HR

Human Resources
Process Templates


Want to spend less time managing red tape and more time working to attract and retain talent for your organization? Many common HR processes can be easily managed within Jira or Jira Service Desk using these ProForma form and process templates.

All templates can be found within the Template Library of the ProForma add-on for Jira, which you can try for free for 30 days.


Process: 360 degree performance evaluation feedback

Record input from an employee's co-workers as part of the performance appraisal process. The 360 degree review can be used to collect feedback from anyone who regularly works with the employee.

Process: Accrued hours cash out

Manage and respond to requests from long service employees who wish to cash out the value of accrued time off.

Process: Advertise job opening

Manage and respond to requests to advertise job openings. Ensure that advertisements are placed in compliance with the organization's policies and that HR reviews the advertisement before it is placed.

Process: Annual vacation time cash out

Manage and respond to requests from employees who wish to cash out the value of their annual vacation time.

Process: Applicant qualification verification

Manage and respond to requests to confirm the authenticity of an applicant's qualifications, credentials and professional memberships.

Process: Approval to attend conference

Manage and respond to employee requests to attend a conference. This process assesses whether the conference or event aligns with professional development goals, policies or strategies, checks costs and records a formal decision.

Process: Candidate reference and work history check

Record reference and work history checks on candidates for employment to inform hiring decisions.

Process: Career Development planning

Record individual employee career development plans as part of the professional development process. This process includes employee's self reflection and supervisors input.

Process: Career Fair checklist

Verify that all preparations are in place for conducting and evaluating the success of a Career Fair.

Process: Caregiver leave

Manage and respond to employee requests for leave to care for a family member. This process records the employee's request, evaluates for FMLA and payroll coding of leave.

Process: Casual employment

Manage and respond to employee requests for casual employment. This process records the employee's request, allows for Supervisor approval and change of employment status.

Process: Change to employee health insurance

Manage and respond to requests to change employee health coverage (change of plan, or add/remove covered dependents).

Process: Criminal records check

Manage consents from employees, employment candidates or volunteer to conduct criminal records checks.

Process: Disciplinary action

Manage and respond to requests by supervisors to initiate a disciplinary action up to and including termination on an employee.

Process: Dismiss an employee

Manage and respond to supervisor's requests to dismiss an employee. The process includes submission of documentation of previous disciplinary action and HR approval for the dismissal.

Process: DMV records check consent

Manage consents from employees or employment candidates for DMV records checks.

Process: Drug/alcohol test consent

Manage consents from employees or employment candidates for drug and alcohol testing.

Process: Education assistance

Manage and respond to employee requests for education assistance including leave, tuition or materials support. This process records the employee's request, allows for Supervisor approval and details study assistance to be formally provided.

Process: Emergency warden designation

Record the designation of emergency wardens, including qualifications and work area details.

Process: Employee details

Record key employee information for payroll processing and emergency contacts.

Process: Employee file set up

Manage the creation of employee files, ensuring that all required data is collected and documented for new employees.

Process: Employee goals

Record individual employee's work goals as part of the employee performance appraisal process. This process allows for employees to identify their key work goals and priorities.

Process: Employee of the month nomination

Record and manage nominations for the Employee of the Month award.

Process: Employee opinion survey

Conduct a survey to measure employees' opinions and satisfaction with the organization.

Process: Employee performance review

Complete and document employee performance reviews for professional development, evaluation and feedback.

Process: Employee probation

Manage and respond to requests to place an employee on probation or to extend a probationary period already in progress.

Process: Employee reference check

Manage and respond to requests for references on current or former employees.

Process: Employee self appraisal

Record individual self assessments of performance as part of the staff performance appraisal process. This process allows for employees to provide feedback on their own performance.

Process: Employee status change

Manage and respond to requests to change an employee's status. This process includes a request submitted by the employee's supervisor and a verification that the request has been fully processed by HR.

Process: Exiting employee checklist

Record that all requirements are completed for employees exiting the organization.

Process: Exit interview

Record feedback at the exit interview of employees leaving the organization in order to better understand the reasons for leaving and gather any suggestion that could improve the organization.

Process: Extension of casual employment

Manage and respond to employee requests to extend casual employment beyond the originally requested time frame. This process records the employee's request, allows for Supervisor approval and a final decision by HR.

Process: Feedback about management

Record feedback from employees regarding their supervisor's/manager's performance.

Process: First aid provider audit monitoring

Maintain an accurate and up to date list of employees with First Aid training and certification, including their work area details.

Process: Flexible working arrangements

Manage and respond to employee requests for flexible working arrangements. This process records the employee's request, allows for Supervisor approval and payroll coding of working arrangements.

Process: FLSA exemption test

Manage and respond to requests to exempt positions from the Fair Labor Standards Act. This process collects the information needed to see if a given position meets the criteria for exemption.

Process: Harassment complaint

Manage and respond to harassment complaints. This process includes submission of complaints by the affected employee, investigation of the allegations and resulting actions.

Process: Human Resource complaint or incident

Manage and respond to complaints or an issue of concern. This process records the employee's complaint and allows for Human Resource review and respond.

Process: Human Resources report

Manage and respond to employee requests for Human Resources reports. This process records the employee's request, allows for Supervisor approval and details the report generated.

Process: Human Resource system access request

To effectively manage and monitor the requests for access to Human Resource information. This process records the employee's request, allows for Supervisor approval and details the access granted.

Process: I-9 form - Employment Eligibility Verification (USA)

Record verification of identity and legal employment status for US requirements.

Process: Incident report

Record and respond to incident reports to make corrective actions and improve safety conditions and compliance.

Process: Indefinite layoff checklist

Record that all requirements are completed for employees being indefinitely laid off from the organization.

Process: Injury report

Manage and respond to reports of employee injuries received on the job. The process includes a report to be submitted by the injured employee (or a proxy if the employee is unable), and a subsequent form to ensure appropriate follow up action, including the possible filing of a worker's compensation claim, is taken.

Process: Internal employee transfer

Manage and respond to requests to transfer an employee to another position within the organization. This process records the supervisor's request, allows for Manger approval and payroll coding of the changed position.

Process: Job application

Manage and respond to applications for employment.

Process: Jury leave

Manage and respond to employee requests for jury leave. This process records the employee's request, allows for Supervisor approval and payroll coding of jury leave.

Process: Language assessment

Manage and respond to requests to assess the language skills of an employee or candidate to ensure that they meet the requirements of their job.

Process: Medical leave

Manage and respond to employee requests to take medical leave for an anticipated medical event or treatment. This process records the employee's request, allows for FMLA evaluation and payroll coding of the leave.

Process: Military leave

Manage and respond to employee requests for military leave. This process records the employee's request, and allows for Supervisor approval and HR payroll coding.

Process: Name change request

Manage and respond to requests to change an employee's name on their Human Resources and payroll documents.

Process: New employee orientation

Document that all activities required for orientating new employees have been completed and that all required information has been collected.

Process: New hire checklist

Verify that all requirements have been met to hire an employee. Process includes checklist and documentation of completion by HR.

Process: Notice of intention to take parental leave

Manage and respond to employee notifications of intention to take parental leave. This process records the employee's request, allows for Supervisor acknowledgment and planning for coverage, and HR coding.

Process: Open a position

Manage and respond to requests to open positions including replacement employees and new or redefined positions. Create or redefine a position including setting the salary range, job purpose/description, reporting structure, division or cost centre, and key performance measures.

Process: Overtime approval

Manage and respond to requests for overtime work. Requests for overtime need to be approved before the extra hours are worked.

Process: Overtime claim

Manage and monitor claims for overtime hours worked. A separate form exists for requesting pre-approvals to work overtime.

Process: Parental leave

Manage and respond to employee requests for parental leave. This process records the employee's request, allows for Supervisor approval and payroll coding of parental leave.

Process: Part time employment

Manage and respond to employee requests for part time employment. This process records the employee's request, allows for Supervisor approval and changes the employee's status in the payroll system .

Process: Permanent reduction in hours

Notify an employee that their work hours are being permanently reduced.

Process: Permission to interview

Manage and respond to requests to verify that candidates for employment meet the minimum requirements and are therefore eligible to be interviewed.

Process: Physical examination consent

Manage consents from employees or employment candidates for undergoing a physical examination required for employment.

Process: Qualification and License record

Document employee's credentials to ensure they are suitably qualified to operate or supervise machinery.

Process: Reasonable accommodation

Manage and respond to requests by disabled employees for reasonable accommodations that will allow them to complete an employment function or access an employment benefit.

Process: Recognition of prior service

Manage and respond to request from employees to be recognized for prior service to the organization or in a related organization.

Process: Reimbursement of interview expenses (candidate)

Manage and respond to requests for reimbursement of candidate interview expenses (documented by receipt).

Process: Reimbursement of interview expenses (selection committee)

Manage and respond to requests by selection committee members for reimbursement of travel expenses (documented by receipt).

Process: Salary study

Manage and respond to requests to conduct a salary study to ensure that a given position is being compensated appropriately.

Process: Senior Common Room access

Manage and respond to requests for access to the Senior Common Room. Enables employees, with appropriate documentation and approvals in place, to request access as part of their employment package.

Process: Sexual harassment complaint

Manage and respond to sexual harassment complaints. This process includes submission of complaints by the affected employee, investigation of the allegations and resulting actions.

Process: Staff training

Manage and respond to employee requests for to attend a training including workshops, classes or events.

Process: Staff training cancellation

Manage notifications that an employee will not be attending a previously approved workshop, class or event. The process includes the employee's notification to their supervisor and HR. You may also configure the process to link to the original training request.

Process: Staff training variation

Manage notifications of changes to an employee's plan to attend a previously approved workshop, class or event. The process includes the employee's notification to their supervisor and HR.

Process: Succession planning position profile

Document a list of possible replacements for key staffing positions as part of succession planning. This process includes identifying possible successors, development needs and timing requirements.

Process: Temporary layoff

Notify an employee that they are being temporarily laid off from the organization.

Process: Temporary reassignment

Manage and respond to requests to temporarily assign an employee to another position in the organization. This process records the request, allows for approval and Human Resource coding of the new assignment.

Process: Temporary reduction in hours

Notify an employee that their work hours are being temporarily reduced.

Process: Termination check list

Verify that all termination requirements have been met for an employee to exit the organization. Process includes checklist, Supervisor approval and documentation of completion by HR.

Process: Time off or leave

Manage and respond to employee requests for leave. This process records the employee's request, allows for Supervisor approval and payroll coding of anticipated time off.

Process: Training evaluation

Collect evaluations from employee training sessions to ensure that the training is accomplishing its objectives.

Process: Training record

Record attendance for a list of training participants. Creates documentation for ongoing education and compliance monitoring.

Process: Travel allowance

Manage and respond to travel allowance claims. Enables employees to request an allowance with appropriate documentation and approvals in place.

Process: Travel Profile

Manage employee travel profiles to allow for efficient travel booking arrangements.

Process: Vision coverage claim

Manage and respond to claims for vision coverage such as eye exams and new or replacement lenses. Enables employees to make a claim with appropriate documentation and approvals in place.

Process: Volunteer change of hours or duties

Manage and respond to requests to change volunteer hours or volunteer duties.

Process: Volunteer registration

Coordinate volunteer registrations to allow Supervisors to better manage the volunteer process.

Process: Volunteer separation

Manage and respond to volunteer separation requests. Enables volunteers or responsible employees to give notification of cessation of volunteer duties.

Process: W4 Tax Withholding Form

Receive employee's W4 forms to ensure proper tax withholdings.

Process: Work from home checklist

Manage readiness and risk for employees who are planning to work from home. Helps employees to assess the level of preparedness and risk when planning to work from home.

These process and forms templates are available through the ProForma forms
add-on for JIRA Software and JIRA Service Desk.