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

Headcount Planning in Is it new Hiring Manager completes a “Job FHR Sends the job FHR Sends to TA team every
Hiring Manager

AOP or People position or Evaluation Form”, which outlines in detail description and sends it to Tuesday HC Authorization
Start Yes
Planning (ad hoc hiring current role the job and the candidate skill TA to post the vacancy on Spreadsheet to get the Region/
are also in place ) change? requirements and sends It to FHR Manager “My Possibilities” Sector approval to Post the job

Job HC Authorization
Job assessment is done by C&B
Evaluation Spreadsheet
if it does not exist in grid.
process

FHR receives the list of eligible applicants for TA Team review the applicant eligibility with C&B
L10 & L11 external
interviewing and forwards accepted candidates Team and the employee’s (internal applicant) FHR TA Manager gets the
candidates will be required
to the hiring Manager. FHR sends LOR to Manager. Further screening is conducted prior to Yes approval of the jobs from
to complete SHL Online
rejected internal candidates and Staffing sends communicating the final list to FHR Manager. LOR is Region/Sector
Assessment
LOR to rejected external candidates sent to rejected candidates at this stage
TA Team

The open position is posted for 10

FHR Manager informs TA of Were there calendar days on My Possibilities
Is candidate
accepted candidate (For Internal NO Yes NO any internal for Level 6+ To L11 after ensuring
suitable for The
and external candidates) applicants? that all necessary documents were
job?
received from FHR Manager

TA team starts/resumes external search

TA Team initiates LOU request to
TA team will conduct phone screening
C&B Team (For Internal & external
for external candidates
candidates).

NO

NEA Compensation Asst. Manager prepares

LOU according to Compensation guidelines Did selected FHR informs C&B and TA to
Yes Is this an internal NO
and NEA Compensation Manager reviews candidate accept close the vacancy
C&B Manager

candidate?
LOU before sending it to FHR LOU?

Yes
NEA Compensation Asst. Manager sends Selected candidate signs LOU
FHR Signs LOU from responsible
LOU as PDF format to responsible FHR and FHR infroms personnel to 1
HR Director and Communicates
011EGHRPHRSTMS update the employee’s
LOU to candidate
(Supporting) personal file and system file
2 – HR & Payroll – Hire Personnel Process Flowchart
A

Start 1
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
New Hire

Candidate is required to pass a pre- HR after the employee completes the mandatory hiring
employment medical check-up and documents. Employment Contract and Code of Conduct
submit hiring documents and are kept in employee’s personnel file.
experience certificates for issuing an 001EGHRPHRHPMK
employment contract
Personnel Specialist

Personnel Specialist prepares a contract of Social Insurance & Labor Office documents
Specialists record new
three copies, assigns an employee number including a copy of the employment
CRT Form hire data except salary INTERCOM
to the new hire and initiates the “CRT contract are prepared by the Specialists
(All employee data (*2)
Form” including job details, salary, level and sent to Social Insurance Authority/
except payroll)
and date of employment Labor Office after signing END
HR Director/FHR/
Personnel
Specialist

Approved LOU form is

attached to the CRT form
(*1)
Payroll Specalist

Payroll Specialist records

the new hire salary on INTERCOM
INTERCOM (*2)
(Payroll and Benefits data)
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)
3 – HR & Payroll – Terminate Employees Process Flowchart
A

Personnel Manager notifies labor

Employee or
Departments/Employee

Has the employee Is dismissal based on court with management decision

Start company request NO Yes
left at his own legal investigation? and investigation results to avoid
the termination
will? any future financial obligation

Yes NO

Personnel Manager notifies

Employee writes Termination
the employee in writing
termination Request
that contract will not be
request and signs
renewed

Monthly Notification is sent to IT, Administration

Personnel Manager initiates
and Security teams to revoke system and FHR conducts exit interviews
“Discharge Memo” indicating the
physical access rights from resigned, terminated for employees leaving
effective date of employee’s
FHR/Personnel

and dismissed employees voluntarily

dismissal from the company
012EGHRPHRTEMS (Supporting)

Related Personnel Team Personnel controls the form and

FHR Manager informs
coordinates the approval process sends it to employee to take it to Clearance Form
Payroll Manager &
of “Clearance Form” & Social relevant departments (Finance,
Personnel manager
Insurance documents IT & Administration)

NEA Compensation Manager NEA Compensation Manager calculates the The terminated employee is
C&B/Payroll Specialist

sends To FHR Manager and severence pay, if any, and any other deactivated from the payroll
END
informs MU Financial Controller payments, if applicable and gets the system (termination date is
of the calculation approval of the responsible HR Director entered to the system)

Financial Controller reviews calculation and the END Social Insurance Specialist informs
Payments are made to the
supporting documents before issuing the the Social Insurance Authority to
terminated employee separately not
cheque to the employee and sends approval by terminatE employee’s social
during monthly payroll payments
email to NEA Compensation Manager END insurance duration
4 – HR & Payroll – Time Recording Process Flowchart
Scope: Non-sales Staff

Start
Employees swipe timecard Leave Request
Did employee forget to Employee fills out the “
at the beginning & end of NO Form
bring or swipe the card? Leave Request Form”
their work day
Employee

Yes

Employee signs at the security and

Time keeping data is Vacation
notifies the supervisor who confirms END
extracted to an excel sheet process
employee’s attendance

END

Personnel Specialist receives

Checks the attendance record Monthly follow-
daily attendance records and Does attendance record Payroll
Personnel Specialist

data against approved Shift NO up “Form2”

exceptions and update the need to be corrected or Process
attendance Sheets, and forms
monthly follow-up excel sheet edited?

Yes

Once all aproved edits have been keyed into the

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

Shift Attendance “Shift attendance sheet” including absent

Overtime Sheets Sheet including hours employees is prepared by Supervisor and
worked sent to Personnel Specialist with all forms
(overtime forms etc.)
No
“Start”
At the end of the month, overtime
sheets are approved by department
manager and immediate manager
5 – Performance Management Process Flowchart
Employee / Employee’s manager / FHRs
Top-down-approach
Start
OBJECTIVE SETTING
Each director cascades
Department objectives to
his/ her direct reports and
agree on their objectives
(MYR)
English speaking L6+ employees submit MYR on
MID YEAR
system (MY Access) and Arabic Speaking L6+
REVIEW
employees complete their comments on Word Doc
and send PDR to direct managers & FHR Managers
YEAR-END PERFORMANCE DEVELOPMENT & FOCAL POINT
Employee adds YE self
input, reviews with direct
Manager and submits it
on MY Access System
Payroll
REVIEWREVIEW
Processing
Final Salary List
OMD monitor if focal point
review process is complete and
signed PDRs are sent back to HR
004EGHRPHRPMMK
English Speaking L6+ Employees upload
L6+ managers cascade Dept. PDR on myAccess while L6+ Arabic
objectives to their direct reports Speaking employees send PDRs (word
and agree on their objectives doc) to FHR Managers via email and OMD ensure that ALL English Speaking L6+ employees have
manager sends PDR to FHRs 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
L10+ managers cascade Dept.
hired after the deadline of objective setting were added to MyAccess
objectives to their direct reports
and OMD ensure that they have completed their Objective
and agree on their objectives
004EGHRPHRPMMK
After getting alignment of Manager, Manager and Employee meet to
Employee Adds self
employee reflects the changes on discuss YTD performance and
input of progress against
doc. and Manager adds his/her any changes to objectives taking
each objective
comments where necessary. place during MYR
Manager reviews FHR Manager reviews PDRs and Ratings Super FHR Manager reviews PDRs and Executive Committee (OMD, Super
employee self input, and -if required- meets with Employee’s Ratings and meets with Function FHR, Function Heads, and GMs)
provides comments and direct manager on PDR quality and Director on PDR quality and calibration meet to calibrate a selected sample
proposes ratings calibration of performance ratings of performance ratings of PDRs as per OMD criteria
Compensation Manager calculates the merit and other salary
OMD Sends final list of Final list of PDR
increases/adjustments, reviews the data with NEA C&B Manager,
END PDR ratings to C&B team ratings
obtains the approval of BU HRD for the changes and any exceptions
to prepare Comp. Letters
and issues the Comp. Letters and then sends them to FHR Managers
After PDR discussion with Second level Manager reviews OMD communicates to
Manager & Employee Signs
direct manager, English ratings and confirms PDR to be Direct Managers to confirm
Comp. Letter and sends
Speaking L6+ employee, routed to direct manager for final YE Manager Review to be
signed original to FHR
signs PDR Form on My rating confirmation and submission routed for second level
Manager
Access system to the employee manager for approval
For Arabic Speaking L6+ employees, FHRs
Signed FHR Sends Comp. Letters provide Managers with Compensation
Manager and employee
Comp. Letter to Personnel to be kept in Letters with final ratings including a
meet for PDR discussion.
employees’ files 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
Final list of PDR ratings
& Merit Matrix
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 issues Comp. Letters
with the new salary changes
Marketing
Team
New Compensation
Letters
Salary structure / Merit matrix
Salary Ranges/
(Level Ranges, principles of
Merit Matrix
C&B) is approved by region
and sector
Compensation & Benefits manager prepares the
merit increase, promo and equity tool and NEA C&B
Yes Is increase for NO manager reviews it. Merit Increase percentage is
L6+ determined by either government special increase
and/or merit matrix; whichever is higher
Merit increase as well as
Compensation & Benefits FHR Managers review the file
guidelines are passed on to FHR
Manager checks requests for including the titles, levels, increases,
Managers for completion of
promo and equity and ensures etc. to ensure that all changes are
promo and equity in accordance
alignment with set guidelines made as per set guidelines
with set guidelines
Compensation & Benefits Manager reviews the Payroll
Payroll enters the newly approved salaries
report versus the merit file to ensure that all changes Payroll obtains the approval of
to the system and sends the final version to
were reflected accurately and sends approval to MU HR Director to transfer
Compensation & Benefits Manager ccing
Payroll ccing MUs HR Directors and NEA the salaries to the banks
NEA C&B Manager and MUs HR Directors
Compensation & Benefits Manager
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
Letters are delivered to
Individual merit payments
FHR Managers to deliver END
are processed.
them to employees
7 – PMP – Bonus Process Flowchart
Bonus

Final list of
PDR ratings

Compensation & Benefits Manager Compensation & Benefits

NEA C&B Manager reviews
calculates the bonus amount for Level Manager prepares the Final
Start the final bonus list and BU
C&B Department

6+ employees in line with management bonus list for all L6+

HR Director approves it
bonus policy employees
Bonus END
Guidelines

NEA C&B Manager sends the final

Compensation & Benefits Payment
bonus list to Payroll to update the
Manager approves the final Process
system
file and confirms to Payroll
to send to the bank

Payroll sends the final list to Payroll Updates the system

NEA Compensation Manager with the final approved
for review before sending the bonus and sends the file to
file bank C&B for review
Payroll

Payroll sends the final

approved file to the
bank
8 – C&B Process – Job Evaluations (JE) Process Flowchart
A
Departments

Line Manager completes a “Job

Identify need to evaluate
Evaluation Form” which outlines in
Start existing Job and/or newly
detail the job and candidate skill
created job
requirements and sends it to FHRs

Review job evaluation format to

FHRs

ensure that all job accountabilities &

job dimensions are covered

Compensation & Benefits Manager

Compensation & Benefits Manager Evaluate jobs using ensures in Q2 & Q4 that proper
C&B

conducts individual job interviews/ the Hay tool approvals have been obtained for
assessment with the FHRs job evaluations
006EGHRPHRJEMK

L9- JE is approved by the BU, L10 / L11

Communicate final
are only sent to Region for review and
approved job level to finalize JE Yes JE is approved
approval. Band1+ jobs are sent to Region
Region/BU

the FHR
to complete JE process and approval

Job will remain at

END No
same level
9 – Vacation Processing Flowchart
A
Employee’s
Employee/

Manager

Employee fills out Employee Manager Employee delivers

Vacation Form
Start the vacation form approves the form approved form to the
manually manually Personnel Specialist

Personnel specialist In each

Time Time records location enters vacations to The
Personnel Specialist

Start recording show absence of HR System (INTERCOM) for each

process employee employee manually By end of On a monthly basis the location (HO, Plant or
the month DC) Personnel Head/Manager checks
accuracy of vacation records and ensures
that they are accurately reflected in the HR
System
At the year end, Personnel specialist Adhere to the 007EGHRPHRVPMK
year end closing date (10Jan) and all received Personnel Specialist
vacations related to last year must be recorded to generates vacation report
HR System before the closing date.

Based on updated vacation balance for

each employee, accrued vacations are
calculated quarterly and do not include
Payroll Deparment

END future vacations

On a monthly basis, the HRSS Payroll Quality

Assurance Manager checks the calculation of
vacation days. Quarterly, the related accruals
are calculated automatically by the system
and sent to Finance
Based on labor law, vacation On a quarterly basis, Payroll
016EGHRPHRVPMK
Accounting and balance is settled every 3 Specialist/ Manager sends
General Ledger years or according to company accrued vacations by cost
rules center to GL
10 – HR & Payroll – Payroll Data Maintenance Process Flowchart
A
Departments/HR

Requestor or HR department initiates Personnel Change of

Need identified to
Is it salary the related form for the change of Status Form
Start change employee NO
related ? employee data ( e.g promotion,
data
termination, new hire, transfer etc.)
Employee Mng.

HR Director
HR Mng.

Management review and approval

Yes of personnel data change request
in line with policies and procedures
Payroll Specialist
C&B/Personnel/

C&B updates/approves the Personnel Specialist enter/

Payroll Specialist updates
personnel salary data in update the records based on
the employee Salary Data
accordance with position level and the personnel change request
002EGHRPHRHPMK
salary scale in INTERCOM

On monthly basis Compensation & Benefits Manager Master File edit change
extracts Salary Changes Audit report from the system report is printed and INTERCOM
and reviews changes for L6+ and L5- employees reviewed (Payroll and
against the related supporting documents benefits data)
C&B / FHRs / IT

008EGHRPHRPDMK

Comply with NEA

confidentiality guidelines
On annual basis, BU HO Personnel Manager
reviews employee master file against most
recent time records and approved
attendance to ensure employee existence
014EGHRPHRPDMS
11 – HR & Payroll – Payroll and Payment Process Flowchart
A

Payroll receives files for Payroll Analysts review data entered to

Payroll enters the time
time records and payroll the system and payroll manager opens
Start records and additions/
deductions/additions wrong entries only for correction
deductions to INTERCOM
from locations 003EGHRPHRPPMK

Salary increase report Payroll Manager runs the payroll INTERCOM

PMP- Salary
Start is entered manually to calculation. The payroll system (Payroll and
Increase
Central Payroll

INTERCOM automatically calculates payroll Benefits Data)

Management review and sign off by Payroll Quality

Assurance Manager of gross to gross reconciliations
in addition to review of gross to net reconciliation
and comparing it to the final bank transfer
009EGHRPHRPPMK

Payroll slips are generated from the

system by the Payroll Operations Bank net payment list is
Manager and provided to all generated by the system
employees to support pay receipt

Biannually checks are performed by

MU Finance Controller and second
Finance

the tax consultant to make sure that

the salary tax is properly calculated
and deducted from employees
010EGHRPHRPPMK
authorized signatory’s approval of bank
Payment is executed
net payment list before the transfer is
made to bank
12 – Accounting and General Ledger Process Flowchart

Payroll Journal is INTERCOM

Payroll and Payroll Journal
Start generated by the system (Payroll and
Payroll Specialist

Payment Process
per cost centers Benefits Data)

Payroll Operations
GL Payroll Journal Payroll Journal
SAP GL Manager sends the
Payroll Journal to IBM
GL Team

Management review and approval Management review and approval by

Payroll Data is
by GL Manager of INTERCOM GL Manager of manual journal entries
END uploaded to SAP and END
Payroll Journal, and Payroll of accruals relating Employment Payroll
journal is created in GL
Summary against GL (unused vacation, bonus, commissions)
Payroll & GL Team
(Unused Vacation
Accrual)

Manual Journal entry is Manual Journal Entry is Manual Journal Entry is processed
Vacation processed monthly for Bonus monthly for Commissions Accrual
Start processed for vacation
Processing accrual by GL Manager by GL Manager
accrual by GL Manager
(Annual Bonus
C&B Manager
Finance and

Accrual)

Annual Bonus accrual is Bonus accrual calculation is Calculation is sent to GL

calculated whenever a change prepared by finance based on Department via e-mail (MS Excel
in the bonus matrix occurs planned % and C&B is notified format on the basis of cost centers)
(Commission
Payments)
Personnel

Sales Objectives are sent on a Commission Specialist calculates Salesperson commissions calculation is Payroll and
monthly basis to the Commission commission based on actual results approved by Regional Sales Director in Payment
Specialist in CFI and PCE received from Finance PCE and in CFI by Sales Director Process