Start here
Five rules for a safe first handoff
- Freeze the policy version used for review.
- Separate facts, requests, and open questions.
- Record the decision owner and deadline.
- Protect employee detail in the approved location.
- Preserve the decision and reason supplied.
Task map
Split admin work from owner decisions
| Work lane | Philippines team | Company owner | Useful check |
|---|---|---|---|
| Request | Capture the requester’s words, date, and desired exception. | Decide whether the request is within scope. | Request is not rewritten as a conclusion |
| Source pack | Attach or link the current policy and relevant approved records. | Interpret the policy and seek advice. | Version and source are named |
| Questions | List missing facts and route them to the right person. | Choose what facts are material. | Open questions have owners |
| Decision record | File the approved outcome and notify the requester with approved copy. | Approve outcome, reason, and communication. | Decision links to packet |
Example pilot board
Use small numbers for the first review
Freeze the source before assembling
Policies change. Record the title, version, approval date, and location used for the packet. If the request cites an old version, include that fact rather than silently substituting a newer rule.
The coordinator can gather sources and flag a mismatch. HR decides which version governs the request.
Build facts without advocacy
Use a table with request, date, affected process, supplied evidence, missing information, and requested outcome. Keep the requester’s explanation distinct from the coordinator’s routing note.
Avoid labels such as “deserved” or “unfair” unless they are clearly quoted and the restricted record permits them. The packet should support a decision, not steer it through adjectives.
State the boundary of the packet
An exception packet does not decide legal risk, accommodation, discrimination, pay, or employee outcome. Those questions need qualified review and may require additional advisers.
Put the stop rule in the cover note so the next owner knows which work is complete and which judgment remains open.
Route questions in a controlled way
Every missing fact should have one owner and a due point. A coordinator can ask a manager for an approved record, but should not interview an employee about a sensitive matter unless that role is explicitly assigned and trained.
Keep follow-up in the restricted case location when the request includes personal details.
Copy-ready scripts
Make the stop points easy to say
Packet cover note"This packet contains the request, policy version, supplied records, and open questions. HR owner decision is still required for [issue]."
Missing fact"The packet is paused for [fact/source]. No exception decision has been made."
Close with the approved decision
The final packet should show the decision, date, owner, policy version, reason supplied, communication status, and any review date. The coordinator files and routes it; the owner supplies the decision.
If the request is declined or remains unresolved, record that status instead of marking the evidence packet complete.
Launch path
A five-step HR outsourcing workflow
- 01
Map policy exception evidence packets
List the source, required fields, owner, due time, and approved destination for policy exception evidence packets.
- 02
Test examples
Use redacted routine and exception examples with the responsible owner watching.
- 03
Run the lane
Prepare work, route questions, and record evidence without changing the approved scope.
- 04
Review the sample
Compare output to the brief and correct the operating notes.
- 05
Decide the next scope
Expand, narrow, or hand back the work using the review record.
Buyer FAQ
HR outsourcing questions
Can a coordinator recommend an exception?
They can identify options or missing evidence if the owner requests it, but the authorized HR owner decides.
What if the policy version is unclear?
Record the mismatch and route it to the policy owner.
Should the packet include every employee detail?
No. Include the minimum material information in the approved restricted location.
What proves the packet is closed?
An authorized decision, recorded policy version, approved communication, and any follow-up owner.
Sources
Source notes
- Department of Labor and Employment Philippines: Labor standardsNamed Philippine labour authority source to consult when an exception touches employment standards.