1.0 Objective
The objective of this policy is to ensure a clear and consistent process for payroll distribution for new hires (Project-based, Consultant, and Probationary employees), specifying the timelines based on their hire date to facilitate smooth financial planning for both the team members and the company.
2.0 Scope
This policy applies to all newly hired team members across all departments within the organization. It outlines the payroll schedule for employees based on their date of hire within a given month.
3.0 Provision
3.1. Hire Date and Payroll Date:
3.1.1. New hires from the 1st to the 15th of the month will receive their first salary on the 5th of the following month.
3.1.2. New hires from the 16th to the last day of the month will receive their first salary on the 20th of the following month.
3.2. This policy will be administered by the HR-ER.
3.3. To prevent any potential errors, salaries should not be transferred to team members' personal accounts.
3.4. Any exceptions to this policy must be approved by the Head of HR and the Head of Finance.
3.5. Queries regarding this policy should be directed to the HR department.
3.6. Team members who have not processed their payroll bank account or need to reprocess their application due to discrepancies will have their salary placed on hold until their account is activated.
4.0 Timeline Table
5.0 Responsibilities
5.1. HR Recruitment
5.1.1. Communicate payroll policies clearly during the interview process, prior to the candidate joining the company.
5.2.1. Encourage all incoming team members to promptly complete the bank enrollment form to establish and activate their payroll bank accounts prior to onboarding.
5.2. HR Employee Relations
5.2.1. Include the payroll policy in the new hire orientation to ensure that all new employees understand our payroll procedures and expectations from the start.
5.2.2. Verify and process all necessary documentation for payroll inclusion.
5.2.3. Communicate with the Finance Department to ensure timely payroll processing.
5.3. Finance Department
5.3.1. Process payroll according to the defined schedule.
5.3.2. Ensure funds are available and distributed on the specified payroll dates.
5.3.3. Resolve any payroll-related discrepancies or issues in a timely manner.
5.4. New Hires
5.4.1. Provide all necessary documentation and banking details promptly to the form sent by the HR-ER.
5.4.2. Review payroll statements for accuracy and report any discrepancies immediately.
6.0 Frequency
6.1. This policy is reviewed annually or as needed to ensure alignment with organizational changes or updates in employment regulations.
7.0 Distribution
HR ER
HR REC
Finance Team
New Hires
8.0 Usage
8.1. This policy is used to guide the payroll process for new hires, ensuring they receive their salaries in a timely and predictable manner.
8.2. Helps new team members plan their finances and understand their payroll schedule from the outset, contributing to their overall satisfaction and engagement with the organization
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9.0 Compliance
9.1. New team members who fail to process their payroll account may result in disciplinary action under company policy III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION Rule 17 - Failure to Comply with Requirements.
10.0 References
New Hire Onboarding
Table of Offenses