Hanoi-Vietnam: Decision and minutes templates commonly used by Human Resources or Accounting personnel

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1. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO LABOR DISCIPLINE

 Templates of meeting minutes and decisions related to labor discipline

According to Article 118 of the Labor Code 2012, labor discipline refers to the regulations on compliance with working hours, technology, and production and business management as outlined in the labor regulations.

All employees are obligated to comply with labor regulations. Those who do not comply or do so inadequately will be subject to disciplinary action.

It can be said that labor discipline is one of the deterrent measures that employers may apply to handle cases where employees do not adhere to the employer’s regulations.

The decision templates used in the process of labor disciplinary include:

♦ Notification of labor disciplinary meeting;

♦ Minutes of disciplinary action;

♦ Decision on labor disciplinary action;

♦ Dismissal decision.

2. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO REWARD

 Templates of meeting minutes and decisions related to reward

According to Article 103 of the Labor Code 2012, bonuses are monetary rewards that employers provide to employees based on annual business results and the employee's job performance.

The bonus policy is specified by the employer and is publicly announced at the workplace after consulting with its employee representation organization.

This is seen as a form of recognition for employees' contributions to the company's development and as encouragement for employees' efforts.

The documents and decisions used in this scenario include:

♦ Minutes of the commendation and reward council meeting;

♦ Reward decision.

3. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO REARRANGEMENT OF JOB POSITIONS

 Templates of meeting minutes and decisions related to the rearrangement of job positions

According to Article 31 of the Labor Code 2012, employers are entitled to rearrange employees to different jobs than specified in employment contracts in case of sudden difficulties due to natural disasters, fires, epidemics, or to production and business needs.

Articles 28, 32, and 36 of the Public Employee Law 2010 provide specific regulations on the rearrangement of job positions for public employees.

The document and decision templates used in this case include:

♦ Meeting minutes on rearrangement of job positions;

♦ Notification of termination of training contract;

♦  Decision on rearrangement of job positions.

4. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO SALARY

 Templates of meeting minutes and decisions related to salary

According to Article 23 of the Labor Code 2012, policies on salary step promotion and pay rise are part of the main issues addressed in employment contracts. This is also a fundamental topic discussed during collective bargaining.

Additionally, according to Article 102 of the Labor Code 2012, policies on allowances, benefits, salary step promotion, pay rise, and incentives for employees are agreed upon in employment contracts, collective bargaining agreements, or stipulated in the employer's regulations.

Thus, current laws allow companies the right to decide on pay rise for employees, but this must be mutually agreed upon and clearly defined in company documents such as employment contracts and collective bargaining agreements.

The document and decision templates used for pay rise include:

♦ Pay rise request form;

♦ Regular Pay riselist;

♦ List of employees not receiving a salary increase;

♦ Pay interview minutes;

♦ Pay decision.

5. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO SENDING OF EMPLOYEES FOR TRAINING

 Templates of meeting minutes and decisions related to sending of employees for training

According to Article 60 of the Labor Code 2012, annually, employers must develop plans and allocate funding for training and organizing training courses to enhance the qualifications and skills of employees working for them; and for training employees prior to arranging them to other jobs.

The document and decision templates used when sending employees for training include:

♦ Minutes of the meeting on sending employees for training;

♦ Decision on sending employees for training.

6. TEMPLATES OF  MEETING MINUTES AND DECISIONS RELATED TO APPOINTMENT OF MANAGERIAL POSITIONS

 Templates of meeting minutes and decisions related to the appointment of managerial positions

The document and decision templates used for appointing managerial positions within the company include:

♦ Minutes of the meeting on appointing company management;

♦ Decision on appointing company management.

7. TEMPLATES OF RULES AND  REGULATIONS ON COMPANY HUMAN RESOURCES MANAGEMENT

 Templates of Rules and regulations on company human resources management

The human resources management regulations that any company must have include:

♦ Company salary and bonus policy;

♦ Occupational safety and hygiene regulations;

♦ Employee evaluation regulations;

♦ Commendation and disciplinary regulations;

♦ Company human resources management regulations.

- Nguyen Trinh -

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