HR Policy Manual-Aegis Aspire

HUMAN RESOURCE POLICY MANUAL STRICTLY CONFIDENTIAL

HR POLICY MANUAL

Version: 004


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Table of Contents Section 1 – Introduction

Purpose Format Coverage Responsibility

Section 2 – HR Policy

Policy 001: Code of Conduct ………………………………………………………………………………………………….6-11

Policy 002: Working Days …………………………………………………………………………………………………....12

Policy 003: Leave and Holiday

………………………………………………………………………………………………..13-17

Policy 004: Compensatory off ……………………………………………………………………………………………………18

Policy 005: Probation and Confirmation

……………………………………………………………….............................................19-21

Policy 006: Transport …………………………………………………………………………………….....................22

Policy 007: Cafeteria ……………………………………………………................................................................23

Policy 008: Part Time Conversion

………………………………………………………………………………………………..24-25


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Policy 009: Internal Job Postings

………………………………………………………………………………………………..26-31

Policy 010: Employee Referral …………………………………………………………………………………………………...32

Policy 011: Re-employment …………………………………………………………………………...............................33-36

Policy 012: Corrective Action Plan

…………………………………………………………………..........................................37-39

Policy 013: Separation

………………………………………………………….....................................................40-42

Policy 014: Sexual Harassment Prevention ………………………………………………………………………………………………...43-48

Policy 015: Whistle Blower ………………………………………………………………………………………………....49-50

Policy 016: Hospitalization Policy

………………………………………………………………………………………………....51-53

Policy 017: Accident Indemnity Policy

………………………………………………………………………………………………....54-55

Policy 018: Local Conveyance

……………………………………………………………………………………………….........56

Policy 019: Mobile Bill Reimbursement ……………………………………………………………………………………………….........57

Policy 020: Domestic Travel ………………………………………………………………………………………………....58-59


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Policy 021: Foreign Travel ………………………………………………………………………………………………....60-62

Policy 022: Transfer Assistance for Existing Employees

………………………………………………………………………………………………........63

Policy 023: Relocation Assistance for New Hires

………………………………………………………………………………………………........64

Policy 024: Security Deposit for Access Cards ………………………………………………………………………………………………........65

Policy 025: Foreign Travel for Long Duration ………………………………………………………………………………………………....66-68

Section 3– Annexure Confirmation ………….………………………………………………………………………………….......69-74

Conversion form .…………………………………………………………………………….................................75

Hospitalization Expenses Reimbursement Form .…………………………………………………………………………….............................76-77

Local Conveyance form .……………………………………………………………………………..............................78-79

Mobile Bill Expense Reimbursement form .……………………………………………………………………………..................................80

Travel Reimbursement form .……………………………………………………………………………...............................81-82


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Introduction

Purpose This manual sets forth personnel policy guidelines to assist all employees with their operational

responsibilities.

The policies contained within are not conditions of employment, and the language is not intended to

create a contract between the organization and its employees. Nothing contained in this manual shall

be deemed to give any employee the right to remain in the employment of the organization. The

organization reserves the right to make unilateral changes in this manual.

Format

All efforts have been made to make this manual as clear and concise as possible. All policies have

been given a number which allows all employees to find the appropriate policy quickly. All future

updates and revisions should be added to this manual to ensure that the most recent policy is

available for reference. It is recommended that all material and documents relating to personnel

policies be filed in the manual for easy access. All employees should familiarize themselves with the

content and format of the manual.

Coverage

The contents of this manual apply to all employees.

Temporary or on contract employees are not covered by the policies contained in this manual except

where stated otherwise.

Responsibility

These policy guidelines are coordinated through the Human Resources Departments in each

location. Any exception to the policy guidelines outlined in this manual must receive the prior written

approval of the Head-Human Resources.


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Policy Name: Code of Conduct

Policy #: 001

Effective Date: 1 June 2007

Revision Date: 1 June 2007

1. OBJECTIVE: The company has a strong commitment to integrity in providing services to its clients and expects the

highest standards of integrity from all employees.

This policy sets the standards that become relevant in the manner employees conduct themselves in

a range of situations and these standards are part of the contract of employment. Violation of these

standards could lead to disciplinary action and in extreme cases dismissal and even criminal liability.

2. COVERAGE: All Employees, vendors and guests. 3. SALIENT FEATURES:

3.1. Expectations From Employee:

• All employees must read, become familiar with, and understand how the Code of Conduct

applies to their job.

• All employees must sign the Code of Conduct Acknowledgement and return it to their

respective Human Resources representative.

• Each employee has a personal responsibility to uphold the standards of ethics, integrity, and

behavior established by the Code of Conduct. This not only includes adherence to the

standards but also address/ report any violation witnessed/ heard of.

3.2. Integrity: Every employee is required to make a personal commitment to comply with the following:

• Applicable laws/ regulations governing our business conduct worldwide.

• Be honest, fair and trustworthy in all activities and relationships.

• Avoid all conflicts of interest between work and personal affairs.

• Foster an environment in which equal opportunity extends to every employee.

• Strive to create a safe place of work and to protect the environment.

• Through leadership at all levels, sustain a culture where ethical conduct is recognized, valued

and exemplified by all employees.


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3.3. Employee Conduct And Discipline: All employees shall abide by the rules and regulations in force from time to time, maintain good

conduct and discipline. Every Employee shall:

• Obey and carry out all lawful and reasonable orders and directions and perform duties of the

Company as directed.

• Ensure and protect the interests of the Company and discharge his/ her duties with utmost

integrity and show courtesy to all persons while performance of the duties.

• Promptly advise the Company if and when a complaint is filed against him alleging a civil/

criminal offence and keep the Company informed of the developments in the matter.

To clarify the Company's position and to avoid misunderstanding, all employees of Aegis BPO

Services Limited, are required to note that in addition to the aforementioned, certain activities, as

listed below, are not acceptable and commission or omission of any act shall constitute a

punishable misconduct. Please note that the list below is illustrative and not an exhaustive one.

• Unauthorized sharing of information regarding Company, past/ existing/ prospective clients or

customers to an outsider/ competitor.

• Engage in any other employment, trade or business. This will exclude occasional honorary

work which if taken up is not detrimental to the interest of the Company and does not hamper

official duties.

• Contribute any article or write any letter in his own name anonymously or in the name any

other person, to any newspaper, periodical or magazine or pass any documents/ information,

about the Company or its customers that is detrimental to the interest of the Company.

• Accept or permit any member of his/ her family, or any person acting on his/ her behalf to

accept gifts or undue hospitality from anyone related to Company matters.

• Habitual late coming or leaving work without permission.

• Absence from work without prior approval.

• Extension of leave without prior approval.

• Use of abusive/ unparliamentarily language and gesture.

• Disrespectful behavior to all colleagues.

• Use of office property/ infrastructure for personal use.

• Consumption of alcohol during office hours or coming to office under the influence of alcohol.

• Misuse and intentional damage of Company property.

• Threatening, abusing or assaulting any superior or co-associate.

• Smoking with in “No-Smoking” zones.


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• Use of drugs/ narcotics.

• Willful insubordination or disobedience/ refusal to work, whether alone or in conjunction with

others on a logical instruction from the superior.

• Lending of Swipe Cards to enter security zones which are accessible to authorized personnel

only.

• Providing false information such as qualification or previous service at the time of

employment or at any point in time.

• Attempt to bring political, governmental or outside pressure or influence on the management

to future his interest on matters connected with or related to his employment in the company.

• Misappropriation of cash/ misuse of deployment of Company’s funds.

• Sleeping while on duty.

• Conviction in any Court of Law for any criminal offense involving moral turpitude.

• Any sharing of compensation details with other employees or seeking compensation details

from other employees.

• Failure to adhere to policies specified by the Company.

3.4. Conflict Of Interest 3.4.1. Furnishing Of Information And Disclosure Of Interest:

• All employees should furnish the following information namely details of close relatives

working in any of ESSAR Group Companies and details of close relatives working in

Organizations that are in same/ similar business as any of ESSAR Group Company. The

employee should also make disclosures of any interest(s) of self/ close relative in any

business which is in competition to any of the businesses of the Companies in the

ESSAR Group.

3.4.2. Private Trade/ Employment:

• No employee can, without prior written consent of the Company, engage in any other

employment or business, which the Company believes, may affect the performance of

his/her duties or is in conflict with the interests of the Company. Please contact your

Manager/ HR Manager for any clarification.

3.4.3. Gifts From Suppliers/ Customers:

• Employees shall not under any circumstance, whether directly or indirectly, receive or

accept for benefit - any gift, commission, discount or profit from any person or

Organization having business transactions with the Company.


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3.4.4. Dealings With Company's Suppliers/ Customers:

• No employee shall have either directly or indirectly any business relationships with

company’s present suppliers of goods/ Material/ Services (including consultants) and

customers and undertake to dissociate themselves for such suppliers/ customers as and

when directed to do so by the management.

• If in future there is likelihood of any conflict of interest on this account, prior written

approval of the management will be necessary and the decision of the management will

be final and binding.

• Concealment of such information will be viewed as misconduct.

3.5. Privacy And Confidentiality:

• No employee shall divulge or use, except in furtherance of the Company’s interests, any

business or technical information which may come to his knowledge in the course of his

employment with the company or its parent company or its associate/ sister companies. This

shall apply both during the period of employment and thereafter.

• No employee shall participate in or be associated with any radio/ television broadcast or in

publication or in communication to the press or public speeches/ utterances without prior

written approval of the Management, if it would involve disclosing business/ technical

information of the Company. In general, he/ she should ensure that his/ her participation

should in no way jeopardize the interests of the Company.

• Members of the staff except where necessary shall not, without the prior written consent of

the company retain in their private possession, any papers/ documents/ specifications/

records etc. relating to the Company’s business. All such materials shall be returned to the

Company once their work is completed and on separation from the Company.

• No employee shall acquire any patent rights to any products/ goods which the Company

makes or may make in the course of his employment. Any process developed by any

employee for the improvement of the Company’s business or products or if, as a result of any

Research/ Developmental activity, any employee comes to know of or develops any better

formulae, he/ she will pass on this to the company for having them patented. These will be

the property of the Company.

3.6. Company's Property:

• Under Sec. 630 of Companies Act 1956 if any employee of a Company having any Company

Property in his possession such as Company Flat, Company Car and with- holds it or

knowingly applies it to purposes other than those directed by the company, such employee

shall be committing an offense which is punishable with fine/ imprisonment.


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3.7. Dress Code: Aegis prescribes certain reasonable standards of dress and appearance of their employees at the

workplace. These standards are established to maintain an appearance of neatness and

cleanliness among employees, and to further the purposes related to the conduct of business.

• Business Casual Dress Days (Monday to Thursday) - (includes employees working Thursday

night).

Business Casuals for men will include trousers/ denims with collared shirts/ collared t-

shirts with appropriate shoes.

Business Casuals for women will include Indian suits, saris, trousers/ pants/ denims with

collared shirts/ collared t-shirts, knee length skirts.

• Casual Dress Days (Friday – Sunday).

Casual Dress will include round-neck t-shirts and cargos.

3.8. Information Security : This pertains to all information stored across Aegis networks.

• Employees are not entitled to privacy protection in their use of Company computers and

networks since their resources are monitored.

• All third parties that need access to company information must be made to sign a Non

Disclosure Agreement.

• Waste copies of Company restricted information that are generated in the course of copying/

printing must be shredded or destroyed.

• Printers must not be left unattended when printing restricted information by the person

initiating the printing command.

• Printed information should be locked or under direct user control.

• Use of computing power for the personal gain or in a manner inconsistent with the

professional conduct is strictly prohibited, e.g., downloading inappropriate material from the

Internet; sending chain letters or other mass mailings which do not have a legitimate

business purpose.

• Employees should not access another co-worker’s computer without the employee’s

expressed consent or Manager’s approval or unless job responsibilities so necessitate.

• Employees should refrain from installing/ downloading software from external sources as far

as possible to avoid virus infection.

• Employees should not install unlicensed software on company computers.

• Employees should log off and switch off their workstations before leaving for the day.

• Employees should promptly report any security violations to their Managers, IT Department,

Company Legal Counsel, Ombudsperson, etc.


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• Employees should take precautions that any comments they make publicly or send

electronically cannot be construed as representing the company unless they are authorized

to do so.

3.9. Employee Information Protection : All permanent employees, temporary staff or agency employees have to ensure that they comply

with the Data Protection norms, which are listed below:

• Every reasonable precaution must be taken to assure the privacy and confidentiality of

employee information.

• On-line access to employment information will be limited to authorized users. Level and type

of access will be based on information needed by the user to perform work-related duties.

Information obtained directly or indirectly from the HR/ Payroll/ Benefits database will be

retained internally in a secure manner.

• Requests for information about current or past employees who have provided written

permission to release employment information must be referred to Human Resources for

response.

• The official employee file for any employee is the one maintained by that office. This

provision does not prevent a staff member from responding directly to reference inquiries on

the basis of personal knowledge.

• Human Resources will have the sole discretion of releasing information regarding an

employee such as: name, position or job title, verification of current or past employment,

department, mailing address, telephone number, and salary information.

• Unless disclosure is required by law, any additional information in the official personnel file is

not to be released without written authorization from the employee.

.


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Policy Name: Working Days

Policy #: 002



1. OBJECTIVE: The policy aims to define the minimum number of working hours and days an employee will need to

work for during the week.

2. COVERAGE: All Permanent employees of Aegis BPO.

3. SALIENT FEATURES:

Process Working Days Category Process Working 6

Days Process Working 5 Days

Operations 6 Days 5 Days

All Functions Directly Aligned to Operations (Training Quality etc)

6 Days 5 Days

Support (HR, IT, Admin, Finance)

5.5 ( Alternate Saturdays off)

5.5 ( Alternate Saturdays off)


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Policy Name: Leave and Holidays

Policy #: 003



1. OBJECTIVE: We recognize that employees will need time away from work due to illness or other commitments.

The aim of the policy is to provide guidelines regarding the Company’s approach to employee well

being, to manage absence and discourage unscheduled/ unauthorized leaves.

2. COVERAGE: All Permanent employees of Aegis BPO.

3. SALIENT FEATURES: 3.1. Reporting Of Absence : As a responsible employer, we need to know of your absence as soon as possible so that we can

plan cover for you. It is important for us to know why you are away, where you are and when you

will be back.

If you are unable to attend work due to sickness then you should inform your Reporting Manager

as early as possible on the first day of your absence.

Permission for absence must always be obtained from your Line Manager prior to any absence.

3.2. Types Of Leaves :

Type Earned Leave

Casual Leave

Sick Leave Maternity

Leave Paternity

Leave

Number of days per year

18 days 4 days 6 days 12 weeks 7 days

Credit Period 1.5 per month 2 every 6

months

3 every 6

months None None

Maximum Accumulation

60 days None None None None

Carry Forward 15 days None None None None

Encashment At the time of

Separation None None None None

Minimum Notice to be given

15 days Same day Same day 15 days 15 days

Eligibility Tenure 3 months None None 80 days None


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3.2.1. Earned Leave :

• All employees who have completed 3 months of continuous service will be entitled to EL.

• During the calendar year a total of 18 days of Earned Leave will be earned. 1.5 leaves

will accrue after completion of each month’s service. If the employee joins before the 10th

of the month 1.5 leaves will be credited, if the employee joins after or on 10th and before

20th then 1 leave will be credited and if the employee joins after or on 20th and before 30th

then a half day leave will be credited for the month.

• A maximum of 15 un-availed Earned Leaves from one calendar year will be automatically

carried over to the next calendar year. The maximum carry forward limit shall be 60 days.

• Encashment of Earned leaves shall only be done at the time of separation and it shall be

calculated only on ‘basic salary’ of the employee. Maximum limit for encashment shall be

60 leaves.

• Members planning to avail leave will inform and get the leave approved from their

Supervisor at least 15 days in advance.

• EL cannot be availed while serving the notice period.

3.2.2. Sick Leave :

• Sick Leave will be credited to an employee’s account every six months @ 3 SLs each on

1st January and 1st July.

• For employees who join midway through the year, leaves will be calculated and credited

on a pro-rata basis for each credit period as mentioned below:

Month of joining in first credit period

Month of joining in second credit period

Number of Leave Credited in each credit period

January & February July & August 3 days

March & April September & October 2 days

May & June November & December 1 day

• In cases of sickness or sudden personal exigencies, where an employee is unable to

take prior sanction for leave, it is expected and required that the employee telephonically

informs his/ her immediate Supervisor/ Reporting Manager regarding his/ her absence on

the same day and intimate the expected duration of the same.

• Un-availed Sick leaves will lapse at the end of the calendar year.

3.2.3. Casual Leave

• Casual Leave will be credited to an employee’s account every six months @ 2 CLs each

on 1st January and 1st July.


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• For employees who join midway through the year, leaves will be calculated and credited

on a pro-rata basis for each credit period as mentioned below:



Number of Leave Credited in each credit period

January, February & March July, August & September 2 days

April, May & June October, November &

December 1 day

• In cases of sickness or sudden personal exigencies, where an employee is unable to

take prior sanction for leave, it is expected and required that the employee telephonically

informs his/ her immediate Supervisor/ Reporting Manager regarding his/ her absence on

the same day and intimate the expected duration of the same.

• Un-availed Casual leaves will lapse at the end of the calendar year.

3.2.4. Maternity/ Paternity Leaves:

• As per statutory norms, female employees shall be entitled to a maximum of 12 weeks of

Maternity Leave as per the Maternity Benefit Act, provided the employee has worked for

80 days.

• Male employees will be entitled to 7 days Paternity Leave.

• Maternity and Paternity leave will be applicable on the birth of the employee’s first two

children only.

• Paternity leave will have to be availed/ begin within one week of the birth of the child and

will not be allowed to be carried onwards to be availed later.

3.3. Unscheduled Leave : Leave without permission or not approved by the Supervisor and without required notice will

be considered “unscheduled leave”. This will be without pay and member will be liable for

disciplinary action also in such cases.

3.4. Unpaid Leave :

• If the leave is approved by the concerned supervisor with required notice but leave balance

does not exist in the employee’s leave account, this will be termed as Unpaid Leave and this

tenure will be unpaid for.


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• Supervisors will discourage leave in excess of balance in the employee’s leave account.

Excess leave will be treated as leave without pay. Leave without pay (LWP) in excess of 7

days shall be granted only in case of medical exigencies or extreme family constraints, and

shall require the prior sanction of the Vice President (Level 1)/ Vice President (Level 2) – Ops

for all agents and of the functional head for others(Ops-Support and Support). LWP in excess

of 15 days shall be allowed only for medical exigencies and shall require documentary proof.

Salary shall not be paid for any weekly off’s/ Holidays falling in between leave without pay

period.

3.5. Voluntary Abandonment Of Service:

• If an employee remains absent from work without authorization, for more than seven

consecutive days, it will be presumed that the employee is no longer interested in working for

the Company and has abandoned its services.

• The Company will have the right to terminate the employee’s contract of service and strike off

his/ her name from the rolls of the company. In such a case, the employee shall not be

entitled to any statutory compensation.

3.6. Maximum Leaves Allowed:

• At any given point of time application for leave will be allowed for Minimum 1 working day and

maximum 15 working days or 3 weeks in total.

3.7. Type Of Holidays

Type Number of days per year Dates

Fixed Holiday 4 days Declared by Company

Floating Holidays 6 days Opted by the Employee

• Entitlements: During a year each employee will be entitled for 10 holidays, out of which 4 will be fixed and 6 floating. Floating holidays can be availed on any day by applying to

the supervisor for his/ her approval, at least 15 days in advance.

• Floating Holidays will be credited to an employee’s account every six months @ 3 holidays

each on 1st January and 1st July.


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• For employees who join midway through the year, the flexible holiday entitlement will be on a

pro-rata basis as per the below mentioned table:



Number of Floating Holidays Credited in each credit period

January & February July & August 3 days

March & April September & October 2 days

May & June November & December 1 day

• 4 Fixed Holidays shall be announced by HR Department at the beginning of the calendar

year.

• These holidays need to be availed within the calendar year and shall lapse at the end of the

year. They cannot be carried forward or en-cashed.


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Policy Name: Compensatory Off

Policy #: 004


Revision Date: 11 July 2008

1. OBJECTIVE: The company recognizes that employees may have to work on a holiday or a weekly off due to

business exigencies. This policy aims to compensate an employee in such a situation.

2. COVERAGE: All employees below Managerial level.


• Compensatory off accrues on the day when an employee works on a weekly off or a holiday.

• Compensatory Off can be availed only after it accrues, not in advance.

• The Compensatory Off has to be availed within 6 months post discussion with the supervisor.

Any un-availed Compensatory Off would lapse automatically.

• Under no condition can an employee work continuously without a day’s break for more than

10 days. It will be the employee’s Supervisors/ Reporting Manager’s responsibility to ensure

compliance regarding this.

• The employee and his/ her Supervisor/ Reporting Manager will be responsible for maintaining

the individual’s Compensatory off record.

• Compensatory Off cannot be en-cashed. However, it can be clubbed with other types of

leaves.


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Policy Name: Probation and Confirmation

Policy #: 005



1. OBJECTIVE: This policy aims to provide a structured approach for evaluation and confirmation.

2. COVERAGE: All employees below Managerial level.


3.1. Probation Period All employees will be under probation for a period of 6 months effective their date of joining.

3.2. Confirmation

• Employee’s performance will be evaluated on completion of probation period using the

standard appraisal formats.

• On satisfactory performance, a confirmation letter will be issued to the employee.

• If the performance is found unsatisfactory it may lead to the extension of the probation period

to a maximum of 3 months.

3.3. Notice Period

• Notice period during the probation period would be governed as per the defined Separation

policy.


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STANDARD OPERATING PROCEDURE

Flowchart :

Yes

Yes

No

No Yes

START

Generate Confirmation list

Mail the Confirmation list along with concerned feedback form to the Concerned Supervisors

Received Confirmation

Feedback Forms

When : Ist of Every Month Responsibility : HR Ops Format : Mail (Annexure – II) Confirmation Feed Back Form

When : Ist of Month Responsibility : HR Ops Format : All those who complete 5 Months (Annexure – I)

Confirmed

Reminder Mail

Probation Extension by 3 Months

Issue Confirmation letter & Update the tracker

STOP

Pending Confirmations to be added in Monthly dashboards

When : 15th and every 5 Days Responsibility: HR Ops Format : Probation Extension Letter (Annexure –IV)

When : 25 Days Responsibility: HR Ops Format : Confirmation Letter (Annexure –V) Confirmation Dashboard (Annexure –VI)

Received Confirmation

Feedback Forms


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Broad Guidelines:

1. Probation period for all employees is six months from the date of joining during this period your services

are liable to be terminated without any notice by either side. Employees will be deemed to continue on

probation until they are confirmed, and it has been communicated to them in writing.

2. The Human Resources Department will send out a prompt mail in advance to the supervisors of

employees who would complete their six months in the organization for the confirmation review

attaching the confirmation review form.

3. The supervisor will hold a review meeting with the employee and fill the Confirmation review form and

sent it back to the HR department stating confirmed or not confirmed. (appendix )

4. HR department will hand over the confirmation letters for all the confirmed employees to the supervisor.

5. A record will be kept of the review and a copy of the completed Confirmation Review form in the

personal files of the employee.

6. There is no salary increase given on confirmation.


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Policy Name: Transport Facility

Policy #: 006



1. OBJECTIVE: The purpose of this policy is to lay down guidelines for the use of Company Transport Facility to

commute between Office and Residence.

2. COVERAGE: All employees up to Assistant Manager level.

3. SALIENT FEATURES: 3.1. The Company will provide Transport Facility to Employees as below:

• During 8.00pm to 7.00am the company will provide transport. Door to door transport will be

provided wherever possible.

• During 7.00am to 8.00 pm the company will not provide transport.

3.2. Depending on the status of transport infrastructure in a location, the company may decide to

extend the transport facility beyond the stipulated time period.

3.3. In case of a last drop – lady colleagues would be given preference over a male colleague

irrespective of the distance. A security guard would be provided if there are no male

colleagues traveling in the same route.

3.4. Managers can also avail transport facility by paying Rs.3000 per month.


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Policy Name: Cafeteria Facility

Policy #: 007



1. OBJECTIVE: The purpose of this policy is to ensure that meals and food is available for employees during

operating hours at the office premises.

2. COVERAGE: All Employees and guests.


3.1. The Company will make arrangements for the following at each facility during operating

hours:

• Appropriate dining area.

• Paid meals.

• 24/ 7 Tuck shops/ Vending outlets.

• Tea/ Coffee/ Drinking Water to be provided to all employees at company’s expense.


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Policy Name: Part Time Conversion

Policy #: 008



1. OBJECTIVE: We recognize that employees, due to personal reasons may prefer to work for lesser hours than the

stipulated work timing. Wherever possible, without impacting the business, the company aims to

provide this opportunity to employees. This policy lays down a framework for part time employment.

2. COVERAGE: All employees in Operations up to Supervisory level.

3. SALIENT FEATURES: 3.1. Working Hours:

• Minimum daily working hours of a part timer are as given below

5hrs 30 min for International operations

4 hrs 30 min for Domestic operations

3.2. Applicability Of Company Policies

• All policies such as leaves, CAP, Confirmation, IJP, separation, employee referral etc

remain the same for both PT and FT employees.

3.3. Conversion Guidelines:

• Minimum duration before a movement happens will be 3 months.

• Conversion from PT to FT or vice-versa will not impact continuous employment. Hence,

all benefits related to tenure will be applicable in the new category.

• CTC fixation at the time of movement: For all conversions from PT to FT or from FT to

PT, salary shall be re-calculated on individual case to case basis as per the Agent

Compensation Structure. This new salary will be effective from the date of movement.

• Movements as far as possible shall be effected from the first of a month.


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Broad Guidelines:

1. Movement has to be approved from the Process Head. 2. Date of movement will have to be 1st of the following month.

3. Respective Supervisor will send the information e-mail to HR with a copy of Process Head’s

approval, in the following format:

S.No Emp. ID Name Process Current Supervisor WEF New

Supervisor New

Process 1 2 3

4. HR will process the movement request and will communicate the new salary to the respective Supervisor within 3 working days of receiving the mail from the Supervisor.

5. All movement mails will have to reach HR well in advance.

6. No movement request will be accepted after 28th of the month. 7. HR will send all the movement letters with new salary of the agents by 4th of every month to

the respective Supervisor. Conversion Letter Annexure VII


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Policy Name: Internal Job Posting

Policy #: 009


Revision Date: 3 Jan 2008

1. OBJECTIVE: The policy aims to provide employees with an opportunity for both lateral and vertical growth as well

as meet organizational talent pool requirements internally.

2. COVERAGE: All permanent employees of Aegis BPO.

3. SALIENT FEATURES: 3.1. IJP’s for functions other than Training and Quality

3.1.1. Eligibility:

• Minimum Tenure eligibility criteria:

For Lateral IJPs: At least 6 months of service with the company and an average &

above performance rating.

For Vertical IJPs: At least 12 months of service with the company and a good &

above performance rating.

• Minimum tenure eligibility is the same for Full Timers as well as Part Timers.

• Only confirmed employees can apply for IJP’s. Those employees whose probation period

has been extended cannot apply for an IJP until they are confirmed.

• Any person under an active CAP shall not be eligible for an IJP. Recorded Verbal

Warning shall also be considered an active CAP for this purpose.

• Any person who has moved through an IJP, can apply for another IJP only after serving 6

months in case of next lateral IJP and 12 months in case of a Vertical IJP.

• In case a person applies simultaneously for multiple lateral IJP’s, as soon as the person

is selected in any of these, he/ she will automatically not be eligible for the other lateral

IJP’s that he/ she applied for.

• HR in consultation with the functional head can put in additional qualifiers, for an IJP over

and above those mentioned in this policy depending on skill requirements for a position.


- 27 -

3.1.2. Process (Process Administration):

• The concerned department would obtain approval from the respective reporting authority

and forward their request to the HR department along with other details such as Job

Description, skill-set, eligibility criteria etc.

• For any position/ vacancy that can be filled internally (as decided by HR and the

Functional Head) an IJP shall be released first. In case no suitable person is found via

the IJP, only then shall external hiring be done. However, depending on business needs,

the company may conduct an internal and external search concurrently.

• HR Shall release the Internal Job Posting so that the communication reaches the target

audience through appropriate channels which may include e-mail, posters, intranet and

huddles. The communication should specify the skill sets required, eligibility criteria in

terms of performance scores, tenure etc.

• On release of IJP, interested and eligible employees shall submit their duly completed

IJP application form through their respective managers to HR dept. for consideration.

• On receipt of recommendations from the respective managers, the HR dept, in

consultation with reporting authority (Center Head) shall discuss the IJP evaluation

process (i.e., written tests, group discussion, personal interview, which can be a

combination of any of these and if there needs to be any other evaluation method) with

the concerned Managers.

• The final result is based on the scores of all assessment rounds. The manager of the

candidate is asked to rate the candidate on certain parameters. This rating is also

considered while arriving at the final list.

• The HR would also coordinate with the concerned process managers to give feedback to

the candidates who have not qualified in the IJP Process.

3.1.3. Selection:

• On completion of IJP Process, HR, after obtaining approval from the approving authority,

shall announce the list of finally selected candidates through internal communication.

• Suitable candidates shall be created through this process and deployment will be made

on the need basis.

3.1.4. Deployment:

• Based on the availability of a vacancy, short-listed candidates will be deployed and

allocated to respective campaigns.

• If number of selected candidates is more than the required numbers, deployment will be

made based on the merit ranking done based on the scores during the final evaluation.


- 28 -

3.1.5. Compensation And Fitment:

• Selected candidates assuming the assigned role shall be fitted in the appropriate grade

with applicable compensation and benefits as per the table:

• Lateral IJPs:

• Description: An IJP rolled out within Band without any change in the Designation or

Compensation.(example executive ops to executive HR)

• Designation Change: There would be No change in the designation in case of Lateral Movement.

• Compensation Fitment Evaluation Time Frame: There would be no compensation change made with effect

of the movement, compensation fitment would only be made as per the appraisal

cycle.

Compensation Fitment Slabs: The Compensation fitment slabs would be as per the Minimum salary slab of the function moved to which again would be location specific.

Type of IJP Eligibility

Tenure

Designation

Change

Compensation

Fitment Evaluation

Time Frame

Compensation

Fitment Slabs

Lateral Minimum of 6

months with

Aegis.

No As Per Appraisal

Cycle.

As per the Min Salary

Slab of the Function

Moved into.

(Location specific)

Vertical

Minimum of 12

months with

Aegis.

Yes, with

immediate effect.

Post 3 Months in the

New Role.

5 % increment on

current CTC OR min

salary of new grade,

whichever is higher.


- 29 -

Effective Date: 19 May 2008

Revision Date:

3.2. Training Growth Path

3.2.1. Eligibility & Coverage 3.2.1.1. Training Roles will start at a Specialist Level.

3.2.1.2. This will cover all levels of existing regular employees on Aegis BPO rolls.

3.2.1.3. Minimum tenure eligibility is the same for Full Timers as well as Part Timers i.e.

12 months with Aegis.

3.2.1.4. Currently employees working as a Sr. Executive/ Specialist can apply for the

Specialist Trainer role with an Excellent, or Very Good appraisal rating.

3.2.1.5. Only confirmed employees can apply for IJP’s. Those employees whose

probation period has been extended cannot apply for an IJP until they are

confirmed.

3.2.1.6. Any person under an active CAP shall not be eligible for an IJP. Recorded Verbal


3.2.1.7. Any person who has moved through an IJP, can apply for another IJP only after

serving 6 months in case of next lateral IJP and 12 months in case of a Vertical

IJP.

3.2.1.8. In case a person applies simultaneously for multiple lateral IJP’s, as soon as the

person is selected in any of these, he/ she will automatically not be eligible for the

other lateral IJP’s that he/ she applied for.

3.2.1.9. HR in consultation with the functional head can put in additional qualifiers, for an

IJP over and above those mentioned in this policy depending on skill

requirements for a position.

3.2.1.10. All fresh appointments will be as per the Trainer Growth Path.


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3.2.2. COMPENSATION & FITMENT

3.2.2.1. Selected candidates assuming the assigned role shall be fitted in the appropriate

grade with applicable compensation and benefits as per the table below.


Revision Date:

3.3. Quality Growth Path 3.3.1. Eligibility & Coverage

3.3.1.1. Quality Roles will start at a Sr. Executive Level.

3.3.1.2. This will cover all levels of existing regular employees on Aegis BPO rolls.

3.3.1.3. Minimum tenure eligibility is the same for Full Timers as well as Part Timers in

Executive role is 9 months with Aegis. Minimum tenure eligibility for Sr.

Executives for Lateral movement is 6 months with Aegis.

3.3.1.4. Currently employees working as a Sr. Executive/Executive can apply for the Sr

Executive Quality role with an Excellent, Very Good, or Good appraisal rating.

3.3.1.5. Only confirmed employees can apply for IJP’s. Those employees whose

probation period has been extended cannot apply for an IJP until they are

confirmed.

3.3.1.6. Any person under an active CAP shall not be eligible for an IJP. Recorded Verbal


3.3.1.7. Any person who has moved through an IJP, can apply for another IJP only after

serving 6 months in case of next lateral IJP and 12 months in case of a Vertical

IJP.

Type of

IJP

Eligibility Tenure

Designation

Change

Compensation

Fitment

Evaluation

Time Frame

Compensation Fitment

Slabs

Lateral Minimum of 12 months

with Aegis. No

As Per Appraisal

Cycle.

As per the Min Salary Slab

of the Function (90K)

Vertical

Minimum of 12 months

with Aegis.

Yes, with

immediate effect.

Post 3 Months in

the New Role.

5 % increment on current

CTC OR min salary of new

grade, whichever is higher.


- 31 -

3.3.1.8. In case a person applies simultaneously for multiple lateral IJP’s, as soon as the

person is selected in any of these, he/ she will automatically not be eligible for the

other lateral IJP’s that he/ she applied for.

3.3.1.9. HR in consultation with the functional head can put in additional qualifiers, for an

IJP over and above those mentioned in this policy depending on skill

requirements for a position.

3.3.1.10. All fresh appointments will be as per the Quality Growth Path.

3.3.2. COMPENSATION & FITMENT 3.3.2.1. Selected candidates assuming the assigned role shall be fitted in the appropriate

grade with applicable compensation and benefits as per the table below.

Type of IJP Eligibility

Tenure

Designation

Change

Compensation

Fitment Evaluation

Time Frame

Compensation Fitment

Slabs

Lateral

Minimum of 6

months with

Aegis.

No As Per Appraisal

Cycle.


of the Function (84K) or

Current Salary whichever

is higher

Vertical

Minimum of 9

months with

Aegis.

Yes, with

immediate effect.

Yes, with immediate

effect.


of the Function (84K).


- 32 -

Policy Name: Employee Referral

Policy #: 010



1. OBJECTIVE: This policy aims to encourage employees to refer their friends and relatives to work for our

organisation.

2. COVERAGE:

• All employees may refer candidates.

• Employees of the HR department and Managers and above shall not be eligible for referral

rewards.


• An employee shall be entitled for a referral amount for all candidates referred by him / her and

hired by the company.

• 50% of the above referral amount will be paid in the month the candidate joins. The balance will

be paid to the employee on completion of 3 months of service by the candidate.

• At the time of payment both the employee and the candidate referred should be a part of the

company and not on notice period.

• Any employee referring a candidate shall not be involved in the interview process for the

candidate.


- 33 -

Policy Name: Re-employment

Policy #: 011



1. OBJECTIVE: The policy aims to encourage re-employment of ex-employees and define the guidelines for the

same, keeping in mind the interest of the Company, the ex-employee and the existing employees.

2. COVERAGE: All ex-employees of Aegis BPO or any of the legacy companies.


3.1. Eligibility:

• There should be a written recommendation of his past immediate supervisor or a note on his

Exit Interview indicating his performance levels. Exit Interview Form to specifically record

whether supervisor wants to take person back in his team in future, should the requirement

come in.

• The person should have gone through exit process amicably with proper notice period served

and settlements of all dues.

• There should not be any incident of indiscipline or negative remark against the person during

his previous stint with the company.

• Above all, the management shall reserve the right to not hire an ex-employee without

assigning any reason. Mere meeting the eligibility conditions, will not grant anyone right to be

considered under these guidelines.

3.2. Compensation And Level Fitment:

• The new salary and level offered will be decided by the site HR as per the stipulated

guidelines.

• The candidate will be hired as regular employee of the company subject to clearance of

interview/ any other selection rounds applicable at the time of re-employment. The decision of

waiving-off any screening round will stay with company.

• The Re-employment will be considered a fresh employment and no benefit will be passed on

providing any ‘continuity of service’.


- 34 -

• All other terms and conditions of employment will remain the same as other people in the

category.

3.3. Referring An Ex-Employee:

• An ex-employee can be referred for employment. However, the candidate hired under this

policy will not be considered as referrals. Hence, no amount will be paid for referring ex-

employees.


- 35 -


Flowchart:

Yes

No

Yes

Job Application received of an Ex-employee

Exit Interview Info Validated by HR. Is the feedback negative?

Can not be Re- hired

Full & Final Status of the employee to be looked upon for any recovery due so that previous dues can be cleared.

Once all the pending dues are cleared, the ex-employee would have to go through the interview process as a fresh applicant.

Can re-apply again after 1 Month If Selected?

Compensation Change

Agents: Less than 3 Months-No Change; 3 Months & above- Approval of Site HR Head

Supervisors: Less than 6 Months- No Change; 6 Months & Above –Approval of HR head.

STOP

Agents: Less than 9 Months-No Change; 9 Months & above- Approval of Site HR Head

Level Change

Supervisors: Less than 12 Months- No Change; 12 Months & above– of Site HR head.

Responsibility: Recruitment Team

Responsibility: HR Ops

Responsibility: Recruitment

START


- 36 -

BROAD GUIDELINES:

1. Any Ex-employee is eligible to apply for re-employment with the company. 2. The candidate will be hired as regular employee of the company subject to clearance of

interview/ any other selection rounds applicable at the time of re-employment.

3. HR department would check and validate the written recommendation of the candidate past immediate supervisor or a note on his Exit Interview indicating the same. Exit Interview Form to specifically record whether supervisor wants to take person back in his team in future, should the requirement come in.

4. The Re-employment will be considered a fresh employment and no benefit will be passed on

providing any ‘continuity of service’. 5. All other terms and conditions of employment will remain the same as other people in the

category.

6. The new salary and level offered will be decided by the site HR as per the guidelines given

below:

Category & Tenure Level Change

Agents < 9 months No Change

Agents > 9 months Approval Based

Supervisor <12 months No Change

Supervisor >12 months Approval Based

Category & Tenure Compensation Change

Agents < 3 months No Change

Agents > 3 months Approval Based

Supervisor < 6 months No Change

Supervisor > 6 months Approval Based

7. All other terms and conditions of employment will remain the same as other people in the

category.


- 37 -

Policy Name: Corrective Action Plan

Policy #: 012



1. OBJECTIVE: The aim of the Corrective Action Plan (CAP) is to outline a collaborative approach (rather than a

punitive measure) to address issues related to performance or code of conduct. This involves

feedback and steps required to meet the desired standards.


3. SALIENT FEATURES :

3.1. Reasons For Cap :

• Corrective Action Plan (CAP) will be put in place in case an employee is not able to meet

desired performance standards or display’s any behavior that is considered improper/

undesirable.

Performance standards refers to the responsibility of every employee to meet, and of

every supervisor to ensure compliance on all norms and meeting all operations

standards. Not meeting the performance standards would lead to a Corrective Action

Plan.

Improper/ Undesirable behavior refers to the standards not met on ethics, integrity,

and behavior as established by the Code of Conduct, as well as the Sexual

harassment policy in place.

3.2. Guidelines :

• Discipline should be seen as a corrective measure and thus, before issuing any warning, it is

advisable to hold an initial discussion with the employee to ascertain the reasons, problems

and possible causes for the shortcomings in standards of behaviour. If, however, warnings

are required, the results should be closely monitored.

• Terminations can lower the morale in the organization and also reduce skill & experience

levels. Hence termination of employment of any employee will only be carried out after all

other options have been exhausted. All terminations will be carried out in accordance with the

terms set out in the employment contract.


- 38 -

• Any employee under an active CAP will not be eligible to apply for an internal job posting or

recommended for promotion.

3.3. Process :

• The CAP is a step wise collaborative approach to improve performance or behavior. These

steps involve the following key principles

Identifying and communicating the issue

Outlining the action plan

Putting a time based review and follow up mechanism

• HR Role: For any CAP to be issued, the basic principle of fairness and a third party

facilitation is key. HR plays a facilitative role in the entire CAP process. Any Reporting

Manager before issuing a CAP would need to have a preliminary discussion with the HR

representative and jointly decide the course of action. The Reporting Manager needs to

ensure that HR is involved throughout the various stages of the CAP process.

• Stages: The CAP will typically have the following stages which are outlined below. In normal

course all these stages would be followed starting from Recorded Verbal Warning and

escalating to the next stage, if improvement is not shown. However, in certain cases one may

skip any of the preliminary stages and move to the next ones, depending on the severity of

the case.

STAGES ACTION AUTHORITY APPLICABILITY

PERIOD

STAGE 1 Recorded Verbal

Warning

Supervisor/ immediate superior in consultation

with HR 1 month

STAGE 2 First Written

Warning

Department Manager in consultation with HR

Manager 2 months

STAGE 3 Final Written

Warning

Department Manager in consultation with HR

Manager 3 months

STAGE 4 Dismissal President/ CEO/ Head Human Resource Immediate

Dismissal

Each stage has a prescribed format which will be administered during the issuance of the CAP.

All discussions during the above stages of CAP have to be signed and documented in the

employee personal file.


- 39 -

3.4. Stages Defined :

• Recorded Verbal Warning

A verbal warning can be given for a first instance of undesirable behavior exhibited or a

performance defect. The verbal warning shall be recorded in the “Verbal Warning Record” form.

• Written Warning

When a verbal warning is considered inadequate because of the more serious nature of an

offence, or where there is a repetition of undesirable behavior in spite of a verbal warning, a

written warning may be issued. It shall also be issued in case an employee is repeatedly making

performance defects. The “Written Warning” form shall be used to issue this warning.

• Final Written Warning

This third and final warning shall be given for a repetition of the same or a similar offence during

the period that a previous warning is in effect or for improper behavior of a serious nature that

however does not warrant a summary or immediate dismissal. It can also be given to an

employee who makes repeated and/ or major performance defects. In operations an agent may

be off calls and put under re-training. The “Final Written Warning” form shall be used to issue this

warning.

In all the above three stages, a review date would be fixed which shall not exceed a fortnight.

• Dismissal

Dismissal would only be considered when:

Violation of integrity

Other forms of disciplinary action have failed

An employee on a final warning commits a serious offence

The offence committed forms a serious breach of contractual obligations


- 40 -

Policy Name: Separation

Policy #: 013



1. OBJECTIVE: All employees of the company are guarded by the separation and termination polices as laid by the

company and the company seeks the compliance of the same from all the employees.

Full & Final settlement is compulsory for any employee who exits from the company irrespective of

the employee resigning or absconding.



3.1. Resignation Resignation should be submitted to the supervisor in writing. This becomes the effective date of

resignation and for calculation of notice period. Any employee’s resignation should be forwarded

to HR within 24 hours of the resignation being submitted by the Supervisor.

3.2. Notice Period The notice period for employees stands as under:

3.2.1. For Executives/ Sr. Executives – Operations :

• 1st Two Months in the Company – No Notice Period.

• 3rd to 6th Month in the Company - 7 days.

• After Confirmation i.e. 7th Month onwards – 30 days.

3.2.2. All other employees - One Month.

3.2.3. If an employee wishes to resign, giving less than the notice period, the employee must

pay the company an amount equal to his gross salary pertaining to the notice period, on

pro-rate basis. However, the Management reserves the right to accept or reject such

requests to adjust salary against notice period. Management may require the

separating employee to actually work during the notice period.

3.2.4. The company has the right to relieve an employee with immediate effect on resignation

from the services.


- 41 -

3.3. Settlement 3.3.1. Entitlements

• The proceeds of the Employee’s contribution & the Company’s contribution to the

Provident Fund with interest as per existing rules of the PF Scheme.

• Gratuity as per the Employee’s entitlement, under the Gratuity Scheme.

• Encashment of unutilized leave, unclaimed Domiciliary Medical entitlements, and any

other unclaimed benefit of the Company, which have accrued to the Employee.

3.3.2. Dues

• The Separating Employee shall also, prior to final settlement, handover any

returnable company assets, company documents, policy manuals, Identity Card etc.

• On resignation, the employee must make arrangements to settle all dues prior to his

departure. Final settlement will not take place unless this is done.

3.4. Relieving Process:

• Employee will have to get clearance from respective functions on the clearance form and

submit it to HR.

• The employee has to fill up the exit interview form with the requisite details.

• Human Resources will conduct the exit interview with employee who wishes to resign

from the services of the company.

• Subject to a positive clearance of all dues to the organization. HR will hand over a

relieving letter to the employee.

3.5. Abandonment Of Services

• If an employee remains absent for 3 consecutive days (without any information/

approval), a notice against such absence is issued by HR seeking explanation for such

unauthorized absence and the employee will have to report to work immediately. Such

unauthorized absence will be treated as Loss of Pay and no salary will be paid for the

days of absence.

• If an employee is absent from work without authorization or reasonable explanation, for

more than seven consecutive days, it will be presumed that the employee is no longer

interested in working for the Company and has abandoned its services. In this case, an

employee is not entitled to any statutory compensation.


- 42 -

3.6. Termination: The company will have the right to terminate the employment without notice or

payment of salary in lieu thereof if:

• The employee commits any breach of his/ her duties and responsibilities under the

contract of service.

• The employee found guilty of any gross default or misconduct, which contravenes the

expressed or implied terms and conditions of employment.

• If the employee fails to comply with the Non Disclosure policies of the company.

3.7. Retirement

• An employee will retire from the services of the Company on the day he/ she completes

58 years of age.

• A retiring employee must settle all amounts due to the Company prior to his/ her final

settlement.


- 43 -

Policy Name: Sexual Harassment Prevention

Policy #: 014



1. OBJECTIVE: This policy aims to provide the definition, framework or modus operandi for addressing all allegations

of sexual harassment made by any employee. Aegis is committed to provide an environment which

provides equal opportunities at employment devoid of gender-based discrimination/ coercion,

intimidation or exploitation in any shape or form.

2. COVERAGE: All Employees and outsourced personnel working in the company premises.

3. SALIENT FEATURES: 3.1. Reasons

• The organization endeavors to ensure a safe, secure and congenial work environment where

employees will deliver their best without any inhibition, threat or fear, it is important to evolve

a sexual harassment policy. The approach adopted by organization is to prevent sexual

harassment, by enforcing strong disciplinary action.

• As sexual harassment is an affront to the dignity of the individual and a hindrance to

productivity, it constitutes an obstacle to an efficient labor market in which men and women

work together, we have set guidelines and procedures to be followed at such instances

occurring at the place of work.

3.2. Definition And Examples Of Sexual Harassment Sexual harassment includes, but will not be confined to the following:

• Creation of a hostile work environment through unwelcome sexual advances such as

Physical contact or molestation

Stalking

Requests for sexual favours, verbal or physical conduct of a sexual nature, either

explicitly or implicitly, in return for a term or condition of instruction, employment,

participation or evaluation of a person’s engagement in any Company activity

Sexually coloured remarks or jokes, letters, phone calls or e-mails, gestures, showing of

pornography or other visual displays of degrading sexual images, lurid stares

Sounds of derogatory nature


- 44 -

• Sexual harassment by one in position of power or influence constituting quid pro quo when

submission by an individual is made either in explicit or implicit terms or condition of

employment or submission to or rejection of such conduct is used as the basis for

employment decisions affecting that employee such as promotion and pay rise.

• The definition of sexual harassment will also apply to any member of a third party or outsider

in relation to an employee of the Company or vice versa on the premises of Company.

• Any of the acts mentioned above, committed in circumstances wherein the victim of such

conduct has a reasonable apprehension that in relation to the victim’s employment or work,

such conduct can be humiliating or may constitute a health and safety problem, the same will

tantamount to sexual harassment.

3.3. Obligations Of The Company The Company shall be responsible, among others, for the following:

• Prohibit, prevent and deter commission of acts of sexual harassment.

• Implement the Policy in strict alignment, thus creating a favourable environment.

• Spread awareness of the Policy amongst its employees by providing easy access to the

policy through publication, notification and circulation of the same.

• Sensitizing employees about sexual harassment issues.

• Provide fair and impartial procedures for resolution, settlement or prosecution of acts of

sexual harassment by taking all necessary steps.

• Implementation of recommendations of the Complaints Committee(as defined hereinafter)

• It will be the responsibility of the Human Resource function to get an understanding of the

issues raised and counsel the Complaint as well as the accused and make them aware of all

implications of filling/ not filling a complaint formally.

• In a scenario, wherein the Company/ Complaint’s committee becomes aware of commission

of an act(s) of sexual harassment, the Company shall have the right to initiate suo moto

action, even in the absence of a formal complaint being submitted by any employee.

3.4. Complaints Committee for Sexual Harassment Prevention A Complaints Committee will be set up by the Company, which will address all cases/ complaints

of alleged sexual harassment submitted by the employee(s) to the Company, to prevent and deal

with sexual harassment within the outlined framework. However this Committee would be formed

only in case the need arises, after the HR function has talked to both the parties involved

(Complainant and Accused) and ensured that the implications of filling a complaint (or not doing

so) has been discussed in detail with them.


- 45 -

• Composition : The complaints Committee will consist of the following:

Two-three representatives from other functions.(not including function of the Complainant

and accused)

One member from a third party such as NGO/ outside counsel or a person or body

conversant with dealing with the issue of sexual harassment.

• It is mandatory that at-least half the members of the Complaints Committee are women and

the Complaints Committee is led by a Women member. In case of separation/ death of any of

the Complaints Committee member, the designate personnel will cease to be a member of

the committee and an alternate member will be appointed for the position thus created.

• Disqualifications: A person shall be disqualified for being appointed, elected, nominated or

designated, or for continuing as a member of the Complaints Committee, if there is any

complaint concerning sexual harassment pending against him/she is found guilty of sexual

harassment.

• Confidentiality: It is the obligation of the Complaints Committee that all complaints of sexual

harassment are treated and processed with utmost confidentiality, in alignment with the

process outlined for required investigation and implementing corrective actions.

3.5. Submission Of A Complaint Any employee will have a right to lodge a complaint concerning sexual harassment against an

employee or a third party interacting with the Company (henceforth referred to as “Complaint”)

with the Complaints Committee, as outlined below:

• An employee making a Complaint (henceforth referred to as “Complainant”) will be provided

full confidentiality.

• No person against whom a Complaint is made shall be part of the Complaints Committee.

• Within three working days of the receipt of the Complaint, the Complaints Committee will

convene a meeting of which advance written intimation will be given to the Complainant.

• The complainant will be entitled to remain present personally during the meeting.

During the first meeting of the Complaints Committee, the Complainant shall be heard and the

Complaints Committee shall decide whether the Complaint requires to be proceeded with. The

Complaint will be dropped only if the complainant does not disclose an offence of sexual

harassment.

In case the Complaints Committee decides to proceed with the Complaint, the Complainant’s

concerns with respect to the issue shall be taken into account and if the Complainant so wishes

the accused (henceforth referred to as “Accused”) will be called to a meeting of the Complaints

Committee, be heard and if necessary, warned about his/her behaviour and the matter conducted

with a recording to that effect made by the Complaints committee. However, if the complainant


- 46 -

wishes to proceed with the complaint beyond a mere warning to the Accused, the same will be

proceeded with in the manner prescribed in this policy under the ‘proceedings’ section.

3.6. Proceedings Of The Complaints Committee The following is the redressal process which will be adopted by the Complaints committee to

address any complaints lodged by an employee:

• The complaints Committee will prepare the statement of allegation and will share the same

with the Accused.

• If the Accused desires to tender any written explanation to the statement of allegation, he/she

shall submit the same to the Complaints Committee.

• The Complaints Committee will give ample opportunity to the Complainant and the Accused,

for putting forward and defending their respective case by presenting witnesses and

evidence, which may establish their claims.

• The Complainant and the Accused will have the right to submit supporting evidence.

• The complaints Committee will complete the enquiry/ investigation and prepare a report of its

findings on the charges against the Accused and its decision to the Managing Director and

any other such persons as nominated by him(henceforth referred to as the “Management”)

within a period of sixty days from the date of filing of the Complaint by the Complainant. The

report of the Complaints Committee will also include recommendations to the Management

for imposition of penalty along with reasons for such recommendations, as applicable.

3.7. Implementation Of Recommendations Of The Complaints Committee

• The Management will consider the recommendations and findings of the Complaints

Committee and will be required to arrive at a decision with respect to the proposed corrective

action against the accused with ten days of the submission of the report by the Complaints

Committee.

• The Management has the right to issue such order and/ or directions as it deems fit. The

Management shall also endorse a copy of its order to the Complainant, Accused and to the

Complaints Committee.


- 47 -

3.8. Punishment For Sexual Harassment The Management can impose the following penalties, which are indicative and not exhaustive on

an employee who is found guilty of sexual harassment. These can be further classified as minor

and major penalties, as follow:

• Minor Penalties

Written Warning

• Major Penalties

Withholding of performance based pay awards and bonus

Withholding of promotion

Termination of service

Further the employee will also be required to give a written apology to the Accused and upon

his/her failure to do so, the penalty can be enhanced.

3.9. Protection Against Victimisation The following will be obligations of the Company, during the processing/ investigation of the

Compliant:

• In the event the Accused is the Complainant’s Reporting Manager/ senior, the Company will

review the possibility of relocating the employee within the Company and ensure that the

Complainant is not being evaluated by the Accused.

• Ensure that any sort of retaliation against the Complainant or witnesses is strictly prohibited.

Any act of reprisal, including internal interference, coercion and restraint, by the Accused,

whether directly or indirectly, will result in appropriate action against the Accused by the

Complaints committee in consultation with the Management.

• In case the Accused is a third party interacting with the company, such accused shall not be

allowed to enter the company premises except for the purpose of attending any meeting/

interaction as and when required by the Complaints Committee

Post Conclusion of the Investigations of the Complaint, the Company will observe the following:

• If the Accused is found to be guilty, the Accused shall not write the evaluation/ reports of the

Complainant, if she is otherwise authorized to do so.

• In case the Accused is a third party interacting with the company, and found to be guilty, the

Accused shall not be allowed to enter the Company premises.


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In the event, the Complaints Committee after investigation of a Complaint in accordance with the

procedure prescribed herein, concludes that the Complaint was false and made with mala fide

intention by the Complainant, then the Complaints Committee shall take such appropriate

measures, in consultation with the Management, against the complaint, as it may deem

necessary.

3.10. Criminal Proceedings In case the act under sexual harassment amounts to a specific offence under the Indian Penal

code, 1860 or under any other applicable law, the Management shall initiate appropriate action, in

accordance with law, by making a complaint with the appropriate authority.

3.11. Modification And Review Of The Policy The Company reserves the right to modify and, or, review the provisions of this Policy, so as to

comply with applicable legal requirements, internal policies, or with a view to align/ after the

provisions of the policy to the extent deemed necessary by company from time to time.


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Policy Name: Whistle Blower

Policy #: 015



1. OBJECTIVE: To provide an avenue to address concerns, in line with the commitment of the company to the

highest possible standards of ethical, moral and legal business conduct and its commitment to open

communication.

Timely redressal of grievances and disclosures to build and strengthen a culture of transparency and

trust in the organization.

2. COVERAGE: All Employees and outsourced personnel working in the company premises.


3.1. Disclosure / Grievance Serious concerns that can impact organizational values (Having adverse impact from Company’s

perspective)

• Integrity violation

• Financial irregularities

• Unethical acts/ issues

• Serious Process malfunctioning

• Harassment or Victimisation

3.2. Escalation Procedure 3.2.1. LEVEL 1: OMBUDSPERSON

The Ombudsperson is a confidential resource for all employees of the company. His role is

that of a neutral that advocates not for a specific individual, but for equity, fair processes, and

compliance with the company’s policy and procedure. She/ he would be authorised by the

Management of the company for the purpose of receiving all complaints under this policy and

ensuring appropriate action. Each Location would have an Ombudsperson forum.

• .Authority of the Ombudsperson In exercising his/ her duties, the Ombudsperson will be independent of any official,

department, office, bureau, or other organizational entity.


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The ombudsperson shall have the right, on any matter pertaining to the exercise of

his or her duties, to direct access to any staff member or contractual employee and to

the senior Management. All staff members, contractual employees, and vendor

personnel are expected to cooperate with the Ombudsperson and to make available

all information pertinent to matters he or she is reviewing.

The Ombudsperson shall have access to all records relevant to the exercise of his or

her duties. In the event of a dispute regarding access to records, the matter will be

referred to the Site Head.

3.2.2. LEVEL 2 : REDRESSAL FORUM

The aegis redressal forum is an independent, impartial resource to assist employees of the

company and resolve various issues by assuming one or more roles as active listener,

facilitator, or mediator. Aegis would have a centralized Redressal Forum.

• Standards of practice include:

• Conduct the enquiry in a fair, and unbiased manner

• Ensure complete fact-finding

• Maintain strict Confidentiality

• Decide on the outcome of the investigation, whether an improper practice has been

committed and if so by whom.

• Recommend an appropriate course of action-suggested disciplinary action, including

dismissal (if required), and preventive measures.

• Minute committee deliberations and document the final report

3.3. CONFIDENTIALITY

• The Ombudsperson will keep all dealings with persons who seek his or her services

strictly confidential, except to the extent that the person seeking assistance consents to

disclosure for the purpose of the performance of the duties specified. However, the

Ombudsperson may, at his or her sole discretion, break confidentiality if the physical

safety of any person is threatened.

• All information and records compiled by the Ombudsperson shall be for the use of the

Ombudsperson and for no other purpose than the functions of the office of the

Ombudsperson. Any reports of the Ombudsperson shall be prepared in a manner that will

preserve the right to confidentiality of the persons who have brought matters to the

attention of, or provided information to, the Ombudsperson. Details of specific cases may

be disclosed only with the concurrence of such persons.


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Policy Name: Hospitalization Policy

Policy #: 016



1. OBJECTIVE: The purpose of this policy is to provide adequate expense coverage during medical exigencies.

2. COVERAGE: All confirmed employees in Band 4, 3, 2 & 1

Self + 3 Dependents (Spouse, 2 Children & 1 Parent) as specified by the Employee


3.1. Medical Scheme shall apply to the confirmed employee, his spouse and 3 dependents that

the employee wishes to nominate. The dependents should include 2 children and one

parent. The employee must inform the company of the names and age of the nominated

dependents. Once nominated changes cannot be made for a period of 3 years, exceptions

being permitted in circumstances like death of a nominee or the birth of a child.

3.2. Family means a) employee's spouse, b) dependent children who are not married and not

employed c) dependent parent living with the employee. In case of spouse who is employed,

eligibility under this scheme will be reduced to the extent he or she is entitled to from his/her

employer. The employee will have to submit the terms of contract by which his/her spouse is

governed in his / her organization for the time being.

Entitlement Designations Band Type of Entitlement per year per employee. (Room Boarding & Nursing)

Maximum permitted per day inclusive of Room, Boarding.

Lead/Team Lead/AM Band 4 Rs. 50,000/- Rs. 700/-

Manager/Sr.Manager Band 3 Rs. 70,000/- Rs. 1200/-

AVP/VP Level 2/VP

Level 1 Band 2 Rs 90.000/- Rs 2000/-

Sr. VP Rs 90.000/- Rs 2000/-

EVP/CXO Band 1

As per the corporate Essar Policy


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3.3. Normally, under the “hospitalization expenses reimbursement scheme”, expenses on

hospitalization for minimum period of 24 hours are admissible. However, this time limit is not

applicable for treatments i.e. Dialysis, Chemotherapy, Radiotherapy, Eye Surgery, Dental

Surgery, Lithotripsy (kidney stone removal), Tonsillectomy and D & C taken in the Hospital

and discharged on the same day. The expenses incurred will be considered for

reimbursement under hospitalization expenses reimbursement scheme.

3.4. Hospitalization Expenses' include cost of investigations like X-Ray, sonography, pathological

tests, etc., carried out one week before hospitalization, and cost of medicine, if

recommended by the same Hospital, incurred during one week after discharge. However,

this does not include Comprehensive/ Regular Medical Check-up.

3.5. Maternity Benefit: In the case of married women employees category, the following

arrangements will apply:

• The medical benefits under this scheme will apply only if the husband of the employee is not

already eligible for benefits from his own employer. If the facility permitted by his employer is

less than what would be applicable under this scheme, then the Company would pay the

difference up to the maximum permitted. Any change in the benefits available to the husband

from his employer must be notified immediately to the Company.

• In the case of widowed employee, reimbursement of medical expenses for herself and to her

two dependent children up to the age of 18 will be considered. Should she remarry, whatever

is stated for married women will become applicable to her.

• Maternity Benefit would be applicable only to married women employees who are on the

permanent rolls of the company as on date of delivery or miscarriage. In such cases, the

delivery charges + post delivery confinement would be included for the purpose of

reimbursement.

3.6. Dependent parent of employee, who is the only child, will be eligible for the entire amount on

actuals, or as per the entitlement whichever is lower. Whereas, dependent parent of

employee, who has a brother/sister will be eligible for 50% of the amount at actuals or as per

the entitlement whichever is lower. Where brother / sister also employed in Essar, one can

claim for dependent parent.

3.7. In case the employee or his family has to undergo treatment at locations other than his/her

location of posting, the employee will have to obtain prior permission from the respective

Unit HR Head.


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3.8. Exclusion under the scheme will be in respect of the following:

• Circumcision unless necessary for treatment of a disease or necessitated due to accident or

as a part of any illness.

• Cost of cosmetic contact lenses and frames.

• Convalescence, general debility, run-down condition or rest cure, congenital external

disease, intentional self-injury and use of intoxication drugs.

• Expenses incurred in respect of cosmetic/plastic surgery/beautification.

• Expenses relating to maternity, from third confinement onwards.

• Expenses relating to hiring of ambulance, taxi etc. telephone call charges, hiring of nurses

(except in case of critical condition of the patient) and any other expenses not directly related

to medical/ hospitalization expenses.

3.9. The claim in prescribed claim form (Annexure VIII) should be submitted to the centre HR

along with supporting namely:

• Discharge card from hospital.

• Certificate issued by the Doctor stating Date of Admission, Discharge, name of the disease.

• Detailed bills/receipts duly signed and sealed by hospital authorities/doctors.

• Prescription along with bills for medicine purchased from outside.

• Prescriptions along with bills/reports for investigation done outside.

4. This is a year-to-year benefit and the amount not utilised cannot be carried forward to the next

year. (March 31st till April 1st)

5. Hospitalization expenses reimbursement is payable through payroll.


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Policy Name: Accident Indemnity Policy

Policy #: 017

Effective Date: 1 December 07


1. OBJECTIVE: This purpose of this policy is to provide indemnity to employees against the risk of any accidental

death & injury.

2. COVERAGE: All employees on the payroll of the company during 24 hours of the day, while on duty or otherwise.


Designation Band Indemnity Amount Exec/ Sr. Exec/ Specialist Band 5 5 Lac

Lead/Team Lead/AM Band 4 5 Lac

Manager/Sr.Manager Band 3 10 Lac

AVP/VP Level 2/VP Level 1 Band 2 AVP: 10 Lac

VP Level 2/VP Level 1: 20 Lac

Sr. VP/EVP/CXO Band 1

Sr. VP: 20 Lac

EVP/CXO: As per the Corporate Essar

Policy.

3.1. Only accidental injury or death is covered, either while on duty or otherwise. No Medical or

Hospitalization expenses incurred thereof are covered in this scheme.

3.2. The benefits under the policy include

• Accidental Death

• Dismemberment

• Permanent Partial Disablement

• Permanent Total Disablement.


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3.3. The compensation payable is :

• Accidental Death – 100% of the Indemnity Limit.

• Accidental Dismemberment / Permanent Partial Disablement / Permanent Total

Disablement – percentage (as sanctioned by the attending Doctor) of the Indemnity Limit

payable.

3.4. Additional Riders Benefits -

• Education Allowance - in case of accidental death of the insured’s employee an amount

equivalent to 10% of the Indemnity Limit subject to maximum off Rs.25,000/ per year for 4

years will be payable to the child’s education benefit, &, ceases when the child attains 23

years of age.

• Repatriation of Remains – Rs.5000/= (cost for bringing the remains back to city of

residence, in case of accidental death outside the place of residence. This also includes

cost for cremation, embalming, coffins & repatriation)

3.5. The maximum time limit for intimating claims to Insurers is as under:

• Fatal Accident claim – 48 hours, and,

• Any other accident claims – 7 days.


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Policy Name: Local Conveyance

Policy #: 018



1. OBJECTIVE: The purpose is to lay down guidelines for employees to claim expenses incurred on local intra city

travel undertaken on account of official outdoor duties.

2. COVERAGE: All employees.


Designation Bands Entitlement

Exec/ Sr. Exec/ Specialist Band 5 2 wheeler @ Rs 3 pkm

Lead/Team Lead/AM Band 4 2 wheeler @ Rs 3 pkm

4 wheeler@ Rs 6 pkm

Manager/Sr.Manager Band 3 4 wheeler@ Rs 6 pkm

AVP/VP Level 2/VP Level 1 Band 2 4 wheeler@ Rs 6 pkm

Sr. VP/EVP/CXO Band 1 Sr VP: 4 wheeler@ Rs 6 pkm

EVP/CXO:As per corporate Essar policy

3.1. All cases, where the car has to be hired have to be booked through the local administration

department.

3.2. All claims should be authorized by the Department head. It shall be the responsibility of the

associate and the immediate superior to verify the correctness of the claims. Claims for

reimbursement must be made through Business/Conveyance expenses form (Annexure IX &

X).

3.3. Under this policy, no claim should be made for travel from home to office and back.


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Policy Name: Mobile Bill Reimbursement

Policy #: 019


Revision Date: 1 December 07

1. OBJECTIVE: The purpose is to lay down guidelines for employees to claim expenses incurred on official calls

made from personal cell phone.

2. COVERAGE: All employees in Band 3 & above carrying a Vodafone connection only. 3. SALIENT FEATURES:

Designation Band Entitlement

Manager/Sr.Manager Band 3 Rs. 1500/-

AVP/VP Level 2/VP Level 1 Band 2 Rs. 2500/-

Sr. VP/EVP/CXO Band 1 Rs. 4000/-

3.1. Eligible employees will be reimbursed expenses incurred on mobile phone call charges

subject to the maximum limit as specified above (including rentals, subscription charges and

airtime charges etc.).

3.2. All claims should be authorized by the Department head. It shall be the responsibility of the

associate and the immediate superior to verify the correctness of the claims. Claims for

reimbursement must be made through Mobile Bill Reimbursement form (Annexure XI).

3.3. In case of employees who are not eligible (by virtue of policy), require a cell phone, will have

to seek approval from their respective department/functional heads/HR.

3.4. Finance department will settle the cell phone reimbursements on monthly basis. If the

employee does not claim it on monthly basis, the unclaimed amount will not be rolled over

beyond a quarter.


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Policy Name: Domestic Travel

Policy #: 020


Revision Date: 1 August 08

1. OBJECTIVE: The purpose is to lay down guidelines for employees to claim expenses incurred on Domestic inter

city travel undertaken on account of official duties.

2. COVERAGE: All employees on the payroll of the Company.


3.1. Classification of Cities:

Class Cities

A+ Delhi (NCR), Mumbai, Bangalore

A Kolkata, Hyderabad, Chennai, Ahmedabad & Pune

B All States & Union Territories Capitals other than those in Class “A+” and “A”.

C Other Cities/Towns not covered under “A+”, ”A” & “B”

3.2. Mode Of Travel & Travel Entitlements:

Designation Bands Entitlement Exec/ Sr. Exec/

Specialist Band 5

< 8 Hours: AC Chair Car

>8 Hours: 2nd AC Sleeper.

Lead/Team Lead/AM Band 4

<8 Hours : AC Chair Car

>8 Hours: 2nd AC Sleeper.

>12 Hours: Economy Air

Manager/Sr.Manager Band 3 Economy Air

AVP/VP Level 2/VP

Level 1 Band 2 Economy Air

Sr. VP/EVP/CXO Band 1 SVP – Economy Air

EVP and CXO - Business Air


- 59 -

3.3. Boarding And Lodging: (Boarding includes Food/Laundry Tips & Intra City Travel)

Lodging City Category wise in Rupee.

Boarding City Category wise in Rupee Designation Band

A+ A B C A+ A B C

Own Arrangement in Rupee

Exec/ Sr. Exec/ Specialist Band 5 2000 1500 1000 1000 500 500 500 300 750

Lead/Team Lead/AM Band 4 3000 2000 1500 1000 500 500 500 300 1000

Manager/Sr.Manager Band 3 5000 3000 2500 2000 1000 1000 700 500 1500

AVP/VP Level 2/VP Level 1 Band 2 8000 5000 4500 4000 1500 1500 1200 1000 2500

Sr VP 8000 5000 4500 4000 1500 1500 1200 1000 2500

EVP/CXO Band 1


*The amounts mentioned above are per day allowances.

3.4. All Travel/ Accommodation bookings shall be routed through the administration department

and done through “Futura Travels “post the approval of the head of the department.

3.5. Employees to be booked in to company guest house where ever present & boarding in this

case would be on actuals up to the limit specified.

3.6. Employees traveling are required to settle travel expenses directly and claim reimbursement

from the company within 3 days of post travel by submitting a travel claim form (Annexure

XII & XIII). Bills or receipts must support the reimbursement claimed.


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Policy Name: Foreign Travel

Policy #: 021

Effective Date: 1 December 07 Revision Date: 23 August 08

1. OBJECTIVE: The purpose is to lay down guidelines for all employees traveling overseas on account of official

duties.

2. COVERAGE: All employees on the payroll of the Company. 3. SALIENT FEATURES:

3.1. Classification of Countries:

Class Cities

A Cities in America, Europe, Australia, Japan, Korea, Iran, Indonesia, Kenya

& Middle East nations.

B All others not mentioned in A Category.

3.2. Mode Of Travel & Travel Entitlements:

Designation Bands Entitlement

Exec/ Sr. Exec/ Specialist Band 5 Economy

Lead/Team Lead/AM Band 4 Economy

Manager/Sr.Manager Band 3 Economy

AVP/VP Level 2/VP Level 1 Band 2

AVP & VP 2: Economy Air

VP 1: < 5hrs: Economy Air

VP 1: > 5hrs: Business Air


Sr VP < 4 hrs: Economy Air > 4 hrs: Business Air

EVP/CXO As per the corporate Essar Policy


- 61 -

3.3. Entitlements Daily allowance entitlement as applicable to different categories of employees in different

countries are listed below: Rate per day in US Dollar.

• Lodging :

Designation Bands Lodging A Category Countries

Lodging B Category Countries

Exec/ Sr. Exec/

Specialist

Band 5 < 15 Days: $ 125

>15 Days: $ 100

< 15 Days: $ 100

>15 Days: $ 80

Lead/Team Lead/AM Band 4 < 15 Days: $ 125

>15 Days: $ 100

< 15 Days: $ 100

>15 Days: $ 80

Manager/Sr.Manager Band 3 < 15 Days: $ 150

>15 Days: $ 125

< 15 Days: $ 125

>15 Days: $ 100

AVP/VP Level 2/VP

Level 1

Band 2 < 15 Days: $ 200

>15 Days: $ 150

< 15 Days: $ 150

>15 Days: $ 125

Sr. VP < 15 Days: $ 200

>15 Days: $ 150

< 15 Days: $ 150

>15 Days: $ 125

EVP/CXO

Band 1

As per corporate Essar Policy

• Boarding: (includes Food/Laundry Tips & Intra City Travel)

Designation Bands Boarding A Category Cities

Boarding B Category Cities

Exec/ Sr. Exec/

Specialist Band 5 $ 75 $ 50

Lead/Team Lead/AM Band 4 $ 75 $ 50

Manager/Sr.Manager Band 3 $ 75 $ 50

AVP/VP Level 2/VP

Level 1 Band 2 $ 100 $ 75

Sr. VP $ 100 $ 75

EVP/CXO Band 1

As per corporate Essar Policy

* Does not include Airport Transfers, Airport taxes, Business luncheon & Insurance

• Kit Allowance:

Kit allowance is paid to enable the employees to purchase essential travel items. It shall be paid

to all associates traveling abroad for the first time. An amount of Rs. 10,000/- shall be given as a

one-time reimbursement.


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3.4. Employees traveling have to make a requisition for foreign exchange advance and ticketing

on overseas travel request form (Annexure) to be approved by Business Head/ HR Head.

The approved copy of the same is to be forwarded to the Finance Department for

arrangement of the foreign exchange and another to the location administration department

for Visa/Ticket.

3.5. All booking shall be done through the administration department post the approval of the

head of the department.


from the company within 3 days of post travel by submitting a travel claim form (Annexure).

Bills or receipts must support the reimbursement claimed.

3.7. Employee should submit bills for all expenses incurred by them. For the Boarding Allowance,

settlement, as a general guideline, minimum of 60% of the Boarding allowance should be

accounted for along with the supporting attached. All hotel bills, Flight tickets etc must be

presented along with other expense reports.

3.8. The expenses account should clearly state the number of days for which the boarding

allowance is claimed and the rate at which it is claimed. The days of travel will be computed

from the scheduled time of departure from the airport to actual time of arrival at the airport at

home station on return. Every period of 24 hours will be counted as one full day. Any spill

over exceeding 12 hours will also be counted as a full day.

3.9. Till the submission of travel report and refund of balance of foreign exchange, if any, the

accounts department will hold the total amount paid to the individual and cost of the ticket as

a advance against the employee name.


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Policy Name: Transfer Assistance for Existing Employee

Policy #: 022



1. OBJECTIVE: The purpose is to lay down guidelines to existing employees who are being transferred to a location

where the company has a presence, by virtue of their transfer.

2. COVERAGE: All employees on the payroll of the Company.


3.1. Mode of Travel & Travel Entitlements : As per the Domestic Travel Policy.

3.2. Free Stay Entitlements : All employees are entitled up to 8 Calendar Days of free stay.

3.3. Boarding & Lodging : As per Domestic Travel policy.

3.4. Transfer Expenses :

• Transfer expenses include family relocation Assistance, transfer of vehicle, Movement of

House Articles.

• The transfer expenses have to be pre approved by the CXO based on quotation.

3.5. Joining Time : 5 working days as special paid leaves, which can be availed in 2 parts within 4 weeks from the

date of movement.


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Policy Name: Relocation Assistance for New Hires

Policy #: 023



1. OBJECTIVE: The purpose is to lay down guidelines for new employees who are being transferred to a location

where the company has a presence, by virtue of their appointment.

2. COVERAGE: All New employees hired on the payrolls of the company. 3. SALIENT FEATURES:

3.1. Mode of Travel & Travel Entitlements: As per the Domestic Travel Policy.

3.2. Free Stay Entitlements : All employees are entitled up to 8 Calendar Days of free stay (only for the employee).

3.3. Boarding & Lodging : As per Domestic Travel policy.

3.4. Relocation Expenses : 3.4.1. Eligibility

• Family Relocation assistance: Band 3 & Above

• Transfer of Household articles: Band 3 & Above

• Packaging/ Crating Charges/Loading/ Unloading: Band 3 & Above

• Vehicle Movement & Car Registration Charges: Band 2 & Above.

3.4.2. Approval

The Relocation expenses have to be pre approved by the CXO based on quotation.

3.5. Joining Time : Only for Band 3 & Above 5 working days as special paid leaves, which can be availed in 2 parts within 4 weeks from the

date of movement.


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Policy Name: Security deposit for access cards

Policy #: 024

Effective Date: 1 July 08

Revision Date:

1. OBJECTIVE: The purpose is to safeguard the company against expense incurred due to loss of access cards by

employees who abscond or fail to return the card at the time of exit

2. COVERAGE: Employees to whom access card(s) has/have been issued 3. SALIENT FEATURES:

3.1. A refundable deposit of INR 85 will be deducted with the first salary drawn by the employee 3.2. For all existing employees, as of the effective date of the policy, a one time deduction of

amount INR 85 will be made with the salary of month of July 2008. The administration and

HR teams will coordinate to arrive at the final list of employees and the amount to be

deducted, depending on the number of access cards provided to each employee

3.3. The access card is submitted back to the organization on the last working day of the

employee and a sign-off from Admin is taken for no-dues

3.4. The amount is credited as a part of the Full and Final settlement

3.5. If the employee absconds from services, the amount is credited to the Administration team

budget to procure a new access card from the vendor


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Policy Name: Foreign Travel For Long Duration

Policy #: 025

Effective Date: 31 July 08

Revision Date: 23 August 08

1. OBJECTIVE: The purpose is to lay down guidelines for all employees traveling overseas on account of official

duties.

2. COVERAGE: All employees on the payroll of the Company on official foreign travel for 30 & above days. 3. SALIENT FEATURES:

3.1. Classification of Countries:

Class Cities

A Cities in America & Europe, Australia, Japan, Korea, Iran, Indonesia, Kenya &

Middle East nations.

B All others not mentioned in A Category.

3.2. Mode Of Travel & Travel Entitlements: Designation Bands Entitlement

Exec/ Sr. Exec/ Specialist Band 5 Economy

Lead/Team Lead/AM Band 4 Economy

Manager/Sr. Manager Band 3 Economy

AVP/VP Level 2/VP Level 1 Band 2

AVP & VP 2: Economy Air

VP 1: < 5hrs: Economy Air

VP 1: > 5hrs: Business Air


Sr. VP < 4 hrs: Economy Air > 4 hrs: Business Air

EVP/CXO As per the corporate Essar Policy


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3.3. Boarding and Lodging: 3.3.1. The company will provide a list of hotels or guesthouses that employees can use for

boarding and lodging during this period of time.

3.3.2. Travel to and from the office to the place of stay will be provided by the place of stay.

3.4. Per day allowance for travel & food

Designation Bands Intra City

Travel A Category

Countries(USD)

Intra City Travel

B Category Countries(USD)

Food A Category

Countries(USD)

Food B Category

Countries(USD)

Exec/ Sr. Exec/ Specialist Band 5 10 7 30 25

Lead/Team Lead/AM Band 4 10 7 30 25

Manager/Sr. Manager Band 3 15 10 30 25

AVP/VP Level 2/VP Level 1 Band 2 15 10 40 30

Sr. VP 15 10 40 30

EVP/CXO Band 1


3.5. Kit Allowance:

Kit allowance is paid to enable the employees to purchase essential travel items. It shall be

paid to all associates traveling abroad for the first time. An amount of INR. 10,000/- shall be

given as a one-time reimbursement.

3.6. Employees traveling have to make a requisition for foreign exchange advance and ticketing

on overseas travel request form to be approved by Business Head/HR Head. The approved

copy of the same is to be forwarded to the Finance Department for arrangement of the

foreign exchange and another to the location administration department for Visa/Ticket.

3.7. Salary payouts will be made as per the compensation structure that was last communicated

to the employee. This payout will be made in INR from the location from which the employee

has been deployed.

3.8. All travel bookings shall be done through the administration department post the approval of

the head of the department.


- 68 -


from the company within 3 days of post travel by submitting a travel claim form (Annexure).

Bills or receipts must support the reimbursement claimed.

3.10. The days of travel will be computed from the scheduled time of departure from the airport to

actual time of arrival at the airport at home station on return. Every period of 24 hours will be

counted as one full day. Any spill over exceeding 12 hours will also be counted as a full day.

3.11. Till the submission of travel report and refund of balance of foreign exchange, if any, the

accounts department will hold the total amount paid to the individual and cost of the ticket as

an advance against the employee name.


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ANNEXURE – I Confirmation list

Employee Code

Employee Name

DesignationDate of Joining

Date of Confirmation

No. of months completed

ProcessSupervisor's

NameProcess Manager

30-Apr-07 27-Oct-07 16

Monthly Confirmation List


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ANNEXURE - II

CONFIRMATION MAIL FORMAT

Hi, Enclosed is the list of employees to be confirmed in <<month of confirmation>>. Would request all the respective supervisors to complete and send the confirmation forms. Deadline for completing this exercise is <<15th day of the 5th month>>. Feel free to revert in case of any clarifications. Warm Regards Human Resource


- 71 -

ANNEXURE - III

EMPLOYEE ID/CODE

LOCATION

SUPERVISORS NAMEDATE OF JOINING

Probation Extended

(Signature of Supervisor)

Date :

DEVELOPMENTAL / ENABLING KRA

Confirmed

Overall Remarks on Performance:

Areas's for Opportunity:Strength's:

SUPERVISOR'S REVIEW

Functional KRA 4:

Development/ Enabling KRA 5:

FUNCTIONAL KRA

DEPARTMENT

C O N F I R M A T I O N E V A L U A T I O N

REMARKSKEY RESULT AREAS &

OBJECTIVES

DESIGNATION

PROCESS

NAME OF EMPLOYEE

Functional KRA 3:

Functional KRA 1:

Functional KRA 2:


- 72 -

ANNEXURE - IV

Probation Extension Letter <<Employee Name>> Emp No: <<Emp ID>>

<<DOC>>

Subject: Extension of Probation Period Dear <<First Name>>,

We wish to inform you that your performance for the period <<DOJ>> to <<DOC>> has not been very

encouraging. But we have full confidence in you and your ability to perform better and hope to see an

upward movement in your current performance level.

As a consequence of this review, your probation period has been extended till <<DOE>>.

Yours Sincerely

Authorized Signatory Aegis BPO


- 73 -

ANNEXURE – V

Confirmation Letter

Date

Name Emp ID :

Confirmation Letter Dear First Name, Congratulations! Further to your appointment in Aegis as Designation from Date of Joining, we have great pleasure in confirming your services with the organization with effect from Effective Date. Other terms and conditions of your appointment remain unchanged as per your appointment letter. We wish you continued growth and rewarding career with Aegis. Best Wishes!! Authorized Signatory Aegis BPO


- 74 -

ANNEXURE – VI

Employee Code

Employee Name

DesignationDate of Joining

Date of Confirmation

Pending since (No. of days)

ProcessSupervisor's

NameProcess Manager

28-Apr-07 28-Jan-08 214

Confirmation Dashboard


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ANNEXURE – VII

<<Date of Conversion>> <<Employee Name>> Emp. ID. : <<Emp Code>>

Conversion Letter

Dear <<First Name>>, With reference to our discussion, we are pleased to inform you that we have accepted your request for conversion from <<Current Status>> to <<Required Status>>. As a result of this change with effect from <<Date of Conversion>>, your gross annual salary would change from <<Current CTC>> p.a. to <<New CTC>> p.a. Other terms and conditions of your appointment remain unchanged as per your appointment letter. The breakup of your new salary is as below. It shall be subject to income tax deductions as applicable.

Component Monthly Annual

We wish you continued growth and rewarding career with Aegis. Yours Sincerely, Authorized Signatory Aegis BPO


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ANNEXURE – VIII

Hospitalization Expenses Reimbursement Form

Employee Details

1. Name :

2. Employee Code No. :

3. Company & Department :

4.Designation & Level :

5. Location :

6. Residential Address :

Patient Details

1. Name of the Patient :

2. Age of the Patient :

3. Relationship with Employee :

4. Is the Patient Employed :

5. Nature of Illness :

6. Whether Prior Concurrence

was obtained from HRD? :

7. In case of parent:

Is the patient solely

dependent on employee? :

8. In case of maternity, indicate

whether this is the first

or second delivery :

9. Name of Hospital & Period

of Hospitalization :


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ANNEXURE – VIII

Hospitalization Expenses Reimbursement Form Expenses Details

1. Pre Hospitalization Expenses :

2. Room Board & Nursing

(Rs ___________per day x _______days) :

3. Fee for surgeons & Anaesthetists :

4. Expenses incurred for blood,

Oxygen, operation theatre

surgical appliances, etc. :

5. Diagnostic materials,

X-ray, Scan etc. :

6. Medicines & Drugs :

7. Fees for consultants

specialists & their visits :

8. Miscellaneous :

9. Post Hospitalization Expenses :

Total Date Signature of Employee

Recommendation of Unit Personnel Head

This claim has been scrutinised and Rs ________________________ is recommended for payment. Date Approved by Unit HR


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ANNEXURE – IX

Business / Conveyance Expenses

(Form 1)

Name __________________________________ Emp Code ___________________ Associate Code _________________________ Grade _______________________ Co./ Divn. ______________________________ Level _______________________ Kindly reimburse the following expenses incurred by me in connection with company’s work:

Date Particulars Purpose Amount

Total Signature of Associate __________________ Approved by _____________ Date ____________________ Date ________________________________ Signature _______________

Rupees in words:


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ANNEXURE –X

Business / Conveyance Expenses

(Form 2: Own Vehicle)

DETAILS OF OWN VEHICLE FOR OFFICIAL PURPOSES Name __________________________________ Emp Code ___________________ Designation ____________________________ Card No _____________________ Vehicle No. ______________________________

Date From-To Total Distance

(Km) Total Amount Rs. Per Km.

I declare that my vehicle was used for the above official travels. Employees Signature __________________ Date ___________________ Sanctioned C.E.O. / Department Head ________________________________


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ANNEXURE – XI

Mobile Bill Expense Reimbursement Form

Name Employee No.

Sr. Month Amount

Total Rupees in Words

Employee’s Signature

Dept Head

Accounts Dept


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ANNEXURE – XII

Travel Expenses Report

EMPLOYEE NAME : COMPANY : EMPLOYEE CODE : DIVISION / DEPT : GRADE / LEVEL : PURPOSE OF VISIT :

TRAVEL DETAILS TYPE OF EXPENSES

PLACE VISITED FROM DATE TIME

TO DATE TIME

MODE OF

TRAVEL EXPENSES INCURRED

BY RAIL/ AIR

FARELODGING BOARDING LOCAL

CONV. OTHERSPAID BY

Aegis. PAID BY STAFF

TOTAL

LESS ADVANCE TAKEN

DUE TO STAFF / COMAPNY EMPLOYEE SIGNATURE : APPROVED BY NAME : DATE : SIGNATURE :


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ANNEXURE – XIII

TRAVEL SERVICE REQUISITION

Date : Division to be Billed : ______________________________ Passengers Details :

Name of Traveller Empl.

No. Level

Sap / Ship

Code Sex Age Res. Tel.

Frequent

Flyer No Vg/ Nvg Sm/ ns

Travel/ Ticketing details (Please complete for all travel/ ticketing requirements

Ticket No. From

(Place) To (Place) Travel Date Flight Train Dep. Time Fare Tktl PNR

Additional Details for International Tickets Requirement For Visa-Passport

Type of Service required in No. Passport No.

Date of

Issue

Place of

Issue Nationality Fare

Name of

Countries Passport

For Hotel / Guest house For Car

A/C or Non

A/C

Room Single Double Triple

A/C or Non A/C

Reporting Address & Telephone :

Signature : Authorized By (sign) : Name : Name : Employee Code : Employee Code :

For Futura Travels Ltd. Req. No. : Agent : Hotel/ Guest House :

HR Policy Manual-Aegis Aspire

Documents