Jasmit HR Department Standard Operational Procedure%5B1%5D%5B1%5D

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HR Department Standard Operational Procedure - Manual

The HR department of Monarch is located at the corporate office at Monarch House, Ishwar Bhuvanroad, Navrangpura ADI.

The HR department at Ahmedabad will foresee all operations nationally.

The HR policy framed will be adhered by all branch offices across expect for recruitment andoperational issues under the guidance and budgets sanctioned by the Head office at Ahmedabad.

The HR department as on date oversees both functions i.e HR and Admin. An additional responsibilityis also taken care off by this department and that of maintaining and generating MIS for theorganization.

The HR Admin & MIS department as on date is managed by the team as under:

Head of Department: Mr. Jasmit Shah

Reports to: DirectorJob responsibilityThe HR Head Reports to the Director and is responsible to oversee all the HR, Admin & MIS relatedfunctions of the organization and generate reports.

His prime basic responsibility is recruitment ensuring effective selection procedures, qualityenrolments in the organization, measuring them and retaining the right talent.

Training and Development is also effectively coordinated by him, ensuring that all departments andall employees get trained as per departmental schedule.The HR Head is responsible for the below functions:

a. Recruitmentb. Retentionc. Manpower Analysisd. Personnele. Legalf. Training & Development

g. Performance Managementh. Welfare Activitiesi. Cost Analysis

Apart from the above he has to over see the Admin and MIS function of the organisation

Manager MIS: Bharat Pandya

Reporting to : HR Head Jasmit Shah

MIS

He is responsible for the data assimilation and data analysis of the generated data

The following area as detailed below is executed by him.

a. Data Assimilationb. Data verificationc. Data analysisd. Reportinge. Controllingf. Tracking and Monitoringg. Generating report on ROI


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Senior Officer Admin: Sandeep Prajapati

He is responsible for the smooth functioning of the organization, maintaining inventory, purchase,assets and infrastructure

He is also responsible for managing the in - house developed Admin software and its functions andgenerate reports.He is also responsible for the purchase and related activities.He is also responsible to manage accounts of all infrastructure and facilities extended to employeesand office bearers.

He is also responsible to effectively manage the Telecom services required by the organization andits employees.

He will generate reports on the best plans available and implement cost effective plans.

He is also responsible for the maintenance of the infrastructure and assets of the organization

Admina. Office administrationb. General Purchasec. Inventory & Storesd. Insurancee. House keepingf. Dispatch & Couriersg. Liaison & PRh. Telecomi. Booking & Ticketing

j. Event managementk. Safety & securityl. Cafeteriam. ISO Related activitiesn. MIS of the department of HR & Admin

Executive HR: Manan R Shah

Assists HR Head in day to day operations and assimilate employee data

Executive Admin: Fenil Shah

He is responsible for Dispatch and courier services

Executive Admin: Harshad Shah

He is responsible for vendor developments and Assists Sr. Executive Admin

Executive Admin: Jignesh Shah

He is responsible for inventory and distributions of office automation and office operational

requirement


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Policy Number 01

Policy &Procedures

Man Power Planning

Effective Date

Revision Date

Objective To retain the right talent and efficiently manage the manpower for executingsmooth operations

Process All departmental heads need to submit their departmental

Orgonogram and budgets sanctioned in the beginning of the financial

year. The copy of the same should be stored with them and CC to HR

and Director Operations.

In case of interim requirement of manpower more than the forecasted

request the departmental heads should be able to justify and projectthe sale and expense to director operations and HR.

All projections and forecasted manpower requirements are auditableand questionable by the HR head or department for ROI of that

department. These audits or checks will be structured and informed

by the HR department in advance to the departmental heads.

Procedure AThe HR department is responsible to assist with candidates who have

the defined skill set as desired by the organizational needs.

The Departmental Heads should every quarter update the HR headwith the status and manpower needs of the department in the

prescribed format mentioning all details.

The HR department on receipt of the request will further assess andtake measure in complying with the process in the 30 days from the

said date.

B

In case of any manpower requirement the HOD will have the sameunderstood verified approved through the Director Operations and

have the same processed through the CFO and submit the request to

HR intimating the need and urgency if.

C

In case of any Branch requirements the need to be addressed they willadopt the same as above.

D

For any in between requirements HR should be given a minimum of15 days to process the entire recruitment process.

E

Please note any employee to join our organization may take a

minimum of 30 days and a maximum of 60 to 90 days depending onthe post and cadre the employee is.

Form & Formats

Authority


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Policy Number 02

Policy &Procedures

Recruitment

Effective Date

Revision Date

Objective To find the best talent and offer the right job, returns and working environment toachieve the desired results.

Process The department that requires to fill in a particular position or positions shoulapproach the HR dept. giving the necessary details in regard to the vacancy in thstipulated form duly signed and approved by the HOD, Director and the CFO.

The recruitment should recruitment should be within the approved manpower plan.

On receipt of requirements in the predefined format the HR department will procesthe profiles and submit profile to the concerned departmental heads in 72 hours.

The short listed profiles should reach the HR department in 48 hours to initiate thtask of recruitment.

HR department should ideally finish the requirement in 10 days using the right

medium of recruitment process.

Method Recruitment takes place in case of the following:a. A vacancy createdb. A position vacantc. Extra manpower is required.

The following methods are implementeda. In - house referenceb. Promotionsc. Transfersd. Advertisementse. Consultants

f. Search enginesg. Existing past Datah. Job fairsi. Head Hunting

j. Campus recruitmentsk. Industrial Trainees/ Apprenticel. Management Traineesm. Employment exchangen. Employee Referral scheme

RecruitmentCommittee

The committee will be as: HR Head, HOD of concerned department, DirectoOperations (In absence of the above the Second line Managers may conduct thinterview) The person under whom the candidate is directly supposed to wormust be a considered to chair the interview session.

Budget The budgets are decided and agreed upon at the beginning of the financial yeaby the management and the departmental Heads. However interim budgets arsanctioned in case of rise in market.

Forms & formats Designed and available


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Policy Number 03

Policy &Procedures

Selection

Effective Date

Revision Date

Objective The selection process be simple, objective and help us recruit the deservingcandidate.

ProcessThe candidate short listed from resume would go through preliminaryinterview conducted by the HR department. HR department will fill the selfassessment form and attached with his resumes.

Appropriate selection / aptitude / skill tests will be administered for differentpositions by the HR department / concerned department as the case maybe. The results of the assessment of the candidate should be a minimum of50% to qualify for the final round.

Then, further short listed candidate will be invited for the final interview.The dates suggested for the final interview to the panel should becommunicated by the HR Head at least 24 hours prior to the interview dateand time. In case of senior level interview then the HR department shouldcommunicate the panellist at least 7 working days prior to the date & time.

In no case should the panel or the HR department fail to representthemselves for the said date and time.

In case the Panel member or the panellist who so ever is unable to attendthe interview in such case they should make necessary arrangements andinform all accordingly.

In case the candidate fails to attend the said date the HR Head shouldcommunicate vice a versa to the panel members and reconfirm theirschedule and inform the candidate the date he / she should be available.

The final interviewing body is the authority and responsible for the selection

of the candidate.

Outstation candidates called for Managerial positions will be reimbursedsecond ac rail fare by shortest route. Candidates for non-managerialpositions will be reimbursed second class rail fare by the shortest route.Local candidates for managerial as well as non-managerial positions will notbe reimbursed any conveyance expenses.

Tea & Snacks or food will be provided by us on the date of interviewdepending on the situation.

On Selection &before offer

Letter

The selected candidate should be congratulated and informed along with aletter congratulating him/her on his begin selected along with annexure

listing the documents that he/ she should submit within 7 days from the dateof selection. The candidate will be informed to bring all documents alongthis letter on the said date and collect the offer letter.

Forms & Formats Self Assessment Form

Authority HOD, Director, HR Head and concerned departmental representative

Bond The candidate if falls under these criteria will be appraised on the bondpolicy.

a. Fresher One year of service from his date of joiningb. Senior Level Positions - One year of service from his date of joiningc. Research Department - One year of service from his date of joiningd. On Special requirements As decided by the management


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Policy Number 04

Policy &Procedures

Pre joining - Offer Letter process

Effective Date

Revision Date

Objective

Process The HR department will welcome the candidate collect the

Congratulations letter and verify the documents. On verificationand satisfaction of the documents the HR department will issuethe letter of offer/intent to the candidate. The HR will take consentof the candidate and process with the filing of CompanysEmployment Form and other formalities.

The new appointees will be given reasonable time to join duty.

The HR department will make reference inquiry from last employer by Employee

Verification Form for executive and managers. In case of staff, supervisors the

concerned department will make reference inquiry and send the personal history

and other filled forms to HR for records.

Requirements

& Annexure

1. Date of Birth proof or School Leaving Certificate

2. Copies of certificates/testimonials duly endorsed.3. Medical examination report along with blood group.4. Relieving certificate/acceptance of resignation, salary

slips/certificate from the previous employer.5. Six stamps size coloured photograph for identity card and

other needs.6. Identity Proof (Voters Card, Passport, Driving License Copy

etc.)7. Two References8. Form 169. Pan Card10. NCFM certificate or Commitment of submitting the same in predefined

time by giving the said examination.

11. Bond12. NDNCA Non disclosure agreement

Forms & Formats Offer LetterEmployment Form (English & Hindi)

Joining ReportNew Employee Requirement FormBond

Temp card facilitating purchase

Authority The Companys Employment form has to be signed bythe Branch Head, Director, HOD of the concernedDepartment, Departmental reprecentative, HR Head,


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Policy Number 05

Policy &Procedures

Appointment Letter

Effective Date

Revision Date

Joining Process The HR department will welcome the candidate with a flower orbouquet as per levels.

The documents to be given by HR department on his DOJ.Statutory compliance

a. Appointment letter in duplicateb. PF formsc. ESICSd. Form Fe. Bank accountf. Gratuityg. Personal Accident as per grade & levels

Non statutory proceduresa. Company profileb. Industry & product informationc. Employee hand Book

d. Finger access in attendance systeme. Employee code - numberf. Job profileg. Job responsibilitiesh. Accountabilitiesi. Authority

j. Appraisal Criteriak. Identity cardl. Professional introduction of Department

m. Pan card application

n. Self training assessment form

o. Permanent card for purchase

Facilities a. Mobile

b. Visiting Cardc. Computer / Lap topd. Email IDe. Transportationf. Stationaryg. Seating arrangementsh. Coupons for first day food.

Forms & Formats Appointment LetterEmployee Verification Form

Authority Level : HR Manager& Above :


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Policy Number 06

Policy &Procedures

Induction

Effective Date

Revision Date

Process All the new recruits have to undergo the Standard Induction Programas described in the induction manual. Induction program will be held on of every month at the Corporate office. Induction Program wilbe conducted by the HR Head or the Sr. HR Executive or the Training

Manager along with all departmental Heads.

Forms & Formats Induction Manual

Authority HOD, Head HR, Training Manager


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Policy Number 07

Policy &Procedures

Probation

Effective Date

Revision Date

Process The employees will undergo a six month probation period or asmentioned in the letter of appointment.

Lady employees will not be entitled for maternity benefits until they are

issued letter of confirmation.

NO letter of confirmation will be issued to any employee until theycomplete the six month period and be appraised on their performance.

On the completion of the probation period the employee should get hisNOC, No Dues certificate and No Bad Debts Certificate from his HODduly verified by Accounts department in the predefined format.

In case of PL his leaves will be accounted for but he would be able toavail the same only on completion of his probation period.

On successful completion of probation period and producing of NOC

NOD, NBDC he will be issued the letter of confirmationForms & Formats No dues, NOC

Authority HOD, Director , Head HR


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Policy Number 08

Policy &Procedures

Confirmation

Effective Date

Revision Date

Process The employees on successful completion of the six month probationperiod or as mentioned in the letter of appointment will be certified bythe Departmental Head verified by the Head HR and Director and thenbe issued the letter of confirmation through the HR Department.

In case the candidate fails to perform or is not recommended by eitheof the two his candidature for confirmation will be with held.

The candidate will be assessed by the Head of the department and maybe either recommended for continuation in probation period or may beasked to be relieved.

The confirmation will be considered only in written communication dulyrecommended by the Departmental Heads.

In case of no such recommendations the probation period standscontinued

Forms & Formats Assessment form



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Policy Number 08

Policy &Procedures

Office Time & Attendance

Effective Date

Revision Date

Process The standard office timings on Monday to Friday will be 9:30am to6:30pm and Saturday from 10:30am to 3:30pm

Apart from the above timings the departments which do not fall under

this need to adhere the time as predefined for the particuladepartments or concerned employees. In such case wherein the timingsdiffer from the organizational time the concerned departmental Head ogroup should inform the HR through the Director Operations. This mayalso be possible that the time may change as per sun set hencenotification be given to HR and others concerned by such departments.

The work assigned should be complied with and not leave thedepartment without consent.

All employees are informed that they need to report at the given timeand in case they happen to reach late thrice in a month a days salarywill be deducted as a penalty.

If an employee is late by 15mts employee is permitted.

Late Coming without Intimation or approval:An employee if reaches office 2.5 hours later to his reporting timeduring the day his half day salary will be deducted.Late Coming with Intimation:An employee if reaches 4.5 hours later to his reporting time will be,marked as half dayEarly going without approval or intimation:An employee if leaves office without any intimation or approvalHis two day salary will be deducted as penalty

Early Going with intimation:An employee if wishes to avail early going facility before 4.5 hours priorto the closing time will be marked half a day.

The employee in case is assigned a job to be complied before officehours his attendance will be considered only if his departmental headissues a clearance by mail.On public holiday or weekly off in case an employee punches in officehe needs to work for at least 4.5 hours at a stretch if so he will becredited with a compensatory off. This can be only sanctioned or maybe applicable with a prior intimation from his head with a logicareasoning.

In case a employee stays more than 10.5 hours he will be provided with

food facility up to Rupees Hundred only. This needs to be authorised bythe Head with prior notification.

If an employee if is travelling out of office for the more than two daysand returns on a working day on or before 8:00 am can report on dutytaking a rest for 4 hours.

If a employee works 14 hours at a stretch he will be compensated witha Comp off.

Forms & Formats Time machine



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Policy Number 09

Policy &Procedures

Dress Code

Effective Date

Revision Date

Process All employees will come in formals Monday to Friday and Saturday wilbe informal.

A special dress code be defined for the reception and L6 and below L6members.

Employee who do not adhere the norms will be fined Rs. 50/- and anegative marking of 1 point will be done for his appraisal.

Forms & Formats



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Policy Number 10

Policy &Procedures

Identity card

Effective Date

Revision Date

Process All employees should carry their I Cards on them and exhibit as perpredefined standards.

In case an employee has not displayed is identity may be liable to bequestioned and penalised for having not exhibited as per defined

standards.

If an employee is found misusing or not exhibiting or loosing more thanthree time in six months it will directly affect his appraisal

In case of loss of card employee needs to pay Rupees 100/- asadministrative charges.

Forms & Formats



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Policy Number 11

Policy &Procedures

Medical Examination

Effective Date

Revision Date

Process All employees should submit their medical fitness certificate from anMBBS certified medical practioner certifying fitness by submitting thefollowing reports

ECS, Diabetes, haemoglobin every year.

All lady employees at the time of joining should submit the above alongwith pregnancy test report.

Forms & FormatsAuthority HOD, Director , Head HR

Policy Number 12

Policy &Procedures

E mail

Effective Date

Revision Date

Process AllForms & Formats All employees above the level of L6 are eligible to get the official Emai

account generated by the IT department.

No employee is allowed to misuse this facility or communicateinternally.

There is a surveillance check on all mails received and sent from youID.

In case of any non pardonable act from your end will be severly dealtwith and can be penalised or employee services may be terminated.

In case of data piracy or theft a legal action will be taken.

You are not permitted to mail your personal mails or sent your CV opromote this Id to other web addresses or groups apart from theapproved sites or groups or messengers by the IT department.

In case of discomfort in working or your personal reasons employeeswill not forward their concerns to group or all departments or any otheemployee.

Email Id is for healthy communication and directly with concerneddepartments only. If mails found irrelevant and posing bad image wildirectly affect the performance appraisal of the employee and sever

action can be taken against the same.

No employee is allowed to access the others email Id if found will beterminated.



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Policy Number 13

Policy &Procedures

Leave

Effective Date

Revision Date

Objective Leave is to balance work and health and personal needs, but

leave is not a matter of right.Types of Leaves Leave are defined in the following categories.

Employees those who are confirmed and not on probation orcontract are privileged to avail the below listed leaves.

a. Sick Leaveb. Casual Leavec. Privilege Leaved. National Holidaye. Festive Holidaysf. Week off g. Maternity

h. Marriagei. Family Death in case of blood relations only.

j. Compensatory off

Those employees who are on Probation can avail the belowlisted.Note:

The PL cannot be availed but will be accounted for inindividuals account and the same will be available on receiptof confirmation letter.

a. Sick leaveb. Casual leave

c. National Holidaysd. Festive Holidayse. Week offf. Family Deathg. Compensatory off

Those employees or staff members who are on a particularcontract, assignment or retainer ship can benefit the followingleaves

a. National Holidaysb. Festive Holidaysc. Week off

d. Family Death

Those employees who go on official tour are permissible toavail the following pattern of leave

a. Employee who is on a tour for more than 10 days iscompensated with One day as an extra leave. With theobjective of personal management.

Those employees who are to get married are facilitated withthe following pattern of leave

a. Employee is extended a 7 day leave apart from his

credits


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Those lady employees who are confirmed and on their familyway can avail Maternity leave twice during their servicetenure.

Those lady employees who undergo a miscarriage can beconsidered for a maximum of

a. Two abortions during their service tenure

Leave Calculation All leaves for the purpose of accounting are accountedfrom January to December

Table below denotes the monthly credits of leave inindividual accounts

SL - 6 CL 6 PL 21 Comp off Others0.5 0.5 21

workeddays = 1

If workedonholidays;off; abovedutyhours

Marriage once inserviceperiod;Familydeath Aspermanageme

ntTour Asper defined

a. Sick Leave 6 leaves per year

Those who are covered under ESICS will not be entitled for thesaid sick leaveAny unutilized leave will not be carried forwarded to the nextyear or transferable to any other type of leaves or en - cashed.

This can be availed to a ratio of minimum 1 day in two months.

No sick leave can be granted for half a day it is only inmultiples of One.

b. Casual Leave 6 leaves per calendar year

All employees can avail this facility from the date of joining.He can avail a minimum 0.5 leaves depending on his creditsavailable.

This leave can be availed in multiples of 0.5 as per creditsavailable in leave account.Unutilized leaves can be transferred to the PL in the next

calendar year.

No leave can be considered for without minimum one day priorintimation or approval.

c. Privilege Leave Maximum 21 days in a calendar yearThose employees who have been confirmed only can avail thisleave.

This can be availed in multiples of One.To avail leave of more than three days employee should getapproval from the concerned departmental Head.

This leave will be en cashed after every 24 months or


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completing the calendar year which ever comes first.

No leave can be considered for without minimum one day priorintimation or approval. In case the employee takes leavewithout intimation and approval the HOD of the departmentmay recommend the same as LWP and may suggest a penaltyof 1 extra day.

The calculation of encashment is on the CTC.

d. National Holiday

National holidays as defined below can be availeda. August 15thb. January 26thc. October 2nd

e. Festive Holidaysa. Id e Milad 1 dayb. Mahavir Jyanti 1 dayc. Ganesh Chaturti 1 dayd. Dusshera 1 daye. Laxmi Pooja 1 dayf. Bhai Bhij 1 dayg. Christmas 1 dayf. Week off

All Sunday will be a week off.g. Maternity

Eligibility: Hr should be informed two months prior toapplying for leave in regard to pregnancy with certifiedreports.

Eligibility is only for confirmed employees who have completedcontinuous 180 working days.

Pre Maternity Leave can be availed for a period of 6 weeks

Post Maternity leave can be availed for a period of 6 weeks

Balance PL can be clubbed along with either of the two leaves

h. Marriage7 days leave will be granted only in case of the employeesmarriage.

i. Family Death in case of blood relations only andextempore decisions would taken by management

j. Compensatory offIf employee works for extra 4.5 hours at a stretch more thanthe stipulated working hours he can avail a comp off

If employee works on an holiday can avail a comp off

If employee works on festive holidays can avail a comp off.LWP Leave without PayIn case an employee does not intimate or seek permissionprior to taking leave his absence will be treated as leavewithout pay.

In case an employee calls up from his residence or outsideduring/or after office hours to his colleague or head conveyinghis inability to come on duty will be treated as LWP.

In case an employee undergoes - Fatal accidentMajor personal problem / family problem


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Ill health

May convey his inability to reach office over phone, fax, mail,or a message sent in person through his representative maybe considered depending on the verification and genuinenessof the problem or reason. In case accepted leave may beconsidered in any of the available slots.

Note: In case the organization would like to announce a

holiday which is not listed in the above the organizationreserves the rights to announce.

Forms & Formats Online and physicalAuthority HOD, Director , Head HR

Policy Number 14

Policy &Procedures

Warning

Effective Date

Revision Date

Objective Warning is a positive step taken to appraise employee to takecorrective measures and act.

Process Employees who are found not up to the expectation level andnot delivering as per standards and who have been confrontedby their departmental heads will be issued a letter of warning.

If not Abiding Rules & RegulationWarning can be issued on the following acts:

Category RED, YELLOW, GREEN

RED FIRE/ TERMINATION/LEGAL/a. Manipulating of work & data

b. Loss and theftc. Code of Conductd. Breaking government normse. Misappropriation of funds and trustf. False information or documents submitted.g. Misappropriation or any personal case with previous

employees or in social.h. Breaching of NDNCA

YELLOW STRICT WARNINGa. Misbehaviourb. Break of policiesc. Misuse of assets

d. Wrong reporting or not reporting.e. Not following instructions or departmental decisionsf. Breaking SOPg. Submission of expense sheet or bills or clarification of

petty cashh. Client servicingi. Wrong commitments to clients

GREEN - WARNINGa. Timingsb. Performancec. Over usage of stationaryd. Completion of task within the defined time period

e. Lack of communication Email relies and office


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communication if not processed within 24 hoursf. Operational Process Communication departmentally

or interdepartmentallyg. Submission of reports departmentally and individualh. Participative ness in house activities, work,

operations, new activity, departmental promotionalactivity

i. Mis use of time and factor of disturbance to othersj. Save energy and environment

Forms & Formats Warning draft/Charge Sheets/ TerminationAuthority HOD, Director , Head HR

Policy Number 15

Policy &Procedures

Suspension & Termination

Effective Date

Revision Date

Objective To avoid disproportional activities and performance and keepsincere and smart employees motivated to do the right thingat the right time and be productive

Process RED /YELLOW/ GREEN RED

All points listed in Policy No 14 in category RED fall under thispurview.

It is to the discretion of the Management and HOD of everydepartment to give their honest feed back to the HR Headabout the employees who are rated in this category.

The HR Head will process the inquiry and understand bothsides and give their recommendation against the case to theDirector.

Process:

The employee who is found guilty, the following action coursewill be adopted

a. In case of unpardonable act the employee can beterminated on the same day without any intimation ornotice. He will be cleared with / without his dues and incase he needs to pay the company the employee shall

remit all the damages and only then would be relieved.b. Under the same the company reserves the rights to

take any legal action against the employee.

a. Pardonable -

In case the employee who is found guilty, the following actionscourse will be adopted

a. In case of pardonable actions the managementreserves the right to call for explanation, understandingthe corrective action plan of the said employee

b. In case the employee was not able to achieve the saidcommitments the employee may be again called for

explanation and if not found satisfactory or not


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recommended by the departmental in the predefinedperiod will be liable for discontinuation in service.

c. In case the employee was not able to achieve the saidcommitment but has shown some percentage ofimprovement in such case it depends on therecommendation of the departmental head HR headand the concerned peer group.

YELLOWAll points listed in Policy No 14 in category YELLOW fall underthis purview.

a. Employees who are not found complying the norms andsaid standards or behaviour are liable to be called forexplanation and service of notice.

b. The employee who has been served notice and askedto improve will be observed by his departmental headand HR

c. If the employee not found improving in the act forwhich he was served notice or found not performing onany ground is liable to either terminated directly orserved with a strict warning falling in RED category.

d. In such case the employee will be monitored for thepredefined time and given all scope and support to

improve but in case he fails to he will be terminatedand all rules as said in RED category would beapplicable

GREENAll points listed in Policy No 14 in category GREEN fall underthis purview.

e. Employees who are not found complying the norms andsaid standards or behaviour are liable to be called forexplanation and service of notice.

f. The employee who has been served notice and askedto improve will be observed by his departmental headand HR

g. If the employee not found improving in the act forwhich he was served notice or found not performing onany ground is liable to either be terminated directly orserved with a strict warning falling in YELLOW / REDcategory.

h. In such case the employee will be monitored for thepredefined time and given all scope and support toimprove but in case he fails to he will be terminatedand all rules as said in RED category would beapplicable

NOTE: TREMINATION

All the above may not be applicable in case the Head of thedepartment or the peer group and the Operational Heads findthe employee drastically failing on all grounds or his social orprofessional outlook does not match to the organizationalstandards in such case under no circumstances the employeewould be given chance to continue service



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Policy Number 16

Policy &

Procedures

Transfer Departmental and Branch

Effective Date

Revision Date

Objective The Employees be given a chance to take up new challengesand exhibit their performance and skills The management hastaken measures to upgrade and assist the employee with allprofessional assistance enabling growth and sustainability inthe organisation.

Process Employees with the organization who are capable or notshown improvement or possess skills and are appointed on adifferent job are likely to be transferred.

Such employees will be referred by the departmental Heads tothe HR department and the HR will then identify proper profileand place of work for such employees and act.

In such case the HR department will review his recruitmentand personal file for necessary actions.

On basis of the profile the HR department will forward thisapplicant to the concerned intended HOD and re conduct ortake his view and opinion if required for transfer or relocationof the employee.

It may not be mandatory to have the concern of the Director insuch case but if case of Senior position be the Directoroperation be involved in the said process.

In case of Transfer it is mandatory that the HOD relieving thesaid employee should give a No objection Certificate intriplicate to the HR reserving a copy of the same for his record.

In return the HOD welcoming this employee should send a mailof acceptance and recognize the incoming employee with astandard greeting format.

No employee who so ever can refuse the transfer order. Thisright of transfer is reserved by the Management and HRdepartmental will be instrumental in issuing the transfer


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notice.

All transfer orders will be intimated to the employee and theconcerned department (both receiving and relieving) onemonth in advance.

During this period of transfer the said employee will be askedto serve at both locations intimated from time to time.

The employee by the end of the pre defined period of transferand joining should take all measure in procuring NOC from all

departments and clearing in case of any professional dues,work or assignments.

The employee will collect in writing the task given andaccepted by the giver and receiver. (i.e all pending taskhanded over will be accepted by the receiver in writing andsimilarly the employee who is transferred will as a token ofacceptance of charges and assignments will sign and acceptthe task given to him at the time of transfer.)

Out side TransferIn case wherein an employee is transferred to another citybranch or branch 200kms away from the city limits the

following need to be administered.

a. All the above action and procedure be followed as listedin point 1 of the transfer policy.

b. The employee be intimated well in advance and begiven sufficient time and geographical know how of thelocation.

c. The cities are categorized in as:

A Metro CitiesB CitiesC Cities graded as B CitiesD Cities graded as C cities

A policy needs to be developed taking in account the following

a. logistics of the transferred employeeb. Relocation expense of the said employeec. Reestablishment of the said employeed. Educational assistancee. Time frame

In cases of transfers it is mandatory that the employee is giventime to adjust all the above on his own, however themanagement may consider and work on a policy toaccommodate the Out station transfers if in case.

The cost of living expense varies from city to city and hencewe need to develop a policy in case of such situations.



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Policy Number 17

Policy &Procedures

Communication -

Effective Date

Revision Date

Objective The objective is to have a smooth communication of message ofwork/order internally or outside the organization in a predefined format

Process Every employee has access to communicate within and outside the

organization as permitted and is restricted to communicate in certaincases.

All employees will communicate internally on the intra net or thephysical format of communication available within the organization.The branch to HO or HO to branch and Regional office will have accessto internet, physical or telecommunication mode of communication.

All communication done internally or externally is official and hencecarries value and representation of the organization.

All employees are hence required to adhere policy norms and notmisuse the channel of communications.

The forms of communication available with the organization are:

a. Emailb. Telephonec. Faxd. Post & Telegraphe. SMS

The objective of smooth functioning of operations calls for maintainingprotocol and error free environment.

No mass mailing of personal concerns and issues will be permitted.

In terms of communication we have elaborately specified in the Email


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policy and it is mandatory that all communication be in English only.

Any communication which brings defame or loss to the organizationterms of name or business will be seriously dealt with and is liable toexplanation and action.

All employees in interest of self and the company should communicateand bring to the notice of the HOD or concerned immediate head incase of the following

a. Client status in market and with usb. Colleague act of non conformity

c. Mis use or mishapsd. Alertse. Or any such incidence which may rise a problem or which may

be of concern to the growth of the organization

Forms &Formats

Authority

Policy Number 18

Policy &Procedures

Group Insurance

Effective Date

Revision Date

Objective The organization is of the view that all on board are members of thefamily and hence shoulders the responsibility of extending insurancecoverage to its team

Process The process needs to be defined and policies need to be identified.

It is proposed that the following may be considereda. Gratuityb. Personal accident with salaryc. Life insuranced. Medi claim

Forms &Formats

Authority


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Policy Number 19

Policy &Procedures

Salary & Remuneration

Effective Date

Revision Date

Objective 19

Implementation To facilitate systematic implementation of the remuneration plan,various positions in the Company have been grouped and classifiedRESPONSIBILITY LEVEL & GRADE. It will be the responsibility of the

HR to constantly monitor changes in the organization andrecommend to the management, changes in the remuneration planfor Managers, Executives and Non-Executives at periodic intervals.

Certain benefits/perks may be given to the Managerial staff in thecontext of the current tax laws in order to minimize the burden ofIncome Tax on the individual. If however there are any changes inthe laws, it should be clearly understood that incident of suchtaxation, will be to the account of the employee and the Companywill not be responsible for higher burden of individual taxation. Theincome tax on Salary & Allowances payable to non-executives willbe borne by the individuals.

The salary and perquisites given to an employee are completelypersonal between him/her and the Company and should be keptconfidential. The salary and perks will not be discussed withanyone else in the organization, apart from the immediatesuperiors and / or the HR department.

Process ProcessThe salaries of employees will be deposited directly into the HDFCBank. Salaries will be paid on or before 7th of every month. HRDepartment will compute the salaries and forward to the AccountsDepartment for necessary action as stipulated above. The HRDepartment will ensure deductions of Provident Fund andEmployees Pension Fund as per the provisions of Employees


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Provident Fund Act, 1952, and Employees Pension FundRegulations, Professional Tax, Advances, Loans, Labour WelfareFund subject to the Company Policy in the matter and will alsoensure timely remittance, inclusive of Companys contributiontowards concerned Government Authority. Salary Slip is issued toall at the time salary on every month.

The Company shall disburse payment of bonus based on profits toall employees in accordance with the Provisions of Payment ofBonus Act 1965 and Company provisions in this regard, asapplicable from time to time.

First three months of the new joinee and the last working monthsalary of the employee will be given to the employee directly inform of a Account Payee cheque of the city.

The structure of the salary is based on CTC.

The awards and rewards will be incorporated in the months salary.

Any kind of penalty will be deducted from the salary thedeductions are in consent and understanding of the employee.

Superannuation SuperannuationThe employee shall retire from the service of the company at the

end of the month in which he/she attains the age of 60 years.

Grade Structure Levels

LEVEL RANGE SKILL EXP CAPABILITY

Salary criteria L 1 A -L 2 AL 2 BL 3 AL 3 BL 4 AL 4 BL 5 AL 5 B

L 6 AL 6 B


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Policy Number 20

Policy &Procedures Service Rules

Effective Date

Revision Date

Objective It is a guide line for team members to perform and act in the frame ofthe organization.

Process The Company expects its employees to conduct themselves at alltimes in manner that will enhance their image and that of theOrganization.

No employee shall without the previous sanction of theManagement, accept directly or indirectly on his/her behalf oron behalf of any other person/any member of his. /her family to

accept any gifts, rewards or services, or any other such offers,on any occasion.An employee shall not, unless specifically empowered by the

Management in this behalf, communicate directly or indirectlyto any outside party including the press, any information ordocument that have come into his/her possession or of whichhe/she has secured knowledge in the course of official duties.

An employee shall avoid habitual indebtedness and shall bedischarged on being adjudged or declared insolvent, unlesshe/she proves that indebtedness or insolvency is a result ofcircumstances beyond his/her control and does not processfrom extravagance or dissipation.

All employees will be covered by the Model Standing Orders ofthe Industrial Employment Rules, applicable locally(within states) under the Industrial Employment(Standing Orders) Act, 1946 and the Management shallreserve the right to take appropriate action in case anyemployee is found guilty of misconducts as provided under theModel Standing Orders.

The Company should fulfil statutory requirements under the locallaws including The Shops and Establishment Act. Theregistration must be done immediately on commencement ofthe operations as per the stipulated norms and procedures. Therenewal of the registration/license should be applied for, beforethe same expires, on a periodic basis.

All employees of the Company will be issued with personal identitycards, which authenticate their employment and bonafied


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including the blood group. The employees are required to carrytheir identity cards on their person while on duty. The identitycards should be produced for verification, before the concernedauthority, whenever required. It is advisable to carry identitycards even while moving out of the establishment.

No permission to allow mobile using during duty hours very strictlyexcept for certain departments and individuals of theorganization whose names and will be given with the HRdepartment and circulated amongst all HODS

Forms &Formats

Authority

Policy Number 21

Policy &Procedures

Provident Fund

Effective Date

Revision Date

Objective Is to cover employees and extend them security and a compulsorymedium to save and build.

Process Provident Fund & Employee Pension Scheme

This is a contributory social security benefit where in 12% of thesalary (Basic) will be contributed equally by the employee and theCompany. The objective of this statute is to provide adequatemonetary benefit post retirement. As per statute, employeesdrawing salary up to Rs.6500/- per month are eligible for coverage.However the Company can at its discretion extend the benefit toemployees drawing salary beyond Rs.6500/- per month, bysubmitting a joining declaration to the P.F. Authorities for thispurpose. Covered employees are allotted individual numbers underthe Establishment Code of the Company.

The Provident Fund Scheme provides for non refundable advancessubject to certain conditions for purposes such as purchase of

House/site, Marriage of Self /dependents, advance education ofSelf / dependents, unforeseen medical contingencies etc.

If a person crosses 58 years of age, then no family pension isdeducted of total amount debited to P.F. Account.

The employees are covered under Govt. P.F. rules.

Synopsis of Employees Pension Scheme

Employees Pension Scheme 1995 came into force effective 16th

November 1995. The detailed are as under :

1. Putting 10 years services as a provident fund member


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employee is entitled to get pension.2. Pension is payable after attaining the age of 58 years3. After attaining the age of 58 year age employee has a

choice to accept the minimum pension in case of leavingthe services.

4. The employees having service less than 10 years, as PFmember will get full pf contribution in case of leaving theservice.

5. The Calculation of pension is decided by the pf authorityonly.

6. The Pension Scheme also provides certain minimum

pension to members who are permanently and totallydisabled irrespective of the extent of personable servicerendered by such members.

Form & Formats

Authority

Policy Number 22

Policy &Procedures

Employee State Insurance Corporation

Effective Date

Revision Date

Objective Employees should benefit and remain healthyProcess Process

This provides for medical benefits for employees and under certaincircumstances to the family Employees drawing GROSS salary upto Rs.10,000 per month are covered under the Scheme. Theemployee contributes 1.75% of the salary while the Companycontributes 4.75% of the Salary towards the E.S.I. Fund. Employeescovered under the E.S.I.C. can avail of benefits against theirmembership Card. The benefits are broadly classified as Medicaltreatment arising out of illness/accident, Special Sickness benefit,Disablement benefit, Maternity benefit, Funeral benefit etc.

In lieu of ESIC, Workmen Compensation Act becomes applicable for

which the company takes a W.C.Policy from the insurancecompany.

Forms &Formats

Authority


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Policy Number 23

Policy &Procedures

Gratuity

Effective Date

Revision Date

Objective Is to help employees benefit after a successful association with the organization

Process An employee expects and deserves as a matter of right some reward when heresigns/retires after a long service with the Company. The enactment of thePayment of Gratuity Act, 1972 has fulfilled the expectation of employees.

Under this Act, an employee becomes entitled to earn gratuity after puttingcontinues five years of service with the Company.

The payment of gratuity is payable to the employee under following terms andconditions.

(a) When the service of the employee is terminated or(b) When the employee retires or resigns from the service(c) On his death or disablement due to accident or diseaseProvided, that the completion of continuous service of five years shall not benecessary where the termination of the employment of any employee is due todeath or disablement.

Gratuity is calculated @ 15 days last salary drawn i.e. Basic for eachcompleted year of service. (Minimum 240 days is must for each year)

The formula for calculating gratuity is as follows:

Basic

----------------- x 15 x Number of years of service

26

The limit of Gratuity amount is Rs.3.50.000/- only

Procedure Procedure:


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Gratuity letter along with Form F. (Nomination from) in duplicate are issued tothe employee on completion of five years of his service. When, an employeeretires or resigns from the Company or in case of accident or death, the HRdepartment has to send claim form to Accounts department. They also need tosubmit his full & final settlement form along with gratuity claim. The employeehas to furnish application in Form I under the provision of Gratuity Act.

Information InformationThis is an Act, which is governed by the Central government. It provides for thepayment for the payment of Tax on the basis of Salary income earned during afinancial year. As salaried employees the Act provides for tax deduction at

source as given below:

Income Tax Rates for Assessment Year 2006-2007 & 2007 - 2008

For any other Individual

0 100000 Nil

100001 150000 10%

150001 250000 20%

250001 & Above 30%

2 % Educational Cess

800000 & Above 10 % Surcharge

The income tax provisions are liable for change as per the Finance Bill everyyear

Forms & Formats

Authority

Policy Number 24

Policy &

Procedures

Professional Tax

Effective Date

Revision Date

Objective

Process Professional Tax Calculation will be affected on Gross salary permonth as per rules.

Forms &Formats

Form No. 10 (Monthly Challan)Yearly Challan


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Policy Number 25

Policy &Procedures

Performance Appraisal

Effective Date

Revision Date

Objective Is a tool to measure, understand and help employees improve theirperformance and achieve organizational goalsObjectivePerformance appraisal, in this company, is carried out to :

Study the extent of results achieved as set by this system.

Analyze deviations from the set results.

Formulate training programmes to be imparted to develop the

employee.

Identifying potential for job enlargement or job enrichment.

Give promotions and increments, wherever necessary.

The company has a two level performance appraisal system, basedon MANAGEMENT BY RESULTS.

In the first level, all employees in RL 4 and below grade areappraised as per Appraisal Form. They are appraised in the areasof Quantity of Work, Quality of work, Attitude and Ability &Willingness to learn, Discipline, Punctuality, Guest Orientation. Theimmediate superior does this.

In the second level, employees (Executives/Managers ofRL 5 andabove grade are appraised as per Appraisal Form. They areappraised in the areas of extent of achievement of Resource

Management, Problem Solving, Innovativeness, Openness,


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Communication, Attitude, Responsible, and Target Orientedapproach. This is jointly done by the appraiser and the appraise.

Process In order to facilitate objectivity and systematic evaluation, allexecutives and managers are expected to interact with theirsuperior or subordinates and carry out setting of key results areas.At the end of the appraisal period, the performance appraisalexercise is carried out and signed by appraiser and sent to the HRthrough respective department heads. After collection of theseforms, they are segregated as per the study requirements to dogap analysis, identify training needs, appraise potentials, decide

job enlargement and enrichment, give promotions and calculateincrements.

Evaluation To check the competency levels in the following area

(Excellent, Good, Low, Inadequate, Not Observed)

..1 Quantity of Workmeans the amount of work the staffdelivers in the stipulated time. The speed with which, hedelivers his activities.

..2 Quality of Workmeans the accuracy and the adherenceto the standards in ones work. Would also include thecleanliness of the overall area during his/her work.

..3 Attitude means the way he behaves towards his work,seniors, juniors, and colleagues, other departments andoutside suppliers. The positive ness in ones approach.

..4 Discipline means the adherence to company rules,regulations and policies also the general ethics of theperson.

..5 Punctuality means the time at which he reports on duty,the hours of breaks he takes and the overall duty hours.

..6 Ability & Willingness to learn means ability to learnacross their area/function. Keen interest or enthusiastic ontheir work.

..7 Grooming means the overall cleanliness of the body anduniforms and the presentation of both.

..8 Resource Management means the effective utilization ofavailable resources (staff, inventory, time and finance) inachieving the targets set.

..9 Problem Solving means the effectiveness in identifying,handling and finding apt long term solutions to problemsand executing the procedures formed as solutions.

..10 Innovativeness means trying to do some thing new whichwould be beneficial to the staff, guest or management.Would also involve executing the same and showing results.

..11 Openness means being open to changes, new ideas andsuggestions. Also means transparency and representing theright way.

..12 Communication means being clear in speaking out andunderstanding things. Language skills, Upward anddownward communication, creation of communication toolsand implementing the same.


..14 Responsible means taking responsibility his/her area of


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work. Responsibility towards actions of self and staff underhim/her. Also what additional responsibility one hasassumed apart from his/her regular responsibility at his/herposition.

..15 Target Oriented Approach means creation andachievement of targets in terms of income/expenditure andothers such as creation of sops, training etc for their area ofwork. Breaking targets into achievable ones and delegatingthe same down the line.

Self assessmentQuestionnaire

1. What do you see as your major achievement in the lastyear/since the last review?

2. Which do you feel are areas you need to improve upon /develop?

3. Where do you experience difficulties or constraints, whichaffected your performance?

4. What kind of Training Development do you require to helpyou (a) in your present role (b) in your higher role?

5. Do you feel you are being fully utilized in your currentposition? What suggestions you have?

6. How do you feel you can enhance your job role? What

additional responsibility you would like to take?What is an appraisal?

An appraisal is a tool to know your self and your colleagues, and itcan help to know the scope of work accomplished and / or theprobable time.

Why it is necessary?

It is necessary to understand the strengths and weaknesses so asto improve upon oneself to deliver more or exceed expectations.

What does it do to you?

It is a confidence building exercise and helps the person to getmore focused.

How will it be done?

This appraisal is a quarterly exercise to be performed by theseniors and it all levels. The immediate boss is supposed tomaintain a record of things whether good or bad during his courseof work. This will assist in measuring the employee and willeventually be the too to promote, demote, enhance the wages,provide or deprive the facilities and also will give inputs on thetraining required, if any, and will help the team as well as themanagement to progress further.

What will it do to you?

You can judge yourself, can motivate, add value to yourself, know

your job role, enhance your potential, identify your vision, missionand dharma, strengths, weaknesses, opportunities, threats, C S I P,achievements

Objective Performance appraisal, in this company, is carried out to :

Study the extent of results achieved as set by this system.

Analyze deviations from the set results.

Formulate training programmes to be imparted to develop the

employee.

Identifying potential for job enlargement or job enrichment.

Give promotions and increments, wherever necessary.


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The company has a two level performance appraisal system, basedon MANAGEMENT BY RESULTS.

In the first level, all employees in RL 4 and below grade areappraised as per Appraisal Form. They are appraised in the areasof Quantity of Work, Quality of work, Attitude and Ability &Willingness to learn, Discipline, Punctuality, Guest Orientation. Theimmediate superior does this.

In the second level, employees (Executives/Managers ofRL 5 andabove grade are appraised as per Appraisal Form. They areappraised in the areas of extent of achievement of ResourceManagement, Problem Solving, Innovativeness, Openness,Communication, Attitude, Responsible, and Target Orientedapproach. This is jointly done by the appraiser and the appraise.

ProcessIn order to facilitate objectivity and systematic evaluation, allexecutives and managers are expected to interact with theirsuperior or subordinates and carry out setting of key results areas.At the end of the appraisal period, the performance appraisalexercise is carried out and signed by appraiser and sent to the HRthrough respective department heads. After collection of theseforms, they are segregated as per the study requirements to do

gap analysis, identify training needs, appraise potentials, decidejob enlargement and enrichment, give promotions and calculateincrements.

Evaluations To check the competency levels in the following area

(Excellent, Good, Low, Inadequate, Not Observed)

..1 Quantity of Workmeans the amount of work the staffdelivers in the stipulated time. The speed with which, hedelivers his activities.

..2 Quality of Workmeans the accuracy and the adherenceto the standards in ones work. Would also include the

cleanliness of the overall area during his/her work.


..4 Discipline means the adherence to company rules,regulations and policies also the general ethics of theperson.

..5 Punctuality means the time at which he reports on duty,the hours of breaks he takes and the overall duty hours.

..6 Ability & Willingness to learn means ability to learnacross their area/function. Keen interest or enthusiastic on

their work...7 Grooming means the overall cleanliness of the body and

uniforms and the presentation of both.

..8 Resource Management means the effective utilization ofavailable resources (staff, inventory, time and finance) inachieving the targets set.

..9 Problem Solving means the effectiveness in identifying,handling and finding apt long term solutions to problemsand executing the procedures formed as solutions.

..10 Innovativeness means trying to do some thing new whichwould be beneficial to the staff, guest or management.

Would also involve executing the same and showing results.


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..11 Openness means being open to changes, new ideas andsuggestions. Also means transparency and representing theright way.

..12 Communication means being clear in speaking out andunderstanding things. Language skills, Upward anddownward communication, creation of communication toolsand implementing the same.


..14 Responsible means taking responsibility his/her area ofwork. Responsibility towards actions of self and staff underhim/her. Also what additional responsibility one hasassumed apart from his/her regular responsibility at his/herposition.

..15 Target Oriented Approach means creation andachievement of targets in terms of income/expenditure andothers such as creation of sops, training etc for their area ofwork. Breaking targets into achievable ones and delegatingthe same down the line.

Self assessment Questionnaire

7. What do you see as your major achievement in the lastyear/since the last review?

8. Which do you feel are areas you need to improve upon /develop?

9. Where do you experience difficulties or constraints, whichaffected your performance?

10. What kind of Training Development do you require to helpyou (a) in your present role (b) in your higher role?

11.Do you feel you are being fully utilized in your currentposition? What suggestions you have?

12. How do you feel you can enhance your job role? Whatadditional responsibility you would like to take?

What is an appraisal?

An appraisal is a tool to know your self and your colleagues, and itcan help to know the scope of work accomplished and / or theprobable time.

Why it is necessary?

It is necessary to understand the strengths and weaknesses so asto improve upon oneself to deliver more or exceed expectations.

What does it do to you?

It is a confidence building exercise and helps the person to getmore focused.

How will it be done?

This appraisal is a quarterly exercise to be performed by theseniors and it all levels. The immediate boss is supposed tomaintain a record of things whether good or bad during his courseof work. This will assist in measuring the employee and willeventually be the too to promote, demote, enhance the wages,provide or deprive the facilities and also will give inputs on thetraining required, if any, and will help the team as well as themanagement to progress further.

What will it do to you?

You can judge yourself, can motivate, add value to yourself, know

your job role, enhance your potential, identify your vision, mission


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and dharma, strengths, weaknesses, opportunities, threats, C S I P,achievements

Process On the basis of performance review, increase in salary/allowanceswill be granted annually (in April every year). Increment for allemployees will be based on performance rating as assessed as peremployees got the point of every quarterly appraisal.

Increments for Executives and Managers will be strictly related to

the performance. Increment for Staff and Supervisors will be as perstipulated responsibility level. Increments would not be automatic.Any Merit Increments/Merit Awards will be related to theperformance and will be given at the sole discretion of theManagement. An average of all four quarterly appraisals would becalculation and multiplies with incremental value to determine theincrement of staff.

Increments on confirmation will be at the sole discretion of theManagement and will be granted only for exceptional cases.

Forms &

FormatsAuthority

Policy Number 26

Policy &Procedures

Training & Development

Effective Date

Revision Date

Objective To promote employees learn and improve their skills and theirpersonality

Process ProcessThe company strongly believes in developing its employees totake up higher and greater responsibilities by using their skills,knowledge and personal abilities to the optimum level. It imparts


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training to the employees to fulfil this objective.

There are four broad categories, which are identified, in ourtraining policy:

Behavioural training

On the job training

Product training

Skill training

At present following types of training activities are carried upon

- Induction training

- Train the trainer

- By external trainers / Consultants

- From ISO Consultant

- Department Head

Training Plan, Training Attendance Sheet, Training Recordmust have to keep in every department. All HODs have tomaintain and monitoring accordingly.

Promotions will not be automatic or linked with the length ofservice. Individuals with good performance records and whoseperiodic potential assessment indicates ability to shoulder higherresponsibilities will be considered for promotion to a senior gradewhen new vacancies arise or when a new position is created.

The Company believers in promoting personnel from within.However, in view of the dynamic situation, it may be necessary tointroduce talent from outside for Managerial positions to ensureinputs of new ideas, techniques and specialization for futuregrowth.

Implementation The procedure / channels of communication will be similar to thatof appointment and confirmation. The promotion of Executives

and Managers will be through review by the Management withspecific approval thereof.

Forms & Formats Training PlanTraining Attendance sheetTraining Record

Authority

Policy Number 27

Policy &Procedures

Leaving Procedure

Effective Date

Revision Date

Objective

Process It will be the endeavour of the Company to retain productiveemployees as long as possible and to examine the reasons for theinability to retain them. Resignations will be submitted in writing to

Manager - HR by giving notice as per the terms specified in the


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appointment letters. Recently we are proceeding to issueappointment letters to all staff members before March 2007. Thefollowing terms & conditions will apply to all staff members withimmediate effect, if he/she wants to leave the company.

Resignation

Those who submit written Resignation

He/she will be allowed to leave and clearance would be

done up in full after completion of one month notice periodfrom the date of resignation, received & approved by the

Management. If he/she does not give a month notice clearance may be

done in full as a special case consideration by theManagement, provided he/she pays one month basic in lieuof notice.

The Management will be give his/her experience certificate

after completion of full & final settlement only.Those who dont submit Resignation

If any staff leaves the services without any information of

department head or without submitting his/her resignationto HR department, he/she will be not entitled for any type ofclearance.

He/she will not be allowed any experience certificate also.

Forms &Formats

Policy Number 28

Policy &Procedures

Exit Interview

Effective Date

Revision Date


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Objective

Process It will be the endeavour of the Company to retain productiveemployees as long as possible and to examine the reasons for theinability to retain them. Resignations will be submitted in writing toManager - HR by giving notice as per the terms specified in theappointment letters. Recently we are proceeding to issueappointment letters to all staff members before March 2008. Thefollowing terms & conditions will apply to all staff members withimmediate effect, if he/she wants to leave the company.

Resignation

Those who submit written Resignation

He/she will be allowed to leave and clearance would be

done up in full after completion of one month notice periodfrom the date of resignation, received & approved by theManagement.

If he/she does not give a month notice clearance may be

done in full as a special case consideration by theManagement, provided he/she pays one month basic in lieuof notice.

The Management will be give his/her experience certificate

after completion of full & final settlement only.Those who dont submit Resignation

If any staff leaves the services without any information of

department head or without submitting his/her resignationto HR department, he/she will be not entitled for any type ofclearance.

He/she will not be allowed any experience certificate also.

Forms &Formats

Authority

Policy Number 29

Policy &

Procedures

Welfare Policy


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Effective Date

Revision Date

Objective

Process We regard our employees as the greatest assets of theorganization and in order to strengthen these assets, the companyhas formulated policies, which aim at providing welfare to theemployees.

Get together & Birthday ceremony of our team members in

every months

Best Employee Awards, Most Wanted Person of the month,and Most Cheerful Person of the month and Honesty awardsin every month. Nominations are defined in prescribed formofAward Nomination Form duly filled in every month bydepartment head confidentially and submit to HRdepartment. HR department has coordinate with GeneralManger for selection

Anniversary Ceremony

Appreciation Letters

Sports Activities, Cultural Programs, Entertainments, Party

Farewell, Annual Pooja, compensation in case of loss of life

etc,

Forms &Formats

Authority


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Policy Number 30

Policy &Procedures

Conveyance Policy

Effective Date

Revision Date

Objective

Process Those who are using the company vehicle/s, he/she will be notedin/out kilometres at the security gate. If he/she can use theirpersonal vehicle than the company will be reimbursed conveyance

as per the determined rate policy.

For outside of Ahmedabad, the company will be paid to & fro bus,railway or air fare in terms of management approval.

In cityReimbursement

Rs. 2 per kilometre for two wheeler (If personal vehicle usage)Rs. 4 per kilometre for four wheeler (If personal vehicle usage)

Out Station


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Policy Number 31

Policy &Procedures

Job Abandonment

Effective Date

Revision Date

Objective

Process This policy provides assurance that the company shall continuewithout undue interruption and allows limited yet reasonableunreported absence in the event of personal emergency.

Definition A Team Member shall have abandoned his/her job when the staffmember has failed to call in and directly notify the HOD of thereason for absence from work for three consecutive work days. Jobabandonment will also occur when a staff member fails to return towork or directly notify the supervisor of the reason for absencewithin three consecutive working days after any approved leave ofabsence, disciplinary suspension, or recall form layoff status.

Procedure When a staff member has abandoned his/her job that staff membershall be immediately terminated from the company. Suchtermination shall be a voluntary resignation and shall not besubject to the staff complaint and grievance procedure.

Authority


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Policy Number 32

Policy &Procedures

Job Posting

Effective Date

Revision Date

Objective Form time to time, the company will post job openings in the areanear to the time clock or signing in out place. We encourageemployees who have the required skills necessary for these openpositions to apply. Required skills and experience will be listed onthe job posting to better assist current employees in assessing

their qualifications. Occasionally, an employees work experienceat out facility will serve to qualify them in particular areas whereoutside candidates would be required to have professional training.

Process The Company will always try to post positions inside the companybefore placing ads in local publications. In some cases, thecompany will not post positions internally as conditions may varyin regard to the level, reason or confidentiality of the position.

Authority


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Policy Number 33

Policy &Procedures

Lost & Found

Effective Date

Revision Date

Objective

Process Any items found on the worksite should be delivered to the HumanResource office where they will be available for claiming. To makea claim, an employee must first describe the attributes of the itemwithout seeing the item. Clearly this process discourages

inaccurate or false claim requests. In the event an item is notclaimed within10 days, the human resource manager will make aposting of such item on employee notice boards.

Form & Formats

Authority


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Policy Number 34

Policy &Procedures

Attendance

Effective Date

Revision Date

Objective

Purpose Any items found on the worksite should be delivered to the HumanResource office where they will be available for claiming. To make

a claim, an employee must first describe the attributes of the itemwithout seeing the item. Clearly this process discouragesinaccurate or false claim requests. In the event an item is notclaimed within10 days, the human resource manager will make aposting of such item on employee notice boards.

Process Employees are expected to report to work as scheduled and ontime. If it is impossible to report for work as scheduled, employeesmust call their concerned HODs before their starting time. If theirHOD is unavailable, then they have to inform immediateresponsible person who plays role of HOD in the absence of realHOD. And in some case if the absence is to continue beyond thefirst day, the employee must notify their HOD on a daily basis

unless otherwise arranged. Calling in is the responsibility of everyemployee who is absent. Absence for three consecutive work dayswithout prior information to HOD is considered a voluntarytermination.

Form & Formats

Authority

Reportingstructure


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Policy Number 35

Policy &Procedures

Company Confidentiality

Effective Date

Revision Date

ObjectivePurpose All employees at one time or another will received personal,

privileged and/or confidential information. That information mayconcern other employees, the companys operations or otherorganizations with whom we do business. You are obligated toensure that this information remains confidential and is notdisclosed. This is true regardless of whether you are activelyemployed, on leave or your employment with the company ends(for any reason).

Employees who disclose such sensitive information will bedisciplined, up to and including immediate termination. If inquiriesare made from outside the company, particularly from the press,

you should not answer, but direct all such questions to yoursupervisor or the Human Resources Department.

If your employment with the company terminates, for any reason,you must promptly return to the Company all confidentialdocuments and other materials that you have. You are notpermitted to retain copies of any such documents or materials.

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Policy Number 36

Policy &Procedures

Company Property

Effective Date

Revision Date

Objective

Purpose

Process

Authority


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Policy Number 37

Policy &Procedures

Employee Category

Effective Date

Revision Date

Objective

Purpose

Process

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Policy Number 38

Policy &Procedures

Re Hire Policy

Effective Date

Revision Date

Objective

Purpose

Procedure A former employee who has been rehired after leavingemployment for more than one calendar (1) year is considered asnew Employee.

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Policy Number 39

Policy &Procedures

Vehicle Parking

Effective Date

Revision Date

Objective

Purpose

Process

Authority


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Policy Number 40

Policy &Procedures

Work Place Security

Effective Date

Revision Date

Process The company is committed to maintain a safe and secureworkplace. In order to maintain a secure work environment, thecompany strictly prohibits employees and visitors from bringingand firearm on company property. In addition, all employees areasked to check in with the Security personnel of the company.Failure to comply with this policy will result in disciplinary action upto and including termination and will be penalized.Employee is not carrying money more than Rs.250/- on duty.

Authority

Policy Number 41

Policy &Procedures

Bulletin Board / Notice Board

Effective Date

Revision Date

Objective Bulletin boards can be used as a primary and effectivecommunication tool for companys employees. It can be used tohighlight some important news regarding some welfare activities,lost and found such things of employees, to recognize someadmirable work of any employee of the company, important

charges, some important addressable information, to preventgrapevine communication.

Procedure

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Policy Number 42

Policy &

Procedures

Policy of Death when on duty

Effective Date

Revision Date

Procedure When an employee dies while actively employed all proceduresrelating to the policy on termination/Resignation should befollowed. The concerned HOD are responsible for notifying theoffice or human resources as soon as possible so that appropriatenotification and actions can be taken by HR department. Theconcerned HOD should prepare and forward a Termination Formand arrange at an appropriate time for the return of keys.

Procedure of

Head

1. Notifies the office of Human Resources of death of an active

employee2. Arranges for return of office

Office of the Human Resources:

1. Notifies the insurance company of death of employee

contacts employees family and makes arrangements for paymentand /or follow through on benefit programs

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Policy Number 43

Policy &Procedures

Company Policy

Effective DateRevision Date

Purpose Hires the best people to help us reach our goals. Webelieve if we surround ourselves with good peopleemployees to always "do the right thing" when at work andin their communities. Who intend on doing well, theorganization can only succeed. It is for this reason weenforce the idea of Company investment in human capital,training and trust to encourage

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Policy Number 44

Policy &

Procedures

Visiting Card

Effective Date

Revision Date

Procedure Visiting Card will be issued to Above RL-5 level staff. HRDepartment will be informed to Purchase department by VisitingCard Printing Information at the time of joining of employee.

Re-printing visiting card information will be going through HRdepartment only. HOD will inform to HR department for the same.

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Policy Number 45

Policy &

Procedures

Settlement of Full & Final

Effective Date

Revision Date

Procedure When Employee wants to resign, he/she will submit resignation toconcern HOD & concern HOD will pass on to HR department for thefurther procedures. HR department will send the same toManagement for approval.

HR Department will send the NO Dues Clearance Form to alldepartments for the purpose of final settlement, clearance. AllHODs will indicate in this clearance form if any clearance due fromthe employee.

After the clearance from all departments, HR department willcalculate his balance leave, gratuity, bonus and salary as per thepolicy and prepared a full & final settlement.

The full & final settlement will send to Director (Operations) forapproval.

HR department will submit full & final settlement notes to accountsdepartment for preparation of cheque. Accounts department willforward this cheque to HR department and HR department will givethe same to concern employee.

Forms &Formats

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Policy Number 46

Policy &Procedures

Mobile

Effective Date

Revision Date

The Management has introduced a facility of Mobile for allExecutive & managers. The Following policy has beenrecommended and approved by the Management. This facility isprovided for business communication use only. However, subjectalways to the Managements right to change this policy and toinform to all HODs accordingly. The whole procedures would be

through HR department. HR department will be maintaining all therecords of users. HR department will be coordinate to purchaseand accounts whenever necessitate.

1. You can select any mode, 50% cost of mobile will be paid bycompany and 50% cost of mobile will be deducted fromyour current month salary or maximum instalments of twocoming months salary . And the same mobile has to beused in duty.

2. In case you want higher model above Rs.4000/- thancompany will pay maximum Rs.2000/- and rest of amountwill be deducted in current month or maximum twoinstalments of coming months salary.

3. You can avail this facility once every year.

4. Maintenance of your mobile would not be companysresponsibility.

In case an employee resigns before 12 months of purchase ofmobile then the amount paid by company would be recovered fromhis/her clearance / full & final settlements.

Limits

Over limit

Roaming

Forms &Formats

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Policy Number 47

Policy &Procedures

Official Conveyance Reimbursement

Effective Date

Revision Date

Procedure The Management has introduced a facility of official conveyancefor all team memb

Jasmit HR Department Standard Operational Procedure%5B1%5D%5B1%5D

Documents