• General
• Documented Guidelines
• Recruitment and Posting
• Staff Training and Counselling
• Staff Attendance
• Overtime
• Casual Labour
• Staff Benefits
• Payroll Administration

General

• clearly define corporate standards and business ethics
• put in place rules about conflict of interest and acceptance of advantages by staff
• regularly publish and circulate these guidelines

Documented Guidelines

• put in place written instructions for various aspects of the staff administration system
• clearly explain these guidelines to the staff concerned
• regularly review and update the instructions

Recruitment and Posting

• establish procedures for staff recruitment
• require staff to obtain approval for any deviation from the standard recruitment process
• short-list applicants in accordance with predetermined criteria
• designate officer(s) to review the rejected applications
• establish a selection panel to interview short-listed applicants
• document the assessment of applicants
• notify the unsuccessful applicants of the result

Staff Training and Counselling

• provide an induction-training program that outlines its business practices to newly recruited staff
• establish staff consultation and/or grievance channels with independent review
• provide internal support for the reporting of malpractices

Staff Attendance

• clearly promulgate the work attendance requirements to all staff
• place attendance records or time clocks at strategic locations
• designate an officer to witness the signing of attendance records
• accurately and completely maintain the attendance records
• securely hold the attendance records when not in use
• require senior staff members to conduct and document random attendance checks

Overtime

• make the method for allocation of overtime work known to the staff concerned
• allocate overtime work equitably to available and willing staff members
• require a senior officer to monitor overtime work allocation to ensure fairness
• schedule overtime work in advance and subject it to advance approval
• require overtime records to include applications, approval and attendance
• designate an officer to check overtime attendance records
• designate an officer to supervise staff during overtime periods
• require supervisors to conduct and record random or regular the physical head counts
• measure the overtime work against any productivity standards
• verify the overtime work output by independent persons, e.g. clients

Casual Labour

• employ casual workers at standard rates and under a set of working conditions
• regularly review and update the standard rates and conditions
• establish a list of approved casual workers
• establish a system for the performance appraisal of casual workers
• nominate a company officer to supervise casual workers
• carry out checks to ensure the physical presence of casual workers
• establish a system to ensure that casual workers are paid fairly and correctly

Staff Benefits

• make known the entitlements and the system for granting of benefits to staff members
• subject the award of discretionary benefits to senior management review
• regularly review the frequency and amount of benefit claims

Payroll Administration

• segregate the payroll calculation duties from those involving personal records
• require senior officers to perform physical head counts from time to time
• regularly maintain and review an unclaimed wages account
• present monthly payroll reconciliation for payroll authorisation