Human Resources & Payroll Process Flowchart

[Pages:14]Human Resources & Payroll Process Flowchart

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Human Resources & Payroll 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. Accounting and General Ledger

1 ? HR & Payroll ? Staffing L6 to L11 Process Flowchart

A

No

Start

Headcount Planning in AOP or People

Planning (ad hoc hiring are also in place )

Is it new position or current role

change?

Hiring Manager completes a "Job

Yes

Evaluation Form", which outlines in detail the job and the candidate skill

requirements and sends It to FHR Manager

FHR Sends the job description and sends it to TA to post the vacancy on

"My Possibilities"

FHR Sends to TA team every Tuesday HC Authorization Spreadsheet to get the Region/ Sector approval to Post the job

Hiring Manager

TA Team

Job Evaluation

process

Job assessment is done by C&B if it does not exist in grid.

HC Authorization Spreadsheet

L10 & L11 external candidates will be required

to complete SHL Online Assessment

FHR receives the list of eligible applicants for interviewing and forwards accepted candidates

to the hiring Manager. FHR sends LOR to rejected internal candidates and Staffing sends

LOR to rejected external candidates

TA Team review the applicant eligibility with C&B

Team and the employee's (internal applicant) FHR

Manager. Further screening is conducted prior to

Yes

communicating the final list to FHR Manager. LOR is

sent to rejected candidates at this stage

TA Manager gets the approval of the jobs from

Region/Sector

FHR Manager informs TA of accepted candidate (For Internal

and external candidates)

NO

Is candidate suitable for The

job?

TA Team initiates LOU request to C&B Team (For Internal & external

candidates).

NEA Compensation Asst. Manager prepares LOU according to Compensation guidelines and NEA Compensation Manager reviews

LOU before sending it to FHR

NEA Compensation Asst. Manager sends LOU as PDF format to responsible FHR

011EGHRPHRSTMS (Supporting)

Yes

NO

TA team starts/resumes external search TA team will conduct phone screening

for external candidates

NO

Were there any internal applicants?

The open position is posted for 10 calendar days on My Possibilities for Level 6+ To L11 after ensuring that all necessary documents were

received from FHR Manager

Did selected candidate accept

LOU?

Yes

Is this an internal candidate?

NO

FHR informs C&B and TA to close the vacancy

Yes

FHR Signs LOU from responsible HR Director and Communicates

LOU to candidate

Selected candidate signs LOU and FHR infroms personnel to

update the employee's personal file and system file

1

C&B Manager

2 ? HR & Payroll ? Hire Personnel Process Flowchart

A

Start

1

New Hire

Candidate is required to pass a preemployment medical check-up and

submit hiring documents and experience certificates for issuing an

employment contract

All new hires are required to sign an employment contract and Code of Conduct within two weeks from starting date. The employment contract is also signed by HR after the employee completes the mandatory hiring documents. Employment Contract and Code of Conduct

are kept in employee's personnel file. 001EGHRPHRHPMK

Personnel Specialist

HR Director/FHR/ Personnel Specialist

Personnel Specialist prepares a contract of three copies, assigns an employee number

to the new hire and initiates the "CRT Form" including job details, salary, level

and date of employment

CRT Form

Social Insurance & Labor Office documents including a copy of the employment

contract are prepared by the Specialists and sent to Social Insurance Authority/

Labor Office after signing

Specialists record new hire data except salary

(All employee data except payroll)

INTERCOM (*2)

END

Approved LOU form is attached to the CRT form

(*1)

Payroll Specialist records the new hire salary on INTERCOM

(Payroll and Benefits data)

INTERCOM (*2)

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 authorization

with proper SOD (002EGHRPHRHPMK)

Payroll Specalist

Departments/Employee

3 ? HR & Payroll ? Terminate Employees Process Flowchart

A

Start

Employee or company request the termination

Has the employee left at his own will?

Yes

Employee writes termination

request and signs

NO

Termination Request

Is dismissal based on legal investigation?

Yes

NO

Personnel Manager notifies the employee in writing that contract will not be renewed

Personnel Manager notifies labor court with management decision and investigation results to avoid

any future financial obligation

FHR/Personnel

Monthly Notification is sent to IT, Administration and Security teams to revoke system and

physical access rights from resigned, terminated and dismissed employees

012EGHRPHRTEMS (Supporting)

FHR Manager informs Payroll Manager & Personnel manager

FHR conducts exit interviews for employees leaving voluntarily

Personnel Manager initiates "Discharge Memo" indicating the

effective date of employee's dismissal from the company

Related Personnel Team coordinates the approval process

of "Clearance Form" & Social Insurance documents

Personnel controls the form and sends it to employee to take it to relevant departments (Finance,

IT & Administration)

Clearance Form

C&B/Payroll Specialist

NEA Compensation Manager sends To FHR Manager and informs MU Financial Controller

of the calculation

Financial Controller reviews calculation and the supporting documents before issuing the

cheque to the employee and sends approval by email to NEA Compensation Manager

NEA Compensation Manager calculates the severence pay, if any, and any other payments, if applicable and gets the

approval of the responsible HR Director

Payments are made to the terminated employee separately not

during monthly payroll payments END

The terminated employee is

END

deactivated from the payroll system (termination date is

entered to the system)

END

Social Insurance Specialist informs

the Social Insurance Authority to

terminatE employee's social

insurance duration

4 ? HR & Payroll ? Time Recording Process Flowchart

Scope: Non-sales Staff

Start

Employees swipe timecard at the beginning & end of

their work day

Did employee forget to bring or swipe the card?

NO

Employee fills out the " Leave Request Form"

Employee

Time keeping data is extracted to an excel sheet

Yes

Employee signs at the security and notifies the supervisor who confirms

employee's attendance

Leave Request Form

Vacation process

END

Personnel Specialist

Personnel Specialist receives daily attendance records and exceptions and update the monthly follow-up excel sheet

Checks the attendance record data against approved Shift attendance Sheets, and forms

Does attendance record need to be corrected or

NO

edited?

Yes

Personnel specialist corrects or edits the attendance record indicating cause of change based on approved documents

Payroll Process

END

Monthly followup "Form2"

Once all aproved edits have been keyed into the monthly follow-up excel sheet "Form2" and open exceptions items have been resolved, the monthly follow-up sheet "Form2"is ready to be processed to

Central Payroll

Employee's Supervisor

Overtime Sheets

Shift Attendance Sheet including hours

worked

At the end of the month, overtime sheets are approved by department manager and immediate manager

"Shift attendance sheet" including absent employees is prepared by Supervisor and sent to Personnel Specialist with all forms

(overtime forms etc.)

No "Start"

OBJECTIVE SETTING Top-down-approach

5 ? Performance Management Process Flowchart

Employee / Employee's manager / FHRs

Start

Each director cascades Department objectives to his/ her direct reports and agree on their objectives

L6+ managers cascade Dept. objectives to their direct reports

and agree on their objectives

L10+ managers cascade Dept. objectives to their direct reports

and agree on their objectives

English Speaking L6+ Employees upload PDR on myAccess while L6+ Arabic

Speaking employees send PDRs (word doc) to FHR Managers via email and

manager sends PDR to FHRs

OMD ensure that ALL English Speaking L6+ employees have completed their objectives on the system. FHR Managers ensure that

all Arabic Speaking L6+ have completed their objectives. FHR Managers ensure that All L6+ English Speaking employees who were hired after the deadline of objective setting were added to MyAccess

and OMD ensure that they have completed their Objective 004EGHRPHRPMMK

English speaking L6+ employees submit MYR on system (MY Access) and Arabic Speaking L6+

employees complete their comments on Word Doc and send PDR to direct managers & FHR Managers

After getting alignment of Manager, employee reflects the changes on

doc. and Manager adds his/her comments where necessary.

Manager and Employee meet to discuss YTD performance and

any changes to objectives taking place during MYR

Employee Adds self input of progress against

each objective

REVIEW (MYR)

REVIEWREVIEW

YEAR-END PERFORMANCE DEVELOPMENT & FOCAL POINT MID YEAR

Employee adds YE self input, reviews with direct Manager and submits it

on MY Access System

Manager reviews employee self input, provides comments and

proposes ratings

FHR Manager reviews PDRs and Ratings and -if required- meets with Employee's

direct manager on PDR quality and calibration of performance ratings

Super FHR Manager reviews PDRs and Ratings and meets with Function

Director on PDR quality and calibration of performance ratings

Executive Committee (OMD, Super FHR, Function Heads, and GMs)

meet to calibrate a selected sample of PDRs as per OMD criteria

Payroll Processing

END

Compensation Manager calculates the merit and other salary increases/adjustments, reviews the data with NEA C&B Manager, obtains the approval of BU HRD for the changes and any exceptions and issues the Comp. Letters and then sends them to FHR Managers

OMD Sends final list of PDR ratings to C&B team to prepare Comp. Letters

Final list of PDR ratings

Final Salary List

After PDR discussion with direct manager, English Speaking L6+ employee, signs PDR Form on My

Access system

OMD monitor if focal point review process is complete and signed PDRs are sent back to HR

004EGHRPHRPMMK

Signed Comp. Letter

FHR Sends Comp. Letters to Personnel to be kept in

employees' files

Manager & Employee Signs Comp. Letter and sends signed original to FHR Manager

Second level Manager reviews ratings and confirms PDR to be routed to direct manager for final rating confirmation and submission

to the employee

OMD communicates to Direct Managers to confirm YE Manager Review to be

routed for second level manager for approval

Manager and employee meet for PDR discussion.

For Arabic Speaking L6+ employees, FHRs provide Managers with Compensation Letters with final ratings including a

disclaimer confirming that employee has reviewed manager's comments

6 ? PMP ? Salary Increase Process Flowchart

A

Start

Salary Analysis including expected inflation rate for current and next year, company and market data is performed by NEA C&B Manager

Salary structure / Merit matrix (Level Ranges, principles of C&B) is approved by region and sector

Final list of PDR ratings

& Merit Matrix

Yes

Salary Ranges/ Merit Matrix

Is increase for L6+

Compensation & Benefits manager prepares the

merit increase, promo and equity tool and NEA C&B

NO

manager reviews it. Merit Increase percentage is

determined by either government special increase

and/or merit matrix; whichever is higher

Marketing & Planning Teams

Compensation & Benefits Manager ensures alignment with set budget for merit increase and present final outcome to Mgmt

team for approval

Compensation & Benefits Manager sends final salaries To Payroll team ccing MUs GM to reflect changes to

the Payroll System

Compensation & Benefits Manager checks requests for promo and equity and ensures alignment with set guidelines

FHR Managers review the file including the titles, levels, increases,

etc. to ensure that all changes are made as per set guidelines

Merit increase as well as guidelines are passed on to FHR

Managers for completion of promo and equity in accordance

with set guidelines

Payroll enters the newly approved salaries to the system and sends the final version to

Compensation & Benefits Manager ccing NEA C&B Manager and MUs HR Directors

Compensation & Benefits Manager reviews the Payroll report versus the merit file to ensure that all changes

were reflected accurately and sends approval to Payroll ccing MUs HR Directors and NEA Compensation & Benefits Manager

Payroll obtains the approval of MU HR Director to transfer the salaries to the banks

Compensation & Benefits Manager issues Comp. Letters with the new salary changes

Compensation & Benefits Manager obtains the salary change audit report in March (L6+) and July (L5-) and compares it to the final approved updated increases

005EGHRPHRPMMK

Marketing Team

New Compensation Letters

Letters are delivered to FHR Managers to deliver

them to employees

Individual merit payments are processed.

END

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