HR documents that are needed to manage them. As these documents record the procedures, policies, performance management, and statutory guidelines, they form the core of every company’s business administration process. A robust HR document management system further ensures these sensitive documents are managed efficiently and compliantly.<\/p>\n\n\n\n

What are the must-have HR documents for a startup\/SMB?<\/strong><\/h3>\n\n\n\n

From recruitment to staff management, here’s a list of essential documents your company’s HR team would require:<\/p>\n\n\n\n

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Itemize your offer with a brief letter-of-intent<\/strong><\/h4>\n\n\n\n
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Offer Letter<\/strong><\/th><\/tr><\/thead>
The Offer Letter<\/a><\/strong> outlines the terms of employment. It captures the employer’s interest in a candidate and comes into use when you have to confirm an individual’s selection for a job opening.<\/td><\/tr>
Part of: Recruitment Process<\/strong><\/td><\/tr>
Key Elements<\/strong>

\u2022 Position\/Designation<\/strong>
\u2022 Full-Time\/Part-Time Schedule<\/strong> (Type of opportunity and basic work schedule)
\u2022 Salary <\/strong>(Includes bonus payouts and other incentives)
\u2022 Benefits<\/strong>
\u2022 Equity <\/strong>(Include dispersal of equity. If using performance-based vesting, the company’s discretion in developing performance criteria should be clarified)
\u2022 Contingencies<\/strong> (Usually, an offer is contingent upon pre-employment screening and satisfactory proof of the employee’s right to work in a country)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Formally welcome your new hires with the proof of appointment  <\/strong><\/h4>\n\n\n\n
Appointment Letter<\/strong><\/th><\/tr><\/thead>
Appointment Letter<\/a>\u00a0<\/strong>is a legally binding document that contains all the information necessary for an employee to begin working for the company.

*An Appointment Letter is different from an Employment Agreement<\/a>. It is proof that the candidate is finally hired by the company, whereas, an Employment Agreement is a binding agreement between both the employer and the employee.<\/em><\/td><\/tr>
Part of: On-boarding Process<\/strong><\/td><\/tr>
\u2022 Name and address of your company
\u2022 Name and address of the new joiner
\u2022 Designation
\u2022 Remuneration details
\u2022 Job location
\u2022 Compensation and Benefits
\u2022 Shift timings
\u2022 Probationary period details
\u2022 Duties and responsibilities of the job
\u2022 Key Result Areas and KPIs
\u2022 Employment Contract
\u2022 Commitment or declaration
\u2022 Provision for termination
\u2022 Candidate’s Signature<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Convey your company’s policies to the new hires with a brief handbook<\/strong><\/h4>\n\n\n\n
Employee handbook<\/strong><\/th><\/tr><\/thead>
Employee handbook<\/a> – <\/strong>One of the essential HR documents, the Handbook, is the official guidebook for new joiners. It outlines the policies, standards, and performance expectations. Without the Handbook, it is virtually impossible to hold a staff member accountable to organizational norms, procedures, and practices. It also conveys the at-will employment relationship between the employees and the employer. As such, the company must have a signed handbook acknowledgment statement on file for every staff member.<\/td><\/tr>
Part of: On-boarding Process<\/strong><\/td><\/tr>
\u2022 Key policies about employees and employment
\u2022 Code of conduct and related standards
\u2022 Computers and technology policy
\u2022 Performance expectations
\u2022 Restrictions and Prohibition<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Protect your company’s confidential information from misuse with an NDA<\/strong> <\/h4>\n\n\n\n
Non-Disclosure Agreement (Employee)<\/strong><\/th><\/tr><\/thead>
An NDA<\/a> ensures that staff members respect the confidential information provided to them and do not use it to the company’s detriment.<\/td><\/tr>
Part of: Compliance | Included in the Handbook<\/strong><\/td><\/tr>
\u2022 Identification of the parties
\u2022 Definition of what is deemed to be confidential
\u2022 The scope of the confidentiality obligation by the receiving party
\u2022 The exclusions from confidential treatment
\u2022 The term of the agreement<\/a><\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

“To win the marketplace, you must first win the workplace<\/em>.” <\/strong><\/p>Doug Conant – the former Fortune 500 CEO and New York Times bestselling author and Founder of ConantLeadership.<\/em><\/cite><\/blockquote>\n\n\n\n

Prevent your company’s top talent from joining your competitors with an NCA<\/strong><\/h4>\n\n\n\n
Non-compete Agreement<\/strong><\/th><\/tr><\/thead>
Governed by law, an NCA is a document used to ensure a staff member does not work for a direct competitor for a specific period after leaving the employer. Non-compete agreements<\/a> are valuable to employers not only because they protect against the loss of talented individuals, but also because they may provide added protection for a company’s confidential information, such as client lists or trade secrets. While the individual cannot work for a competing company in the same industry, there is no restriction on finding employment in an entirely different field (For example, an executive of a defense company can work for a university)<\/td><\/tr>
Part of: Compliance | Included in the Handbook<\/strong><\/td><\/tr>
\u2022 Type of employment
\u2022 Duration <\/strong>(for which the individual must wait before finding a job in the same industry)
\u2022 Geographical location
\u2022 Specified competitors<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Maintain transparency about employee earnings with accurate paystubs<\/strong><\/h4>\n\n\n\n
Pay Stub<\/strong><\/th><\/tr><\/thead>
Issued after every salary, it contains a detailed list of components of an individual’s salary and specific details of employment. It’s also known as the Salary Slip, Pay Slip, or Paycheck Stub. <\/td><\/tr>
Part of: Compensation & Benefits<\/strong><\/td><\/tr>
\u2022 Gross pay <\/strong>(Hourly gross pay = number of hours worked in the pay period x hourly pay rate)
\u2022 Federal taxes withheld
\u2022 State taxes withheld
\u2022 Local taxes withheld<\/strong> (Metro areas like NYC set their own local taxes)
\u2022 Benefit insurance deductions <\/strong>(Health, Life, Vision, Dental, etc.)
\u2022 FICA <\/strong>(Contribution to Medicare and Social Security)
\u2022 Retirement or pension plan contribution <\/strong>(Example: 401k, 403b, or pension)
\u2022 Wage garnishments <\/strong>(withheld amount to pay off employee-debt payment)
\u2022 Net Pay<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Track the efficiency of your workforce with an easy-to-use timesheet<\/strong><\/h4>\n\n\n\n
Timesheet<\/strong><\/th><\/tr><\/thead>
The Timesheet <\/a><\/strong>is a vital HR document management record used for tracking the amount of time spent by an individual performing a job. It is regarded as a legal document – considering it is the source of payroll transactions and client invoicing. It also serves as a legal basis to ensure the staff members receive their entitled compensation and benefits.<\/td><\/tr>
Part of: Staff Management<\/strong><\/td><\/tr>
\u2022 Employee Identity
\u2022 Activity information
\u2022 Time and billing date
\u2022 Other considerations<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Determine the value contributed by your staff members using the Appraisal sheet<\/strong><\/h4>\n\n\n\n
Performance Appraisal Sheet<\/strong><\/th><\/tr><\/thead>
It captures the crucial elements of an individual’s performance and productivity over a specific period. It helps the team members to develop in their roles and enables the organization to identify opportunities that will improve efficiency.   <\/td><\/tr>
Part of: Staff Management<\/strong><\/td><\/tr>
\u2022 Defined goals and objectives
\u2022 KRA Configurations
\u2022 Cumulative tasks rating
\u2022 Progress on the goals
\u2022 Analysis and feedback
\u2022 Performance improvement plan
\u2022 Compensation and rewards<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Reward top performers with a motivational Appraisal letter<\/strong><\/h4>\n\n\n\n
Employee Appraisal Certificate<\/strong><\/strong><\/th><\/tr><\/thead>
Also known as the Appraisal letter<\/a>, it helps estimate the success of an individual’s tenure at a company. It also helps the organization provide feedback about the team members’ performance to develop their professional careers further.<\/td><\/tr>
Part of: Staff Management<\/strong><\/td><\/tr>
\u2022 Performance criteria
\u2022 Rating scales totals
\u2022 Feedback and comments
\u2022 Particulars of rewards and recognition<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Project your company’s impartial approach with an EEO document<\/strong><\/h4>\n\n\n\n
Equal Employment Opportunity Policy Document<\/strong><\/th><\/tr><\/thead>
The policy document helps companies establish their position regarding the EEO laws and ensure fairness at the workplace.<\/td><\/tr>
Part of: Organization Policy<\/strong><\/td><\/tr>
\u2022 Scope
\u2022 Policy Elements
\u2022 Policy Statement
\u2022 Actions
\u2022 Grievance Procedure
\u2022 Disciplinary Consequences<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Enable your staff members to de-stress with a favorable leave policy<\/strong><\/h4>\n\n\n\n
Paid Time Off<\/strong><\/th><\/tr><\/thead>
Paid time off (PTO)<\/strong> is an essential part of a company’s leave policy in the US. It’s the paid leave allotted to the staff members and can be used for vacation, recovery, or personal time. A PTO policy for small businesses within a geographic area is relatively straightforward and should cover the key elements listed below.<\/td><\/tr>
Part of: Organization Policy<\/strong><\/td><\/tr>
\u2022 Specific PTO allotted to a staff member
\u2022 Qualification guidelines
\u2022 Usage specifications
\u2022 Specification on earned, front-loaded, or accrued PTO <\/strong>(days or hours)
\u2022 Scheduling procedures
\u2022 Carry-forward or Pay-out specifications
\u2022 Compliance with any state and local mandated sick leave regulations<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Bid farewell to your team members with a cheerful Relieving letter<\/strong><\/h4>\n\n\n\n
Relieving letter<\/strong><\/th><\/tr><\/thead>
Relieving letter<\/a> is a formal communication between the company and the staff members in response to their resignation letter.<\/td><\/tr>
Part of: Staff Management<\/strong><\/td><\/tr>
\u2022 Staff member’s name & designation
\u2022 Resignation submission date
\u2022 Resignation acceptance date
\u2022 Relieving date
\u2022 The full-and-final settlement date
\u2022 Appreciation and recognition<\/strong><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

A chronicle of HR document management<\/strong><\/h4>\n\n\n\n

Ms. Sandra Pollock, who is in charge of workforce management, wishes to scale her food tech startup. She requires to onboard 20 new hires and it\u2019s an uphill task. New to the role, she\u2019s been trying to figure out the essential documents needed to hire, onboard, and manage the recruits.<\/p>\n\n\n\n

\"Looking<\/figure>\n\n\n\n

The story continues\u2026<\/strong><\/p>\n\n\n\n

While these are some of the ‘must-have’ documents<\/a>, many more such documents that are good to have. However, when working under tight deadlines, Ms. Pollock has found that managing them can be a hassle. Errors in creating, sharing, and managing these documents affect the candidate experience and can have a detrimental effect on the company. And Ms. Pollock does not want to compromise on candidate experience and risk losing top candidates. So, what’s the solution? <\/p>\n\n\n\n

Organizations that invest in a strong candidate experience improve their quality of new hires by 70%<\/strong><\/em><\/p>Glassdoor<\/a><\/cite><\/blockquote>\n\n\n\n

\"Read<\/figure>\n\n\n\n
\ud83d\udc49 Make your HR document processes intuitive and self-driven<\/strong>
Schedule a demo today with our experts<\/a>!<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

The new-age document management system is the ideal solution!<\/strong><\/p>\n\n\n\n

A reliable HR document management system<\/a> has multiple benefits and helps the HR department in the following ways: <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n