HR Claims Procedure

HR CLAIMS PROCEDURE

Purpose and Scope

This procedure establishes the internal process for reporting, investigating, and resolving employee claims including but not limited to allegations of harassment, discrimination, wage and hour disputes, workplace safety concerns, retaliation, and other employment-related complaints. It applies to all employees, contractors, and applicants of the organization.

Definitions

For purposes of this procedure, "complainant" means the person raising a claim, "respondent" means the person against whom a claim is made, and "investigator" means an individual designated by Human Resources to conduct fact-finding.

Personal Information

Position Information

Employment start date:

Claims Details

Type of claim (check all that apply):

Witnesses and Evidence

List witnesses, contact information, and succinct summary of testimony. Attach any documents, photographs, electronic messages, or records that support the claim.

Investigation Process

Upon receipt of a claim, Human Resources will: (a) acknowledge receipt in writing within five business days; (b) conduct a prompt and impartial investigation; (c) provide the parties with a summary of findings and any remedies determined; and (d) retain investigation records for the period required by company policy.

Investigations will ordinarily be completed within thirty business days from the date of acknowledgment. Timeframes may be extended for cause; extensions and reasons will be documented and communicated to the parties.

Interim Measures and Remedies

Where appropriate, interim measures (such as workplace reassignments, leave, or altered reporting relationships) may be implemented to protect complainants and witnesses. Remedies following investigation may include disciplinary action up to termination, training, corrective action, and appropriate remedial measures.

Confidentiality and Non-Retaliation

The organization will preserve confidentiality to the extent practicable consistent with a thorough investigation. Retaliation against individuals who make good-faith claims or participate in investigations is strictly prohibited and will result in disciplinary action.

Recordkeeping and Retention

All records related to claims and investigations will be maintained in secure HR files. Access is limited to those with a demonstrable need. Records will be retained in accordance with company policy and applicable laws.

Roles and Responsibilities

Human Resources is responsible for intake, assignment of investigators, and oversight of the process. Managers must report any claims brought to them immediately to Human Resources and must not conduct independent investigations that compromise neutrality.

Employment History

Please provide two most recent employers to assist with background review and corroboration where permitted by law.

Education

References

Provide three professional references who can speak to your work history and conduct.

Legal Disclosures

At-Will Employment: Unless otherwise agreed in a signed written contract, employment with the organization is at-will and may be terminated by either party at any time, with or without cause or advance notice.

Equal Opportunity: The organization is an equal opportunity employer and prohibits discrimination or harassment on the basis of protected characteristics. Complaints will be addressed in accordance with this Claims Procedure.

Authorization and Acknowledgments

By signing below, I authorize the organization and its designated agents to collect, use, and disclose information as necessary to investigate this claim, including contacting listed references and previous employers where permitted by law. I certify that the information provided in this form is true and complete to the best of my knowledge. I understand that knowingly providing false statements may subject me to disciplinary action.

Appeal

If dissatisfied with the outcome of an investigation, the complainant may submit a written appeal to the Chief Human Resources Officer within ten business days of receipt of the investigation determination. The appeal should state the grounds for review and any additional evidence.

Procedural Notes

Reports may be submitted electronically or in writing to Human Resources. The organization will not tolerate obstruction of or failure to report wrongdoing. Managers who receive reports must forward them immediately to Human Resources.

Applicant Certification

I certify that all information provided in this form is true, complete, and accurate. I understand that this form is submitted under penalty of disciplinary action if information is misleading or false.

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