Alkhidmat Foundation Pakistan: Forms Frequently Used in Central Office

ALKHIDMAT FOUNDATION PAKISTAN
FORMS FREQUENTLY USED IN CENTRAL OFFICE

Sr. No. FORM Name Form Link
1 Consolidated Sheet Annexure-C
2 Recruitment Request Form Annexure-D
3 Interview Assessment Form Annexure-E
4 Legal Heir Form Annexure-H
5 Employee Induction / Orientation Checklist Annexure-I
6 Employement Application Form Annexure-J
7 Personnel File Checklist Annexure-K
8 Probation Report Form Annexure-L
9 Compensation Claim Form Annexure-N
10 Clearance Form Annexure-O
11 Exit Interview Form Annexure-P
12 Overtime Form (Drivers) Annexure-S
13 Annual Performance Evaluation Form (Below Office Assistant) Annexure-T
14 Monthly Target & Achievement Report Annexure-U
15 Annual Target & Acheivement Report Annexure-V
16 Medical Bills Reimbursement Form Annexure-W
17 Loan Application Form Annexure-X
18 Advance Against Salary Form Annexure-Y
19 Request for Training / Workshop Form Annexure-Z
20 Training Need Analysis Form Annexure-AA
21 Training Management Checklist Annexure-AB
22 Tentative Training Schedule Annexure-AC
23 Training Feedback Form Annexure-AD
24 Marriage Salary Form Annexure-AE
25 Employee Promotion Form Annexure-AF
26 Employee Greivance Form Annexure-AH
27 Visit Expense Claim Form Annexure-AI
28 Advance Requisition Form (For Visit) Annexure-AJ
29 Vehicle Acquisition Form Annexure-AK
FORMS OTHER THAN POLICY MANUAL

Sr. No. FORM Name Form Link
1 Project Funds Requisition Form Others 1
2 Advance Requisition Form (For Travelling) Others 2
3 Stationery Request Form Others 3
4 Accommodation Request Form Others 4
5 Request Form For Eve Bonus (Non-Muslims) Others 5
6 Adjustment Form Other 6
How to Move in this Sheet
Any one reach to Forms Directly by Right Clicking on respective "Form
Link"
For getting back on Main Sheet from Forms use following keys
CTRL + G
Then Press ENTER
Annexure-C
CONSOLIDATED SHEET Page 3 of 68
Doc. No. HRM-CS-003
Dated: 24-08-18
Probation Increment After

Sr.# Name Department/Program Designation Salary Remarks
Period Probation
1 Zafar Abbas Administration Security Guard 15000 3 Months /
SELECTION BOARD
1) Shahid Iqbal, Executive Director
2) Sufyan Ahmed Khan, General Manager Programs
3) Hammad Akhtar, Senior Manager Admin & HR
4) Muhammad Saleem, Manager HR

CONTROLLED DOCUMENT
Unauthorized duplication is prohibited
Annexure-D
RECRUITMENT REQUEST FORM Page 4 of 68
Doc. No. HRM-RRF-004
Department / Program
Position / Designation
Grade
Location
Justification
Regular Contract Project Full Time
Post Type
Other (Specify) ______________________ Part Time
Job Description
Qualification
Experience
Special Skills Required
Prepared By: Date
HoD Date
Approved By: (Approving Authority) Date
Instructions for Implementation:
Authorized Signature : Date:
CONTROLLED DOCUMENT
Annexure-E
INTERVIEW ASSESSMENT FORM Page 5 of 68
Doc. No. HRM-IAF-005
Position & Grade / Salary Security Guard/S2 Required

N/A Required Age 18-40
Range: Minimum wage to 19000 Qualification
Other
Required Experience 2 Years Requirements / Date of Interview 17-08-18
Skills
Taken Perceptions (By Interviewer): Candidate 1: Candidate 2: Candidate 3: Candidate 4:
Technical Name: Zafar Abas
Job Fit Qualification: N/A
Organizational Fit Age: 43 Years
Others Experience: 2 Years
Sr.# Traits Score Score Score Score
Educational Background
Does the candidate have the appropriate &
1 relevant educational qualifications or training for
this position? (5)
Prior Work Experience

Has the candidate acquired necessary skills or
2 qualifications through past work experiences? (5)
Communication / Other Requisite Skills

How were the candidate’s communication skills
3 during the interview? (5)
Motivation / Retention
How much interest did the candidate show in the
4 position? (5)
Candidate’s Understanding of the Position:

Assess candidate’s knowledge of the position and
5 its requirements. (5)
Competency & Potential:

Assess the candidate's Techcnical Knowledge,
6 Intellect, ability of on job learning, Ambition and
Desire to go ahead in life and career. (5)
Personality:
What impression the candidate created about his
7 Physical Appearance, Attitude towards work &
Confidence etc. (5)
TOTAL 35
Comments: _________________________________________________________________________________________________
________________________________________________________________________________________________________________________
Recommendation
Salary for suitable candidate: ___________________________
Overall Comments
________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________
CONTROLLED DOCUMENT
Annexure-E
Interviewer Name: _____________________ Designation:______________Signatures:____________ Date: ___________
CONTROLLED DOCUMENT
Annexure-E
CONTROLLED DOCUMENT
Annexure-H
LEGAL HEIR FORM Page 8 of 68
Doc. No. HRM-LHF-008
Name of Employee Date of Joining
Designation Station/City
Department/Program
I hereby nominate following two legal heirs to deal with the matters which require legal heirs like emrgent situations
( Accident, Death or abnormal absence, my belongings/residual payements, Life Takaful etc.)
Legal Heir (Nominee 1) Legal Heir (Nominee 2)
Name Name
Father's Name Father's Name
Profession Profession
Relationship Relationship
Postal Address Postal Address
Email Address Email Address
CNIC # CNIC #
Contact No. 1 Contact No. 1
Contact No. 2 Contact No. 2
Mobile No. Mobile No.
Signature Nominee 1 Signature Nominee 2
Employee Signature __________________________
For HR/R&D Department
Received in HR/R&D Department: ____________________________________
Authorized Signature: ___________________ Date: ______________________
CONTROLLED DOCUMENT
Annexure-I
EMPLOYEE INDUCTION / ORIENTATION CHECKLIST Page 9 of 68
Doc. No. HRM-EIC/EOC-009
Employee's Name Designation
Department Date of Joining:
Orientation Period : From ____________________ To _______________________
NOTE: In order to avoid duplication of the Instructions, the information / checklist below has been given or explained to the employee
To be done by the Employee (Within a week time from Joining) Tick For Done Responsibility Signature/Date
Appointment Letter Issued HR Officer
Job Description Handed Over HR Officer
Introduction with Concerned Program / Department Head HR Officer
Introduction with Staff HR Officer
Provision of Policy Manual HR Officer
Provision of Concerned SOP's HR Officer
Entry in Attendance Machine HR Officer
Entry in Attendance Software HR Officer
Organization's Introduction Concerned Head
Vision & Mission Shared Concerned Head
Core Values of Alkhidmat Foundation Communicated Concerned Head
Breifing About Concerned Department Concerned Head
Provision of Official Email ID DM IT

To be done by the Employee (Within a week time from Joining) Tick For Done Responsibility Signature/Date
Policy Manual
Read Establishment & Startegy Employee
Read Organization Structure Employee
Read Communication Policy Employee
Read HRM Policy Employee
Read Probation / Confirmation Policy Employee
Read Performance Management System & Policy Employee
Read Attendance and Leave Policy Employee
Read Quality Policy Employee
Read Resignation / Termination Policy Employee
Received Forms (Template Excel) Employee
CV & Copies of Documents Provided Employee
Legal Heir Form Filled,Signed and Provided Employee
Agreed on Life Takaful of worth Rs.____ per month Employee
Verified By Manager HR:________________________ Signature:_______________ Dated:_____________
Employee Name:_______________________________ Signature:________________ Dated:_____________
CONTROLLED DOCUMENT
Annexure-J
EMPLOYMENT APPLICATION FORM Page 10 of 68
Doc. No. HRM-EAF-010
Position applying for:

Expected Salary
Current Salary
PERSONAL INFORMATION
Name of Applicant:
CNIC Number:
- -
Affix a recent colored
photograph
Father’s Name: (Passport size)
CNIC Number:
- -
Marital Status:
Religion: Nationality: Single Married Others
Gendre: Male / Female Date of Birth: Age: Blood Group:
Father's Occupation: No. of Dependants

CONTACT DETAILS
E-mail Address:
Permanent Address:
Contact Address :
Name of Kith & Kin to be contacted in case of emergency with contact number:
RESIDANCE: OFFICE:
PTCL No. PTCL No.
Mobile No. Mobile No.
ACADEMIC AND PROFESSIONAL QUALIFICATION
Year of Division / Grade / Marks

Certificate / Degree Board / University Major Subjects
Passing CGPA Obtained
1
2
3
4
5
WORK EXPERIENCE
Company Name From To Position Held Location Salary
1
CONTROLLED DOCUMENT
Annexure-J
EMPLOYMENT APPLICATION FORM Page 11 of 68
Doc. No. HRM-EAF-010
1
2
3
4
REASON FOR LEAVING LAST JOB
Job Termination Resigned Move to Better Job Relocated with Family
Assignment Finished Laid-off due to shortage of work Others (if any)________________
Do you know anyone in Al-Khidmat Foundation Pakistan? If yes, please state their names and position.
Have you worked with us before? If yes, please give details.
Are you prepared for relocation anywhere in Pakistan?
REFERENCES
REFERENCE 1 REFERENCE 2
1- Name:
2- Relationship
1- Name: 3- Telephone Number:
2- Relationship 4- Address:
3- Telephone Number:
4- Address:
I hereby admit that all the information provided above is correct to the best of my knowledge. I also Declare that I am
not a part of any Ahmadi/Pervezi/Lahori Social Circle etc. and I Admit that MUHAMMAD (SAWW) is the Last Prophet.I
have never been convicted for any criminal activities nor I was / am Part of any banned or illegal organization. I am
aware that any incorrect information could result in my termination from services.
SIGNATURE APPLICANT DATE
FOR OFFICE USE (HR Department)

Date of Appointment Department Recommended Salary
Accommodation Traveling Allowance Lunch Dinner
APPROVAL
SIGNATURES COMMENTS
GENERAL MANAGER HR/R&D
EXECUTIVE DIRECTOR
SECRETARY GENERAL
Attach copy of applicant’s
1- CNIC 4- Experience certificates
2- 4 Passport size Photographs 5- Educational certificates
3- Father CNIC
CONTROLLED DOCUMENT
Annexure-K
PERSONNEL FILE CHECKLIST Page 12 of 68
Doc. No. HRM-PFC-011
Employee Name ______________________________ Date of Joining _______________________________
Present Designation___________________________ Last Designation______________________________
Present Department ___________________________ Last Department______________________________
Date in Present Date in Last

Designation/Department_______________________ Designation/Department________________________
Divider ITEMS
No.
1
Leave Applications / Leave Record / Leave
Title
2 Performance Evaluation Form
3 Service Matters
Transfer / Postings / Salary Revision /
Warnings / Appreciations / Confirmation /
Any other related to service matters
4 On Appointment Status For HR / R&D Use
1. Employement Application Form

2. Orientation Form & Legal Heir Form
3. Appointment Letter
4. Job Description
5. CV (Updated)
6 National ID Card
7. Domicile (For Outstation Employees)
8. Educational Certificates
a. Matriculation
b. Intermediate For CBM Use
c. Graduation
d. Masters
e. M.Phil
f. PhD
g. Post Doc
9. Training Certificates
Other Notes
10. Experience Letters
11. Recommendations/References
12. Internship letter
CONTROLLED DOCUMENT
Annexure-L
PROBATION REPORT FORM Page 13 of 68
Doc. No. HRM-PRF-0012
Employee Name: Designation:
Period Covered: Evaluated by:
Employee Code: Employee Grade:
Current Salary : Salary After Probation:
APPRAISAL RATING Poor Fair Good Very Good Excellent

Score 0 1 2 3 4
Sr.# SKILLS 0 1 2 3 4
1 Technical Knowledge
How to facilitate Management in reporting. Understands thoroughly technical
fundamentals of Accounting & Finance, Monitoring & Evaluation.
2 Punctuality
Regular and in time (Arriving office at described time)

Insignificant leaves are not demanded. In case of vacation required proper following
proper procedure shall always be the hallmark.
3 Communications
Communicates clearly, accurately, thoroughly, and effectively with team members and
with supervisors.
4 Problem-Solving Skills
Effectively processes and analyzes information to solve queries, identify and define
problems, and make decisions.
5 Initiative
Voluntary starts job related activities and attempts new ways to perform jobs and tasks
6 Motivation and Interest
Level of Motivation for work capacity. Level of interest in the concerned field
7 Interpersonal Skills
Develops relationships that enhance understanding, respect, and communication with

other employees. Deals effectively with conflict. Works as a team player.
8 Development
Employee attitude towards learning things

9 Reporting
Submits all required operational reports to Line Manager in a timely, effective and efficient
manner. Result oriented (clear picture) reporting
10 Other Duties
CONTROLLED DOCUMENT
Annexure-L
PROBATION REPORT FORM Page 14 of 68
Doc. No. HRM-PRF-0012
Total Marks Obtained ____/40
Evaluated By: Signature
Probation Extended
Recommended for Confirmation Not Recommended for Confirmation
for _________ months
Comments by Line Manager

Signature
Comments by Concerned HoD

Signature
Comments by Concerned National

Director
Signature
Comments by Executive Director

Signature
Comments by Concerned
Appointing Authority
Signature
Received by HR/R&D Department

(Signature)
CONTROLLED DOCUMENT
Annexure-N
COMPENSATION CLAIM FORM Page 15 of 68
Doc. No. HRM-CCF-014
Name: _______________________ Designation:___________ Department: ___________
Date: ________________________ Time In: ______________ Time Out: ______________
Description of Work
Total hours worked overtime
Rate: _______________________________ Amount: (in figures) ________________________
Amount (in words): ________________________________________________________________________
Remarks (by employee): ____________________________________________________________________
__________________________________________________________________________________________
Requested By: _____________ Recommended By: __________________ Approved By: _____________
Paid Rs. __________ Received By: ______________ For Finance Department (Sign) _________________
CONTROLLED DOCUMENT
Annexure-O
EMPLOYEE CLEARANCE FORM Page 16 of 68
Doc. No. HRM-ECF-015
Employee Name__________________________________ Employee Code________________
Department ______________________________________ Date of Clearance______________

Employee Department Verified By Remarks
Keys(Drawer, Office Room) hand over
Office Equipment hand over
Deapartment Stamps hand over
Hard and soft copies of Tasks
(completed or incomplete)
IT Department Verified By Remarks

Computer / Laptop, Company’s information & Password hand
over
Telephone, cellphone, Sim card hand over
Chargers (Laptop, mobiles)
email account disabled
HR Department Verified By Remarks
Employee Card
Resignation Received
Attendance Portal Disabled
Admin Department Verified By Remarks

Car Keys Retrieved
Accommodation keys Retreived
Finance Department Verified By Remarks

Checked employee Accounts for Settelment
Other Departments (if any) Verified By Remarks
CONTROLLED DOCUMENT
Annexure-O
EMPLOYEE CLEARANCE FORM Page 17 of 68
Doc. No. HRM-ECF-015
CONTROLLED DOCUMENT
Annexure-P
EXIT INTERVIEW FORM Page 18 of 68
HRM-EIF-016
Employee Information
Employee Name Employee ID
Job Title Department
Resignation / Termination Date D.O.J
Involuntary Termination / Resignation Volunteer Termination / Resignation

Lay Off Personal Reasons
Position Eliminated Remuneration
Absenteeism Education
Voilation of Policy Location of Company
Inadequate Job Performance Another Opportunity
Damaging Company's Property Working Hours
Stealing Benefits
Misuse of Company Data Health Reasons
Insubordination Working Conditions
Supervisor
Relocation
Exit Interview Questions
1- What is the Primary Reason of leaving ? If Multiple, please specify.
2- Would you consider returning to work for this company in the future?
3- What did you find most satisfying about this job?
4- What did you find the most frustrating about this job?
5- Would you recommend this company to your collegue or friend as a good place for job?
6- Is there anything that the company or your manager could done to prevent you from leaving?
CONTROLLED DOCUMENT
Annexure-P
HRM-EIF-016
CONTROLLED DOCUMENT
Annexure-P
HRM-EIF-016
7- Do you have any Suggestion for the company to improve ?
Employee Comments
Signature Date
Comments General Manager HR /R&D
Comments By Appointing Authority
Is this employee Eliglible for rehiring ? Yes £ No £
Signature General Manager HR / R&D Date
Signature Executive Director Date
Signature Secretary General Date
CONTROLLED DOCUMENT
Annexure-S
OVERTIME CLAIM FORM Page 21 of 68
Doc. No. HRM-OCF-019
Employee Information
Dated:___________
Employee Name ______________Designation ____________Department/Program ______________
Detail of Overtime
Date Starting Time Ending Time Hours Worked Description of Work Done/Journey
Total Hours Worked:

Detail of Travelling (In Case of Drivers Only)
Name of
Date Meter Reading KM Covered Person Verified By
Accompanied
Calculation of Overtime
Grand Total (Hours Worked)________ Rate: _________________ Amount (Figures): ______________
Amount (Words):
Remarks
Requested By Recommended By Approved By
For Finance Department:
General Manager Finance (Sign & Date)
CONTROLLED DOCUMENT
Annexure-T
Annual Performance Appraisal Form
(Below Office Assistant) Page 22 of 68
Doc. No. HRM-APAF-020
Employee Name: _____________________________ Designation:__________________________ Employee Grade: _________________________
Employee Code:___________________________________ Period Covered:________________________ Evaluated By:_____________________________
Current Salary: ____________________________________ Total Score: ___________________________ Obtained Score:___________________________
Appraisal Rating
Sr. # Skills Rating Factors Very Good Excellent
Poor (0) Fair (1) Good (2)
(3) (4)
How to facilitate Management in reporting.

1 Technical Knowledge Understands thoroughly technical fundamentals of
Accounting & Finance, Monitoring & Evaluation.
Regular and in time (Arriving office at described time).

Insignificant leaves are not demanded. In case of
2 Punctuality
vacation required proper following proper procedure
shall always be the hallmark.
Communicates clearly, accurately, thoroughly, and

3 Communication
effectively with team members and with supervisors.
Effectively processes and analyzes information to

4 Problem Solving Skills solve queries, identify and define problems, and make
decisions.
5 Initiative Voluntary starts job related activities and attempts

new ways to perform jobs and tasks
6 Motivation and Interest Level of Motivation for work capacity

Level of interest in the concerned field
Develops relationships that enhance understanding,

7 Interpersonal Skills respect, and communication with other employees.
Deals effectively with conflict.
Works as a team player.
8 Development Employee attitude towards learning things
Submits all required operational reports to Line

9 Reporting Manager in a timely, effective and efficient manner.
Result oriented (clear picture) reporting
Develops relationships that enhance understanding,

respect, and communication with other employees.
10 Interpersonal Skills Deals effectively with conflict.
Works as a team player..
Comments by Line
Manager
Signatures
Comments by HoD
Signatures
Comments by Concerned
National Director
Signatures
Comments by Executive
Director
Signatures
Comments by
Appointing Authority
Signatures
Received by HR/R&D
Department Date:
CONTROLLED DOCUMENT
Annexure-U
MONTHLY TARGET ACHIEVEMENT REPORT Page 23 of 68
Doc. No. HRM-MTAR-021
For the Month of July 2016

( Must be submitted in HR / R&D Department by 10th of every Month after Approval of HOD)
Employee Details
Name: Department: Designation: Consolidated Score:
Current Month Achievements (To be Filled By Appraisee) Target Compliance ( To be filled by Next Month Targets (To be Filled By Appraisee)
Appraiser / HOD )
Rating of Monthly Achievements for each

Deadline Compliance Compliance Quality of parameter below on Scale of 10. '0' for Deadline
(Target Date) / Status Date Work minimum, '10' for maximum (Target Date) / Task
Broad Areas Task Task Category Category
S# (For Work) No. Monthly Targets of Tasks Targets of Broad Areas
(Prime, Core or (Prime, Core or
Tertiary) Compliance Meeting Quality of Tertiary)
0-10 Actual Date 0-10 Status Deadlines Work
0-10 0-2 ,9-10 0-10
Broad Areas Monthly Rating on Scale of

S# (Conduct) Determinants 1 to 5 Extremes Remarks
Participation in Trainings / Study Interested and Participated following

1 Circle / Courses Not Interested Spirit
Books/Articles / Literature etc

2 Read No or Lack of Interest Keen and read this Month
Self-Development
3 Research in the Concerned Field No or Lack of Interest Eager to explore and did research
4 Prayers Offered Does not offer Most Regular
5 Knowledge of Islam Narrow & Superficial Well Read
6 Attire and Appearance Casual & Un-presentable Formal & Presentable
Workstation Organization During
7 & After Work Untidy/Messy Tidy/Clean
Make Schedules and Plan work

8 Prioritizing Work Untidy/Messy
Accordingly
Self & Office Organization
9 Confident Uncertain, Hesitant Exceptionally confident & Resolute
10 Up to Date Data Available Always Behind / Unaware Always Up to date
11 Up to Date Reports Available Always Accumulate Arrears Accumulate no Arrears
12 Happy with Work Reluctant & Avoiding Always Willing
13 Obedience Not Following Instructions Always Following Instructions
Motivation CONTROLLED DOCUMENT

Annexure-U
MONTHLY TARGET ACHIEVEMENT REPORT Page 24 of 68
Doc. No. HRM-MTAR-021
Ready to Work Overtime &

14 Acceptance of Responsibility
Always Reluctant Always Prepared even in Difficult cases
Motivation
15 Regularity Not Regular Most Regular
16 Initiative & Drive Timid & Diffident Bold & Enterprising / Dynamic
17 Knowledge of Work Does not know enough Thorough Grasp of Knowledge
18 Analytical Ability Seldom sees below the surface Picks out essentials without wasting time
on irrelevant details
19 Expression Power Clumsy & Vague / Ineffective Always precise, clear & well set out
Requires intensive directions & Not require supervision & behave with full
20 Job Proficiency Not Require Much Supervision
strict supervision responsibility
Not planned & yielding
21 Effective Field Visits requisites results Always yield requisites results
Coordination with Regions &
22 Projects Does Not Coordinate at All Always yield requisites results
23 Commitments Does Not Fulfill Commitments Fulfill Commitments
24 Appropriate Use of Resources Irresponsible Exercise due care

Honesty / Work Ethics Unscrupulous, Devious,
25 Integrity
Sycophant
Irreproachable, Honest, Straightforward
Financial Responsibility &
26 Credibility Irresponsible Exercises due care
Brusque & Intolerant / Difficult

27 Polite & Supportive with Others & Non cooperative Work well in team / Well liked and trusted
28 Interpersonal Skills Emotional Stability Unstable / Immature Balanced / Mature

29 Assertiveness Ineffective Convincing & concise
30
31
32 Other (Write)
33
Punishment Received: Appreciation/Rewards Received:
Remarks Employee:
Form Submission Date to HOD:

Remarks of HoD:
Name & Signature of HoD: Dated: Signature of Employee: Dated:
1) Important Note: The Tasks of ‘work’ will be categorized in any of three main categories of ‘Prime’, ‘Core’ and ‘Tertiary’ to determine its level of importance and will carry weightage in
calculations accordingly:
Prime Tasks : Extremely important task seeing its value, non-performance may lead to serious consequences
Core Tasks : Important task, having reasonably good impact on your work
Tertiary Tasks : Just necessary to perform, may not contribute a lot in overall work but you have to spend time and put effort in to it.
2) Scoring Guide CONTROLLED DOCUMENT
Compliance Status: How Much work is done Rating Poor 0-2 , AchievedUnauthorized
offset 3-7, Done 8-10 (only
duplication in case of outstanding)
is prohibited
Compliance date: When the work is done Insert Date
calculations accordingly: Annexure-U
Prime Tasks : Extremely important task seeing its value, non-performance may lead to seriousACHIEVEMENT
MONTHLY TARGET consequences REPORT Page 25 of 68
Core Tasks : Important task, having reasonably good impact on your work Doc. No. HRM-MTAR-021
2) Scoring Guide
Compliance Status: How Much work is done Rating Poor 0-2 , Achieved offset 3-7, Done 8-10 (only in case of outstanding)
Work Quality: How well the work is done Rating: Poor 0-2, Fair 3-4, Average 5-6, Good 7-8, Excellent 9-10 (for outstanding only)
CONTROLLED DOCUMENT
Annexure-V
ANNUAL TARGET ACHIEVEMENT REPORT Page 26 of 68
Doc. No. HRM-ATAR-022
For the Year 2016-2017

( Must be submitted in HR / R&D Department by 10th of July every Year after Approval of HOD)
Overall Annual Targets will be written in this form for Evaluation
Employee Details
Name: Department: Designation: Consolidated Score:
Current Year Achievements (To be Filled By Appraisee) Target Compliance ( To be filled by Next Monthr Targets (To be Filled By
Appraiser / HOD ) Appraisee)
Rating of Annual Achievements for each

Deadline Compliance Compliance Quality of parameter below on Scale of 10. '0' for Deadline
(Target Date) / Status Date Work minimum, '10' for maximum (Target Date) / Task
Broad Areas Task
S# Annual Targets of Tasks Task Category Targets of Broad Areas Category
(For Work) No. (Prime, Core or (Prime, Core or
Tertiary) Compliance Meeting Quality of Tertiary)
0-10 Actual Date 0-10 Status Deadlines Work
0-10 0-2 ,9-10 0-10
Broad Areas Annual Rating on Scale of 1

S# (Conduct) Determinants to 5 Extremes Remarks
Participation in Trainings / Study Interested and Participated following

1 Circle / Courses
Not Interested
Spirit
Books/Articles / Literature etc

2 Read
No or Lack of Interest Keen and read this Month
Self-Development
3 Research in the Concerned Field No or Lack of Interest Eager to explore and did research
4 Prayers Offered Does not offer Most Regular
5 Knowledge of Islam Narrow & Superficial Well Read
6 Attire and Appearance Casual & Un-presentable Formal & Presentable
Workstation Organization During
7 & After Work Untidy/Messy Tidy/Clean
Make Schedules and Plan work

8 Prioritizing Work Untidy/Messy Accordingly
CONTROLLED DOCUMENT
Annexure-V
9 Confident Uncertain, Hesitant Exceptionally confident & Resolute
10 Up to Date Data Available Always Behind / Unaware Always Up to date
11 Up to Date Reports Available Always Accumulate Arrears Accumulate no Arrears
12 Happy with Work Reluctant & Avoiding Always Willing
13 Obedience Not Following Instructions Always Following Instructions
Ready to Work Overtime &

14 Acceptance of Responsibility Always Reluctant Always Prepared even in Difficult cases
Motivation
15 Regularity Not Regular Most Regular
16 Initiative & Drive Timid & Diffident Bold & Enterprising / Dynamic
17 Knowledge of Work Does not know enough Thorough Grasp of Knowledge

Picks out essentials without wasting time
18 Analytical Ability Seldom sees below the surface on irrelevant details
19 Expression Power Clumsy & Vague / Ineffective Always precise, clear & well set out
Requires intensive directions & Not require supervision & behave with full
20 Job Proficiency Not Require Much Supervision
strict supervision responsibility
Not planned & yielding
21 Effective Field Visits requisites results Always yield requisites results
Coordination with Regions &
22 Projects Does Not Coordinate at All Always yield requisites results
23 Commitments Does Not Fulfill Commitments Fulfill Commitments
24 Appropriate Use of Resources Irresponsible Exercise due care

Honesty / Work Ethics Unscrupulous, Devious,
25 Integrity Sycophant Irreproachable, Honest, Straightforward
Financial Responsibility &
26 Credibility Irresponsible Exercises due care
Brusque & Intolerant / Difficult Work well in team / Well liked and trusted
27 Polite & Supportive with Others
& Non cooperative
28 Interpersonal Skills Emotional Stability Unstable / Immature Balanced / Mature
29 Assertiveness Ineffective Convincing & concise
30
31
32 Other (Write)
33
Punishment Received: Appreciation/Rewards Received:
Remarks Employee:
Form Submission Date to HOD:

Remarks of HoD:
CONTROLLED DOCUMENT
Annexure-V
Name & Signature of HoD: Dated: Signature of Employee: Dated:
Signature Executive Director: Dated: Signature of Secretary General: Dated:
calculations accordingly:
Prime Tasks : Extremely important task seeing its value, non-performance may lead to serious consequences
Core Tasks : Important task, having reasonably good impact on your work
2) Scoring Guide
Compliance Status: How Much work is done Rating Poor 0-2 , Achieved offset 3-7, Done 8-10 (only in case of outstanding)
Work Quality: How well the work is done Rating: Poor 0-2, Fair 3-4, Average 5-6, Good 7-8, Excellent 9-10 (for outstanding only)
CONTROLLED DOCUMENT
Annexure-W
MEDICAL BILLS REIMBURSEMENT FORM Page 29 of 68
Doc. No. HRM-MBRF-023
Application Date 30/Jun/20

Employee Name Muhammad Ussama Anees
Designation Manager Audit & Compliance Department Audit & Compliance
Date of Appointment 11/Dec/18 Gross Salary 55,470
Email ID manager.compliance@alkhidmat.org Cell No. 0335-8283623 Job Place Head Office
Current Address 419-E, Sabzazar Lahore
Bill Rate (see

Ref Bills relates to Patient
Description of Bill Date Bill Amount Policy at Payable Amount
No. (self/Spouse/Child/Parents)
Back)
1 Medicine 8/Jun/20 Mother 260 60% 156
2 Medicine 13/6/2020 Father 578 60% 347
TOTAL 838 503
(Include with this form all "supporting Documentation". Retain a copy for your record.)
Applicant Signature HOD
FINANCE USE
Annual Limit (2 Gross Salaries or Rs. 50,000 W.E.H)

2 Gross Salaries
or Rs. 50,000/-P.A
Facility availed to date (attach Ledger)
Available Limit
Current Bill
Balance Limit
Prepared By Checked By
Comments G.M Finance
G.M. Finance
EXECUTIVE DIRECTOR
Approved for Payment Not Approved for Payment

Comments ED:
Executive Director
CONTROLLED DOCUMENT
Annexure-W
MEDICAL BILLS REIMBURSEMENT FORM Page 30 of 68
Doc. No. HRM-MBRF-023
Application Date 03/05/2021

Designation Manager Compliance Department Audit & Compliance
Date of Appointment 11/Dec/18 Gross Salary 71,625
Email ID manager.compliance@alkhidmat.org Cell No. 0335-8283623 Job Place HO
Current Address 419-E, Sabzazar Lahore.
Bills relates to Patient Rate

Bill Ref No. Description of Bill Date Bill Amount (see Policy at Payable Amount
(self/Spouse/Child/Parents) Back)
1 Medicine 19/Apr/21 Wife 350 60% 210
2 Consultance fee 19/Apr/21 Wife 100 60% 60
3 Medicine 28/Apr/21 Daughter 270 60% 162
4 Consultance fee 28/Apr/21 Daughter 100 60% 60
5 Medicine 29/Apr/21 Daughter 50 60% 30
6 Medicine 29/Apr/21 Self 610 60% 366
7 Medicine 18/Apr/21 Father 160 60% 96
TOTAL 1,640 984

(Include with this form all "supporting Documentation". Retain a copy for your record.)
FINANCE USE
Annual Limit (2 Gross Salaries or Rs. 100,000 W.E.H)

2 Gross Salaries
or Rs. 50,000/-P.A
Facility availed to date (attach Ledger)
Available Limit
Current Bill
Balance Limit
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED:
Executive Director
CONTROLLED DOCUMENT
Mobile Expense
Reimbursement Form Page 31 of 68
Name Muhammad Usama Anees Designation: Manager
Department Audit & Complaince Month: May
Purpose: Monthly Allowance
Allowed Amount Reimbursement Amount

Sr# Details
(Rs.) (Rs.)
1 Ufone Supercaed (Load) PKR 999 PKR 999
TOTAL PKR 999 PKR 999

Note: Please attach Cards/ Bills/ Receipt etc.
Requested By: _____________ Recommended By (HOD)______________
EXECUTIVE DIRECTOR
Comments of ED: ___________________________________________________________________________________

_____________________________________________________________________________________________________________________________
Executive Director _________________________
FINANCE USE
Entitlement as per Rule: Yes No
G.M. Finance
Annexure-X
LOAN APPLICATION FORM Page 32 of 68
(STAFF ONLY)
Doc. No. HRM-LAP-024
FOR APPLICANT USE
Name Designation Job Status
Department Ph No. Cell No.
Address CNIC No. Date of Joining
Monthly Salary (In Rs) In Words Date of Confirmation
Loan Purpose Period of Service*
*(should be more than 2 years at the time of Loan
Applied)
Loan Amount Applied Monthly Inst. Applied
I hereby declare that my loan should be adjusted in monthly installments. In case, I have to leave the organisation or otherwise I will pay the loan before
leaving the organisation
Applicant's Signature HOD's Signature

FOR GUARANTOR'S USE
Name
Designation Department
CNIC No. Cell No.
1)I hereby declare that if Mr. ___________________ was unable to return the loan then I will be bound to pay the loan amount outstanding against his
name, to the organisation. In case such circumstances, organisation has the right to adjust the loan amount from my salary or other means.
2)I further declare that I have not given more than one such guarantee before this
Guarantor's Signature
FOR HUMAN RESOURCE DEPARTMENT'S USE

Gross Salary Verified Comments (if any)
Entitlement as per Rules Verified
Job Status Verified
Last Loan Clearance Date Verified
Amount Recommended Rs.

Gerneral Manager HR/R&D's Signature
FOR FINANCE DEPARTMENT'S USE
Any Outstanding Amount Previous Loans Paid (if any) YES NO

Previous Loan (if any) has been paid back before 3 Monts prior to Application Date YES NO
Loan Recommended YES NO

Reason (if not Recommended)
Loan Amount Recommeded Monthly Installment Duration
SF/GMF's Signature
LOAN APPROVING AUTHORITY
Loan Approved YES NO (Mention Reason)*

*Reason (if not Recommended)
Loan Amount Monthly Installment Duration
Remarks (if any)
SG/ED's Signature
CONTROLLED DOCUMENT
Annexure-Y
ADVANCE AGAINST SALARY FORM Page 33 of 68
Doc. No. HRM-AASF-025
Application Date
Employee Name
Email ID Cell No
Place of Job Employment Status
Purpose of Advance Salary
Advance Amount (PKR)
I _________________________________ , hereby authorise Alkhidmat Foundation Pakistan to deduct from

my next regular pay through payroll deductions to repay this salary advance. In the event my employment at
AKFP is terminated before this advance deduction, then this will be deducted from my final settlement or i will
make a payment in full if the balance owed is greater than my final Pay.
Requested By Head Of Department

FINANCE USE
Date of Last Advance Amount
Bank Account No. (Salary A/C)

Bank Name
Comments G.M Finance:
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED:
Executive Director
CONTROLLED DOCUMENT
Annexure-Z
REQUEST FOR TRAINING/WORKSHOP Page 34 of 68
Doc. No. HRM-RFTW-026
REQUEST FOR WORKSHOP
Topics of Training:
Proposed Date Proposed No. of Day/s: Proposed Timing To
Proposed Venue
For (Participants Details):
Expected Number of Participants:
Topics/Contents:
Sr. # Contents / Sub-Topics
Main Topic:
• Sub Topics
1 • Sub Topics
• Sub Topics
Main Topic:
• Sub Topics
2 • Sub Topics
• Sub Topics
Expected Outcomes:
Remarks of Concerned Manager/HoD
Signature: ___________________
Dated: ___________________
Remarks of General Manager HR/R&D
Signature: ___________________
Dated: ___________________
Remarks of Executive Director
Signature: ___________________
Dated: ___________________
Remarks of Secretary General
Signature: ___________________
Dated: ___________________
CONTROLLED DOCUMENT
Annexure-AA
TRAINING NEED ANALYSIS FORM Page 35 of 68
Doc. No. HRM-TNAF-027
1) 2) 3)
Designation(s) who can be
participants 4) 5) 6)
7) 8) 9)
Prepared / Requested By:

Name: ______________________ Designation: ___________________
Department:_________________ Dated: ________________
1- Current major Tasks to be performed by above mentioned designation(s)
Sr. # Details
2- Difficulties faced to perform above tasks by employee(s)
3- What new skill/Knowledge/Attitudes to be learnt/required by employees
Signatures of Department HOD/Employee:
Instructions by General Manager HR/R&D:
CONTROLLED DOCUMENT
Annexure-AA
TRAINING NEED ANALYSIS FORM Page 36 of 68
Doc. No. HRM-TNAF-027
Dated: ___________
CONTROLLED DOCUMENT
Annexure-AB
TRAINING MANAGEMENT CHECKLIST/STATUS Page 37 of 68
Doc. No. HRM-TMC-028
Name of Programme
Name of Training
Training Dates From: To: Venue
Participants (Who)
Participants(Nos.) Concerned Region
Concerned Manager Cell #
Training Coordinator Cell #

NOTE: Any confusion/ query may be discussed directly with General Manager HR/R&D.
Sr. # Items Details Assigned To Remarks / Status
1 Training Management Checklist
2 List of Participants
3 Trainers & Their Arrangements
4 Training Module, Contents, etc.
5
Guests for Opening & Closing
6 Training Schedule
7 Photocopies of Worksheets, etc. if any
Files, Ball Pen, Writing Pad, Chart,

Marker, UHU Gum, Highlighter, Large
8 Stationery Material Tape, Stapler & Staples, Participants
Cards, Card Holders, Souvenirs &
Certificates
File, Ball Pen, Writing Pad, Participants

9 File kit Preparation for participants Name Card, Feedback Form, Handout, if
any.
Mic., Rostrum, Multimedia & Laptops,

Power Extensions, Laser Pointer,
10 Venue Management Registration Desk at venue, seating
arrangements, Display of flex etc.
11 Flex & Banners Design
12 Flex & Banners Printing & display
13 Food Management
14 Accommodation Management
15 Media Coverage/ Photography
16
Feed Back, Registration Forms
development & administration
Photos, Balance stationery, Feed Back

17 Handing Over Record to HR/R&D forms (filled), Attendance Sheet
18 Analysis & Report
CONTROLLED DOCUMENT
Annexure-AC
TENTATIVE TRAINING SCHEDULE Page 38 of 68
Doc. No. HRM-TTS-029
Name of Programme
Name of Training
Training Dates From: To: Venue:
Participants (Who)
Participants(Nos.) Concerned Region
Concerned Manager Cell #
Training Coordinator Cell #
Day One ( Day Name, dd-mm-yyyy)

Sr. # Topic Facilitator From To
1 Registration
2 Recitation
3 Welcome Remarks
4 Training Topic
5 Training Topic
Tea Break
6 Training Topic
Prayer /Lunch Break
7 Training Topic
Prayer / Tea Break
8 Training Topic
Prayer / Tea Break
9 Training Topic
10 Ending Remarks & Certificate

Distribution
End of Day
Note: Training may exceed more than 2 to 3 days. Incase training exceeds one day same form is copied
CONTROLLED DOCUMENT
Annexure-AC
TENTATIVE TRAINING SCHEDULE Page 39 of 68
Doc. No. HRM-TTS-029
CONTROLLED DOCUMENT
Annxure-AD
TRAINING FEEDBACK FORM Page 40 of 68
Doc. No. HRM-TFF-030
Programme Name:
Name of Training:
Venue :
Date:
Reflection form
1. Please encircle the relevant digit to explain the level of improvement in your understanding.
Below
Sr. # Name Topics Average Average Good V. Good Excellent
1 1 2 3 4 5
2 1 2 3 4 5
3 1 2 3 4 5
4 1 2 3 4 5
2. Please tell about how useful were the topics selected in this workshop.(Encircle the relevant)
i. Average ii. Good iii. V. Good iv. Excellent
3. What important points were discussed in this workshop?

(Please write the details of important points discussed & not the topics)
i.
ii.
iii.
4. What did you get new in today’s workshop?

(Do not write the topics. Only tell anything particular / detail that you remember).
i.
ii.
iii.
iv.
5. Please tell about the overall usefulness of this workshop.(Encircle the relevant)
i. Not at all ii. Average iii. Good iv. V. Good
CONTROLLED DOCUMENT
Annxure-AD
TRAINING FEEDBACK FORM Page 41 of 68
Doc. No. HRM-TFF-030
6. Please give three suggestions to improve further.
i.
ii.
iii.
7. Please tell about three major strengths of this workshop.
i.
ii.
iii.
Dated: dd-mm-yyyy
Trainee Details (Optional):
Name: ____________________Designation: _________________ Signature:____________
CONTROLLED DOCUMENT
Annexure-AE
MARRIAGE SALARY FORM Page 42 of 68
Doc. No. HRM-MSF-031
Application Date
Employee Name
Date of Appointment Gross Salary
Email ID Cell No.
Place of Job
Current Address
First Marriage YES NO
Place of Marriage/Nikah
Date of Marriage/Nikah
GROOM BRIDAL
Name
Father Name
Age
Religion
Invitation Card/Letter attached YES NO
FINANCE USE
Date of Joining
Employee Status
PERMANENT PROBABTIONARY/PART TIMER
Current Gross Salary
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED:
Executive Director
CONTROLLED DOCUMENT
Annxure-AF
EMPLOYEE PROMOTION FORM Page 43 of 68
Doc. No. HRM-EPF-032
Program/ Department/ HoD
Date: __________
Employee Name: ___________________ Current Designation: ________________
Current Qualification: ___________________ Total Experience: ________________________________
Joining date at AKFP: _____________________ Last Promotion Date: _______________________________
Comments about potential/ ability for suggested designation and other justification by HOD: _____________________
_______________________________________________________________________________________________________
_______________________________________ Suggested Designation:_______________________________________
Applicant Signature: ___________________ Endorsed by HOD:________________________________________

Human Resource/ R&D Department
Availability of vacancy in Suggested Designation (Yes/No):____________
Required Qualification: _______________________Required Experience______________________________________
Performance Evaluation Report: ___________________________________________________________________________
Eligibility of Candidate (Yes/ No): ____________
Comments By General Manager HR/R&D:_____________________________________________________________________

_______________________________________________________________________________________________________
Executive Director
Comments By Executive Director: __________________________________________________________________________

_______________________________________________________________________________________________________
Promotion Board
Comments By Promotion Board: ____________________________________________________________________________

_______________________________________________________________________________________________________
Name: (HOD) ____________ Hammad Akhtar Sufyan Ahmed Khan Shahid Iqbal Dr. Mushtaq Mangat
Designation:( HOD)_______ Senior Manager General Manager Executive Director Secretary General
Admin & HR Programs
Approval Date: _________________
CONTROLLED DOCUMENT
Annxure-AF
EMPLOYEE PROMOTION FORM Page 44 of 68
Doc. No. HRM-EPF-032
CONTROLLED DOCUMENT
Annexure-AH
EMPLOYEE GRIEVANCE FORM Page 45 of 68
Doc. No. HRM-EGF-034
Grievant Information
Employee Name : Date:
Job Title: D.O.J
email ID Employee ID
Department
Mailing Address
(Home)
Mailing Address
(Office)
Date, time and place of event leading to grievance
Detailed account of occurrence (include name(s) of person(s) involved, if any)
Please state policies, procedures, or guidelines that you feel have been violated
Proposed solution to grievance
Employee Signature Date

Comments by General Manager HR/R&D
Signature
Date
Comments by Secretary General
Signature
Date
Note:
1- The signature above indicates that you are filling a grievance, and any information on this form is true
2- The copy of this form is retained in grievant's Personnel File, Personnel file of persons involved and in HR Grievance
handling record
CONTROLLED DOCUMENT
Annexure-AI
VISIT EXPENSE CLAIM FORM Page 47 of 68
Doc. No. HRM-VECF-035
APPLICANT'S DETAILS
Date
Name: Muhammad Ussama Anees From To
Purpose: _____ Visit to Islamabad fro developer and North punjab Region and visit to Peshawar for
implementation of E Accounting 360 at district level.
______________ 08-02-2020 21-02-2020
Date Particulars Transport Meals & Room Rent Daily Allowance Total
Entertainment
8/2/2020 Uber Bill (Home to Terminal) 163 925 1,088
8/2/2020 Bilal Daewoo (Lahore to Islamabad) 1,200 1,200
8/2/2020 Lunch & Entertainment 250 250
8/2/2020 Terminal to Office 150 150
8/2/2020 Uber Bill (Office to Hotel) 170 170
8/2/2020 Dinner (Foodpanda) 500 500
9/2/2020 Breakfast 90 90
9/2/2020 Uber Bill (Hotel to office) 116 116
9/2/2020 Uber Bill (Office to Hotel) 118 1,849 1,967
9/2/2020 Dinner 220 220
10/2/2020 Breakfast 110 925 1,035
10/2/2020 Food items 200 200
11/2/2020 Breakfast 150 925 1,075
11/2/2020 Uber Bill (Office to Hotel) 169 350 519
11/2/2020 Dinner (2 person) 1,000 1,000
12/2/2020 Breakfast 140 925 1,065
12/2/2020 Uber Bill (north punjab to Faizabad) 243 243
13/2/2020 Food items 180 925 1,105
14/2/2020 Food items 190 925 1,115
15/2/2020 Food items 140 925 1,065
16/2/2020 Abbotabad to Islamabad 300 300
16/2/2020 Uber Bill (Terminal to Hotel) 204 204
16/2/2020 Dinner (Foodpanda) 424 1,849 2,273
17/2/2020 Breakfast 80 80
17/2/2020 Uber Bill (Office to Hotel) 176 925 1,101
18/2/2020 Breakfast 90 90
18/2/2020 Lunch and Foot items 220 220
18/2/2020 Uber Bill (Office to Hotel) 160 925 1,085
19/2/2020 Breakfast 90 90
19/2/2020 Lunch and Foot items 190 925 1,115
20/2/2020 Breakfast 90 90
20/2/2020 Lunch and Foot items 170 925 1,095
21/2/2020 Breakfast 80 6,000 6,080
21/2/2020 Uber Bill (Office to Terminal) 128 925 1,053
21/2/2020 Bilal Daewoo (Islamabad to Lahore) 1,150 1,150
21/2/2020 Food Items 180 180
21/2/2020 Uber Bill (Terminal to Home) 166 166
Total 6,339 6,981 6,000 14,798 34,118
SUBTOTAL
Itemized expenses or Description for "Other" ADVANCES 10,000

Date Description Amount TOTOAL REIMBURSEMENT 24,118
*Don't forget to attach receipts*
Prepared By: ______________ Checked By: ________________Approved By: ______________ Date: __________
CONTROLLED DOCUMENT
Annexure-AI
Received Cash/Cheque amount Rs. _____________ Name & Designation:___________________
CONTROLLED DOCUMENT
Annexure-AI
APPLICANT'S DETAILS
Date
Name: Muhammad Ussama Anees From To
Purpose: _____
Visit to Islamabad for meeting with developers of E-Accounting 360
______________ 23-03-2021 27-03-2021
Entertainment
23/03/2021 Uber (Home to Terminal) 161 161
23/03/2021 Faisal movers (Lahore to Islamabad) 2 Person 3,300 - 3,300
23/03/2021 Food items 200 200
23/03/2021 Dinner 380 380
24/03/2021 Breakfast (2 person) 160 160
24/03/2021 Uber (Hotel to office) 356 356
24/03/2021 Food items 220 1,194 1,414
24/03/2021 Uber (office to hotel) 580 580
24/03/2021 Dinner 372 372
25/03/2021 Breakfast 160 160
25/03/2021 Taxi(Hotel to office) 500 1,194 1,694
25/03/2021 Food items 300 300
25/03/2021 Dinner 695 695
26/03/2021 Breakfast 130 130
26/03/2021 Uber (Hotel to office) 210 210
26/03/2021 Food items 230 1,194 1,424
26/03/2021 Dinner (2 person) 717 717
27/03/2021 Breakfast 140 140
26/02/2021 Food items 210 1,194 1,404
27/02/2021 Rickshaw (Terminal to home) 220 220
-
Total 5,327 3,914 - 4,776 14,017
SUBTOTAL
Itemized expenses or Description for "Other" ADVANCES 10,000

Date Description Amount TOTOAL REIMBURSEMENT 4,017
CONTROLLED DOCUMENT
Hand Receipt Slip
Name: M.Ussama Designation: Manager Department: Audit & Compliance
Sr No. Date Description Amount Rs.
1
2
3
4
Total -
Prepared by: Checked by: Approved by:
Hand Receipt Slip

Sr No Date Description Amount Rs.
Total
Hand Receipt Slip

Sr No Date Description Amount Rs.
Total

Mobile Expense
Reimbursement Form Page 51 of 68
Name Muhammad Usama Anees Designation: Manager
Department Audit & Complaince Month: March
Purpose: Monthly Allowance
Allowed Amount Reimbursement Amount

Sr# Details
(Rs.) (Rs.)
1 Ufone Supercaed (Load) PKR 599 PKR 599
TOTAL PKR 599 PKR 599

Note: Please attach Cards/ Bills/ Receipt etc.
EXECUTIVE DIRECTOR
Comments of ED: ___________________________________________________________________________________

_____________________________________________________________________________________________________________________________
FINANCE USE
Entitlement as per Rule: Yes No
G.M. Finance
RESIDENCE APPROVAL FORM Page 52 of 68
Name of Guest: Adil Amin sb, Abdur Rab sb, Reference: Ejaz Ali Nadeem Tentative Schedule
Zeshan sb, Khurrum sb. (4 Persons)
Check IN
CNIC Number: Date: 13 / 03 / 2020

- - Time: 11 : 00 pm
Father’s Name: Check Out
Purpose of Stay: Meeting with Mirza sb for Nationality: Pakistan Date: 14 / 03 / 2020
Panning regarding E Accouting 360.
Time: 05: 00 pm
Transportatio
Ma Femal ✘ Food Others (Please Specify below)
Gendre: ✘
Required Facilitation: n
le e
Bache
Accomodation Type: Family Delegation ✘ Team Others (Please Specify)
lor
CONTACT DETAILS
E-mail Address: N/A
Permanent Address: I-8 Markaz, Islamabad
Cell Phone :
REQUESTED BY: M. Usama DATE: 12/03/2020
RECOMMENDED BY (HOD): Ejaz Ali Nadeem DATE: 12/03/2020
APPROVAL BY EXECUTIVE DIRECTOR
Comments:
ALLOWED REGRET
Signature & Date

FOR ADMINISTRATION DEPARTMENT USE
Comments (Action Taken) by Sr. Manager Administration & HR:
Actual Schedule Facilitation Provided

Check IN Breakfast
Date: __ __/__ __/__ __ Lunch
Time: __ __ : __ __ Dinner
Check Out Transportation

Date: __ __/__ __/__ __ Laundry Signature & Date
Time: __ __ : __ __ Others
Note: This form is for internal use only. Staff members are requested to submit this form (03) three days prior to
arrival of guests to avoid any incovenience. Guests will only be entertained if residence is required for offical
purposes.
Account 12000
Islamabad 24000
Multan 3000
Salary 53000
Umair 20000 2011-0095-0032-3401
MAMA -26000
Zakat -2000
Comati -2000
Kaamwali -2000
Almond -2000
Pamper -1000
Expense -10000
Total 67000
Annexure-AJ
ADVANCE REQUISITION FORM FOR VISIT Page 54 of 68
Doc. No. HRM-ARFV-036
EMPLOYEE DETAILS
Designation Manager Complaince Department Audit & Compliacne
Email ID Manager.compliance@alkhidmat.org Cell No 0335-8283623
Place of Job Head Office
Purpose of Visit Visit to islamabad for meeting with developers for development in E-Accounting 360 regarding Phase II.
Destinantion Lahore to Islamabad
Departure Date 9/Sep/20 Return Date 12/Sep/20
Advance Amount (PKR) 10,000

(1) Attached Visit Approval Documents with this Form. 2) Retain a Copy of this Form after ED Approval. 3) Attach a copy of this form along with
visit expenses sheet while submitting expenses bills
FINANCE DEPARTMENT USE
Previous Advance Fully Settled (if any) YES NO N/A
Any Unadjusted Amount (Financial Ledger to be Attached)
Comments G.M Finance: _______________________________________________________________________
___________________________________________________________________________________________________________________________
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED: ________________________________________________________________________________
____________________________________________________________________________________________________________________________
Executive Director
CONTROLLED DOCUMENT
Annexure-AK
VEHICLE ACQUISITION FORM
(For Regular Staff Only) Page 55 of 68
Doc. No. HRM-VAF-037
FOR APPLICANT USE
Name Designation Job Status _____________ Grade__________
Department Ph No. Cell No.
Address CNIC No. Date of Joining
Monthly Salary (In Rs) In Words Date of Confirmation
Loan Purpose Car Bike Period of Service*

Loan Amount Applied Monthly Inst. Applied
I hereby declare that my loaned amount should be adjusted in equal monthly installments. In case, I have to leave the organisation earlier or otherwise I
will pay the remaining amount before leaving the organisation
Applicant's Signature HOD's Signature

FOR GUARANTOR'S USE
GUARANTOR 1 GUARANTOR 2
Name Name
Designation Designation
Department Department
Cell No. Cell No.
CNIC No. CNIC No.
Date of Joining Date of Joining
Period of Services
1)We hereby declare that if Mr. ___________________ was unable to return the loan, Period of Services
we would be bound to pay the outstanding loan amount against his
name, to the organisation in installments or at once. In further, organisation has the right to adjust the loan amount from my salary or other amount.
2)We further declare that we are not under vehicle acquisition loan nor we are not under any such guarantee before this
First Guarantor's Signature Second Guarantor's Signature

FOR HUMAN RESOURCE DEPARTMENT'S USE
Entitlement as per Rules Verified Comments (if any)
Job Status Verified
Amount Recommended Rs.
GM (HR/R&D)'s Signature
FOR FINANCE DEPARTMENT'S USE
Gross Salary Verified Any Vehicle Loan taken earlier YES NO

Any Outstanding Loan Amount Availability of Budget YES NO
Any Vehicle Loan Guarantee Given Yes NO, If Yes, Whom ____________________________
Loan Recommended Yes NO
Loan Amount Recommended Monthly Installment Duration
GM(F)'s Signature
RECOMMENDATIONS

Remarks (if any)
Executive Director's Signature

Remarks (if any)
Secretary General's Signature

LOAN APPROVING AUTHORITY
Loan Approved YES NO

Remarks (if any)
*Reason (if not Recommended)
President's Signature
CONTROLLED DOCUMENT
Annexure-AL
Harassement Incident Report Form Page 56 of 68
DETAILS OF VICTIM
Employee Name
Email ID Cell No
Place of Job Gender
Postal Address
DOB or Age Signature
TYPE OF ABUSE (Tick the relevant)

Physical Mental Sexual
Others (Specify)
DETAILS OF SUSPECT
Employee Name
Age (Expected) Cell No
Place of Job Gender
INCIDENT INFORMATION
if necessary, attach extra sheet(s) and check this box
Date of Incident Place of Incident
NARRATIVE DISCRIPTION (e.g. What suspect did, what was his mandate, similar or past incidents involving the victim(s) or
suspect)
Signature Victim
COMMENTS BY HR/R&D DEPARTMTENT / HOD
Comments ___________________________________________________________________________________
____________________________________________________________________________________________________________________________
Case referred to Complaint Resolution Committee ? Yes No

APPROVAL OF EXECUTIVE DIRECTOR
Comments ____________________________________________________________________________________
____________________________________________________________________________________________________________________________
Executive Director
CONTROLLED DOCUMENT
Annexure-A
PROJECT FUNDS REQUISITION FORM
FM/Funds Requisition/001
Annexure - A
PROJECT FUNDS REQUISITION FORM
Date
Project Title Project Code
Donor Sponsored Amount (Rs.)
Control Project Service Area
Starting Date Est. Completion Date
Location: City: Region:
Payment Description:
Payee Account Title: Payee Account No. :
Funds Requested (In Figures)

FUNDS REQUEST
In Words
Attached Following Documents for further processing Project Proposal MOU with Donor
Budget Installment Plan
Any Other Related Documents
In case of Payment to Vendor (Other than Region/Project), provide following Info.
NAME
CNIC NTN
Payee Account Title: Payee Account No. :
Program Manager GM Program GM Finance (MARKED TO)
Budgeted project cost

Available Fund Balance
Adjustment received to date
Financial
Suggestion
Recommended Not Recommended

GM Finance
Funds Vetted By Funds Sanctioned By

APPROVAL
Executive Director Secretary General
In Favour of
Bank Ledger Code Amount
Area & Fund Fund Ledger Code
PAYMENT
Donor
Class
INSTRUCTED BY
SMF/DM Finance
ADVANCE REQUISITION FORM Page 58 of 68
Name Muhammad Ussama Anees Designation Manager Department _______________
Purpose: ________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Sr# Details Amount (Rs.) Project/Program
TOTAL
Note: Please mention Expenses Bills related to Specific Project/Program (if any in Detail Column)
Opening Balance
Add: Received this amount
TOTAL ADVANCE AMOUNT
Balance (if any) Rs. Current Payment
Total Amount Rs.
Checked By: (Designation & Sign) Finance Manager (Sign)
Comments By GM Finance:
_____________________________________________________________________________________________
General Manager Finance
EXECUTIVE DIRECTOR
Comments ED: ___________________________________________________________________________________

_____________________________________________________________________________________________________________________________

ADVANCE REQUISITION FORM Page 59 of 68
STATIONERY REQUISITION FORM Page 60 of 68
Name Muhammad Ussama Anees Designation Manager Complaince Department Audit & Compliance
Purpose: Training of E Accounting 360 to Accounts staff of North Punjab Region and south punjab region and distircts.
______________________________________________________________________________
______________________________________________________________________________
Sr# Item Name Qty
1 Blue Pen 10
2 Notepad 10
Approved/Unapproved by ED:
Remarks (if any):
_________________________
Hassan Mughaira
Manager Admin
Alkhidmat Foundation Pakistan
\\\
ACCOMODATION REQUEST FORM Page 61 of 68
Name of Applicant:
Department: Designation:
CNIC Number: Affix a recent colored
- - photograph
Father’s Name: (Passport size)
CNIC Number:
- Marital Status: -
Marri Other
Religion: Nationality: Single
ed s
Gendre: Ma Femal Date of Birth: Age: Blood Group:
le e Bach
Date of Joining: dd-mm-yyyy Accomodation Type: Family
elor
CONTACT DETAILS
E-mail Address:
Permanent Address:
Current Address :
Name of Legal Heir to be contacted in case of emergency Residential Contact No: (PTCL):
with contact number:
Name: Contact No: Personal Contact No: (Cell Phone):
Note:
1- All the utility bills (Electricity, Gas, Telephone, Water etc.) will be mutually shared by the Hostel residents.
2- All assigned residents will be jointly responsible for cleanliness, any damange, loss of fixture & appliances (if any) etc.
I hereby admit that all the information provided above is correct to the best of my knowledge. I also Declare that I am not a
part of any Ahmadi/Pervezi/Lahori Social Circle etc. and I Admit that MUHAMMAD (SAWW) is the Last Prophet.I have never
been convicted for any criminal activities nor I was / am Part of any banned or illegal organization. I am aware that any
inappropriate activity during my stay may result in cancellation of accomodation and termination of services from AKFP.
SIGNATURE APPLICANT: DATE:

SIGNATURE RECOMMENDED BY (HOD): DATE:
APPROVAL BY EXECUTIVE DIRECTOR
Comments:
ALLOWED REGRET
Signature & Date
FOR ADMINISTRATION DEPARTMENT USE
Comments (Action Taken) by Manager Administration:
Signature & Date

Attach copy of applicant’s
1- CNIC 4- Copy of Appointment Letter
2- Passport size Photograph
3- Father CNIC
REQUEST FORM FOR EVE BONUS
(For Non-Muslims) Page 62 of 68
Employee Details
Date of Request: ________________
Name: ___________________ Designation: __________________ Department: _______________
Religion: __________________ Date of Joining: ________ Job Stauts: Probation Confirm Others__________
Detail of Eve: Christmas Easter Others (Mention): ___________________
Date of Eve: ________________________
Requested By: (Sign. & Date) _________________________
For Finance Use
Verified By: (Sign. & Date) _______________________ HR Manual Ref: 3.4.31
Comments:
GM Finance: (Sign. & Date) ___________________
Approval
Remarks:
_________________________
Executive Director
ADJUSTMENT FORM Page 63 of 68
Date:__________________
Name Designation Department: _________________
Sr# Bill/Invoice Description Purpose/Project Amount
Total 0
Less: Advance Received
Net Receivable/ Payable
Remarks (if any):
General Manager Finance:______________

Annexure-A
IT Service Request Form Page 64 of 68
Type of Request /Problem:

_________________________________________________________________________________________
___________________________________________________________________________________________
Hard ware Request New Upgrade Replacement
Software Installation
Troubleshooting
Application Information
Name: ____________________________ Position: _________________________
Department/Program: ________________________ Date: _____________________
_________________
Application Signature
Recommendation of IT Department (After Analyzing)
Hardware Request
Product Tick Qty Product Tick Qty Product Tick Qty
Desktop PC Laptop PC Mouse
Keyboard HDD Drive USB Drive
Other (Provide Details) Other Details:
Mention the details:
_____________________________________________________________________________________________
_
_____________________________________________________________________________________________
_
___________________________ __________________________________
Signature Manager IT Department Recommendation of Department Head:
Date: Date:
______________________________________________________________________________________________
__________________________
Approval of Competent Authority:
Feedback Yes No
This issue was resolved successfully?
Are you satisfied with the quality of work?
Was it resolved in time?
Suggestions: _______________________________________________________________________________________________________
__________________________________ __________________
Application Signature Manager Signature Date
Permission For Official Equipments Form Page 65 of 68
Permission For Official Equipments
Name :_______________________ Designation:_________________ Department:___________________
Hardware Request
Product Tick Qty Product Tick Qty Product Tick Qty
Desktop PC Laptop PC Mouse
Keyboard HDD Drive USB Drive
Other:
Sr. Item Code Item Description Qty Remarks
Purpose:
Requested By: Signatures:
Recommend By: Signatures:
Approved By: Signatures:
Note: Approval of Executive Director will be must if employee needs official equipment for more than one day.
Annexure-AI
APPLICANT'S DETAILS
Date
From To
Name: Muhammad Ussama Anees
Purpose: _____
Visit to District Lahore for E Accounting 360
______________ 21-07-2020 21-07-2020
Entertainment
17/6/2020 Uber Bill (Home to Dist Lahore office) 294 294
17/6/2020 Uber Bill (Dist Lahore office to Home) 325 325
Total 619 - - - 619
SUBTOTAL
Itemized expenses or Description for "Other" ADVANCES -
Date Description Amount

TOTOAL REIMBURSEMENT 619
CONTROLLED DOCUMENT
Annexure-AJ
EMPLOYEE DETAILS
Designation Manager Compliance Department Audit & Compliacne
Email ID manager.compliance@alkhidmat.org Cell No 0335-8283623
Purpose of Visit Visit to islamabad for meeting with developers regarding Phase-II and SF North punjab for software orientation.
Departure Date 23/Mar/21 Return Date 27/Mar/21

___________________________________________________________________________________________________________________________
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED: ________________________________________________________________________________
____________________________________________________________________________________________________________________________
Executive Director
CONTROLLED DOCUMENT
Annexure-AJ
EMPLOYEE DETAILS
Employee Name Ejaz Nadeem
Designation Senior Manager Compliance Department Audit & Compliacne
Email ID sm.compliance@alkhidmat.org Cell No 0333-4268532
Purpose of Visit Visit to islamabad for meeting with developers regarding Phase-II and SF North punjab for software orientation.
Departure Date 23/Mar/21 Return Date 27/Mar/21

___________________________________________________________________________________________________________________________
G.M. Finance
EXECUTIVE DIRECTOR
Comments ED: ________________________________________________________________________________
____________________________________________________________________________________________________________________________
Executive Director
CONTROLLED DOCUMENT

Alkhidmat Foundation Pakistan: Forms Frequently Used in Central Office

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ALKHIDMAT FOUNDATION PAKISTAN

FORMS FREQUENTLY USED IN CENTRAL OFFICE

FORMS OTHER THAN POLICY MANUAL

Probation Increment After

1 Zafar Abbas Administration Security Guard 15000 3 Months /

1) Shahid Iqbal, Executive Director

2) Sufyan Ahmed Khan, General Manager Programs

3) Hammad Akhtar, Senior Manager Admin & HR

4) Muhammad Saleem, Manager HR

Prepared By: Date

Approved By: (Approving Authority) Date

Instructions for Implementation:

Authorized Signature : Date:

Position & Grade / Salary Security Guard/S2 Required

Prior Work Experience

Communication / Other Requisite Skills

Candidate’s Understanding of the Position:

Competency & Potential:

Interviewer Name: _____________________ Designation:______________Signatures:____________ Date: ___________

Name of Employee Date of Joining

Legal Heir (Nominee 1) Legal Heir (Nominee 2)

Father's Name Father's Name

Postal Address Postal Address

Email Address Email Address

Contact No. 1 Contact No. 1

Contact No. 2 Contact No. 2

Mobile No. Mobile No.

Signature Nominee 1 Signature Nominee 2

Employee Signature __________________________

For HR/R&D Department

Received in HR/R&D Department: ____________________________________

Authorized Signature: ___________________ Date: ______________________

Employee's Name Designation

Department Date of Joining:

Orientation Period : From ____________________ To _______________________

Appointment Letter Issued HR Officer

Job Description Handed Over HR Officer

Introduction with Concerned Program / Department Head HR Officer

Introduction with Staff HR Officer

Provision of Policy Manual HR Officer

Provision of Concerned SOP's HR Officer

Entry in Attendance Machine HR Officer

Entry in Attendance Software HR Officer

Organization's Introduction Concerned Head

Vision & Mission Shared Concerned Head

Core Values of Alkhidmat Foundation Communicated Concerned Head

Breifing About Concerned Department Concerned Head

Provision of Official Email ID DM IT

Read Establishment & Startegy Employee

Read Organization Structure Employee

Read Communication Policy Employee

Read HRM Policy Employee

Read Probation / Confirmation Policy Employee

Read Performance Management System & Policy Employee

Read Attendance and Leave Policy Employee

Read Quality Policy Employee

Read Resignation / Termination Policy Employee

Received Forms (Template Excel) Employee

CV & Copies of Documents Provided Employee

Interviewer Name: _________ Designation:Signatures: Date: _

Authorized Signature: _ Date: ____

Orientation Period : From To ___

Verified By Manager HR:________________ Signature:_ Dated:_______

Employee Name:___________________ Signature: Dated:_

Employee Name Date of Joining _

Present Designation_ Last Designation____

Present Department _ Last Department____

Name: _________________ Designation:_ Department: _______

Date: ________ Time In: Time Out:

Rate: _______ Amount: (in figures)

Requested By: _ Recommended By: Approved By: ___

Employee Name__________________ Employee Code

Department ________________________ Date of Clearance

Grand Total (Hours Worked) Rate: _ Amount (Figures): ______

Employee Name: ___ Designation: Employee Grade: _

Employee Code:_______ Period Covered: Evaluated By:_

Current Salary: ______________________ Total Score: _ Obtained Score:_______________