Introduction

Compliance & Legal SOPs are standardized procedures that ensure an organization adheres to labour laws, statutory requirements, and regulatory obligations while minimizing legal risks and penalties.

POSH (Sexual Harassment) Compliance SOP
Internal Complaints Committee (ICC) SOP
Labour Law Compliance & Returns SOP
Shops & Establishments / Factories Act SOP
Contract Labour Management SOP

POSH (Sexual Harassment) Compliance SOP

🔹 Meaning

This SOP defines the process to prevent, prohibit, and redress sexual harassment at the workplace as per the POSH Act, 2013.

🔹 Objective

• Provide a safe and respectful work environment

• Comply with legal requirements

• Handle complaints sensitively and confidentially

🔹 Scope

Applies to all employees, interns, trainees, consultants, visitors, and vendors.

🔹 Key Requirements

• POSH policy formulation

• Formation of Internal Complaints Committee (ICC)

• Awareness and training programs

• Confidential complaint handling

🔹 Procedure

1. Complaint submitted to ICC (written / email)

2. Acknowledgement within prescribed time

3. Confidential enquiry by ICC

4. Findings and recommendations

5. Management action and closure

________________________________________

Internal Complaints Committee (ICC) SOP

🔹 Meaning

Defines the constitution, roles, and functioning of the Internal Complaints Committee under the POSH Act.

🔹 Objective

To ensure fair, unbiased, and confidential handling of sexual harassment complaints.

🔹 Composition of ICC

• Presiding Officer (senior woman employee)

• Minimum two employee members

• One external member (NGO / legal expert)

🔹 Responsibilities

• Receive and investigate complaints

• Conduct hearings

• Maintain confidentiality

• Submit enquiry reports

• Prepare annual report

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Labour Law Compliance & Returns SOP

🔹 Meaning

Defines procedures to ensure compliance with applicable labour laws and timely filing of statutory returns.

🔹 Objective

• Avoid penalties and legal action

• Maintain statutory records

• Be inspection-ready

🔹 Major Laws Covered

• EPF Act

• ESI Act

• Payment of Wages Act

• Minimum Wages Act

• Gratuity Act

🔹 Procedure

1. Identify applicable laws

2. Maintain statutory registers

3. Calculate and deposit dues

4. File monthly/annual returns

5. Respond to labour inspections

________________________________________

Shops & Establishments / Factories Act SOP

🔹 Meaning

Defines compliance requirements under Shops & Establishments Act or Factories Act, depending on business type.

🔹 Objective

To regulate working hours, leave, wages, health, safety, and welfare of employees.

🔹 Key Compliance Areas

• Registration / license

• Working hours & overtime

• Leave and holidays

• Safety and welfare facilities

• Display of statutory notices

🔹 Procedure

1. Register establishment/factory

2. Maintain attendance & leave records

3. Ensure health & safety standards

4. Conduct periodic inspections

5. Renew licenses

________________________________________

Contract Labour Management SOP

🔹 Meaning

Defines the process of engaging and managing contract labour in compliance with the Contract Labour (Regulation & Abolition) Act, 1970.

🔹 Objective

• Ensure legal compliance

• Protect contract workers’ rights

• Avoid principal employer liability

🔹 Scope

Applies when contract workers are engaged through contractors.

🔹 Key Compliance Areas

• Contractor registration and license

• Wage payment verification

• PF & ESI compliance

• Welfare facilities

🔹 Procedure

1. Contractor onboarding and agreement

2. Verify licenses and registrations

3. Monitor wage and statutory payments

4. Maintain compliance records

5. Periodic audits

HR SOPs - COMPLIANCE & LEGAL SOPs

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