HUMAN RESOURCE AND
ADMIN PROCEDURE
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
TABLE OF CONTENTS
Contents
Page Number
SCOPE
OBJECTIVES
DEFINITION OF TERMS
RESPONSIBLE PERSON
PROCEDURE
5.1 HIRING PROCESS
5.2 EMPLOYEE ON-BOARDING
5.3 EMPLOYEE REGULARIZATION AND
PROMOTION
5.4 EMPLOYEE OFF BOARDING
5.5 EMPLOYEE PERSONNEL RECORD FILING
5.6 TRAINING COMPLIANCE
5.7 PAYROLL PROCESS
5.8 CREATION OF MEMORANDUM
5.9 LIAISING OF REQUIREMENTS
6. REFERENCES
7. REVISION HISTORY
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4
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2.
3.
4.
5.
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HUMAN RESOURCE AND
ADMIN PROCEDURE
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
1. SCOPE
The scope of this document covers identifying tasks and activities of the Human Resource
Department, limited to hiring process, keeping 201 files and payroll process.
2. OBJECTIVE
The objective is to document the step-by-step process of Human resource management.
3. DEFINITION OF TERMS
13th Month Pay – refers to the amount given to the employee consisting of the total basic
monthly salary of an employee for the whole year, divided by twelve (12) months.
Gross Pay – refers to the compensation for work performed within eight (8) hours.
Holiday Pay – refers to the payment of the regular daily wage for any unworked regular
holiday.
Overtime Pay – refers to the additional compensation for work performed beyond eight (8)
hours a day.
Payroll – refers to the financial records of a company relating to the payment of wages and
salaries to the employees.
Payslip – a note given to an employee when they have been paid, detailing the amount of pay
given, and the tax deducted.
Premium or Rest Day Pay – refers to the additional compensation for work performed within
eight (8) hours on non-workdays, such as rest days and special days.
SSS, PhilHealth, & Pag-Ibig Contributions – refers to government-mandated contributions
deducted to employees’ salaries and to be remitted to respective government agencies.
4. Responsible Person
4.1
Corporate HRD Head – Frabelle Group of Companies
4.1.1 Approves all documents relevant to Human Resource Management.
4.2
Human Resource Specialist/ Admin Specialist
4.2.1 Leads and follows the due recruitment process as per policy
4.2.2 Verifies all the documents and negotiates salary (contract) for the applicant
4.2.3 Follows the standard salary scheme.
4.2.4 Forwards proposals to the Corporate HRD Head for approval
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HUMAN RESOURCE AND
ADMIN PROCEDURE
4.2.5
4.2.6
4.2.7
4.2.8
4.2.9
4.2.10
4.2.11
4.2.12
4.2.13
4.2.14
4.3
4.3.2
Verifies the medical and background records of employees
Prepares and issues job descriptions as per standard format
Ensures the induction process is followed as per company policy
Retains the acknowledged documents in the respective personnel file of the
employee.
Handles paper works and manages the filing system
Summarizes and organizes the files in significant manner
Keeps files safe and easy to access
Organizes office files in a way that can be easily accessed and understood by
the employee
In-charge of managing schedules, returning calls, and issuing memorandums
Maintain contact lists
Receives and picks up documents or messages, and delivers them to specific
recipients or locations
Liaises documentary requirements to government agencies and/or related
institutions
Admin Staff / Payroll Staff
4.4.1
4.4.2
4.4.3
4.4.4
4.4.5
4.4.6
4.4.7
4.5
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
Documentation Staff and/or Messenger
4.3.1
4.4
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
Monitors the time-in and -outs of the employees
Collects data from timekeeping system and log books
Calculates employee’s work hours and hours of overtime.
Inputs all the data collected in the Payroll Summary Spreadsheet
Responds to employee questions about compensation, benefits, taxes, and
deductions
Distributed payslips
Encode data on Internal Alphalist
Payroll Master
4.5.1
4.5.2
4.5.3
4.5.4
4.5.5
4.5.6
4.5.7
Monitors the employee’s cash advances to the company, SSS and Pag-Ibig loan,
input the loan for payroll deduction on payroll summary sheets.
Inputs data from the payroll summary spreadsheet on the company payroll
system and prints payslips.
Generates weekly and monthly report from the payroll system
Prepare contribution and loan reports on SSS, Pag-Ibig and Philhealth
Process online payment for Pag-Ibig and Philhealth
Input data and generate PRN (Payment Reference Number) for SSS contribution
and loan on SSS website and forward check payment to SSS branch or bank
Prepare Employee Alphalist for BIR reporting
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Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
HUMAN RESOURCE AND
ADMIN PROCEDURE
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
5. PROCEDURE
5.1
Hiring Process
5.1.1 The applicant candidate will be interviewed by the HR Specialist and the final
interview will be done by the General Manager.
5.1.1.1 The initial interview will be done by an HR Specialist.
5.1.1.2 An exam will be conducted once the employee passed the Initial interview.
5.1.1.3 Final interview will be done by the General Manager.
5.1.2
The General Manager will negotiate the assessment sheets for verification of
salary.
5.1.3
Once the employee is hired, the HR Specialist will give the requirements to the
hired employee.
5.1.3.1 List of Requirements:
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5.1.4
5.2
NSO or PSA Birth Certificate
SSS E-1 Certificate
NBI Clearance
Police Clearance
Pag-Ibig
Tax Identification Number (TIN)
PhilHealth
Diploma
Transcript of Records
Certificate of Employee of your previous job/s
Fit-to-Work Medical Certificate
Marriage Certificate, if married
Covid-19 Swab Test Certificate (based on the current situation)
Once the employee completes the requirements and submit it to the company, it
would be the time to sign the contract and negotiate about the on-boarding.
Employee On-Boarding
5.2.1
The HR Specialist explains the rules and regulations of the company and
orientation regarding the specified job.
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5.3
5.4
5.5
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
5.2.2
The HR Specialist introduces the new employees to other employees and
management.
5.2.3
The Admin Specialist shows to the new employee where all office supplies can be
found and how to request more supplies if necessary.
Employee Regularization and Promotion
5.3.1
The new employee shall be under probationary status for six (6) months and is
subject to performance evaluation and panel interview in his/her 4th to 5th
month. Should the employee be deemed to have performed satisfactory and
excel in his/her position then he/she will be subject to regularization. If in case
the employee is evaluated for unsatisfactory performance, the management will
discuss and propose if the subject employee’s contract will be extended or
terminated.
5.3.2
Employees who exercise excellent performance in his/her field may be
recommended for promotion. The promoted employee will also be subject to
probation and evaluation for his new position and will undergo a panel interview.
Employee Off-Boarding
5.4.1
The resigning employee would render at least one (1) month before the
resignation date for the turnover
5.4.2
The resigning employee will be responsible to surrender or turnover all the
accountabilities that belong or been provided by the company for clearance.
5.4.3
An exit interview will be conducted by the Group Security Department.
5.4.4
The resigning employe can process his clearance a week prior the determined last
day of the employee
Employee Personnel Record Filing (201 File)
5.5.1
The employee submits all the required documents to the HR Specialist, such as
mentioned above.
5.5.2
All current employee personnel files shall be kept in the same place of
chronological order based on their surname.
5.5.2.1 The HR Specialist is the authorized person to access, retrieve, and update the
personnel records in the 201 file.
5.5.3
There are two (2) types of personnel file:
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ADMIN PROCEDURE
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○
5.5.4
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
Current employee - will be maintained in the HR files
Former employee - will be preserved in the designated records
The HR Specialist collects the documents from the employee.
5.5.4.1 The following documents shall be maintained by the HR in the employee 201
file.
5.5.5
All records from the training provided to the employee shall be filed in the
personnel file.
5.5.6
The resignation letter submitted by the employee shall be filed in the employee
201 file.
5.5.7
All the settlement and benefits provided to the employee after separation shall
be filed in the 201 file.
5.5.8
In case of a resigned or terminated employee the files shall be transferred to the
record room only after completing all the formalities of that employee in the 201
file.
5.5.9
Employee 201 File shall follow a standard label and be kept in the employee 201
file. The label contains the following details of the employee:
○ ID Number
○ Full Name of the employee
○ Date Hired
○ Position
5.5.10 In case of a resigned or terminated employee, the files shall be transferred to a
record room (filing cabinet) only after completing all the formalities of that
employee in the 201 file.
5.6
Training Compliance
5.6.1
All regular employees are required to accomplish a Training Needs Analysis (TNA)
Form to identify gaps in their skills (based on their Job Descriptions). This is done
annually to know which kind of training is needed for the said employee.
5.6.2
The Admin Staff will prepare a Training Plan to determine who is going to similar
training and what kind of training is a better fit for the employees.
5.6.3
All training platforms, including seminars or conferences (whether online or
offline) are going to be recorded by the Admin Staff in the Training Record
Monitoring. The certificates received after the training will be compiled on the
employee’s 201 File.
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5.6.4
5.7
5.8
5.9
Document No.
Rev. No.
Rev. Date
Prepared by
Reviewed by
Approved by
: SOP-FSC-005
: 01
: 09.29.2021
: C. Martinez
: A. Lazaro
: N. De Guzman
Ninety (90) days after the training, whether conducted internally or externally, a
Training Effectiveness form will be accomplished by the participant to evaluate
the effectiveness of the training attended.
Payroll Process
5.7.1
Admin/Payroll Staff collects data from the timekeeping system and logbook.
5.7.2
The overtime form should be approved by the Assistant General Manager or
General Manager.
5.7.3
The Payroll Staff verifies and computes the overtime hours of each employee.
5.7.4
The Payroll Staff inputs all data collected to the payroll summary sheet.
5.7.5
The Payroll Master inputs deductions on the payroll summary sheet (cash
advances, SSS & Pag-Ibig loan).
5.7.6
The Payroll Master encodes the compensation details from the payroll summary
sheet into the payroll system and prints out the payslips.
5.7.7
The Payroll Staff will distribute the printed copy of payslip, collate the receiving
copy, and arrange it in a file for safe keeping.
5.7.8
The Payroll Master generates weekly and monthly reports from the payroll
system.
Creation of Memorandum
5.8.1
The Admin Staff will create and print a memorandum as advised by the General
Manager.
5.8.2
The Admin Staff will put a copy of the memorandum into the bulletin board and
in a file for future reference.
Liaising of Documents
5.9.1
The Documentation Officer prepares and submits the documentary requirements
subject for compliance and payment. Below are the documents:
● Requirements from Navotas Local Government
● Requirements from other Governmental Agencies (SEC, MARINA, BIR,
DENR, etc.)
● Payment of Employee Benefits
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