HR SOP Templates

New employee onboarding

A missed onboarding step is how a new hire shows up to a desk with no laptop, no system access, and no idea who their manager is. A defined checklist run in the first week closes that gap.

1. 1.Send offer letter and background-check consent through the HRIS
2. 2.Open the IT ticket for laptop provisioning and account creation, due 3 business days before start
3. 3.Create accounts: email, payroll system, benefits portal, assign role-based access groups
4. 4.Assign an onboarding buddy and schedule week-one 1:1s with manager and buddy
5. 5.Send new-hire paperwork: tax forms, direct deposit, benefits enrollment deadline
6. 6.Run orientation covering the handbook, org chart, and required compliance training
7. 7.Manager confirms 30/60/90-day goals are documented and shared
8. 8.HR checks in at day 7 and day 30 to catch gaps before they turn into turnover

Employee offboarding

Skipping a step here is how a departed employee keeps Slack or CRM access for weeks. Security and payroll cannot start their part until HR triggers this one.

1. 1.HR confirms last day and offboarding reason with the manager
2. 2.Submit the access-revocation ticket to IT, effective end of the last working day
3. 3.Collect company equipment: laptop, badge, credit card, mobile device
4. 4.Process the final paycheck per state law, some require same-day payment for involuntary termination
5. 5.Conduct the exit interview and document the reason for leaving
6. 6.Remove from payroll, benefits, and distribution lists
7. 7.Update the org chart and reassign open tasks and account ownership

Payroll processing

A payroll error that reaches direct deposit is expensive and slow to unwind. This is the review pass that catches it before submission, not after.

1. 1.Collect timesheets, PTO requests, new hires, terminations, and rate changes by the cutoff date
2. 2.Run preliminary payroll and compare totals against the prior period
3. 3.Review the variance report for missing hours, duplicate entries, and rate mismatches
4. 4.Reconcile garnishments, benefits deductions, and tax withholding changes
5. 5.Obtain sign-off from the payroll approver before submission
6. 6.Submit for payment and confirm the direct deposit file transmitted
7. 7.Distribute pay stubs and file the required tax filings on schedule

Performance review cycle

1. 1.HR opens the review cycle and sets deadlines in the performance system
2. 2.Employee submits a self-assessment against documented goals
3. 3.Collect peer and cross-functional feedback where applicable
4. 4.Manager drafts the review and calibrates ratings with peer managers
5. 5.Manager and employee hold the review discussion
6. 6.Document agreed goals and any compensation or promotion recommendation
7. 7.HR archives the signed review in the employee file

Leave and PTO request processing

1. 1.Employee submits the request in the HRIS with dates and leave type
2. 2.System checks the accrued balance and flags any shortfall
3. 3.Manager approves or denies within 2 business days
4. 4.HR verifies eligibility for protected leave where applicable
5. 5.Update the payroll calendar and the shared team calendar
6. 6.Notify the team of the absence and confirm the coverage plan
7. 7.Reconcile the leave balance when the employee returns