HR Administrative Services Manual

HR ADMINISTRATIVE SERVICES MANUAL

Purpose and Scope

This Manual establishes the administrative procedures, responsibilities, and standards for the Human Resources function. It applies to all employees and contractors and governs recruitment, onboarding, compensation administration, records management, performance processes, leaves of absence, discipline and separation procedures, training, and HR compliance obligations.

Definitions

For purposes of this Manual: "Company" means the employing entity; "Employee" means an individual on the payroll; "HR" means the Human Resources department; "Records" includes employment files, personnel action forms, benefit enrollment, and performance documentation.

Organizational Responsibilities

HR is responsible for maintenance of personnel records, administering recruitment and selection processes, processing payroll inputs, coordinating benefits enrollment, conducting background screening where authorized, administering leave programs, and advising managers on performance and disciplinary matters. Managers are responsible for timely documentation and submission of personnel actions to HR.

Recruitment and Selection Procedures

All open positions must be authorized by the hiring manager and budget owner. Job requisitions shall include job title, department, hiring manager, justification, and proposed compensation range. HR will coordinate posting, application receipt, interview scheduling and reference checks. Interviews must include at least two interviewers for final candidates.

Background Checks and Preconditions to Employment

Employment offers may be conditioned upon verification of employment eligibility, education, professional credentials, and criminal background checks where job-related and permitted by law. Candidate consent and signed release are required prior to initiating checks.

Onboarding and Initial Documentation

HR will provide new hires with required forms, benefit enrollment information, confidentiality agreements, and orientation materials. Hiring managers shall ensure workspace, equipment and initial training are ready by the employee start date.

Personnel Records and Record Retention

HR maintains central personnel files containing application materials, offer letters, tax and benefit enrollment, performance reviews, disciplinary records, and separation documentation. Retention periods shall comply with applicable legal requirements; staff should follow the Record Retention Schedule set forth in Appendix B.

Timekeeping, Payroll and Compensation Administration

Employees must record hours according to the timekeeping policy. Payroll deadlines and approval workflows are maintained by HR and Finance. Salary changes require an approved personnel action form signed by the hiring manager and HR.

Leaves of Absence and Accommodations

Leave programs (paid and unpaid) shall be administered in accordance with applicable law and company policy. Requests for leave or accommodation require documentation and approval through HR prior to leave initiation when practicable.

Performance Management and Training

Performance reviews shall be conducted at least annually. Training programs will be provided to support job competencies and regulatory compliance. Records of completed training are retained in the employee file.

Employee Relations, Discipline and Separation

Progressive discipline is recommended where appropriate: verbal counseling, written warning, final warning, and termination. Documentation of disciplinary actions must be placed in the personnel file. Termination procedures require HR review, final pay processing, retrieval of company property, and exit interview where possible.

Confidentiality and Data Protection

Employee records and HR systems contain personal data and must be accessed only by authorized staff for legitimate business purposes. Unauthorized disclosure of confidential information is grounds for disciplinary action, up to and including termination.

Policy Amendment and Control

HR shall be responsible for the review and update of this Manual. All changes require approval by senior management. Effective dates of revisions shall be recorded in the Document Control section.

Forms, Approvals and Workflows

The following approvals are required for common personnel actions. Check each required approval prior to submission:

Hiring manager approval Budget owner approval HR approval Finance approval (if compensation change)

Legal and Compliance Statements

At-Will Employment: Unless otherwise set forth in a separate written agreement signed by authorized company leadership, employment with the Company is at will, meaning either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice.

Equal Employment Opportunity: The Company provides equal employment opportunity without regard to protected status as defined by applicable law. Decisions regarding hiring, promotion, discipline, and termination are based on business needs and individual performance.

Appendix A — Employee Profile and Acknowledgment

The following employee profile is used for personnel records and for administrative processing. Completion of the profile and acknowledgment of the Manual are required.

Position Information

Start Date:    Salary:

Employment History (Most Recent)

From:   To:

Employment History (Prior)

From:   To:

Education

Graduation Date:

References (Professional)

Legal Acknowledgements & Authorizations

By checking the boxes below, the individual certifies their understanding and provides consent as described.

I acknowledge and understand the At-Will Employment statement contained in this Manual. I acknowledge the Equal Employment Opportunity policy and confirm non-discriminatory conduct. I authorize the Company to contact previous employers and conduct background and credential verifications as permitted by law.

Applicant / Employee Certification

I certify that all information provided in this Employee Profile and in any application materials is true and complete to the best of my knowledge. I understand that falsification or omission of material information may result in denial of employment or termination. I authorize verification of the information provided.

Signature Date:

Appendix B — Document Control

Revision control: HR will maintain a record of revisions including an entry describing the change, the approver, and the effective date. Complete the fields below for administrative use.

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