Every Human Resource Management Department manages different records of employees, such as employee background check, increment or deductions, overtime, contract renewal, attrition/turnover in diverse teams, etc. All these essential records should be well organized for inspection or reference in the future. Thus, every HR department must use well-designed templates solving the redundant task of saving documents.
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We bring you some of the top templates of HR and payroll maintenance, which can help you keep pace with routine tasks without compromising on quality. And the best part is – they are FREE to download! Read on to some of the best templates available online categorized under HR and payroll sections.
Top 15 HR & Payroll Templates for Free Download
HR Templates
Clear communication is an essential part of healthy company culture. As part of the Human Resources team, communication is probably a considerable part of your job. From posting a vacancy to employment agencies to managing the current relations with the employees, we have curated a list of FREE HR templates to help you achieve your work of managing eligible candidates, new employees as well as the old ones.
1. Job Description Template
Job hunting may be a daunting task, but writing a good job description is not an easy one as well. Job descriptions are supposed to be clear, concise, and easily understandable for attracting the right potential employee. It requires a thorough understanding and preparation to post well-designed job descriptions on job portals regularly by the HR or recruitment team.
A job description template will help you ease out the process of delivering exemplary job descriptions as it includes essentials of job descriptions such as Business Name, Designation, Job Location, Key Skills, required qualifications, and many more.
Format: Excel
Download Job Description Template
2. Pre-screening templates
The pre-screening phase is right after you have posted a job description, which attracts a pool of resumes. Selecting the right candidate to move forward can become overwhelming during this period. The next step is to determine which candidate to call for an interview for the interview rounds.
This pre-screening template helps you to solve the biggest dilemma of choosing the correct candidate out of numerous applicants. It provides you all the processes needed to be followed for a near-perfect pre-screening process.
Format: Excel
Download Pre-screening templates
3. Employee Background Check Template
Once you are impressed and ready to hire a professional into your organization, next comes the scary part of confirming all the facts and figures stated in their resumes and during the interviews as well. The employee background check is of the utmost importance as an employee can potentially harm an organization’s reputation and brand image if they challenge the job confirmation process with fake documents.
Hence, HR must be aware of the employees’ track record upon which the organization can put trust in their decision to hire the right candidates.
Employee Background check provides you an essential list of what should be asked and documented while completing the procedure.
If you are confused about the exact documents required and how to document the same, this template will be a lifesaver for you.
Format: Excel
Download Employee Background Check Template
4. Recruitment Template
Every organization has a different way to complete their recruitment process based on job requirements, such as Campus recruitment or Mass recruitment at various locations. The essential component is to learn how to advertise jobs and conduct interviews after the induction of skills requirements.
To simplify the process, this recruitment template can be used.
Format: Excel
Download Recruitment Template
5. Performance Review Template
A performance review process is essential in every organization to ensure that its employees are completing their responsibilities and tasks timely. This procedure is also needed to determine how to improve current results on their way to progress.
Thus, performance reviews and appraisal cycles should not mean stressful phases for the HR department of any organization. Here’s a template you can rely upon to carry out performance review, and feedback documentation, and many more with perfection.
Format: Excel
Download Performance Review Template
6. Employee Suggestion Maintenance Template
Harmonious employee relations is one of the strongest pillars of a progressive workplace. There may be times when an employee wants to put forward grievances, suggestions, or comments to the HR Department or senior management. This template helps in keeping a record of the same to review and solve issues concerned promptly.
Format: Excel
Download Employee Suggestion Template
7. Employee Termination Template
There are particular necessities when an employee has to fulfill before leaving your current organization to join another company. This template will guide you through the essential processes needed to be completed for correct and legal employee termination.
Format: Excel
Download Employee Termination Checklist
Payroll Management Templates
Tracking payroll and organizing a proper representation of the salaries of each employee is another pillar of any business organization. Thus, the usage of payroll management templates can help your company effectively streamline the financial information of every employee. This boosts the visibility and accuracy of finance operations.
Moreover, precisely documented financial statements help protect both employer and employee against legal issues. Here are some free payroll templates for you:
1. Dashboard Payroll Template
Graphical representation of employee data helps in engaging viewers and even highlighting more crucial data points for HR. This excel payroll template helps in visualizing a dashboard to compile payroll metrics in a single report with a proper mix of charts for managing and reviewing payroll system of any organization.
Format: Excel
Download Dashboard Payroll Template
2. Payroll Deduction Form Template
Payroll deduction represents any deductions that may occur due to unpaid leaves, late comings, health insurance, etc. This template helps you to include any legal policies of the organization and authorize the final payroll deductions monthly to analyze data efficiently.
Format: Word
Download Payroll Deduction Form Template
3. Payroll Change Form
Payroll changes occur in every annual appraisal cycle. Most organizations tend to have two periods annually, which means double the work in making changes under each employee’s data. There can be adjustments in basic pay, bonus or incentives, etc.
This template helps you record the changes in every component of employees’ salaries as well as adding signatures and comments for further adjustments or discrepancies.
Format: Word
Download Payroll Change Template
4. Payroll Register Template
This template can help you track employee details, such as their employee’s first name and last name, employee’s emergency contact number, pay schedule, vacation hours, exemption status, salary, etc. Never face a hard time again in accessing an employee’s information during the payment time again.
Format: Excel
Download Payroll Change Template
5. Payroll Statement Template
This is a perfect template where an employee requires summarized proof of income, salary deduction paid vacation accrual, or any other relevant information. It represents an earning statement divided into components such as paid work hours, leaves hours used, etc
Format: Excel
Download Payroll Statement Template
6. Corporate Payroll Check Template
This template caters to corporate scenarios. As the name suggests, this template has a traditional format of pay stubs covering current and annual payroll data. Inclusive of employee ID, the number of references, etc. make details simple to track. It has different fields such as type, deductions, and pay rates for detailed analysis.
Format: Excel
Download Corporate Payroll Check Template
7. Weekly Expense Report Template
An expense report is the one in which expenses incurred for business purposes are documented. Organizations that have teams of business development executives and sales executives incur costs such as travel expenses, conference registration, meetings, hotel expenses, etc. This template helps in keeping track of reimbursement costs per employee, which can be deducted from advanced payments given to them.
Format: Excel
Download Weekly Expense Report Template
8. Employee Calendar Template
An employee calendar allows you to keep an organized representation of the schedules of the employees, the hours they worked, income earned, and pay rates. This template is made for weekly documentation in a spreadsheet format to put formulas for calculation of weekly payments to be received by every employee per team or department. It can assist senior officials in determining the total cost that occurred per employee in a team alone or the whole department.
Format: Excel
Download Employee Calendar Template
Conclusion
Finding and utilizing the right templates will increase productivity at your workplace with the benefit of streamlining the HR Management and Payroll Management operations.
But, because HR processes are too complicated to follow through, one misstep can cause poor results and confusion among the whole organization.
Hence, it’s important that you use some or most of the above-mentioned templates to keep your operations seamless. You can edit all these excel templates as per your organization’s requirements and policies to make the HR operations more effective.
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