Transcription
Human Resources & PayrollProcess Flowchart
Human Resources & PayrollProcess Flowchart1.2.3.4.5.6.7.8.9.10.11.12.HR & Payroll – Staffing L6 to L11HR & Payroll – Hire PersonnelHR & Payroll – Terminate EmployeesHR & Payroll – Time RecordingPerformance ManagementPMP – Salary IncreasePMP – BonusC&B Process – Job Evaluations (JE)Vacation ProcessingHR & Payroll – Payroll Data MaintenanceHR & Payroll – Payroll and PaymentAccounting and General Ledger
1 – HR & Payroll – Staffing L6 to L11 Process FlowchartAHiring ManagerNoStartHeadcount Planning inAOP or PeoplePlanning (ad hoc hiringare also in place )YesHiring Manager completes a “JobEvaluation Form”, which outlines in detailthe job and the candidate skillrequirements and sends It to FHR ManagerJobEvaluationprocessL10 & L11 externalcandidates will be requiredto complete SHL OnlineAssessmentTA TeamIs it newposition orcurrent rolechange?FHR receives the list of eligible applicants forinterviewing and forwards accepted candidatesto the hiring Manager. FHR sends LOR torejected internal candidates and Staffing sendsLOR to rejected external candidatesFHR Manager informs TA ofaccepted candidate (For Internaland external candidates)NOIs candidatesuitable for Thejob?TA Team initiates LOU request toC&B Team (For Internal & externalcandidates).FHR Sends the jobdescription and sends it toTA to post the vacancy on“My Possibilities”FHR Sends to TA team everyTuesday HC AuthorizationSpreadsheet to get the Region/Sector approval to Post the jobHC AuthorizationSpreadsheetJob assessment is done by C&Bif it does not exist in grid.TA Team review the applicant eligibility with C&BTeam and the employee’s (internal applicant) FHRManager. Further screening is conducted prior tocommunicating the final list to FHR Manager. LOR issent to rejected candidates at this stageYesNOYesTA Manager gets theapproval of the jobs fromRegion/SectorWere thereany internalapplicants?The open position is posted for 10calendar days on My Possibilitiesfor Level 6 To L11 after ensuringthat all necessary documents werereceived from FHR ManagerTA team starts/resumes external searchTA team will conduct phone screeningfor external candidatesC&B ManagerNONEA Compensation Asst. Manager preparesLOU according to Compensation guidelinesand NEA Compensation Manager reviewsLOU before sending it to FHRDid selectedcandidate acceptLOU?YesIs this an internalcandidate?NOFHR informs C&B and TA toclose the vacancyYesNEA Compensation Asst. Manager sendsLOU as PDF format to responsible FHR011EGHRPHRSTMS(Supporting)FHR Signs LOU from responsibleHR Director and CommunicatesLOU to candidateSelected candidate signs LOUand FHR infroms personnel toupdate the employee’spersonal file and system file1
2 – HR & Payroll – Hire Personnel Process FlowchartAPayroll SpecalistHR Director/FHR/PersonnelSpecialistPersonnel SpecialistNew HireStart1All new hires are required to sign an employmentcontract and Code of Conduct within two weeks fromstarting date. The employment contract is also signed byHR after the employee completes the mandatory hiringdocuments. Employment Contract and Code of Conductare kept in employee’s personnel file.001EGHRPHRHPMKCandidate is required to pass a preemployment medical check-up andsubmit hiring documents andexperience certificates for issuing anemployment contractPersonnel Specialist prepares a contract ofthree copies, assigns an employee numberto the new hire and initiates the “CRTForm” including job details, salary, leveland date of employmentCRT FormSocial Insurance & Labor Office documentsincluding a copy of the employmentcontract are prepared by the Specialistsand sent to Social Insurance Authority/Labor Office after signingSpecialists record newhire data except salary(All employee dataexcept payroll)INTERCOM(*2)Payroll Specialist recordsthe new hire salary onINTERCOM(Payroll and Benefits data)INTERCOM(*2)ENDApproved LOU form isattached to the CRT form(*1)END(*1) - On-boarding schedule is prepared and HR policies are accessible to all relevant employees.(*2) - Access to the payroll master file is restricted And only authorized users have access to Payroll master file based on on management authorizationwith proper SOD (002EGHRPHRHPMK)
3 – HR & Payroll – Terminate Employees Process FlowchartC&B/Payroll mployee orcompany requestthe terminationHas the employeeleft at his ownwill?Is dismissal based onlegal investigation?NOYesYesNOEmployee writesterminationrequest and signsMonthly Notification is sent to IT, Administrationand Security teams to revoke system andphysical access rights from resigned, terminatedand dismissed employees012EGHRPHRTEMS (Supporting)Personnel Manager notifies laborcourt with management decisionand investigation results to avoidany future financial obligationTerminationRequestPersonnel Manager notifiesthe employee in writingthat contract will not berenewedPersonnel Manager initiates“Discharge Memo” indicating theeffective date of employee’sdismissal from the companyFHR conducts exit interviewsfor employees leavingvoluntarilyFHR Manager informsPayroll Manager &Personnel managerRelated Personnel Teamcoordinates the approval processof “Clearance Form” & SocialInsurance documentsNEA Compensation Managersends To FHR Manager andinforms MU Financial Controllerof the calculationNEA Compensation Manager calculates theseverence pay, if any, and any otherpayments, if applicable and gets theapproval of the responsible HR DirectorFinancial Controller reviews calculation and thesupporting documents before issuing thecheque to the employee and sends approval byemail to NEA Compensation ManagerPayments are made to theterminated employee separately notduring monthly payroll paymentsPersonnel controls the form andsends it to employee to take it torelevant departments (Finance,IT & Administration)ENDENDENDClearance FormThe terminated employee isdeactivated from the payrollsystem (termination date isentered to the system)Social Insurance Specialist informsthe Social Insurance Authority toterminatE employee’s socialinsurance duration
4 – HR & Payroll – Time Recording Process FlowchartScope: Non-sales StaffStartEmployees swipe timecardat the beginning & end oftheir work dayEmployeeDid employee forget tobring or swipe the card?Leave RequestFormEmployee fills out the “Leave Request Form”NOYesEmployee signs at the security andnotifies the supervisor who confirmsemployee’s attendanceTime keeping data isextracted to an excel sheetVacationprocessENDEmployee’s SupervisorPersonnel SpecialistENDPersonnel Specialist receivesdaily attendance records andexceptions and update themonthly follow-up excel sheetChecks the attendance recorddata against approved Shiftattendance Sheets, and formsDoes attendance recordneed to be corrected oredited?NOPayrollProcessMonthly followup “Form2”YesPersonnel specialist corrects or edits theattendance record indicating cause ofchange based on approved documentsOvertime SheetsShift AttendanceSheet including hoursworkedAt the end of the month, overtimesheets are approved by departmentmanager and immediate manager“Shift attendance sheet” including absentemployees is prepared by Supervisor andsent to Personnel Specialist with all forms(overtime forms etc.)No“Start”Once all aproved edits have been keyed into themonthly follow-up excel sheet “Form2” and openexceptions items have been resolved, the monthlyfollow-up sheet “Form2”is ready to be processed toCentral Payroll
5 – Performance Management Process FlowchartYEAR-END PERFORMANCE DEVELOPMENT & FOCAL POINTMID YEARREVIEW(MYR)REVIEWREVIEWOBJECTIVE SETTINGTop-down-approachEmployee / Employee’s manager / FHRsStartEach director cascadesDepartment objectives tohis/ her direct reports andagree on their objectivesL6 managers cascade Dept.objectives to their direct reportsand agree on their objectivesPayrollProcessingManager reviewsemployee self input,provides comments andproposes ratingsENDAfter getting alignment of Manager,employee reflects the changes ondoc. and Manager adds his/hercomments where necessary.FHR Manager reviews PDRs and Ratingsand -if required- meets with Employee’sdirect manager on PDR quality andcalibration of performance ratingsSignedComp. LetterManager and Employee meet todiscuss YTD performance andany changes to objectives takingplace during MYRFHR Sends Comp. Lettersto Personnel to be kept inemployees’ filesEmployee Adds selfinput of progress againsteach objectiveSuper FHR Manager reviews PDRs andRatings and meets with FunctionDirector on PDR quality and calibrationof performance ratingsCompensation Manager calculates the merit and other salaryincreases/adjustments, reviews the data with NEA C&B Manager,obtains the approval of BU HRD for the changes and any exceptionsand issues the Comp. Letters and then sends them to FHR ManagersAfter PDR discussion withdirect manager, EnglishSpeaking L6 employee,signs PDR Form on MyAccess systemFinal Salary ListOMD monitor if focal pointreview process is complete andsigned PDRs are sent back to HR004EGHRPHRPMMKOMD ensure that ALL English Speaking L6 employees havecompleted their objectives on the system. FHR Managers ensure thatall Arabic Speaking L6 have completed their objectives. FHRManagers ensure that All L6 English Speaking employees who werehired after the deadline of objective setting were added to MyAccessand OMD ensure that they have completed their Objective004EGHRPHRPMMKL10 managers cascade Dept.objectives to their direct reportsand agree on their objectivesEnglish speaking L6 employees submit MYR onsystem (MY Access) and Arabic Speaking L6 employees complete their comments on Word Docand send PDR to direct managers & FHR ManagersEmployee adds YE selfinput, reviews with directManager and submits iton MY Access SystemEnglish Speaking L6 Employees uploadPDR on myAccess while L6 ArabicSpeaking employees send PDRs (worddoc) to FHR Managers via email andmanager sends PDR to FHRsExecutive Committee (OMD, SuperFHR, Function Heads, and GMs)meet to calibrate a selected sampleof PDRs as per OMD criteriaOMD Sends final list ofPDR ratings to C&B teamto prepare Comp. LettersFinal list of PDRratingsManager & Employee SignsComp. Letter and sendssigned original to FHRManagerSecond level Manager reviewsratings and confirms PDR to berouted to direct manager for finalrating confirmation and submissionto the employeeOMD communicates toDirect Managers to confirmYE Manager Review to berouted for second levelmanager for approvalManager and employeemeet for PDR discussion.For Arabic Speaking L6 employees, FHRsprovide Managers with CompensationLetters with final ratings including adisclaimer confirming that employee hasreviewed manager’s comments
6 – PMP – Salary Increase Process FlowchartAStartSalary Analysis including expectedinflation rate for current and nextyear, company and market data isperformed by NEA C&B ManagerSalary structure / Merit matrix(Level Ranges, principles ofC&B) is approved by regionand sectorMarketing & Planning TeamsFinal list of PDR ratings& Merit MatrixCompensation & BenefitsManager ensures alignment withset budget for merit increase andpresent final outcome to Mgmtteam for approvalCompensation & BenefitsManager checks requests forpromo and equity and ensuresalignment with set guidelinesCompensation & Benefits Managersends final salaries To Payroll teamccing MUs GM to reflect changes tothe Payroll SystemPayroll enters the newly approved salariesto the system and sends the final version toCompensation & Benefits Manager ccingNEA C&B Manager and MUs HR DirectorsIs increase forL6 NOFHR Managers review the fileincluding the titles, levels, increases,etc. to ensure that all changes aremade as per set guidelinesCompensation & Benefits manager prepares themerit increase, promo and equity tool and NEA C&Bmanager reviews it. Merit Increase percentage isdetermined by either government special increaseand/or merit matrix; whichever is higherMerit increase as well asguidelines are passed on to FHRManagers for completion ofpromo and equity in accordancewith set guidelinesCompensation & Benefits Manager reviews the Payrollreport versus the merit file to ensure that all changeswere reflected accurately and sends approval toPayroll ccing MUs HR Directors and NEACompensation & Benefits ManagerPayroll obtains the approval ofMU HR Director to transferthe salaries to the banksCompensation & Benefits Manager obtains the salarychange audit report in March (L6 ) and July (L5-) andcompares it to the final approved updated increases005EGHRPHRPMMKCompensation & BenefitsManager issues Comp. Letterswith the new salary changesMarketingTeamYesSalary Ranges/Merit MatrixNew CompensationLettersLetters are delivered toFHR Managers to deliverthem to employeesIndividual merit paymentsare processed.END
7 – PMP – Bonus Process FlowchartBonusC&B DepartmentFinal list ofPDR ratingsCompensation & Benefits Managercalculates the bonus amount for Level6 employees in line with managementbonus policyStartCompensation & BenefitsManager prepares the Finalbonus list for all L6 employeesNEA C&B Manager reviewsthe final bonus list and BUHR Director approves itBonusGuidelinesENDCompensation & BenefitsManager approves the finalfile and confirms to Payrollto send to the bankPayrollPayroll sends the final list toNEA Compensation Managerfor review before sending thefile bankPayroll sends the finalapproved file to thebankNEA C&B Manager sends the finalbonus list to Payroll to update thesystemPayroll Updates the systemwith the final approvedbonus and sends the file toC&B for reviewPaymentProcess
8 – C&B Process – Job Evaluations (JE) Process FlowchartLine Manager completes a “JobEvaluation Form” which outlines indetail the job and candidate skillrequirements and sends it to FHRsReview job evaluation format toensure that all job accountabilities &job dimensions are coveredCompensation & Benefits Managerconducts individual job interviews/assessment with the FHRsRegio
Process Flowchart 1. HR & Payroll – Staffing L6 to L11 2. HR & Payroll – Hire Personnel 3. HR & Payroll – Terminate Employees 4. HR & Payroll – Time Recording 5. Performance Management 6. PMP – Salary Increase 7. PMP – Bonus 8. C&B Process – Job Evaluations (JE) 9. Vacation Processing 10. HR & Payroll – Payroll Data Maintenance 11. HR & Payroll – Payroll and Payment 12 .
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