HR Functions Manual

HR FUNCTIONS MANUAL

Purpose: This Human Resources Functions Manual defines the roles, responsibilities, operational procedures, controls, and compliance obligations necessary to administer employment life‑cycle activities consistently and lawfully across the organization. Effective Date:

Document Ownership and Governance

Document Owner (HR Lead):

Scope and Applicability

This manual applies to all employees, contingent workers, contractors and hiring managers. It describes required approvals, recordkeeping, timeframes, and controls for recruiting, onboarding, compensation administration, performance management, training, leaves, separations, and record retention.

Roles & Responsibilities

HR Lead responsibilities include policy maintenance, compliance oversight, and final approval of employment actions. Hiring managers are responsible for job content, selecting candidates consistent with policy, and performance management within their units.

Recruiting and Selection Procedures

All hiring begins with a written job requisition, manager approval, and HR review for compliance and budget. Required documentation is maintained in the HR file system.

Proposed Start Date:    Proposed Salary:

Applicant Intake Form (Template)

Personal Information

Position Applied For

Available Start Date:    Desired Salary:

Employment History (Most Recent)

Employment History (Prior)

Education

References

Legal Disclosures

At‑Will Employment: Employment with the organization is at‑will. This means that either the employee or the organization may terminate the employment relationship at any time, with or without cause or advance notice, subject only to applicable statutory protections.

Equal Employment Opportunity: The organization is an equal opportunity employer. Employment decisions are made on the basis of merit and business need and not on the basis of protected characteristics. Harassment and discrimination are prohibited.

Reasonable Accommodation: The organization will provide reasonable accommodation to qualified individuals with disabilities where required by law, unless doing so would create undue hardship.

Background Checks and Authorization

The organization may require pre‑employment screening, which may include criminal background checks, employment and education verification, and reference checks to the extent permitted by law. Applicants must provide accurate information and may be required to sign specific consent forms prior to screening.

Applicant Authorization: I authorize the organization to contact prior employers and references and to perform background checks in accordance with applicable law.

Applicant Certification:

I certify that all information provided in this application or otherwise supplied to the organization is true, complete, and correct to the best of my knowledge. I understand that omissions or false statements may disqualify me from consideration or lead to termination.

Onboarding and New Hire Controls

Onboarding must include completion of payroll and tax forms, benefit enrollment, required training, assignment of IT access aligned to least privilege, and a 30/60/90 day development plan.

Compensation and Benefits Administration

Compensation decisions require documented business justification and budget approval. Benefit eligibility and enrollment timelines are defined in plan documents and governed by applicable statutes.

Leave, Attendance & Accommodation

Time and attendance are tracked in the official timekeeping system. Leaves of absence are administered in compliance with applicable law and company policy.

Performance Management

Performance reviews occur at minimum annually and include objective setting, midpoint check‑ins, and documented ratings. Performance improvement plans must follow documented procedures and include measurable milestones.

Training & Development

Training needs are identified through performance reviews and organizational priorities. Required compliance training is tracked and must be completed within specified timeframes.

Separation and Exit Procedures

All separations require an exit interview, return of company property, revocation of system access, and documentation of final pay consistent with law.

Records Retention & Confidentiality

HR records are retained in confidential files and are accessible only to authorized personnel. Retention periods are established for recruitment, payroll, benefits, and personnel files in accordance with regulatory requirements.

Policy Compliance and Amendment

The HR Lead is responsible for periodic review of this manual. Noncompliance with policy may result in disciplinary action up to and including termination.

Appendix: Templates Included

Included templates: job requisition, applicant intake form, onboarding checklist, leave request, performance review form, exit interview guide.

Acknowledgement: By signing below, the undersigned acknowledges receipt of this HR Functions Manual and agrees to comply with the policies and procedures herein.

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