HR operational role guides and checklists

This section provides operational checklists and Standard Operating Procedures (SOPs) for recurring HR workflows.

Monthly Payroll Execution Checklist (For Payroll Officers)#

Follow this disciplined monthly schedule to ensure zero-discrepancy payroll processing:

+----------------------------------------------------------------------------------------------------+
|                               MONTHLY PAYROLL OPERATIONAL TIMELINE                                 |
+---------+------------------------------------------------------------------------------------------+
| Day     | Action Items & Verification Procedures                                                   |
+---------+------------------------------------------------------------------------------------------+
| Day 20  | • Biometric Punch Lockout: Lock biometric attendance logs for the current pay period.     |
|         | • Missing Punch Audit: Review supervisor-approved punch adjustments and manual overrides.|
|         | • Overtime Approval: Verify line manager approval for 1.5x, 2.0x, and 2.5x overtime hours.|
+---------+------------------------------------------------------------------------------------------+
| Day 22  | • Leave Entitlement Reconciliation: Audit approved leave requests in hr_holidays.        |
|         | • Unpaid Leave Deductions: Identify unauthorized absences and compute daily wage offsets. |
|         | • Contract Status Audit: Confirm new hires, probationary completions, and contract exits. |
+---------+------------------------------------------------------------------------------------------+
| Day 24  | • Variable Incentive Inputs: Import sales commission lines (smarterp_commission).        |
|         | • Bonus Verification: Review approved Performance, Project, Innovation, or Spot bonuses. |
|         | • Expense Advance Deductions: Cross-check outstanding employee advances with Finance.    |
+---------+------------------------------------------------------------------------------------------+
| Day 25  | • Generate Batch: Create hr.payslip.run for the current month.                           |
|         | • Execute Compute Sheet: Execute Proclamation 1395/2025 progressive tax scale.           |
|         | • Zero-Discrepancy Check: Run pre-flight audit verifying sum(EE) + sum(ER) = 18% Pension|
|         |   and taxable base transport caps conform to Directive No. 1/2011.                       |
+---------+------------------------------------------------------------------------------------------+
| Day 26  | • Executive Approval: Submit payslip batch to HR Director and CFO for review.           |
|         | • Maker-Checker Sign-off: Verify approval via smarterp_approval.                         |
+---------+------------------------------------------------------------------------------------------+
| Day 28  | • General Ledger Posting: Confirm and post compound salary journal entry (account.move). |
|         | • Export Bank Schedules: Generate automated bank transfer text/Excel files for CBE/Awash.|
|         | • Statutory Tax Dispatch: File monthly MOR Employment Tax and POESSA pension schedules. |
+---------+------------------------------------------------------------------------------------------+
| Day 30  | • Payslip Release: Publish digital PDF payslips to Employee Self-Service (ESS) portal.   |
|         | • Archive physical signed audit batch in accordance with statutory compliance rules.    |
+---------+------------------------------------------------------------------------------------------+

Onboarding Checklist for New Hires#

• [ ] Document Collection: Collect certified copies of National ID (Fayda), educational degrees, experience testimonials, and TIN certificate.
• [ ] Employee Profile Creation: Register full statutory 3-part name, work email, and bank details in hr.employee.
• [ ] Contract & Grade Band: Create hr.contract; assign confirmed hr.grade and starting salary step (step_1 to step_4).
• [ ] Biometric Enrollment: Register employee fingerprints or facial recognition ID on the physical punch clock hardware.
• [ ] Asset Issuance: Issue corporate laptop, access badge, and SIM card with linked communication allowance.
• [ ] Self-Service Orientation: Guide employee through digital leave requests and portal payslip access.

Employee Offboarding & Terminal Clearance Checklist#

• [ ] Clearance Initiation: Trigger multi-department exit clearance workflow (IT Equipment, Library, Tools, Finance Advances).
• [ ] Unused Leave Encashment: Calculate statutory compensation for unused vested annual leave: $$ ext{Leave Compensation} = \left(\frac{ ext{Contract Wage}}{30 ext{ Days}} ight) imes ext{Unused Annual Leave Days}$$
• [ ] Severance Pay Calculation: Under Proclamation 1156/2019, compute severance compensation for qualifying contractual terminations (30 days' wages for year 1, plus 1/3 of monthly wage for each subsequent year).
• [ ] Contract Closure: Set hr.contract.state = 'close' and deactivate user login credentials.
• [ ] Work Experience Certificate: Issue official service certificate stating job title, tenure, and compensation.