1.

Employee Onboarding SOP

Purpose: To ensure a structured and welcoming onboarding experience for new hires.

Steps:

 Pre-Onboarding Preparation:

o HR sends an onboarding email with the offer letter, onboarding documents,

company policies, and a welcome kit list.

o IT prepares necessary hardware (laptop, phone, etc.) and sets up email and system
access.

 Documentation Collection:

o Collect necessary documents, including identification, academic certificates, and

signed contract copies.

o Obtain signed acknowledgments for company policies (e.g., data security, anti-
harassment).

 Orientation and Induction:

o Schedule orientation sessions to introduce the company’s mission, values, and

culture.

o Assign a mentor/buddy to guide the new hire for the first few weeks.

o Conduct department introductions and facility tours.

 Systems and Access Setup:

o Provide login credentials for essential systems (email, HR portal, project

management software).

o Grant role-specific access to tools and applications.

 Training and Development:

o Schedule initial training sessions based on job role (security policies, project tools,
etc.).

o Document completion of mandatory training.

 Probation Period and Evaluation:

o Define the probation period and key performance indicators (KPIs).

o Set a review date to assess performance at the end of the probation period.

 Feedback and Check-Ins:

o Schedule weekly check-ins with the manager for the first month.

o Collect feedback after 30 and 90 days to improve the onboarding experience.

2. Employee Relieving SOP

Purpose: To ensure a smooth and compliant exit process for employees leaving the organization.

Steps:

 Resignation Acceptance:

o HR receives and acknowledges the resignation email, informing the manager and
relevant departments.

o Determine the last working day based on the notice period as per policy.

 Exit Interview:

o Schedule an exit interview with HR to collect feedback and understand the reasons
for departure.

 Clearance and Handover:

o Request a checklist of handovers (projects, files, access) from the employee.

o Ensure all physical and digital assets are returned, including IT equipment, access
cards, etc.

 Access Revocation:

o Revoke access to company systems, email, and applications on the last working day.

o Remove or reassign access rights to any shared drives, documents, or project

resources.

 Final Settlement:

o HR and Finance coordinate to process the full and final settlement, including pending
salary, leave encashment, or other dues.

o Provide the employee with a final settlement breakdown for transparency.

 Documentation:

o Issue an experience or relieving letter detailing the employee’s tenure and position.

o Archive all relevant documents for record-keeping.

 Unserved Notice Period:

o HR and Finance coordinate to calculate the compensation towards unserved notice

period calculated on the fixed emoluments of the employee.

3. Salary Calculation SOP

Purpose: To ensure accurate and timely salary calculations for all employees.

Steps:
 Collect Salary Components:

o Define each component (basic, HRA, allowances, deductions).

o Collect inputs such as attendance, leaves, bonuses, and deductions for each pay
cycle.

 Attendance and Leave Calculation:

o Calculate total working days, paid leave, unpaid leave, and overtime for the month.

o Deduct unpaid leave from the gross salary as per the policy.

 Allowances and Benefits:

o Apply relevant allowances (transport, meal, medical, etc.) based on employee

eligibility.

o Include any performance incentives or bonuses approved for the pay cycle.

 Statutory Deductions:

o Calculate and deduct statutory contributions such as Provident Fund (PF), Employee
State Insurance (ESI), and Professional Tax (PT) as per applicable laws.

o Deduct TDS (Tax Deducted at Source) if applicable, based on employee salary and tax
declarations.

 Gross and Net Salary Calculation:

o Calculate Gross Salary: Basic Salary + Allowances + Overtime - Unpaid Leave.

o Calculate Net Salary: Gross Salary - Deductions (PF, ESI, PT, TDS).

 Final Review and Approval:

o Finance reviews calculated salaries to confirm accuracy.

o Obtain final approval from the finance head or HR head.

 Payroll Disbursement:

o Send salary slips to employees via email or through the HR portal.

o Transfer the approved salaries to employee bank accounts by the stipulated date
each month.

 Documentation and Compliance:

o Maintain payroll records for future reference and audits.

o Ensure compliance with any legal and tax reporting requirements.