Human Resources Workflow Charts

Human Resources Department Business Process Definitions & Templates

  • Workflow Template / Human Resources / Recruiting & Hiring

    Application Screening & Interview
    The Applicant Screening & Interview process involves screening job candidates (by phone), checking candidate references and the subsequent process of shortlisting and interviewing applicants (interviews usually occur in person) who pass the initial screening call. If the candidate is a rehire, the candidate is reviewed and eligibility is established. This process includes screening and interview scheduling (disposition emails should be sent to candidates who were not selected), reference checks, the interview itself, applicant acceptance or rejection and interview result documentation (documentation should be sent to the correct personnel while being filed). Alternate candidates should still be considered since the top applicant may or may not accept the position.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Benefits Accounting
    Benefits Accounting is a process that involves the processing and documentation of employee 401(k) information. Though new hires make up most 401(k) applicants, employees who want to change information or 401(k) policies are also involved. This process includes the education of applicants on 401(k) enrollment (this may involve the onboarding meetings and email information packets), the transmission of participant enrollment information to one or more related banks (the bank or banks involved in this process usually have a policy with the employee's company; any 401(k) policies enacted outside of the company's benefit's package may not involve the employee's company), the configuration of payroll deductions for participants and the validation of 401(k) fund transfers.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Benefits Administration
    Benefits Administration is a process that involves the management, development and administration of all employee health, disability, vacation and other related benefits. This process includes the completion of enrollment applications, enrollment confirmation, issuance of benefit ID cards, notification and update of any applicable status change (birth, death, marriage, divorce, etc.) and the verification, notification and removal of ineligible members from group plans.
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  • Workflow Template / Human Resources / Human Capital Management

    Business Leader Alignment
    Business Leader Alignment is a process that involves the planning and implementation of company-wide business unit strategies related to human capital management. This process includes meetings with business unit leadership, the dissemination of approved Business Unit Strategy, discussions on key business unit metrics and strategies (involves meeting with the Human Capial Management Group to ensure understanding and provide the Human Capital Management Group with a chance to put forward their needs), the drafting and approval/denial of business initiatives and continuous check-ins with Business Leaders to reveiw the progress made.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Employee Equity Allocation
    Employee Equity Allocation is a process that involves the identification of employees who are eligible to receive equity in the company and the subsequent configuration of payouts and equity statements. Employees are issued different types of equity, or stock, (the most common type is the option, which provides the right for qualified employees to purchase future shares in the company at a set price) depending on when they joined the company and the roll they play within the company. This process includes the creation of a roster of employees to whom equity payouts can be made to, the approval/denial of the equity roster (any employees who are not eligible for the type of equity being allocated are taken out of the roster before finalization), the calculation of taxes related to equity payouts and the transmission of equity statements to selected employees.
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  • Workflow Template / Human Resources / HR Generalists

    Employee Information Request
    Employee Information Request is a process that involves the authorization of employee requests for access to their official employement records within the company. Federal and state laws (laws may differ from state to state) ensure that employees are able to have access to (to view, correct, etc.) personal employement records, whether the request is made from the employee's personal desire or by a subpoena. This process includes the initial request for official employment records, authorization of the requesting party to access the file, subpoena processing (if needed) and transmission of the requested information (if approved) to the employee. If needed, the required information should be sent to the Legal Department for review.
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  • Workflow Template / Human Resources / HR Generalists

    Employee Record Management
    Employee Record Management is a process that involves the management of employee records (for both current and former employees) and the processing of requests to access said records. This process includes the initial filing (date and name all files appropriately before updating the database) of employee information (date of birth, phone numbers, salary information, address, etc.) and record retrieval (requires access approval, contacting a vendor if the filing is outsourced, scanning or sending the file to the requestor and re-filing the employee file once requestor has finished accessing the file). Record management must comply with federal and state laws concerning employee information handling.
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  • Workflow Template / Human Resources / Employee Relations

    Employee Relations (General)
    Employee Relations (General) is a process that involves the management and reconciliation of any benefits, compensation or policy related issues surrounding human capital (i.e., the employees). This process includes the assurance of employee adherence to internal policies, the fielding of HR-related inquiries and the management of employee complaints and suggestions. If the employee's direct manager can resolve the employee's question or issue, he or she is encouraged to do so. Otherwise, the question or issue should be escallated to the HR Manager for resolution. Once the question or issue has been resolved, all parties involved and the question or issue itself should be documented.
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  • Workflow Template / Human Resources / Employee Relations

    Employee Relations Investigation
    Employee Relations Investigation is a process that involves the investigation and resolution of complaints submitted to the Employee Relations Group. This process includes investigation request notification and the subsequent meeting of HR leadership and involved employees to resolve the issue. If the allegations brought forth by the employee is unfounded, the accuser is notified of the findings. If the allegations are founded, various managers (the employee's direct manager, the Employee Relations Manager, AR Manager, etc.) meet and discuss how to solve the issue. Should recommended solution be taken, but no headway is made, leadership is consulted, remedial action is taken and the termination process (if necessary) is begun for the appropriate party.
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  • Workflow Template / Human Resources / Human Capital Management

    Employee Timekeeping
    Employee Timekeeping is a process that handles the tracking of hours worked each week by hourly employees and any subsequent adjustments made by supervisors related to wages or hours worked. The process includes the submission of hours worked by the employee, a review of the times submitted (adjustments are made where necessary) and the subsequent confirmation of hours worked (and any changes made) by the HR Department. Employees who fail to submit timely and accurate (i.e., any falsified times or misrepresentation of time worked) work times and managers who fail to review and approve submitted times before the applicable deadline may be subject to disciplinary action.
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  • Workflow Template / Human Resources / Training & Development

    Employee Training & Development
    Employee Training & Development (General) is a process that involves the the initial training as well as the continued development and improvement of existing employee competencies. This process includes the initial training course setup (training request, schedule and budget must be submitted before training can begin), training (all employees should have access to training courses), education (training courses should be malleable enough to improve with employee feedback), and future development of existing human capital (i.e., the employees).
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  • Workflow Template / Human Resources / Employee Relations

    Ergonimics Request
    Ergonomics Request is a process that demonstrates the management of employee requests for ergonomic office equipment and supplies. This process includes all initial research on the desired equipment by the requesting party (employees must make an effort to improve their current workstation before any ergonomic equipment is requested) and subsequent approval or denial of the request by the company's ergonomics coordinators. When requesting new ergonomic equipment, employees should include a phsician's note along with ergonomic checklists and any appropriate request form.
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  • Workflow Template / Human Resources / Training & Development

    Factory Employee Training & Safety
    Factory Employee Training & Safety processes typically involve coordination between employees,Human Resources (HR) training staff, HR Generalists and Health, Safety and Environmental (HSE) staff members to onboard, train and equip new factory employees for work. This includes pre-hire medical screening, safety and emergency policy review, online training enrollment, equipment (goggles, gloves, mask, etc.) issuance, locker assignment, and the scehduling of continuing education/training sessions for the employee.
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  • Workflow Template / Human Resources / Human Capital Management

    Human Capital Planning
    Human Capital Planning is a process that focuses on the creation of human capital planning initiatives by business unit leadership and HR coordinators. This process includes planning sessions with business unit leadership, compensation analysis (this essentially determines how much the HR Department will spend on hiring and training employees), project coordination and execution. Human capital planning helps companies hire (once the positions needed are determined), train and manage their workforce within the limits of the budget.
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  • Workflow Template / Human Resources

    Insurance Licensing & Contracting
    Insurance Licensing & Contracting is a process that involves the licensing of new Insurance Sales representatives (agents, brokers), at the state level, as well as renewals and terminations of insurance licensing. This process includes obtaining a letter of certification and/or a renewal license from the representative's Insurance Department (all appropriate paperwork for the representative's appointment must be filled and submitted before certifications are obtained), the submission of an updated Central Registration Depository form to NASD (National Association of Securities Dealers) for approval and the dissemination of welcome materials to the contracted representative (all information concerning the new hire should be forwarded to HR, Payroll and Benefits). A termination letter should be prepared and forwarded to the Representative if the agent's contract is cancelled or if the agent resigns.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Military Leave Processing
    Military Leave Processing is a process that focuses on handling requests for leave of absence related to military service. This process includes the completion of required paperwork (employee must also obtain approval from his or her direct manager), submission of military orders to HR staff, status change confirmation and the calculation of military differential pay. In this instance, military leave refers to the authorized absence from company duties for hours the employee would have worked during his or her regular schedule, without loss of pay, time, or performance rating, granted to eligible employees who are members of the military.
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  • Workflow Template / Human Resources / Recruiting & Hiring

    Move Management
    Move Management is a process that focuses on assisting recently hired employees with relocation. Eligible employees usually originate from another country or state and must coordinate with the appropriate HR employee (HR liaison, manager, etc.) to obtain all necessary information, documentation and moving assistance. This process includes assistance in transporting possessions, locating an appropriate residence, updating or procuring any state/federal documentation and ensuring the employee is settled into the new environment.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Off-Cycle Check & Wage Garnishment
    Off-Cycle Check & Wage Garnishment is a process involving payments to employees issued outside of the normal pay cycle (usually biweekly). Off-cycle payroll checks are usually requested when an approved time/labor record is not submitted by the required deadlines, if the employee requests payment after an involuntary termination, if there was a departmental or administrative error in processing the payment or if it is required by regulation or a bargaining unit contract. This process includes the setup of automated off-cycle payroll, the reception of garnishment notifications and the subsequent setup of garnishment payments by the Payroll Department.
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  • Workflow Template / Human Resources / Training & Development

    Performance Management
    Performance Management is a process that focuses on the formal analysis of an employee's work performance (usually involving a problem). This process includes employee observation, formal performance reviews (involves discussing all observed issues with the employee), improvement recommendations and commendations. If the problem discussed with the employee persists, preparations for employee termination should be made. Otherwise, forms should be filled out for conditional employment.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Random Drug Testing
    Random Drug Testing is a process that focuses on the random selection, review and notification of employees who are to be drug tested. This process includes the random selection of employees, the drug test itself (selected employees must be notified of drug test requirements before the test is actually done) and the subsequent scheduling and processing of drug test results (results must be posted on a secure web site). Random drug tests are usually administered when there is a reason to believe that a drug is possibly being abused by one or more employees or as a preventative measure against the use of one or more drugs.
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  • Workflow Template / Human Resources / Recruiting & Hiring

    Recruiting & Hiring (General)
    Recruiting & Hiring (General) is a process that focuses on the recruitment, assignment and final placement of employees into certain positions within the organization based on current company needs and employee competencies. This process includes posting job requisitions, resume collection, applicant screening and interviews, offer letter releases, background checks on selected candidates, and new hire onboarding (includes any necessary documentation).
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  • Workflow Template / Human Resources / Human Capital Management

    Resignation & Termination
    Resignation & Termination is a process that handles all tasks surrounding voluntary and involuntary termination and the initiation of any retirement benefits. Though a manager may demand for the employee's immediate termination, as a professional curtesy, employees should give two weeks notice if they wish to resign from a position. This process includes meetings with the employee (meetings with the direct manager and HR representative are usually conducted seperately), the exit interview, reconciliation of all employee equipment and paperwork upon termination and the documentation of terminated employee retirement benefits.
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  • Workflow Template / Human Resources / Employee Relations

    Safety Operations
    Safety Operations is a process that handles the creation and maintenance of employee safety standards and procedures as well as the processing of employee safety-related incidents. This process includes the analysis and revision of current safety standards, employee safety procedure training and safety incident resolution and reporting. Regular safety operation meetings should take place in order to review current company safety procedures, identify any new standards and develop safety training tools and courses to be used by the company.
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  • Workflow Template / Sales, Human Resources / Benefits & Compensation

    Sales Compensation Incentive Programs
    The Sales Compensation Insentive Programs process handles the correction, testing and implementation of changes to the employee compensation structure within HR compensation systems. This process includes compensation generation and analysis, compensation corrections (where needed), testing (involves data gathering and compensation system development), report production and data validation. A competative and motivating sales compensation plan includes four components (salary, commission, bonus and sales incentives) and, if done properly, should be straightforward and easily understood.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Survivor Benefits
    Survivor Benefits is a process that handles the legal and administrative work surrounding deadly work-related incidents. Also called Death Benefit, Survivors Benefit refers to the amount on a life insurance policy, annuity or pension that is payable to the beneficiary when the insured or annuitant passes away. Survivor benefits can be place in two categories: pre-retirement survivor benefits and post-retirement survivor benefits. This process includes communications with government agencies (Social Security Commission), the documentation of incident details and communications with family members and insurers.
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  • Workflow Template / Human Resources / Benefits & Compensation

    Workers' Compensation & Short-Term Disability
    Workers' Compensation & Short-Term Disability is a process that involves the handling of work-related accidents and related processing of worker's compensation, short-term disability pay and medical leave of absence. Workers' compensation is a type of insurance that pays monetary benefits to workers who become injured or disabled in the course of their employment. Short-term disability insurance, on the other hand, is designed to protect an individual's full or partial wages (typically 40 to 70% of pre-disability base salary) during a time of injury or illness, not related to work, that would prohibit the individual from working. This process includes risk management reporting, communications with insurers and health care providers, and the processing of short-term disability benefits (employees and managers should be notified of status changes and the short-term disability process). Medical/provider service bills and any medical releases should be monitored until employee is back on full duty.
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