Employment contracts
Role, workplace, start date, remuneration, hours, leave, notice, benefits, deductions and relevant conditions.
Practical HR systems for South African employers
Good HR management gives employees clear expectations and gives the employer consistent records when decisions must be explained or defended. Orion Moon helps small and medium-sized employers build practical HR processes around the Basic Conditions of Employment Act, Labour Relations Act, Employment Equity Act and the requirements that apply to their industry or bargaining council.
Our role is to help the employer manage the employee lifecycle—from appointment and onboarding to performance, discipline and termination—with accurate documentation, fair procedures and information that connects correctly to payroll.
HR compliance review and employee-file audit
We begin by reviewing the employer’s current workforce information and identifying gaps that create operational or compliance risk.
Employment contracts, written particulars and job descriptions.
Employee identity, contact, tax, banking and next-of-kin information.
Working hours, pay arrangements, overtime, Sunday work and public-holiday practices.
Leave records, attendance information and supporting documents.
Policies, disciplinary rules and evidence that employees received them.
Probation, performance and training records.
Payroll changes, deductions and authorisation controls.
UIF, COIDA, Employment Equity or bargaining-council obligations where applicable.
Employment contracts and job documentation
A contract should reflect the actual working arrangement, not a generic template copied from another business. We assist with drafting or reviewing documentation for permanent, fixed-term, part-time and other appropriate employment arrangements.
Job descriptions
Purpose, reporting line, key duties, decision-making authority and measurable performance expectations.
Employee changes
Letters for increases, transfers, promotions, changes in hours, updated duties and other agreed amendments.
Onboarding and probation
Probation should be an active assessment period, not a date that passes unnoticed. Orion Moon can establish a structured onboarding and review process so that expectations, training and concerns are recorded early.
New-starter checklist and collection of required employee documents.
Contract, policy and workplace-rule acknowledgement.
Role-specific induction and training record.
30-, 60- or 90-day review schedule suited to the position.
Written feedback, support requirements and improvement actions.
Probation outcome documentation and confirmation of employment where appropriate.
Leave and attendance administration
We help employers maintain consistent procedures for annual, sick, family-responsibility, maternity, parental and unpaid leave, subject to the legislation and terms that apply to the employee.
Leave policy and application process.
Leave balances and supporting-document requirements.
Attendance, late-coming and absenteeism records.
Communication of approved, declined or unauthorised absence.
Payroll instructions for paid and unpaid leave.
Review of recurring attendance patterns that require management action.
The BCEA provides minimum annual-leave entitlements, including at least 21 consecutive days per annual leave cycle or an agreed equivalent. Contracts and policies may provide more favourable terms, and some employees or industries may be subject to different rules.
HR policies and workplace rules
Policies should match the size and risks of the business and be communicated in language employees can understand. Depending on the workplace, the policy framework may include:
Leave, attendance, working hours and overtime.
Disciplinary code and grievance procedure.
Harassment, discrimination and workplace conduct.
Confidentiality, POPIA, email, internet and social media.
Remote work, company equipment and acceptable use.
Health and safety, substance abuse and incident reporting.
Training, performance management and conflict of interest.
Performance management
Performance concerns require more than a warning that an employee is “not performing.” The standard, shortfall, cause, support and review period should be clear. We assist managers to create a fair and evidence-based process.
Define role-specific outputs and reasonable performance standards.
Record examples of the shortfall and its operational impact.
Meet with the employee and obtain their explanation.
Identify training, resources, guidance or workplace barriers.
Agree an improvement plan with actions, support and review dates.
Document progress and determine the appropriate next step.
Misconduct, grievances and disciplinary support
Discipline should correct behaviour and protect workplace standards while following a fair process. Orion Moon can assist with the administrative preparation and documentation required for misconduct matters.
Review the allegation, applicable rule and available evidence.
Prepare investigation notes, witness information and supporting documents.
Draft notices to attend meetings or disciplinary enquiries.
Assist with charges, hearing packs, minutes and outcome documentation.
Maintain warning records and monitor validity periods.
Support grievance handling and documented workplace resolutions.
Serious misconduct, incapacity, retrenchment, discrimination, protected disclosures and CCMA matters can carry significant legal risk. Orion Moon may recommend referral to a labour-law specialist or attorney where representation or specialist legal advice is required.
Incapacity and ill-health processes
Poor performance, misconduct and incapacity are not interchangeable. Where an employee cannot perform due to illness, injury or another incapacity, the employer should investigate the extent and likely duration, consult the employee and consider reasonable alternatives before making a final decision. We help organise the consultation process, medical-information requests, records and operational assessment while respecting confidentiality.
Terminations and exit administration
Every termination should have a valid reason, correct documentation and a clear payroll instruction. We assist with resignation acknowledgements, expiry of fixed-term contracts, retirement, mutual-separation administration and properly documented dismissal outcomes within the agreed HR scope.
Confirm the termination reason, notice period and final working date.
Prepare exit documentation and return-of-property records.
Calculate approved leave and final payroll inputs.
Prepare UI19 and certificate-of-service information where applicable.
Remove system access and protect company information.
Update employee files and statutory records.
Employment Equity support
Under the amended Employment Equity framework, designated employers generally include employers with 50 or more employees. These employers must prepare and implement an Employment Equity Plan aligned with applicable sector targets and submit the required reports. Non-designated employers may still need accurate workforce information and may need to confirm their status or obtain an EE compliance certificate for certain purposes.
Orion Moon can assist with workforce-profile information, committee administration, consultation records, barrier analysis, EE plans, annual progress tracking and EEA2/EEA4 reporting preparation. The exact scope depends on the employer’s headcount, sector, reporting status and current plan.
Monthly outsourced HR support
HR support can be provided as an ongoing monthly service rather than only when a problem arises. A monthly HR cycle may include:
New appointments, employee changes and termination documentation.
Contract, policy and employee-file maintenance.
Probation, warning and fixed-term expiry reminders.
Leave, absenteeism and performance follow-up.
Manager guidance before meetings or employee communication.
Monthly HR report showing headcount, movements and outstanding actions.
Approved payroll-change schedule before payroll cut-off.
Who this service is designed for
Our outsourced HR service is suited to growing businesses that employ people but do not require a full-time internal HR department, as well as employers whose payroll or office staff need experienced support with documentation and employee processes. We work with owner-managed companies, schools, retailers, transport operations, family businesses and professional firms.
Frequently asked questions
Can Orion Moon chair disciplinary hearings?
The appropriate role depends on the matter, required independence and agreed scope. We can assist with preparation and documentation and will recommend a suitable independent chairperson or labour specialist where necessary.
Do small employers need employment contracts?
Employers should provide the written particulars of employment required by law and should document the actual agreed terms clearly, even where the business has only a few employees.
Can HR and payroll be managed together?
Yes. A coordinated process reduces errors because appointments, increases, leave, deductions and terminations are documented before they reach payroll.
Does an HR policy automatically make a dismissal fair?
No. The employer still needs a fair reason and a fair process. Policies help communicate workplace rules and support consistency but must be applied reasonably.