Human Resources & Payroll Process Flowchart

1 ` Human Resources & PayrollProcess FlowchartHuman Resources & PayrollProcess 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 TA Team C&B ManagerHiring ManagerAStartYesNoFHR Sends the job description and sends it to TA to post the vacancy on My Possibilities 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 Evaluation Form , which outlines in detail the job and the candidate skill requirements and sends It to FHR ManagerJob Evaluation processJob assessment is done by C&B if it does not exist in Sends to TA team every Tuesday HC Authorization Spreadsheet to get the Region/Sector approval to Post the job HC Authorization SpreadsheetYesThe 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 ManagerWere there any internal applicants?

2 TA Team review the applicant eligibility with C&B Team and the employee s (internal applicant) FHR Manager. Further screening is conducted prior to communicating the final list to FHR Manager. LOR is sent to rejected candidates at this stageFHR 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 candidatesL10 & L11 external candidates will be required to complete SHL Online AssessmentTA Manager gets the approval of the jobs from Region/Sector Is candidate suitable for The job?TA team starts/resumes external searchTA team will conduct phone screening for external candidatesNOYesFHR Manager informs TA of accepted candidate (For Internal and external candidates)TA Team initiates LOU request to C&B Team (For Internal & external candidates). NOFHR Signs LOU from responsible HR Director and Communicates LOU to candidateNEA Compensation Asst.

3 Manager prepares LOU according to Compensation guidelines and NEA Compensation Manager reviews LOU before sending it to FHRNEA Compensation Asst. Manager sends LOU as PDF format to responsible FHR011 EGHRPHRSTMS(Supporting)Selected candidate signs LOU and FHR infroms personnel to update the employee s personal file and system fileDid selected candidate accept LOU?Is this an internal candidate?FHR informs C&B and TA to close the vacancyNOYesYesNO12 HR & Payroll Hire Personnel Process Flowchart Personnel SpecialistHR Director/FHR/Personnel SpecialistNew HirePayroll SpecalistAStartCandidate is required to pass a pre-employment medical check-up and submit hiring documents and experience certificates for issuing an employment contractEND 1 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 employmentCRT FormApproved LOU form is attached to the CRT form (*1)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 All new hires are required to sign an employment contract and Code of Conduct within two weeks from starting date.

4 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 record new hire data except salary (All employee data except Payroll ) Payroll Specialist records the new hire salary on INTERCOM ( Payroll and Benefits data) INTERCOM(*2) 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 (002 EGHRPHRHPMK)3 HR & Payroll Terminate Employees Process Flowchart FHR/PersonnelC&B/ Payroll SpecialistDepartments/EmployeeAStartEmpl oyee or company request the termination Has the employee left at his own will?Personnel Manager notifies labor court with management decision and investigation results to avoid any future financial obligation Is dismissal based on legal investigation?

5 NOYesTermination RequestEmployee writes termination request and signsYesPersonnel Manager notifies the employee in writing that contract will not be renewed NOPersonnel controls the form and sends it to employee to take it to relevant departments (Finance, IT & Administration) clearance FormRelated Personnel Team coordinates the approval Process of clearance Form & Social Insurance documentsFHR conducts exit interviews for employees leaving voluntarilyPersonnel Manager initiates Discharge Memo indicating the effective date of employee s dismissal from the companyNEA Compensation Manager calculates the severence pay, if any, and any other payments, if applicable and gets the approval of the responsible HR DirectorFinancial Controller reviews calculation and the supporting documents before issuing the cheque to the employee and sends approval by email to NEA Compensation ManagerNEA Compensation Manager sends To FHR Manager and informs MU Financial Controller of the calculationThe terminated employee is deactivated from the Payroll system (termination date is entered to the system)

6 Social Insurance Specialist informs the Social Insurance Authority to terminatE employee s social insurance duration Payments are made to the terminated employee separately not during monthly Payroll paymentsFHR Manager informs Payroll Manager & Personnel managerMonthly Notification is sent to IT, Administration and Security teams to revoke system and physical access rights from resigned, terminated and dismissed employees012 EGHRPHRTEMS (Supporting)END END END 4 HR & Payroll Time Recording Process Flowchart Employee s SupervisorPersonnel SpecialistEmployeeScope: Non-sales StaffStartEND Employee fills out the Leave Request Form Employee signs at the security and notifies the supervisor who confirms employee s attendanceEmployees swipe timecard at the beginning & end of their work dayLeave Request FormTime keeping data is extracted to an excel sheetDid employee forget to bring or swipe the card?Vacation processYesNOShift Attendance Sheet including hours worked Shift attendance sheet including absent employees is prepared by Supervisor and sent to Personnel Specialist with all forms (overtime forms etc.)

7 Overtime SheetsAt the end of the month, overtime sheets are approved by department manager and immediate manager Payroll ProcessChecks the attendance record data against approved Shift attendance Sheets, and formsPersonnel specialist corrects or edits the attendance record indicating cause of change based on approved documentsDoes attendance record need to be corrected or edited?Monthly follow-up 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 PayrollPersonnel Specialist receives daily attendance records and exceptions and update the monthly follow-up excel sheetYesNOEND No Start 5 Performance Management Process Flowchart OBJECTIVE SETTINGTop-down-approachMID YEAR REVIEW (MYR)YEAR-END PERFORMANCE DEVELOPMENT & FOCAL POINT REVIEWREVIEWE mployee / Employee s manager / FHRsStartOMD ensure that ALL English Speaking L6+ employees have completed their objectives on the system.

8 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 004 EGHRPHRPMMKE nglish 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 FHRsEach director cascades Department objectives to his/ her direct reports and agree on their objectivesL10+ managers cascade Dept. objectives to their direct reports and agree on their objectivesL6+ managers cascade Dept. objectives to their direct reports and agree on their objectivesManager and Employee meet to discuss YTD performance and any changes to objectives taking place during MYRE mployee Adds self input of progress against each objective After getting alignment of Manager, employee reflects the changes on doc. and Manager adds his/her comments where 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 ManagersFinal list of PDR ratingsFHR Manager reviews PDRs and Ratings and -if required- meets with Employee s direct manager on PDR quality and calibration of performance ratingsExecutive Committee (OMD, Super FHR, Function Heads, and GMs)

9 Meet to calibrate a selected sample of PDRs as per OMD criteriaEmployee adds YE self input, reviews with direct Manager and submits it on MY Access SystemManager reviews employee self input, provides comments and proposes ratingsSuper FHR Manager reviews PDRs and Ratings and meets with Function Director on PDR quality and calibration of performance ratingsSecond level Manager reviews ratings and confirms PDR to be routed to direct manager for final rating confirmation and submission to the employeeOMD communicates to Direct Managers to confirm YE Manager Review to be routed for second level manager for approvalOMD Sends final list of PDR ratings to C&B team to prepare Comp. LettersCompensation 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 ManagersFor Arabic Speaking L6+ employees, FHRs provide Managers with Compensation Letters with final ratings including a disclaimer confirming that employee has reviewed manager s comments Manager and employee meet for PDR & Employee Signs Comp.

10 Letter and sends signed original to FHR ManagerFHR Sends Comp. Letters to Personnel to be kept in employees filesSigned Comp. LetterOMD monitor if focal point review Process is complete and signed PDRs are sent back to HR004 EGHRPHRPMMKF inal Salary ListPayroll ProcessingAfter PDR discussion with direct manager, English Speaking L6+ employee, signs PDR Form on My Access systemEND 6 PMP Salary Increase Process Flowchart Marketing & Planning TeamsMarketing TeamAStartEND Salary Ranges/ Merit Matrix Salary structure / Merit matrix (Level Ranges, principles of C&B) is approved by region and sector Salary Analysis including expected inflation rate for current and next year, company and market data is performed by NEA C&B ManagerIs increase for L6+Merit increase as well as guidelines are passed on to FHR Managers for completion of promo and equity in accordance with set guidelinesCompensation & Benefits manager prepares the merit increase, promo and equity tool and NEA C&B manager reviews it.