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Ash & Alain India Pvt. Ltd.

ASH & ALAIN

Your Partner in Automation…

Employee’s Hand Book

An Automation Company
ASH & ALAIN

Your Partner in Automation…….

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Table of Content
1. About the Company
2. About the Handbook
3. Manpower Planning
• Policy Statement
• Appointments
• Calling for Application
• Employment offer
• Joining Formalities
• Probationary period
• Orientation
• Termination of Employment.
• Resignation
• Resignation Acceptance Letter
• Personnel Files
• Work Schedule
• Work Behavior
• Role and Responsibilities
• Promotions
• Age of Retirement
• Transfers

4. Performance Management Policy

• Policy Statement
• Performance Evaluation
• Annual Appraisal

5. Training and Development Policy

• Policy Statement
• Scope
• Procedure
• Training Needs Identification

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6. Compensation
• Policy Statement
• Base Salary
• House Rent Allowance (HRA)
• Reimbursements.
• Medical Reimbursement
• Leave travel Allowance (LTA)
• Provident Fund (PF)

7. Leaves Policy
• Policy Statement
• Scope
• Holidays
• Leaves

8. Business and Travel Expenses Reimbursement Policy

• Policy Statement
• Business Travel Regulation
• Traveling Allowance/Travel Mode
• Local Conveyance
• Hotel Accommodation

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9. Policy on Facilities and Other Personnel Issues

• Policy Statement
• Working Hours/Working Days
• Attendance
• Stationery Requisition
• Visiting Cards
• Telephone List
• Dispatch Mail
• Pay Period
• Pay Mode

10. Code of Employee Behavior

• Adherence to Laws and Discipline
• Clean Work - Place
• Confidentiality
• Communication
1. Bulletin Board
2. Web Mail
• Relationship between Colleagues
• Personal Belongings
• Dress Code

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About The Company

We started in year 1988 and since then excelling in the field of automation
by providing advanced technical products and cost effective automation
solutions.

Ash & Alain is a today known of taking any kind of high value automation
task, our understanding of the combination of technology, economics &
commitment to research and development stimulates leading edge thinking
and the continual evolution for products to meet customers increasingly
complex needs.

The change the Indian industrial scenario by opening new dimensions to the
automation industries.

Our Services

We are specialized in complete factory automation systems and control

components .Our success is maintained through continuous development of
a wide platform of technology and skilled in automation, software &
robotics key integration software and hardware products.

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Our Philosophy and Values

We are committed to a set of corporate values based on our philosophy of

equal opportunity, fair, treatment, creation of conducive climate of
motivation and performance, recognition and reward and open-door,
communication which facilities meaningful exchange of ideas.

A person who takes pride in his/her work is capable of putting in a much

bigger effort to produce the best he/she is capable of. To develop the
pride in one’s own work, the organization shall strive to create as much
motivational climate as is expected. Every aspect of creativity shall be
encouraged and in furtherance of this, calculated risk-taking shall be
promoted at all times.

As a corporate philosophy, we shall endeavor to attract, develop and

retain the best talent available and have the right person for the right job.

In brief, we shall constantly strive to make the work place endowed with
a positive culture.

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Organisation Chart of ASH & ALAIN India Pvt. Ltd.

Mr.K.K.Gupta
Director

Mr.Karan Gupta
Director

Ms. Kanika Gupta

Director

Mr. A. Sharma Mr. F.A.Ansari Mr. Y.Chander Ms.Snigdha

Marketing Head Eng. /Project Head Admin./Acc.Head Asst.Manager-HR

Omron CKD Panel Project Back Office Accounts

Mr. Rana
Mr.P.Lenka Mr.Rakesh Mr.Dutta
Mr.Rajesh
Mk. Eng.
Mr. Nitin Mr.Jawed Mrs. Sujatha Mr.Devender
Mr.Ajeet
Mkt. Eng. Mr.Neeraj Mr.Vikas Mr.W.A.Ansari Mr.Sudeep

Mr.Giridhar Mr.Inderjit Mr. Y.P

Mr.Priyank
Mkt. Eng.
Mr.Shrawan
North CKD
South CKD
Delhi
Mr. Manoj Bangalore
Mkt. Eng.
Mr. Pankaj Mr. H.Prasad
Manager Manager

Mr. Rajesh Mr. A. J.Mahesh Babu

D. Manager Mkt.Eng.

Mr. Deepak Ms. Jancy

Sr. Sales Eng.
Mr. V. Kiran
Chennai

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Welcome Note

Welcome to Ash Alain India Pvt.Ltd. We are happy to have you join
us and trust that you will be valued addition to our organization. We
hope that you find your association with us to be a challenging and
rewarding experience. Your individual effort is essential to our
collective success.

This handbook has been prepared to provide you with information for
common questions and concerns. Employees should become familiar
with the contents of the employee handbook. You are responsible for
reading the manual so that you understand the Company’s policies,
practices and procedures. Handbook may be changed from time to
time and they become effective on the date of their issue and re-issue.

A table of contents is located at the beginning of the guide.If you have

questions or concerns about the policies outlined here, you should
contact to Human Resource Department.

With Best Wishes!

[K.K.Gupta]
Director

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Manpower Planning

Policy Statement:-
Equal opportunity for employment: all the persons have equal
opportunity for being selected, employed, paid, promoted and
transferred with the company.

Planning for Manpower is a process of identifying the human

resources needs of the organization.

Vacancies may arise due to new positions being created as a part of

the business process or due to incumbents vacating the existing
positions.
The company reserves its right to abolish any existing position or
merging the same with another position.

Appointments:-
1. Calling for Application
The calling for application shall be as stated below:

• Database- The HR Department shall maintain a

database of applications received over a period of time.

• Advertisement- This shall be need based and used

with the prior approval of the Director. The HR
Department shall release all employment advertisements
through the Company’s appointed advertising agency.

2. Employment offer- Your appointment is based on your

performance in the recruitment process of our company. Your
appointment is subject to the terms and conditions mentioned in the
Appointment Letter given to you. You need to give your acceptance by
signing and returning the duplicate copy of the Appointment Letter to
the HR Department. Your signing the Appointment Letter implies that
you agree to the terms and conditions mentioned in the Appointment
Letter.

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3. Joining Formalities- At the time of joining, you will be given

with a New Employee Joining Application, which you need to fill in
completely and submit it to the HR Department. You are also requested
to bring the following documents:-

1. One copy (A4 size only).

2. Degree/Provisional/Course completion Certificate of all
College/University qualifications.
3. Mark sheets of all College/ University qualifications (all
semesters).
4. Mark sheets and Certificates of 10th & 12th classes.
5. Relieving letter (incase you are already employed).
6. Latest Pay Slip (incase you are already employed).
7. Address Proof.

4. Probationary Period- You shall be initially on probation for a

period of six months, which may be extended and reduced at the sole
discretion of the Management. During the period of probation, the
employment is terminable by the Company without assigning any
reason whatsoever. During the period of probation, if you wish to
terminate this contract, you have to give to week’s notice or payment of
salary in lieu thereof. On completion of your probation period, you shall
be deemed to have confirmed automatically, unless you receive
intimation otherwise in writing, from the company.

5. Orientation-On the day of joining the candidate shall report to the

HR Department. The concerned Manager and the Reception shall be
informed.
The HR Department shall complete all the administrative joining
formalities. These include:-
1. All Mark sheets
2. Photographs.
3. Experiences Certificates.
4. Address Proof.
5. Resume.
6. Reliving Letter.

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6. Termination of Employment- Post confirmation of your

services, the company may terminate your employment at any time
either on giving 1 month’s notice, or without any notice on payment of
1 month’s salary in lieu of notice. On resignation you are required to
give notice in writing for a minimum 1 month’s period; or payment of 1
month’s salary in lieu of notice.

7. Resignation- The employees are required to give notice in writing

of their intention to resign from the services of the Company as per the
notice period.

8. Resignation Acceptance Letter- The HR Department will

Issue the Letter of Acceptance of Resignation and release from the
Company.

Along with the letter of acceptance of resignation the HR

Department shall forward the clearance Certificate, which will have
to be submitted back to the HR Department by the concerned
employee for full and final settlement. The full settlement shall not
be made unless the Clearance Certificate is duly completed and
submitted to the HR Department.

9. Personal Files- Our Company considers it very important to

manage the personal files. It shows the respect and concern of our
company for all employees.

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10.Work Schedule- The work schedule is Six days per week, nine
hours a day plus ½ hour meal period .If an employee doesn’t follow the
rules :-

The following general rules apply:-

• An employee, who arrives later than scheduled time, may be
permitted to make up the deficit by working that much longer at the end
of the workday according to the work needs of the company. Otherwise,
delay shall be charged to the appropriate leave category.

• Senior shall take appropriate action to correct any abuse or

misuse of this privilege which may include deductions from the
employee’s pay,

• If an employee leaves work early without permission, the time

shall be deducted from the employee’s pay or may be charged to the
appropriate leave account if justified.

11. Work Behavior- It is essential that all employees accept

personal responsibility for maintaining high standards of conduct and
job performance, including observance of the company rules and
policies. Disciplinary action is considered a dimension of performance
evaluation. It is a corrective process to help employees overcome work-
related, shortcomings, strengthen work performance and achieve
success.

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12. Role and Responsibilities- The Roles and Responsibility of
the employee will be specified by the Director of the employee at the
time of joining. Apart from the Roles mentioned initially, the company
may assign new roles and responsibilities to the employee as and when
required

13. Promotions- Based on your Performance Appraisals, accordingly

you might be promoted to a senior position as decided by the company.

14. Age of Retirement- The age of retirement is latest 60 years for

all employees.

15. Transfers- You are also liable to be transferred to any of the new
offices that the company might open .Transfers may involve a
promotion, reassignment, demotion or lateral move. Your leave credits
and all the other benefits go with you. Your Personnel File is also
transferred to your new office.

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Performance Management policy

Policy Statement- Goal setting is a formal annual exercise where the

performance targets/goals are sets for all the employees based on the
business objectives of the organization. In the performance Appraisal
process the individual performance is evaluated against the goals set in
the previous year.

1. Performance Evaluation- Annual Performance Evaluation

will be done during the month of April every year for each employee
having being employed for six months or longer. The evaluation period
will cover the period 1st April through 31st March.

2. Annual Appraisal- The performance Appraisal shall be

done once in a year. The review of the objectives shall be
done periodically, where the director shall decide the
period mutually with employee. There shall be at least a
half-yearly review.

Training and Development Policy

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Policy Statement- The purpose of this policy is to reinforce the

commitment that Ash & Alain has, towards creating learning
environment. It is the organization’s to provide employees with
training inputs to equip them with the knowledge, skills and behavior
Facilitating in the achievement of organization and individual goals.

1. Scope- The policy is applicable to company-wide education

and training activities including functional, management and
quality related areas.

2. Procedure-

Compensation Policy
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Policy Statement-The compensation structure has been defined to

provide a fair and reasonable compensation package to employees.

1. Base Salary- Base salary is paid per month and is reckoned

for the purpose of PF and ESI.

2. House Rent Allowance (HRA) - The HRA shall be paid

on monthly basis as per the grade. The HRA is related to
attendance and is proportionately reduced for absence without
leave.

3. Reimbursements- All entitlements/reimbursements shall be

claimed through Expense Reimbursement Form. The company
shall maintain complete records of all reimbursements.
Reimbursements shall be given to the employee’s through cash.

4. Medical Reimbursement-For claiming Medical

reimbursement, the employees are required to submit medical
bills in support of claim. These shall be submitted in the
prescribed format.

5. Leave Travel Allowance (LTA) - The LTA amount may

be claimed as an advance before proceeding on leave. The
necessary documents/receipts must be submitted to the HR
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Department within one month after returning from leave. LTA
will be paid yearly.

6. Provident Fund – The Employee Provident Fund And

Miscellaneous Provisions Act, 1952, enacted for compulsory
contribution to the provident fund, family pension, employee
deposit link insurance for the employee after his retirement or
for his dependents in case of his early death, the objective is to
accumulate certain sums of the benefit for the employee[s] or
his dependents, the fund has future provision for them and their
families and/ or nominees.

The Company contribution and the Employee contribution

towards PF shall be 12% of the base salary.

7. ESI – The main objective of the Employees State Insurance

Act, 1948, is to provide to the workers medical relief, sickness
cash benefits, maternity benefits to women workers, pension to
the dependents of deceased workers and compensation for fatal
and other employment injuries including occupational diseases,
in an integrated form through a contributory fund. Where a
workman is covered under ESI Scheme, no compensation could
be claimed from his employment injury sustained by him.

• ESIS is a type of medical scheme where the employer

contributes 4.75% of the salary and the employee
contributes only 1.75% of salary, upon becoming the
member of the scheme. Salary for the purpose includes
Basic, HRA, special allowance etc.

• ESI Contribution is deducted each month from the salary of

all eligible employees.

Leave Policy

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Policy Statement-The following policy recognizes the
employee’s need to have follow the time off from work for various
reasons such as religious, recreational, cultural, medical, personal
or others.

Scope- The coverage for “Leaves of absence” includes

1. Privileged Leave (Referred to as PL in the policy)
2. Casual Leave (Referred to as CL in the policy)
3. Leave without pay.

Leave Nature Of Leave

Details
CASUAL PRIVILEGE
Quantum of Yearly 10 15
Entitlement
Entitlement of Leave From the time of the joining On completion of
One year of services
Leave at Stretch Min-Half day to Min-3 days to the
Max- 2 days Maximum extent
approved
Combination of Leave No No
Accumulation of Leave Lapses at the end of the
Financials year.
Availability of Leave Any time in the year subject to prior approval and
Availability of leave
Intervening weekly Excluded Excluded
off/Paid Holidays

Leave year is the financial year, i.e. 1st April to 31st March.

Process of Availing Leave –

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i. A Sanctioned Leave application, authorized by the relevant

sanctioning authority in the prescribed format has to be submitted to
the HR Max- 7 days in advance and Min- 1 day advance .

ii. While availing casual leave, it is expected that the employee inform
his/her senior by phone on the same day. The sanctioned leave
application for the leave should be submitted to HR within the same
day of joining back. However, in the absence of receipt of any leave
application, the HR will mark it as Absent and will send a mail of
absenteeism to the employees.

Holidays- The Company has decided to set the following

days as Holidays to all the employees on the State Government
holidays:-

• List of Holiday is available with

[Human Resource Department]

The company will observe the following national holidays every

year.

1. Republic Day 26th January

2. Independence Day 15th August
3. Gandhi Jayanti 02nd October

Privileged Leave

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All permanent employees (who have completed the one year period
successfully) in the organization are eligible for PL.

The PL will be computed on the pro-rata basis in case the employee

joins in between the financial year for the said year with effect of date of
joining.

No employee shall be entitled to avail the PL during the probation

period/training, as the case may be.

Casual leave

The CL is designed to provide an employee with time off for any personal
reason.

CL shall, unless otherwise permitted, be availed for not more than 2days given
time and only twice in a month.

CL that has not been availed cannot be carried forward into the next year nor
can it be paid.

No other type of leave can be suffixed or prefixed with CL.

The employees is required to apply for CL in advance, unless in case of

exigencies where he/she shall submit the leave approval form to the superior
within 48hours of resuming duty.

Leave Without Pay

Leave without pay is a temporary nonpay status and an authorized absence from
duty, issued when the employee has insufficient annual leave or sick leave, or
compensatory time available to cover an approved absence. An employee does
not have to exhaust annual or sick leave before requesting Leave Without Pay.

Requests for leave without pay will be dealt with on an individual basis, at the
discretion of the Manager, in consultation with the Head of the Department.

Business and Travel Expenses Reimbursement Policy

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Policy Statement- The Company appreciates the effort of the

employees who need to travel for business reasons. The employee’s
endeavor should be minimized the travel expense and help the
Company to manage its budget better.

Business Travel Regulation- For Business Travel, Valid is the

Business Travel Regulation.
Additional helpful hints you can find in the following sections:

1. Traveling Allowance/Travel Mode- Traveling Allowance for

Manager, Sr.Engineer, and Engineers would be as following:-

Designation Class A Cities Class B Cities

Manager 800.00 700.00
Sr. Engineer 600.00 500.00
Engineer 500.00 400.00

Class A Cities- are Delhi, Mumbai, Kolkata, Bangalore

Class B Cities- all other cities come under this category.

2. Travel Mode-
Level Manager Sr.Engineer Engineer Office Asst/others
st
(a) Inter city II tier A/c 1 class Rail 1st class Rail II class Rail
1st class train
(b) Within city Own 2 wheeler Auto Rickshaw with
place of posting Auto rickshaw may prior permission
be allowed with
prior permission

Any alternative
mode of travel other
than mentioned
above will be with
prior permission

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Local Conveyance- Travel within 65 km radius of the place of
posting will be treated as local conveyance

(a). All Sale Personnel will use their own two wheeler for local travel.
Use of auto rickshaw will be with prior permission.

(b). Office Asst. etc other than sales personnel will travel by local bus.
However they would be reimbursed at the rate/km application in case
they use their own two wheeler.

The following rates of reimbursement of local travel would be

applicable

Motorcycle/Scooter Re.2.00/km.

Hotel Accommodation- The following shall be the expense limits

for board and lodging inclusive of laundry incidentals.etc per 24 hour
period for tour beyond 65 km radius from the place of posting.

Level Delhi, Mumbai, State, Capitals and Other Cities

Kolkata,Chennai A Class cities
Manager 450 350 250
Sr. Engineer 300 250 200
Engineer 300 250 200
Office Asst/others 125 85 75

Policy on Facilities and other Personnel Issues

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Policy Statement- The Company intends to clarify certain working

rules and regulations as also streamlining usage of support facilities at
ASH & ALAIN. This policy is applicable to all the permanent
employees.

1. Working Hours/Working Days- The general office timings

are from 9:30Am in the Morning to 6:00Pm in the Evening, with ½
hour break for Lunch from 1:30Pm to 2:00Pm. The reporting time to
the office (9:30 A.M) ill have the grace period of 10 minutes. After
three such late comings in a month will have to undergo Loss of Pay
(½ day salary is deducted).

2. Attendance- It is mandatory for each employee to sign in the

attendance register from the day of joining. Every Employee is
required to sign the attendance register daily upon his/her arrival and
departure from office. The Register will be available at the Main Gate.

All employees are expected to be punctual and observe the office

timings. All employees are required to be in the office by the
stipulated time at the beginning of the working day or after the lunch
hour. Anyone coming in to work later than the beginning of the
working day shall be treated as late attendance. Recurring late
attendance up to three times will be treated as half day salary
deducted.

Incase an employee is required to attend to some personal work which

would result in his/her coming late, he/she shall inform his/her
respective Department in advance accordingly.

3.Stationery Requisition- The HR/Administration Department

shall co-ordinate all stationery requisitioning. The
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Departments/Employees shall be issued their stationery items Material
List. Requisitions for stationery items shall be made well in advance,
as it would facilitate stocking of the necessary items.

4. Visiting Card- All employees in the management positions,

sales and service personnel and any other employee with a direct and
regular customer contact shall be issued visiting cards.

The Head of Department shall verify the Name/Designation etc. and

the HR/Administration Department shall be responsible for printing of
the cards.

5. Telephone List- The employees shall be provided with all

important office telephone numbers. A list of intercom numbers will
be provided to the entire Department. The HR Department shall be
responsible for timely update of the list.

6. Dispatch Mail- Dispatch of mail, whether by hand or by post/

courier, within / outside the city or international is done through the
Administration Department. The employees can get in touch with
Administration Department for the same.

7. Pay Period- Your Payday will be on the 7th day of each month. If
this day falls on Sunday or a holiday, payday will be on the preceding
business day.

8. Pay Mode- Your pay mode will be Cheque. You will receive a
Salary Slip indicating the net amount after any additions, subtractions
and any deductions in your salary.

Code of Employee Behavior

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1. Adherence to Laws and Discipline- All employees of our
company will abide by the laws of the Indian Government, Labor
regulations and guidelines issued by the company.

2. Clean Work-Place- It is the duty of every employee to maintain

a clean and tidy work place in and around his/her desk and also in the
remaining places of the offices.

3. Confidentiality- During the course of his/her employment the

employee may be disclosed with certain Technical and Business
information of the Company as well as that of the client such as
methods, processes, pricing data, financial data, customer list etc. The
employee needs to maintain confidentiality of the information he has
with him.

4. Communication- All employees will be expected to

communicate in a open manner. They are expected to maintain a
cordial relationship with their Colleagues, Superiors, and Sub-
Ordinates.

1. Bulletin Board- The Company will keep a Bulletin Board at

a prominent Location in the office for all its internal
communications. Employees are requested to update
themselves on the changes in the Bulletin Board.

2. Web Mail- The Company will also use the Web Mail to
communicate with the employees.

5. Relationship with Colleagues- All the colleagues shall unite

and cooperate with each other honestly. The nature of work performed
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may differ between staff, but is of equal importance for the company.
The new staff will be expected to follow the instructions of their
senior staff will provide direction and help to new staff.

6. Personal Belongings- Employees have to be utmost careful

with their personal belongings, while working in the office. It is
advised that the employees should not bring any expensive item to the
office for their own benefit.

7. Dress Code- The customer’s impression of the Company is

formed on the interface with the representatives. It is there for
essential that employees present a professional image to the customer.
Every employee will be expected to take care of his/her personal
appearance. The following dress code applies to Monday to Friday-

For Gentlemen: They are expected to dress in business formals, i.e.,

a full / half-sleeved shirt, formal trousers and formal leather shoes
(brown, black or tan).

For Ladies: They are expected to be in a saree, salwar/churidar

kameez or dressed in western business formals.

The following dress code applies on Saturday:

For Gentlemen: They may opt to wear Jeans, T-shirt and Sports
shoes.

For Ladies: They may opt to wear Jeans and T-shirt

Closing
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Your work with Ash & Alain India Pvt. Ltd. has a full
potential for enriching your professional life which in turn
will be beneficial for the company in achieving its goals.
Keep in mind that through your employment, you are a vital
resource of Ash & Alain India Pvt. Ltd.
Hopefully, this handbook has helped you understand what is
expected of you, your avenues to find out more information
as well as outlining some of the advantages and benefits of
employment with Ash & Alain India Pvt.Ltd.

ASH & ALAIN

LEAVE APPLICATION FORM

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NAME______________________________DATE__________________

LEAVE APPLIED FROM_____________________ TO _____________

TYPE OF LEAVE ( ) CL/PL/WOPL NO.OF DAYS________ DUE

REASON____________________________________________________

ADDRESS WHILE ON LEAVE _________________________________

TEL# _______________________

I AM AWARE THAT, IF I DO NOT REPORT FOR DUTY FOR MORE THAN

SIX DAYS WITHOUT PRIOR PERMISSION, MY SERVICE WOULD BE
TREATED AS TERMMINATED.

APPROVED BY ____________________________

SIGNATURE APPLICANT SIGNATURE

ASH & ALAIN India Pvt. Ltd.

List of Holidays Delhi Office

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1. Republic Day January

2. Holi March
3. Ram Navami March
4. Independence Day August
5. Raksha Bandhan August
6. Janmashtami September
7. Mahatma Gandhi Birthday October
8. Diwali November
9. Goverdhan Puja November
10 Bhai Duj November
.
11 X-Mas December
.
(1)-R/H

List of Holidays Bangalore Office

1. Makar Sankranti January

2. Republic Day January
3. Ugadi March
4. May Day May
5. Independence Day August
6. Ganesh Chaturethy September
7. Mahatma Gandhi Birthday October
8. Ayudha Puja October
9. Karnataka Rajyotsava November
10 Diwali November
.
11 X-Mas December
.

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Headquarter

ASH & ALAIN India Pvt. Ltd.

S-100 FIEE, Okhla Industrial Area,
Phase-II, New Delhi-110020 (INDIA)
Tel. : +91-11-41616268/69
Fax : +91-11-41616264
E-mail : sales@ashalain.com

SOUTH ZONE OFFICE

ASH & ALAIN India Pvt. Ltd.
W-203, Sunrise Chambers
#22 Ulsoor Road
Bangalore-560042
Tel. : +91-80-25594423/24
Fax : +91-80-25594424
E-mail : bangalore@ashalain.com

NORTH ZONE OFFICE

ASH & ALAIN India Pvt. Ltd.
S-100 FIEE, Okhla Industrial Area,
Phase-II, New Delhi-110020 (INDIA)
Tel. : +91-11-41616268/69
Fax : +91-11-41616264
E-mail : sales@ashalain.com

ASH & ALAIN

Your Partner in Automation…….