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RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 - 2007
Section no. 1. 1.1 1.2 1.3 1.4 Our Values Creating a fun workplace Code of ethics Discipline Misconduct
2. 2.1 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.3 2.4 2.4.1 2.4.2 2.4.3 2.4.4 2.4.5 2.5 2.6 2.7 2.8 2.9 2.10 2.11 3. 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8
Recruitment and Selection Objective Recruitment policy Procedure Sources of recruitment Recruitment consultant fees Referrals Employee referral scheme Statutory requirement for vacancy listing Ex-employees seeking requirement Ex-employees’ recruitment Employment of relatives Interview and selection guidelines & procedures Appointment Appointment letter Issuing authority Acceptance letter and Joining reports Joining expenses Payment for notice pay RMT recruitment process Part-time recruitment schemes Joining formalities Payroll process for new employees Induction ID card and uniform Confirmations Employment Conditions and Benefits Attendance and leaves Rules for availing leaves Encashment of leaves National and Festival holidays Working on National and Festival holidays Weekly holidays Late working Transfer policy
RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 - 2007 2
3.9 3.10 3.11 4. 4.1 4.2 4.3
Short Term relocation Policy Transfer Grant Guest House Policy Compensation Objectives Compensation structure Components of compensation package Basic Special allowance HRA House Lease Policy Moving Expenses Conveyance Leave Travel Allowance Medical Reimbursement Mediclaim Cover Personal Accident Policy Annual health check-up ESI Salary advance Telephone facilities and limits Cell phone reimbursement Laptops Local conveyance Hard furnishing Buy back and renewal policy Out of Pocket Expenses Marriage gifts Professional Magazine Allowance
4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16
5. 5.1 5.2 5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 5.3 5.3.1 5.3.2 5.4 5.5 6. 6.1 6.2 6.3
Performance Management, Capability and Career Development Performance appraisal system The Performance Management System Performance planning process Performance review process Performance assessment process Development planning process Potential assessment process Performance rewards Salary increment Annual performance bonus Promotion policy Assessment centers Travel Policy Objectives Entitlement Local conveyance
RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 - 2007 3
3 7.1. Accommodation – Guest House and Hotels Incidental expenses PER DIEM Deputation General guidelines Travel – International Retirement and Separation Retirement benefits Provident fund Gratuity Superannuation Separation Resignation Termination Procedure to initiate full and final settlement Retirement Exit interview Farewell to outgoing employees Annexure RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . 7.5 6.1.7 6.5 8.9 7.2 7.1 22.214.171.124 7.1 7.1 7.4 6.2007 4 .2 7.2 7.6.8 6.2.6 6.3 7.1.3 7.
Section: 1 Our Values RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 5 .
he or she will keep coming back for more …. Ensure that we act on customer feedback or complaints irrespective of which function we belong to. 1. Know our products. Treat the customer the way we would like to be treated. And will come back ONLY to us and will also spread the good word about us to all. Demonstrate utmost courtesy over phone by picking up the phone in three rings. being cheerful and handling the call competently. where we enjoy our work and the time spent on it.1. Ensure that the store has the entire infrastructure.0 OUR VALUES We believe that working together with the customer and providing him/her what they need in a clean environment coupled with new technologies & impeccable service creates a wining combination. A place where everyone – the customer and we – win because winning is enjoyable and addictive. If we win ? We would be happy to return work every morning….2007 6 .1 Creating a fun workplace A fun workplace is a wining workplace. policies. business and our competitors thoroughly. Present a neat and clean appearance of the workplace and use at all times. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . and would even recommend this workplace to our best friends and above all feel proud to belong to it. Ensure that all products are always available for the customer to shop. equipment and facilities needed to work efficiently. make eye contact. Why? Simply because …. So let’s keep winning together! How can we as employee help the customer to win? By just believing in and following these three simple principles: I. We also believe that working together with one another at the workplace creates a fun workplace. If the customer wins. We believe specialty and teamwork gives us the wining edge. The customer wins if we get “customer friendly” and do what the customer wants Here are some ideas to get customer friendly: Offer to help before being asked. Recognize. greet and acknowledge our customer’s presence. smile.
Confirm to standards of grooming and personal hygiene.Keep up our promises to the customer. Encourage customer feedback. Never let down our organization in front of a customer or make excuses. Never accept favors. big or small and do it with perfection. Never spread rumors or succumb to them. Never divulge vital company information to outsider without authorization. II. laughing. Cooperate with your team and share workload voluntarily. Never argue. Thank the customer at the checkout and invite him/her to visit us again. Never make false promise that you cannot fulfill. Never overcharge the customer or hold back the free gifts they are eligible to receive. which is likely to create a conflict of interest and compromise the interest of Organization.2007 7 . The customer win if you demonstrate honesty in your professional and personal conduct by being “true to your conscience” Here are some ideas to demonstrate your honesty: Never indulge in stealing. To treat your team member with respect and openness RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Treat every complaint as a golden opportunity to improve and regain the customer’s confidence in us. How you as a leader help your team members win? By ensuring that all your policies and practices are guided by three key principles: 1. Never let personal affairs interfere with your work time or use the workplace to transact personal business or entertain friends and relatives. including the products and equipment neat and tidy at all times. Do something extra for the customer. answer back or take the customer’s anger personally. Treat all work as important. Avoid chatting. Never conceal any information about stealing or other acts of dishonesty that you are aware of. Come to work on time and avoid unplanned absence. The customer wins if we maintain the dignity of the workplace by treating it as a “place of worship” Here are some ideas to maintain the dignity of the workplace: Go out the way to keep the workplace. Handle company property and products with care and report damages and repairs promptly for action. discount or gifts from suppliers or vendors. quarreling and other disruptive behavior at the workplace. Never misuse company property and facilities. Treat your colleague the way you would like to be treated – with respect and dignity. learn from it and share it with your supervisors/peers for action. Never give false information to the customer. III.
2007 8 . Ensure that you never use abusive language with your team members. Ensure that your team members are fully aware of all the benefits and facilities that they are entitled to and the same is made available with ease and promptness. Be available. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Ensure that your team members are recognize publicly for any extraordinary contribution. Ensure that your team members are informed of the career growth avenues that are available to them in the organization. Ensure that your team members are provided opportunities to participate in decision making. Ensure that you lead by example and walk your talk. training and all the information necessary to do their job well and also prepare them for greater responsibilities. as a trustworthy and reliable friend in whom tour team members can confide their personal problems if they need to. Ensure that your team members are given periodic feedback not only about their current performance but also about their potential for future growth opportunities. Ensure that you respect team member’s need for their personal space and time by making sure that they take their annual leave and also their weekly holidays. So.Here are some ideas Ensure that you are fair in your dealing with your team members without bias of gender. together let’s create a wining combination – the customer and we. Ensure that you use competence. To provide your team members with the opportunity to learn. To support help and guide your team members when in need as a member of their family. Ensure that you praise your team members in public and criticize them in private. Guide and support your team members in their academic pursuits. Here are some ideas Support your team members both financially and emotionally in time of unforeseen calamities. Ensure that you make available ample forums to help your tea members express their views and grievances. Ensure that you let your team members when they are doing something wrong so that they have no opportunity to correct it. 3. religion or caste or favoritism. earn and grow Here are some ideas Ensure that your team members receive adequate induction. facts and reasoning and not authority and subjective judgments in making and making decisions that affect your team members. 2. Ensure that you encourage your team members to give constructive feedback about work methods and practices.
and the role which they should play in such circumstances”. these activities must be lawful and free of conflicts with their responsibilities as employees of RPG Cellucom. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Soliciting subcontractors and vendors for donation/advertisement to a charity in which you are involved. Code of Ethics This Code of Ethics will be applicable and should be adhered to by all employees in RPG Cellucom. Employees must not misuse RPG Cellucom resources or influence.2.2. conflicts.1 Conflict of Interest A conflict of interest could be defined as a situation that arises when a decision. Avoiding conflict of interest RPG Cellucom recognizes that right of the employee to take part in activities outside their job. 1. In a competing company. A company to which you give business. Examples of Conflicts of Interest Holding of financial interest directly or indirectly. etc.2007 9 .making authority is seen to have a personal interest and /or stake in the outcome of the decision itself. Personal Integrity. Using company facilities after office hours for your spouse’s/relatives business. In a company which you are involved in making a buy-out decision.1. While the CODE has attempted to cover a number of areas. However.2 Membership of Social Service Organization Potential conflicts arise when executives take membership of organizations and associations that undertake Social Services of various kinds. “It covers various situations which employees in RPG Cellucom might face in areas of Financial Control. it cannot obviously become comprehensive. 1. Situation might come where individuals find themselves in a ‘Conflict of Interest’.. Taking a part-time job requiring you to spend time on it during your normal working hours or to use office equipment in meeting your responsibilities. or discredit RPG’s good name and reputation.2. including through close relatives in. Directing business to a supplier managed by a relative or a close friend. Making a promotion decision about a spouse or relative. It is always best to consult your supervisor before taking any decisions.
Some illustration of such information is given here. employees should exercise great discretion in maintaining confidentiality of potentially damaging information.2. Potential joint venture deals being negotiated. Newspaper reporters and Government officials. selling to customers. 1. and responsibilities held. Any breach of this code shall be viewed seriously. You do not reveal priority information in your talk. 1.4 Confidentiality and Discretion Employee should all time realize that they are in the possession of (Sensitive Classified and Confidential) information that should not be parted with under any circumstances to competitors.2. Relationship with suppliers.6 Financial Interest Among the most common type of financial interest are: Ownership equity. Employee should maintain total confidentiality and exercise utmost discretion in parting with any such classified information.3 Relatives as Competitors Close relatives employed with competitors should be disclosed with details of relationship. Financial information.5 Accepting Honoraria for Lectures Outside This is permissible provided: You get advance clearance from your manager. Dealers & other Business associates Gifts No gifts should ever be accepted from suppliers or vendors since it seriously compromises the interests of the company and creates a conflict of interest situation. using company infrastructure and facilities to discharge responsibilities towards that organization and proving use of such facilities directly to the Organizations/Associations and its members. Stock brokers. Future business policies and trade offers regarding your products and services. New products introductions. Investment Analysts. or extending credit to other companies. Partnership interest. Tax planning measures. 1. Direct or indirect interest trough a trust or other relationship.Conflicts arise in the form of fund raising from RPG companies for such Organizations/Associations. A potential RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . If employment is unavoidable on an ongoing one for a long time.2. 1.2007 10 .2. For example you might involve in selecting suppliers. Financial interest is a problem as soon as it presents a potential for conflict of interest with your responsibilities as an RPG employee.
The interest could be direct or indirect – what matters are that your action as an employee in RPG Cellucom might affect the value of your interest in the other company. or result in a direct financial loss to RPG. Whether you are filing out a time card. Under company policy. 1. creativity and energy. Keep our records accurate. Form time-to-time auditors may want to look at your files and talk to you about them. Moonlighting will impede your performance and clearly place you in a conflict of interest situation. preparing a purchase order or reporting on the financial status of the entire company strictly follow the accounting. 1.2. and only you have the proper authorization. steps should be taken to correct the situation.8 Setting up a Part-time Business or Taking a Part-time Job This is not permissible.10 Financial Controls and Records Follow financial accounting. Sometimes the chance for illegal or unethical personal gain will arise.2.2007 11 . 1. as well as rules for the release of financial information outside the company. As an employee in RPG Cellucom you are expected to give your best in terms of time. But some responsibilities are on a more personal level. Other issues can challenge individual’s integrity. damage RPG’s reputation. reporting and control procedure. 1.2. You should welcome these reviews because they are designed to prevent problems from occurring. and protect the security of our assets.9 Your Personal Integrity In your day-to-day work most of us are called upon to support board company objective like providing equal opportunity and environmental protection. For example each of us also have a role in helping to keep the company’s records accurate. There need not only be a realistic possibility of injury to RPG for a manager to consider taking corrective action.7 Corrective Action Corrective action may be required even if an employee reports a potential conflict of interest. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . We must not only know right from wrong but also relentlessly follow the right – even when it may be very tempting to do otherwise.2.problem might exist if you (or a relative) also had a personal financial interest in one of these companies. 1. and is protecting whatever company assets we use or manage. timely and complete. reporting and control procedure in place. We demonstrate honesty in our personal and professional conduct. If situation could impair employee’s judgment or performance of company duties.3 Discipline Our discipline policy has been framed to ensure that: We maintain the dignity of the workplace. Also be sure to keep all financial information confidential. Release it to others only after considering the interest of the company as a whole. That’s when we must remember that the integrity of all of us depends on the integrity of each of us. you are obliged to give auditors full access to your records and any other cooperation they require.
We are all clear about the standards of behavior expected of us. Supervisors and staff below that rank are not permitted to carry any writing implement or stationary into the work area on the sales floor. xii. xi. They are forbidden from taking anything out of the area specified above. ii. v. The following specific policies are applicable to all the employees working with RPG Cellucom: i. except under medical subscription. x. Members of the staff are forbidden from bringing any bags small/big into the store. which are subversive of discipline and/or detrimental to the interests of the organization. Members of the staff can have snacks/lunch/meals only in the lunchroom provided. 1. Walkmans. vii.2007 12 . In case they have to do so. Ex-employees have to secure the business head permission before servicing the RPG Cellucom in any way whatsoever. Members of the staff cannot exit their work area during their shifts. Staff will only wear the prescribed uniform on the company’s premises while on duty. Discmans. Members of the staff are restricted from wearing sunglasses/goggles inside the store. By highlighting the discipline standards that are expected of us it is believed that we will be able to promote self-discipline. iv. Misconduct is a violation from established standards of behavior expected at workplace. No pets are allowed inside the premises including the parking lot and surrounding areas. iii. viii. Supervisors and staff below the rank of supervisor are strictly forbidden to use cellular phone on the sales floor. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Members of the staff are prohibited from bringing into the store any cameras. only the duty manager is allowed to give the necessary written permission.4 Misconduct Misconduct refers to any act. ix. and Radio etc. Ex-employees who have resigned are not allowed to enter the restricted area reserved for the company staff. vi. All staff and visitors are subject to a body search whenever required to do so. In a frontline service industry like ours faltering standards of discipline have a direct impact on our creditability with our customers and are therefore viewed seriously.
while reporting for duty.2007 13 . Employees are requested not to use the company address & email for personal usage. Psychological or physical harassment such as repeated social invitations. xxi. xxv. No slippers. and is subject to instant dismissal. kissing and fondling. which could lead to dismissal. xvii. xxiv. The carrying of cigarettes. ogling with suggestive overtones and sign language which denote sexual activity. xviii. All RPG Cellucom premises are smoke free zone. patting. Visual harassment like exposure or pornographic material. Indecent and abusive behavior at RPG Cellucom will result in instant dismissal. xxiii. Late arrival and early departure without securing permission from your supervisor is subject to disciplinary action and could lead to dismissal. stroking. Borrowing.xiii. whistling. pinching. xix. All staff must wear proper shoes. Verbal harassment such as offensive or suggestive remarks. Non-verbal or gesture harassment such as leering. Staff provided with company’s cap and any other special promotional attire will wear it during working hours for the prescribed period. Leaving your workplace without informing your supervisor is subject to disciplinary action. xiv. Any staff without wearing complete uniform and staff identity card cannot enter the shop. lending or extortion of money is strictly prohibited. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . which could lead to dismissal. in the store or on the sales floor is strictly forbidden. Being absent from duty without prior permission or taking leave without informing and securing permission from your supervisor are grounds for disciplinary action. which cover the feet fully. Altering uniforms or staff identity card in anyway whatsoever will be subject to disciplinary action. xxii. lighters and matches etc. Employees are not allowed to make or receive personal calls on company telephones unless there is a grave emergency. making sounds and comments. Sexual Harassment The act listed below would amount to sexual harassment and form sufficient and adequate grounds for instant dismissal. xvi. cigars. Physical harassment such as touching. sandals or other is allowed. xx. xv.
Fighting both verbal and physical with anyone on the company premises is subject to disciplinary action and could lead to dismissal. Spoiling or damaging the company’s property including any equipment in the office or shop will be subject to disciplinary action and could lead to dismissal. Destroying or altering any company document. Sleeping while on duty is subject to disciplinary action and could lead to dismissal. Please do not loose your identity card otherwise you will be charged Rs. xxxii.500/. Employees are strictly requested to follow the entry and exit procedure into the store area. Unauthorized distribution or exhibition of any sort of publicity or store material on the premises of the company will be subject to disciplinary action. Chit chatting to a colleague who is on duty will be subject to disciplinary action. xxxi. Reading of any material not connected to your official work while on duty is strictly prohibited. xxix. xxx. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Submitting false. Staff will follow only the staff duty roaster unless given direct instructions by their managers. colleague and supervisor. xxviii. records or property forms adequate grounds for instant dismissal.xxvi. Be cool. Stealing of goods is a criminal offence and will be liable to be prosecuted aside form being grounds for instant dismissal. polite and level headed with customer. intimidating other employees or assaulting other is prohibited and subject to disciplinary action and could lead to dismissal. Employees who use illegal drugs. Attempting to obtain leave or being absent under false excuses is subject to disciplinary action and could lead to dismissal. xxxiii. xxxv. xxxviii. xxxiv. or are found in possession of them or are involved in any sort of a transaction involving them are liable for instant dismissal and criminal action. Employees are not permitted to eat or chew during working hours. threatening. xliii. improper or excess claims to the company is subject to disciplinary action and could lead to dismissal. xl. creating disorder or indecent behavior. Drunkenness.2007 14 xxvii.for the replacement. xxxvii. xlii. xxxix. xli. Gambling is not allowed on the company premises and is subject to disciplinary action and could lead to dismissal. intoxication on the company premises. . xxxvi.
conferences. lv. which are not authorized by the business head. No special discount will be given to any staff. A first aid kit must be maintained at the workplace. laziness. Cashier on duty are strictly prohibited from billing their family and friends. media. xlviii. liii. l. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . In case anyone has to take out any document relating to the company’s business.xliv. No credit will be given to any staff. Employees are requested to maintain a clean working area. Endangering the safety of others will lead to disciplinary action.2007 15 . prior permission has to be obtained from the business head. including the personal desks and surrounding area. xlvi. All staff employed at RPG Cellucom who ride 2-wheeler must wear a helmet during riding. No sectarian or religious symbols are allowed to be displayed in the store. without taking prior permission of the business head. interfering with others. All shopping will be done as per the rules laid down below:Staff shopping will be done only before or after the shift. Staff purchases cannot be stored on the shop floor or warehouse. In case they do not abide by this any conveyance allowances will not be paid to them and the company will not accept any liability in case of accide Staff salaries will only be paid through our bankers. li. No confidential document can be taken out of the company’s premises. xlix. In case staff doesn’t have bank accounts they have to open them. Any breach of this is liable for instant dismissal. liv. No staff of the company is permitted to speak to the press. In no case would cash be paid or individual checks issued. No employee is permitted to hold meetings. lvi. Failure to meet the above guidelines will result in immediate dismissal. lii. xlvii. malingering will be liable for the disciplinary action. Repeated negligence or neglect of work. Internet and intranet services provided by the company to be used only for official communication and strictly forbidden for personal usage. etc. xlv. They will direct them to another till. All such purchases will be made after getting the shopping pass from the customer service counter.
which are not authorized by the business head. No sectarian or religious symbols are allowed to be displayed in the store. lxii. lix.lvii. No employee is permitted to hold meetings. They will direct them to another till. In no case would cash be paid or individual checks issued.2007 16 . In case a staff does not have bank accounts they have to open them. lxi. Cashiers on duty are strictly prohibited from billing their family and friends. Failure to meet the above guidelines will result in immediate dismissal. lviii. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . A first aid kit must be maintained at every store. Staff salaries will only be paid through our bankers. lx. Internet and intranet services provided by the company to be used only for official communication and strictly forbidden for personal usage.
2007 17 .Section: 2 Recruitment and Selection RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .
ii. iii.2. viii.1 Objective To ensure right number of people with the requisite skills at the right time. This is applicable for replacement as well as new appointments. job description & specification. iv. Employment Exchange Internal promotion External recruitment through newspaper advertisement Trade Journals and Data Base search Internal Transfers Internet Job Sites Employee Referral RPG/ RPGC Website Recruitment Consultants RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2.2007 18 . vi. 2. ix.2.2 Recruitment Policy 2. vii. 2. The recruitment process begins after determining the number and types of personnel needed by the Organization based on projection of manpower needs. To ensure re-deployment of excess potential in a situation of change rather than reduction in manpower by redundancy. Process Initiation: All recruitment will be initiated after receipt of manpower requisition form duly signed by department/functional head and by the president. v.1 Procedure: The recruitment & placement of people should be based on the analysis of the requirement of the jobs and on the use of suitable selection technique and procedures.2 Sources of Recruitment i. To be known as an equal opportunity employer.
5% 8.4 Referrals Referrals are candidates sourced by co-employees for an open position or those referred to us by Group Companies or Business Associates or external/Govt. Manager Others Pay-out Rs.2.g.000/Rs. beyond this. The recommender to get an acknowledgment and proposed action.33% 6% : : : : : The pay-out to be made within one month of the person joins. 19 RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Section 5.2. In such cases we will certainly offer an opportunity for the candidates to interview with us for an open position. People responsible for ‘hiring decisions’.000/Rs. 2.20% 12. clause 1. Following people will not be eligible for the scheme.2007 .2.66% .Responsibility Corporate HR All recommendees should be logged in with Zonal HR.000/Consultant Recruitment fees as % of annual salary.6 Statutory Requirement for vacancy listing Vacancies in all categories of sanctioned posts in the company need to be notified to the appropriate employment exchange in the manner and form prescribed under the Compulsory Notification of Vacancies Rules 1960. The pay-out will be after the recommendee joins the group. e.5 Employee Referral Scheme All vacancies in the group to be advertised internally. 70. The recommender gets a status periodic update.2. The local employment exchange will have to be notified at least 15 days in advance of all vacancies. 16. officials with whom we interact. Recommendees should clearly state “how they know the candidate”. 35. Following will be the amounts: Position CE/President Vice President/General Manager Sr.3 Recruitment Consultant Fees Grade B+ B&C D.000/Rs.2. E & F G & below 2. 7500/Rs. 2. Member of HR team. [Employment exchanges (Compulsory Notification of Vacancies) Rules. 15.” call for final interview”. Manager/manager Asst. the decision will need to be taken purely on merit. 1960. However. 2.
.9 Employment of relatives Relations are defined as spouse. The form to be used is given as annexure.2. No change in this should occur on account of transfer of such “related” employees.2. he is to be employed on the same level.7 Ex-employee seeking employment Employee who had earlier worked with us can apply for any vacancies that may arise from time to time.2. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . This rule as mentioned above may not be applicable to persons who were in employment with us but to whom the HR offers employment based on the current need. Re-employment of ex-employees must be done only after receiving recommendation by Zonal-HR head. necessarily needs to be filled up the interview assessment form which is different in case of ex-employee seeking employment.2. The application form requires every category of employees to disclose related status at the time of application. Else.8 Recruitment of Ex-employment Before initiating the process.3 Interview and Selection Guidelines A decision to select a candidate can be taken only after at least two managers representing two levels of management have interviewed the candidate and found him/her suitable. parents. Levels/ Positions B+ and above B and C D-E G and below Interview Panel CE and Head-HR Functional Head Zonal HR Manager and Functional Head Zonal HR Manager Interview Panel President CE and Head-HR CE and Head HR Functional Head Signing authority CE Head-HR Head-HR Zonal HR Manager Assessment Tool Personal Interview and Psychometric test Personal Interview and Psychometric test Personal Interview and Psychometric test Personal Interview and PI Interview Assessment Record It is important that the interview assessment forms are completed and signed off by all those who interview. and clearance from the Corporate-HR The person interviewing. the situation will be handled on case to case basis. All such appointment may be negotiated /approved by the HR-Head.2007 20 . approval must be taken from the president/CE for seeking out the employee concerned. (Annexure-2) If the employee joins within one year of leaving. and sisters. 2. Relatives cannot work in the same department/function or work in jobs where one can influence/supervise the work & appraisal/rewards of the other. children. brothers. All new recruits should be cleared by Head – HR. 2. 2.
Decision should be based on minimum of two such reference sources. any delay needs to be recorded. Eye Check up 3. All other employee above grade ‘F’ must undertake the following tests at the time of joining at a company approved diagnostic center in every region. Gynecologist Consultation for Females 4. Reference Check Prior to an employee being issued a letter of appointment or even being made a verbal offer. a letter of regret must be sent immediately but not later than 7 days of interview. While these need to be discreet they nevertheless have to be authentic and reliable. Investigations X-Ray Chest PA ECG Ultrasound Screening of Whole Abdomen TMT Pulmonary Function Test . Pre Employment Medical Our policy on medical fitness places the responsibility on the candidates (upto grade ‘G’) to declare fitness for the employment. 1.Regret letters All candidates applying to us or interviewing with us need to be kept informed about the status of their application & where a decision has been made to turn down.2007 21 . All employee upto grade ‘F’ need to complete a medical questionnaire which serves as an authentic self declaration of fitness and the employee will be held accountable for such declaration. Consultation with Physical Examination 2. The medical check up will be done at company cost. it would be necessary to check back on the reference either provided by the candidate or established by your own sources. Pathological Tests Haemogram Lipid Profile Blood Sugar Fasting Blood Sugar PP Urea Creatinine Uric Acid Liver Function Test Calcium Urine Routine Stool Routine RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .PFT 5.
This information must be confidential. and experience if any. Any deviations need to be approved by HEAD-HR. For this purpose a proper peer group comparison need to be made & recorded in the salary fitment form and should be made available with the zonal HR Head of the region. The salary fitment form is to be made with the following inputs: • Previous service breakup of the incumbent • New salary offered • The peer salary comparison for fitment The person doing the salary negotiation & fitment must sign the same.Salary Determination Employees who are taken at entry levels will have to be placed at the prevailing entry level salaries. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Employee with prior experience will have to be hired at a salary.4.4 Appointment 2. The reimbursement would be based on the level they could be hired in as per travel policy. before directing the new employee to the department concerned. The candidate has to specify the date on which he will report on duty. The duplicate copy of the offer of appointment should be signed by the selected candidate & be kept along with his service file. The candidate should submit the joining report on the actual date of reporting for duty to the Human Resources through the concerned divisional head.1 Appointment Letters Appointment letters would be issued only out of Human Resources.3 above. It is mandatory that the entry level salary must not be less than the minimum wages prescribed.4. The entry level salary must be in the line with the minimum wages policy of a particular state.2007 22 .2 Acceptance Letters and Joining Reports The offer of appointment in duplicate will be sent to each candidate. The Human Resources will verify all the original records such as proof of age. 2. which is appropriate to his peer group. qualification. Each offer of appointment besides showing terms and conditions of service shall also specify the grade. and would be signed as per clause 3. 2. date by which the candidate should report for duty as well as the reporting place of work. Interview and Travel Expenses Levels/ Positions B+ and above B and C D-E G and below Travel Entitlement “Y” Class Air fare(Check Fare) “Y” Class Air fare (Check Fare) or LCC II AC III AC Approving authority Head-HR Head-HR Zonal HR Manager Zonal Manager Candidates called from outstation locations need to be reimbursed travel expenses.
Final interview will be by the CE/Head-HR. Ability Foundation Voluntary organization NGO These part time employees can be on rolls of RPG Cellucom or outsourced. The person selected under the scheme do a 4-hour of work every day either in the morning or in the evening as per the requirement of the store.4 Payment for Notice Pay When it is imperative that shortlisted candidate for senior positions are to join us immediately then we have to pay the notice period to his/her organization.4. 2. Depending on the number of colleges this screening will take one week to 10 days. They will be paid 50% of the minimum wages prescribed by law at any region.Business Heads/HR. vii. v. The first level screening will consist of a group discussion and interview.4.4. The job would be to help in the stacking process.5 MTs Recruitment Process i. The process should be initiated by the Zonal HR Head after consultation and approval from the Head-HR. Payable limits for this pay is between one and two months salary. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . ii. Respective functional heads will provide HR the requirement of MT’s by June every year. In each store there are specific requirement of this resource as against the permanent staff.3 Joining Expenses Candidate at grade ‘E’ and above required to relocate city to take up employment with us are eligible to be reimbursed reasonable expenses relating to relocation. vi.Zonal/Regional Managers – both HR and line.2007 23 . 2. In case of employee leaving the service within 1 year of his/her joining the same shall be recovered. Corporate Requirement Head will invite all colleges to the respective regional offices for the first level screening. The candidate must submit three quotations and the HR department will approve the last one quoted. These would cover transportation cost of personal effects and personal travel expenses to report to the new place of work. iii. 2.5 Part-Time Recruitment Scheme In our business Part-Time employment is necessary.2. The sourcing will be done from the following avenues: Students from colleges and B schools. iv. All deviations need prior approval from the Head-HR. Qualified Housewives Board of Apprentice training – Vocational Training. display merchandising and customer service. First level interview panel. GD panel.
if any Joining form Employment form Medical Questionnaire with blood group Nomination form for provident fund in duplicate Medi-claim form Four recent passport size photographs PAN application form (If no PAN no is available) ESI Nomination (if applicable) Gratuity Nomination Provisional Form-16 from previous employer 2. it is important that employees complete the joining formalities on the day of joining the organization and submit the same to the Regional Human Resources. staff Uniform (For store staff – On the final day of training) Mobile handset – Reimbursement on production of bills. Completion of joining formalities will entail the submission of the following: The duplicate copy of the offer latter duly signed by the employee as a token of his/her acceptance Copies of testimonials Relieving letter from the last served company Experience certificate from the previous organization worked.g John David as john. SIM card – As per corporate plan Visiting cards – Within 3 days of joining Office stationary E-mail account (First name and Last name/Surname e. Payroll will not authorized payment of salary in the event of Zonal HR Head does not sign off the joining report.2007 24 . office. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . • • • • • • • • 2.2. as per policy. and Cluster In-charge Desk-top for G and below for email@example.com Logistics/ Facilitation Following shall be provided on the day of joining.8 Laptop for F (Need based ) and above.com) Payroll Process for New Employee The employee details will be entered into payroll only on receipts of the joining forms duly approved by the Zonal HR Head.6 Joining Formalities To help update records and database and provides necessary inputs for payroll.
The Zonal manager must also ensure that any one departmental person accompanies the new employees for lunch on the 1st day as a part of the induction program. 38”/40”/42”/44”. Record of issuance of identity card and uniform needs to be maintained. This induction schedule will be prepared by the HR department and will be circulated to the people concerned. Employee is briefed up about his/her result areas. Additional requirement over and above this will be provided to employee on actual payment. The induction schedule must be prepared with details of all senior managers in the region/place of work and handed over to the employee on the joining day. The induction program is scheduled between two days to seven days based on the employee’s profile. responsibilities & performance expected of him/her. After the joining formalities are completed the Zonal HR Head must ensure that all newly inducted employees are taken through an overview of the organization. peers.2. for this period HR can issue temporary ID card at the time of joining.9 Induction At Organizational level An induction program to all new employees to familiarize them with the responsibilities. in the respective personal files and in HRIS Confirmation All employees in grade ‘G’ & below are provisionally employed and are on the probation till six months service in that post. A communication is sent to all the employees stating the joining of new employees of all for grade ‘E’ & above and regionally for “G” and below. Trouser needs to be only denim. The company may extend the period of probation of such employees up to a further period of six months if they are not satisfied with his work and/or conduct during the period of probation. superiors. Identity card and Uniform All employees would be provided with ID card once their EID is generated by payroll. organizational cultures & values. No other color is permitted. This process will ensure that there is clarity on all issues relating to employment. All employees at stores are also provided with three sets of uniforms (Shirts) every year. The color of shirt is Yellow for employees in Grade ‘H’ and below with four different sizes. Induction schedule is drawn before the employee joins. At Store Level The store manager must induct the new employee at the store.2007 25 . Company HR policy familiarization for all new employees may be done once a month or once a fortnight by the HR department as appropriate. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .
Specific forms have been developed for the purpose of confirmatory appraisal (annexure). All confirmation letters must be issued on the day of confirmation due. the concerned employee shall be informed in writing at least one week before the normal date of completion of the probation and.Where the period of probation I extended. in the absence of any such intimation. the employee shall be deemed to have satisfactorily completed his/her probation on the normal date. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 26 .
Section: 3 Employment Conditions & Benefits RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 27 .
of days (Per year) 30 7 6 90 30 . (annexure) The report should mention the name of the person absenting on the given date.1 Attendance and Leave Work Timings-CO/RO/Stores: Days Monday-Friday Monday-Friday All 7 days Opening Time Closing Time 09. he/she will be entailed to avail of his/her first privilege leave after completion of 12 months i. While processing payroll is done by HR the commercial department is responsible for disbursement. Attendance All employees shall be at the place of work at the time fixed and notified to them.00 pm Regional operations to decide and convey Corporate Office Regional Offices Stores Attendance Procedure The HR department is responsible for processing the payroll and other benefits. the patrol period is from 20th to 19th of the succeeding month. Leave details have to be updated in the leave card available with the HR department.e. Store Officer. Leave Rules Types of Leave Privilege Leave Casual Leave Sick Leave Accumulation Limit Privilege Leave Sick Leave Privilege Leave Employees are entitled to their past privilege after completion of 12 month of service with the company.00 pm 09. if an employee joins the company on August 1.30 am 06. 2001 and brought RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Employees habitually attending late will be dealt with as for misconduct. However. those who join in the middle of the financial year will be given pro-rata credit for the eligible period.30 am 06.3. 2001. payroll and performance incentives. his/her entitlement will be proportionate to what he/she has secured during the eight months of his/her service from August1.2000. For Example. The respective floor managers are to report attendance on the basis of the enclosed format. Since leave records are maintained on the financial year basis. 2000 through March 31. Attendance details at all Stores should be duly signed by the Sr.2007 28 Nos. Entitlement will however be after 12 months.: on August1. This would be an official communication and would be used for administrative purpose. the reason for absenting and alongside mentioning whether such leave is authorized or unauthorized. For all practical purposes.
Casual leave will be calculated from and up to 1st April on pro-rata basis. he/she will be entitled to those days of privilege leave which fall due to him/her as on the 1st of April of the running financial year and also the proportionate day of privilege leave of the running year till the time of his/her resignation. Sick Leave All employees will be entitled to sick leave per financial year as per the rules applicable for their respective regions. If an employee resigns from the service of the company any time during a calendar year.2007 29 . Application for the privilege leave should be submitted to the respective departmental heads at least 15 days prior to the date of departure. Full entitlement of an employee’s leave will fall due to his/her credit at the end of each of the subsequent financial years. every employee is permitted and encouraged to avail at least 2 weeks of privilege leave every year. a part of current’s entitlement. The privilege leave an employee receives each is that which has been accrued and fell due for the preceding year and is not. All departments/stores are encouraged to do an annual leave scheduling exercise where everyone commits to the time that he/she would like to go on leave and overlaps are negotiated or planned in advance. Any deviation needs the approval of the CE or any other authorized person. Leave will include intervening holidays. Casual leave should not prefixed or suffixed by Sick leave or Privilege leave.2 Rules for Availing Leaves Privilege Leave Privilege leave cannot be taken in more than three installments in a year. Casual Leave The Department Head or any other authorized person will grant casual leave. 2001. in any way. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . The above is to facilitate the company to organize the privilege leave on a financial year basis rather than on the date of anniversary of the employee’s service with the company. 3. As a policy and practice. Leave may be carry forward subject to the accumulation limit laid down. Privilege leave cannot be taken in continuation of casual leave. Casual leave shall not be granted for more than three days at a time.forward as of April.
Sick leave can be accumulated subject to a maximum of 180 days only at any point of time. subject to the recommendations made by a qualified gynecologist.3 Encashment of Leave Privilege leave (only) can be cashed at the time of cessation of service or at the time of retirement. Any leave beyond twelve weeks will be adjusted against either privilege leave or sick leave. Special allowance. Pay / Basic + Management Allowance Basic + Spl. the number of days per month will be taken as 30 days. Maternity leave may be granted four weeks before the expected date of confinement of the employee. Pay + Indl. All employees need to submit leave cards to the HR Department duly filled and approved by the Head of the department to enable the HR department to maintain proper record. will be reimbursable.Annexure. 3. Pay + Indl. 1st every year. This is. depending on the merit of the individual case.4 National and Festival Holidays RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . however.2007 30 . 3. For the purpose of encashment. Pay / Basic + Management Allowance General Leave will be computed on a financial year basis and will be carried forward on April. Privilege leave to the credit of the employee concerned at the time of cessation of service up to and including the date of cessation subject to the maximum permissible limit of accumulation as per leave policy. Particulars Leave Encashment Notice Period(Recovery/Payment) Salary Component for Calculation Basic +Spl. salary will include Basic salary. Leave card. Maternity Leave Maternity leave to the extent of twelve weeks will be granted to female employees. and Individual pay last drawn by the employee and for calculation purpose.Sick leave (which should not be less than 3 days) cannot be granted unless a valid Medical certificate from a registered medical practitioner supports the same. or may be treated as on loss of pay at the sole discretion of the management. subject to proper notice period by the employees concerned as provided under the term of his employment otherwise proportionate leave will be adjusted against such notice period.
As per statutory requirements. On account of work exigencies if it is necessary for an employee to work on a weekly holiday. The National and festival holidays vary from state to state and are declared by the Businesses at the state level and are applicable for a full calendar year. Employees are likely to be called on work on all of these National and Festival holidays. Managers/Supervisors are prohibited from requesting employees to work on their weekly holidays. ‘H’& ‘I’.2007 31 . 3. 3. This is not applicable during new store openings and stocktaking. it is likely that employees may be required to work beyond working hours.7 Late Working Given the nature of our business. These wages will be computed on their (basic salary). 3.5 Working on National and Festival Holidays Given the nature of our retail where maximum sales takes place during our holidays. Applicability: This will be applicable only to employees in Grade ‘G’. These payments will be computed on their current (Basic Salary). it is imperative that our stores and distribution centers work on National and Festival holidays to meet customer requirements.6 Weekly Holidays It is mandatory to give a full day’s holiday to employees who have worked for a period of six days continuously. Authorization: The Cluster in charge is required to authorize an employee to work beyond normal working hours. his/her manager needs to stagger the same much that the employee avails of a weekly holiday three days before or after the scheduled day. National and Festival holiday payments have to be processed only through payroll. Payout: Employee who works for more than four hours would be paid twice the (Basic salary). This policy is meant to defray expenses incurred by employees by way of conveyance and refreshments under such circumstances. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Under no circumstances should payment be made in lieu of a weekly holiday since law prohibits it. Authorization and Process The decision to work on National and Festival holidays needs the authorization of the floor manager. Employees working on the National/Festival holidays will be paid twice the (basic salary) wages.Our organization declares 13 national and festival holidays which are applicable to all employees. It is also necessary for the floor manager of the store to specify the names of employees who have worked on a National/Festival holidays to HR department to enable them to process the same for payment.
iv. the president of the concerned companies will wherever necessary. Receiving President would negotiate terms of service directly with the candidate. ii. The Senior VP-HR will issue the transfer letter. All transfers would take place after respective company Presidents have given their consent. v. This will be paid for both inter regional transfers within a zone and for transfers between zones. iii. Procedure: The Cluster in charge is to give the names of the employee eligible duly approved by Operations Head to the HR Department. All emoluments relating to the transfer will be paid to the employee irrespective of whether the transfer was made on employee request or otherwise. Transfers between Zones i. The Zonal HR Head will authorize the same after obtaining the approval from the Head-HR/ CE. The above payment is all inclusive and no other payment will be made towards food and transport and will be paid by the Regional Account Office. Transfers can be initiated directly by respective presidents through communication with each other. The Zonal HR Head must approve all transfer related payments. iv.8 Transfer Policy Inter-Group/inter-Company Transfers Procedures for inter-company transfers: i. It is assumed that with regard to all inter-company transfers. The releasing HR will issue the transfer letter with changes as applicable. ii. For grade ‘E’ & below the zonal HR Head may initiate the transfer process after obtaining approval from the respective business heads. ii. 3. keep the respective Sector Heads informed/seek concurrence. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . in order to ensure correct records at group headquarters. They may seek assistance of Group HRD to bring transfers about. The transfer letter must be issued to the employee with a copy in the personal file. Group HRD will be available for any assistance in the matter. Transfer within a Zone i. For Grades ‘F’ & above the transfer will be initiated after the respective business head gives their approval for the same. Group HRD will ascertain availability and willingness of person to be transferred through President and assist in arranging necessary meetings. The transfer letter must be issued to the employee with a copy in the personal file.This will also not be applicable where the company makes the transport arrangements. v. Group HRD will be informed of any inter-company transfer of persons above the level of General Manager.2007 32 . vi. iii. vi.
are eligible for a relocation allowance. two month basic salary as relocation allowance. For Grade ‘F’ & above employee: Train/flight fare as applicable. This may be a room in company guest house or a house leased by the company for such purpose. The transfer must be authorized by the CE.Employees. The cost of such change will be borne by the company. On his transfer being effected to the new place the employee may change over to the local connection provided in the city of his transfer. Transportation Limit: At actual-E & above—2 Truckloads. The employee’s monthly salary will be credited to the base location bank account. At actual-F & below—1 truckload.9 Short Term Relocation Policy Short term transfer policy underlines the policy guidelines with regard to the transfer of an employee employed in the company to any other location in India. who are transferred from one location to the other location. Any deviations need to be approved by the Head-HR. Some employees may have been provided with mobile phone connection by the company. will transport all household goods. Transfer is solely on the account of employee’s interest. boarding & lodging arrangement for 15 days. children or dependent parents. and transportation cost of personal effects to report to the new place of work. A company approved transporter. All accommodation expenses will be paid by the company but will not include expenses on food and laundry. Accommodation for the transferred employee will be provided by the company. Employee has already claimed relocation allowance in the last twelve months. Reasonable lodging and boarding expenses are born by the company for a stipulated period as follows: For Grade ‘G’ and ‘H’ employees: 3rd AC train fare for self and (also for family in Grade ‘G’) boarding and lodging arrangement for seven days in the new location. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . the list of which will made available with the HR Department. However employee may not be eligible relocation allowance if The employee is not a confirmed employee.2007 33 . HR will ensure that the least of three quotations will be chosen to provide the service. 3. The guidelines and coverage will be extended only to the employees and will not include spouse. This transfer will be of a short duration of 3-6 months not exceeding 6 months from the date of transfer being affected.
Subject to availability stay is permitted for not more than 5 days at a time. for general expenses.The transferred employee will enjoy all benefits on continuity of service as is currently applicable to him/her. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .11 Guest House Policy Amount (Rs.2007 34 .10 Transfer Grant (In Case Permanent Transfer.000/- All employees in grade ‘F’ & above can use the company guest house for the purpose of holiday with their family located at Mumbai. 3. This will be paid through voucher and will not be taxable. Chennai. All food expenses will be treated as extra at actual.000 20. upto maximum limit) Grade I H G F E&D C & above 3. Local travel conveyance for official purpose will be paid as the norm. The transfer reimbursement will not form the part of Basic pay for any purpose and will be withdrawn/reviewed on transfer out of the new location. and Hyderabad.) 10.000 15. Employee staying in company guest house must settle their bills as per the prevailing tariff and the bills submitted to the base location for the reimbursement. The employee may avail of this facility on prior booking. at least 15 days in advance.
Section: 4 Compensation RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 35 .
Salaries will be kept competitive vis-à-vis similar organization in the service industry. with amid-point. Telephone Limit. HRA/Housing. Regional Head Senior Manager Manager Manager Asst. Weekly offs Basic Salary Ranges The salary ranges have a minimum and maximum. Group Accident Cover. The salary ranges are arrived at reflecting the salary levels of a given job and are therefore subject to changes in tune with the market.1 Objective The company’s compensation and benefits will be maintained at such level. Valued Benefits Furniture and Appliances. 4. Individual Pay. Mediclaim Cover. as to attract and retain the most suitable and competent professionals. given that the market salaries vary for each category. Company Car or equivalent cash component Retirals Provident Fund. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Grade A B+ B C D E F G H I 4. Conveyance. Manager Cluster In charge Senior Sales Advisor Sales Advisor Components of Compensation Package Non . Annual Benefits LTA.Operational CE Heads of Functions Regional manager. Manager Officer/ Senior Officer Sr. The level “H” is where al the frontline employees are required for retail business. The entry level basic would be different for each category. Holiday Wage. Gratuity. Executive Executive Salary Basic Allowances Special Allowance. National and Festival Holidays. Going forward increase will be expressed in “%” terms and not in finite amounts.2 Compensation Structure The levels of management with grades and designation are given below: Title is the suffix and prefix is the function. Mobile Reimbursement.3 Approved Designation Operational CE Heads of Functions Zonal Head.4. Superannuation Others Break Shift Allowance. Chief manager Senior Manager Manager Manager Asst.2007 36 . Medical.
It will by paid by the company if it is within the rent/lease limit approved. which are not fixed as such. Lease Term Current practice of lease for residential accommodation is for a period of 11 months. HRA HRA is paid at 50% of basic pay.2007 37 • • • • . At level ‘C’ & above. At level ‘E’ & ‘D’. However. subject to the same limits. Where it is borne by the employee. then it will paid along with the monthly rental payments.Basic salary may range between 10% . Escalation should be after the period of the 22 month period. the company will not pay any advance rent/deposit. renewable by another period of 11 months without escalation. If society charges are payable to the owner. Special Allowances and Individual Pay Some taxable allowances are merged and are paid as a single taxable allowance called special allowance and individual pay. accommodation will be as per the house rent allowance/lease limit specified. • Entitlement Company leased accommodation is available only at level ‘E’ & above. the limit will be based on 60% of the employee’s basic salary. Society Charges Society charges will generally have to be borne by the employee unless otherwise agreed upon. Employees who have their own residential accommodation can lease it back to the company on a specific lease. Any deviation to lease limit need to be specifically approved by the respective CE. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Brokerage Cannot exceed 1 month’s rent and will be paid directly by the company to the broker upon possession. House Lease Policy Employees availing of company leased accommodation based on their entitlement will be governed by the following policies and procedures. Advance Rental While the advance rental varies from city to city.35% of total CTC. for such leases. reimbursement will be allowed on the presentation of actual maintenance receipt given by the society. it would be normally be between 3 months to 10 months depending on the city. • Nature of Accommodation All rental accommodation needs to be taken in a “ready to occupy” condition.
the form will be handed over to the legal department who will prepare the lease deed document and hand it over to the administration department. The employee need to complete the enclosed form providing complete details of the house. vi. Any deviation and exemption to the rule would require approval from the corporate office –HR. v. within the first 7 days of every succeeding month and not in advance. While brokerage charges are payable for such arrangements. ii. Where the employee has to move from one location to another on account of the landlord terminating the lease.• House Rent When the landlord is not willing to enter into a lease or the employee prefers to avail the house rent in lieu of lease. Moving Expenses • • i. For Grades ‘D’ & above the authorization will be completed at the corporate office. In such cases. The same is to be arranged by the employee through the landlord. After the HR approval. Lease authorization for Grades ‘E’ & below will be done at the respective zones. The HR department will go through the details and conform that it is as per the employee entitlement and highlight areas which are in deviation. painting or white washing.2007 38 . iii.e. the lease period. the company will bear the reasonable expenses for the same as approved by the Head-HR. Procedure Following is the procedure. iv. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . the house advance if any will be paid as a personal advance against the employee’s name and the employee will be responsible for returning the same. All these advances and leases will be centrally managed for administrative convenience and controls. which need to be adopted when the employee wants to avail a house lease or renew a house lease. the company will not undertake any repair and maintenance. vii. the landlord. house rent would be paid in arrears i. rent and other details. Rent Payment As a policy. then the same will be paid through payroll. Information on the same will be supplied to corporate commercial. legal & Commercial. The administration department will coordinate with accounts for payments of the lease advance and arrange for payment of the lease advance and arrange for the same to be handed over to the landlord and also incorporate standing instructions for monthly rent payments.
being pro-rata LTA for 2000-2001. Maximum amount of LTA is Rs. 15.per month Rs 6000/.000/. he will become eligible for LTA on 1/10/2001 for the first time. which is after one year of working. This will be calculated on a pro-rata basis for the period worked. Please NOTE that LTA can be claimed only after the employee completes one year in service Employees are allowed to avail of LTA when they become eligible for their privilege leave.p. 40000. an employee would be credited pro-rata LTA if he has worked half a year.as LTA for the year 2001-2002 and Rs. if an employee has joined on 1/10/2000 and his LTA eligibility is Rs. 10.000/.2007 39 .Conveyance Conveyance. 5000/. 10. 7000/.00. For example. In case if employee has claimed LTA and resigns then we will recover LTA from him/her on a pro-rata basis.a.per month All drivers will be eligible for Diwali/ Puja bonus. if employee has not claimed any LTA and resigns. Leave Travel Allowance(LTA) The LTA limit is equal to one month’s basic coupled with IT rule on LTA. Employees are allowed to avail LTA when they become eligible for their Priviledge Leave. which is after 1 year of working. He would be paid Rs. for the level ‘B’ & below is paid through payroll and is fully taxable. LTA is a part of employee's compensation and every month he has worked he should receive 1/12th of the annual amount. on the other hand. Driver Wages Level Grade A Grade B+ Entitlement Rs. However. Medical Reimbursement Grade For all Grades (‘G’ & above) Medical Reimbursement Limit Rs.000 annually RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Any deviations need to be approved by Head-HR. claimable once in a block of two years for taxexemptions. he would be paid on a pro-rata basis.
C D E F G H I Insurance Cover (Fatal) 24 lac 18 lac 12 lac 6 lac 3 lac 3 lac 3 lac 3 lac RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . This form would then have to be filled in by you along with hospital receipts/bills/cash memos. • 4.2007 40 . documents.Mediclaim Cover (Hospitalization Benefits) Grade A B+ B C D E F G H. spouse. with maternity benefits and PEC Procedure • If at any point of time you are going to be hospitalized to undergo any treatment/surgery (or) where you had to undergo any treatment/surgery all of a sudden.Nature of illness . I Sum Insured 10 lac 6 lac 5 lac 4 lac 3 lac 3 lac 2 lac 1 lac 1 lac Coverage Employee.Address of the Hospital/nursing Home and Telephone Numbers • These details would then be forwarded to the insurance company and a claim form would be obtained. B. discharge summary. test reports in original as listed in the claim form and should be submitted to the insurance company at the earliest. two children.4 Group Personal Accident Insurance Grade A B+. you should contact your regional human resource and provide details regarding the : .
HDL Cholesterol .Stress Test/Tread mill test Lipid profile .ECG .S.Gamma GT .Stool Routine .BUN .Total Protein .Chest X-ray .Hbs Ag .Alkaline Phosphate Kidney profile .Fasting Blood Sugar . Creatininel .Examination by consultant ophthalmologist General Investigation .Cholesterol: HDL ratio Liver Profile .SGPT . Albumin .Blood group .S.S. Cholesterol .SGOT .4.S. Triglycerides .Complete Blood Count . Uric acid Consultation . Bilirubin .Urine Routine .A/G ratio .S.ESR .S.S. Electrolyte .2007 41 .LDL Cholesterol .USG abdomen with pelvis RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .Consultation with physician .Post Prandial Blood Sugar Cardiac Risk Evaluation .5 Annual Health Check Up Diabetes Evaluation .
This needs the approval of CE/Head-HR. 4. For example.8 Emergency Assistance Fund To help employees to meet their emergencies on the ground s like medical. This is meant to cover situation like marriage.to Rs. the company has initiated a fund named as Emergency Assistance Fund.6 ESI Employees’ State Insurance (Central) Rules.000/.9 Landline and Mobile Telephone Facility & Limits Telephones are provided on the basis of need/level and limits have been specified as under to cover rentals and local calls.20. Grade A B+ B C D E F G H. I 4.000/-. and accident. 4. The company will contribute fro Rs. a salary advance program has been devised.10 Landline + Mobile reimbursements At actuals At actuals At actuals 2400 (Incl 399 CUG Fixed Charges) 1900 (Incl 399 CUG Fixed Charges) 1200 (Incl 399 CUG Fixed Charges) 1000 (Incl 399 CUG Fixed Charges) 800 (Incl 399 CUG Fixed Charges) Need based. meeting emergency medical assistance. a person seeking salary advance in the month of April may have to recover in 12 months and person seeking advance in the month of March may have to recover in one month only.10. Salary advance will be restricted to three months of the employee’s net take home pay (Cash compensation) and the recovery will be made within the same financial year over a period of one month to twelve months.4. 1950 has been amended and as proposed.5000/. the salary limit has been raised for purpose of coverage from Rs. 4.on the basis of emergency. Prior approval from CE must Cell Phone Reimbursement (Handsets) RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . The rate of contribution from the employer is 4. The employee should have completed one year of service in the company.75%.to Rs.7500/.75% and an employee is 1. and pursuing higher education. death. fire etc.7 Salary Advance To help employees to meet their emergency monetary needs.2007 42 .
The management reserves the rights to review. This is a need-based facility and is not to be treated as grade based entitlement.10. The monthly excess/deficit will not be reimbursed/ recovered. amend and /or alter the scope and contents of these guidelines as deemed fit from time to time. Handset eligibility and cost limit Only managers in Grade ‘C’ & above are eligible for a company provided handset. Reimbursement of Monthly Cell Bills Employee will pay all monthly bills and reimbursements may be claimed. No carry forwards. If the employee leaves the company within three years then (s)he will require buying the handset at a depreciated value at that point of time. Employees will be expected to buy back the old headset at depreciated value. after a minimum period of three years. on case to case basis.To elucidate mobile phones expenses limits and the category of employees provisionally eligible for a company provided Handset.6000/- Guidelines for Purchase of Handset Expenses in excess of the limits prescribed shall be recovered the employee unless supported by business justification from the business head. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .000/Not exceeding Rs.11 Laptops Employee who travel constantly on official work and who play a national role may be entitled to a laptop to ensure that their work does not get delayed and thus help improve efficiency level.000/Not exceeding Rs. No deviations shall be approved. 4.2007 43 . Replacement of handset may be considered.15. Grade A B+ B and C Eligibility Not exceeding Rs. The company reserves the right to enforce guidelines on the handset models that may be procured.
1. Such persons will also be entitled to an air card that will ensure email connectivity.30-35K Yes Rs. Webcam.20-25K Yes Rs 600/. DVD ROM. 2GB RAM. Employees are responsible for the safety of the assets and the confidentiality of the information contained therein. DVD Writer. 1. Webcam. 160GB HDD.D …etc Intel /Athlon.6GHz. 1.12 Local Conveyance Employees prepare local conveyance statement declaring the expenses.40-45K Yes Rs. 667 FSB. and sanctioned by Head-Finance in all cases. The IT department will negotiate on all purchases.PM Yes * Exception s allowed 3 C.600/. 80 GB HDD. DVD Writer. 1.BT. 40GB.Wireless Intel/Celeron. The CAPEX form duly entered must be approved by the Head-HR. 667 FSB.8GHz. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 44 . 2GB RAM. Wireless HP/Compaq/Toshib a/IBM (Co to decide) Rs.8GHz. The purchase of an air card must be approved by the Head-HR. 512MB RAM and without CD ROM HP/Compaq/Toshib a/IBM (Co to decide) Rs. 4. 667 FSB.pm Pool basis Guidelines: The CAPEX form must be raised with the appropriate justification for the same by the respective departmental heads.BT. 160 GB HDD.Standardisation of Laptop config across Organisation (Back end) Sl No Grade Laptop Make Amount (Approx) Data card/ Eligi bilit y Monthly reimbursement on Datacard Pen drive Remarks 1 CE Intel core 2 duo.6GHz.PM Need basis 4 CIs/other Executives (on functional basis) subject to approval from Respective domain Head Low cost like ACI Sahara Rs. 1GB RAM. BT. Wireless (Tech gadget of user choice) HP/Compaq/Toshib a/IBM (User choice) At Actuals Yes At Actuals Yes 2 B+/B Intel core 2 duo.600/.
grinders. etc. Reimbursement of local conveyance to employee.000 50.2007 45 . washing machines. and also meet and entertain customers. • Carpets/ rugs/ paintings/ artifacts. equipment appliances etc.The same has to be passed by respective department manager & sent HR for approval. Eligibility Employees in Grade ‘D’ & above will be eligible for this scheme as per the limits given. side boards. lighting fixtures.00 per km (For Grade ‘F’ & below) However mileage allowance for car (4 wheeler) can be extended to grade F employees also depending upon the functional requirements and based on the recommendation from the functional head for approval from Head-HR.000 Eligibility Conditions a) Executives will be provided with any of the specified items of their choice and requirement once in a block of five years subject to an overall maximum amount determined by the company. dish washers.Rs. type writers. tables.00 per km (For Grade ‘E’ & above) 2-wheeler .000 1. • Household equipment/ appliances such as refrigerators. audio/video appliances. food processors. modems. the company will provide specified items of hard furniture.Rs. microwaves. business associates. Scope This scheme will be applicable to Executives in Grade ‘D’ & above.00. chairs. Mileage Allowance: Car . water filters. After sanction. 7. heaters. 3. deep freezers.000 1. wall units. where he needs to attend to work connected with company’s business.000 75. etc. air conditioners. clients. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . etc.13 Hard Furnishing Objective In order to equip an Executive’s residence with a standard befitting his position and responsibilities in the company.25. sofa sets. cupboards. 4. The items that are eligible to be provided are: • All types of hard furniture such as cots/mattresses. personal computers. Hard Furnishing Entitlement Grade D C B B+ A and above Entitlement 25. cooking ranges. HR submits the statement to commercial for reimbursement.
whichever is higher. Employees can avail of afresh limit after the close of the earlier block. the amount not availed of by the employee out of his/her entitlement will stand lapsed. d) A condition specific to availing the benefits under this scheme is that as and when the company makes the assets available at the depreciated value it is incumbent on the executive concerned to accept and pay for the assets at the depreciated value offered.2007 46 . For such employees the salvage value will be calculated as follows: RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . the employee is eligible for a fresh limit and the assets used by him over the previous block need to be purchased by him at salvage value with no option to return them to the company. his/her additional limit will need to be traced separately. at a prorate depreciated value.b) Payment for the items provided will be made to the vendor directly by the company on the basis of bills endorsed by the executives/ or through reimbursements c) At the end of the five year from the date of purchase or earlier in case of separation from service of the executive. e) If an executive is already provided by the company any of the items described above. 4. for furniture / appliances equivalent to the different amount in the specific limit.14 Buy-Back and Renewal Policy As per the policy. if any applicable to the higher grade. This rule will be applied on all the assets acquired by the employee irrespective of when in the fiveyear period the same were purchased. In the event an employee’s limit get enhanced on account of promotion. running for an independent block of five years. employee will have to buy back assets acquired by them at 5% of the original purchase value or the written down value. the assessed value for the same will be set off against the maximum eligible amount under this scheme. The HR and Finance department will jointly administer this process automatically upon completion of five years. at the end of the five year period. the executive will be eligible from the date of such promotion. g) In case of promotion to a higher level job. Needless to say. At the end of the five year block. The purchase considerations need to be paid by cheque. the company at its discretion will make available the assets provided to the executive concerned. This process will not be applicable to employees who resign from the company during the block. h) Any tax liability in providing items as per this scheme will be to the account of the executive. f) Items purchased and provided under the scheme shall remain the property till those are made available as per the clause above and the executive shall take responsibility to use the same with due diligence and care and to service and maintain in good order at his cost.
The reminder part of the allowance to be taxable. ¼ of the basic salary to be given as a “professional magazine allowance” to foster reading habits among the employees and keep them abreast with business realities of today.5000/-. of months used from the date of Purchase 4. The employees will be reimbursed for the reading material that they buy/subscribe to for that year. that of Rs. (s)he is entitled to a gift from the company.15 Marriage Gift Marriage gift:In case an employee of RPG Cellucom enters into matrimony. The gift entitlement is uniform across all grades and levels. The expenses of the gift will be borne by the company.2007 47 . 4. The allowance will be restricted to only professional books/magazines.Purchase price - Purchase price / 60 x No. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .16 Professional Magazine allowance: Each year.
Section: 5 Performance Management. Capability & Career Development RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 48 .
Performance Appraisal System
The objective of the Performance Appraisal System is to ensure that performance expectations are clarified at the beginning of the year and every employee receives objective feedback at periodic intervals about his/her performance on the job. While measurable performance objective are not set for front-line and supervisory employees, it is necessary to clarify this performance expectations with employees periodically. For managers at “F” & above levels the performance management process takes a two pronged approach. Measurable performance objectives are set with the balance score card system and the review process is also set in place. I. The Annual Review Process(Junior Management Level & below) Goal Setting Process: For employees at these levels, while there is no formal goal setting process, supervisors are required to clarify job expectations and standards at the beginning of the year and also do periodic reviews through out the year. Appraisal Process: The appraisal process is an open process and is meant to provide feedback and also an opportunity for making improvements. The process begins with the distribution of forms to the respective senior store officer. Primary Review a. As a first step, there should be a preliminary performance discussion where the supervisor reviews the employee’s performance during the performance period. This meeting should be well planed so that the employee has time to crystallize his/her thoughts. b. Taking into account the views expressed in the preliminary discussion,(where most of the talking should be done by the employee) the immediate supervisor is required to complete the appraisal form along with his comments and discuss the same with his supervisor before having the second and final appraisal review meeting with the employee concerned. c. It is in this meeting that feedback is really shared with the employees. d. Once the employee and the supervisor agree on the appraisal, they sign off on the form. If the employee has any disagreement the same need to be resolved or documented. Secondary Review The appraisal form duly completed and signed off, must be reviewed by the next of management to ensure that the appraisal process was well handled and documented. The next level of management needs to document its view and sign off. Performance Rating The supervisor needs to decide on the employee’s performance rating in consultation with the next level of management. However, it is advisable not to share the performance rating with the employee till such time the rating is ratified at the moderation meeting (a time the employee’s
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rating must be moved downward or upward in the moderation meeting with other functions where it is felt that in a relative sense some employees have been over rated). It is best to communicate the final rating after normalization. Time Schedule The entire process gets over before March. The appraisal committee is to review these recommendations by the first week of April, and the employees are to receive their revised salaries with effect from April. Training The Human Resources Department normally plans a few small workshops each year to refresh people’s memory & skills on doing objective appraisals and handling the appraisal review meeting constructively. Rating An overall rating of performance is given on a 4-point scale, ‘A’ to ‘D’. II. The Performance Management System( For managerial Level & above) The Performance Management System (PMS) is an important tool to enable the organization to systematically plan and monitor its business operations. The system helps communicate to the employees the organization’s objectives and link them to each individual in the organization through an effective planning process. The PMS also strives to act as an ongoing mechanism for review and feedback. More specifically the PMS attempts achieve the following objectives: It clearly emphasizes the contribution that each employee must make in order that the Organization succeeds in achieving its objectives every year. By emphasizing on individual objectives, the system ensures ongoing improvement in all parts of the Organization. Through the process of joint objectives setting in the Organization, it clearly demonstrates the need and importance of team work at all levels in the Organization. By clearly establishing Key Result Areas (KRAs) for each employee, the system ensures clarity in roles and responsibilities for all employees and also makes the performance assessment fair and objective, The PMS also reinforces the link between business results and pay & helps recognize outstanding contributions made by individuals. 5.2 The Performance Management System at RPG Cellucom
The RPG Performance Management System contains the following elements: Performance Planning Process Performance Review Process Performance Assessment Process Development Planning Process Potential Assessment Process The responsibility of completing of the PMS rests on the supervisor and the employee. HR Dept. will play a facilitative and monitoring role.
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Performance Planning Process
The objective of the Performance Planning process is to outline the performance dimensions of the employee for a given year. This process has two parts: Performance Objectives Performance Competencies. A) Performance Objective
The performance planning process is initiated by the CE of the Organization. Based on the organization’s performance, its future strategies, opportunities, threats and weaknesses, the organization set for itself a set of key performance objectives. These performance objectives are then deployed throughout the organization through individual objectives. In other words, the organizational objectives are the basis for setting individual objectives for each employee. The performance objectives are in the form of a Balance Score Card. Balance Score Card (BSC) The concept of balance Score Card has been framed and put into implementation on our retail business. The four elements of balanced assessment are: i. Finance - ROCE, Market Cap, Cash Flow etc. ii. Customer - Market Share, Customer Satisfaction, Strength of the Brand etc. iii. Process - Productivity, Supply Chain Efficiency, Manufacturing Efficiency. iv. Innovation/ - Time to market of new product, Impact of TQM. HRs All employees in the executive category in Operations, Merchandising, Warehouse, Marketing, Commercial, and HR have been covered. Specific percentage/marks are fixed to be achieved for the year under the four elements mentioned above as relevant to each function. Achievement in terms of performance will not be related based on the yardstick indicated above. Structure of the Scheme i. ii. iii. iv. v. Identify 2 to 3 indicators for each of the four elements. Fix a target for each indicator wherein a performance level is indicated for qualifying the total score. Assign weight ages to reflect the relative importance of different indicators. Assign a floor level of performance for each level of indicators (zero score). Sign off the final and complete score card by the employee and immediate supervisor.
The above concept is integrated with the performance system. In the PMS the emphasis would be given to dovetail the Business Score Card weight age scores and competencies required for achieving the same.
RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 - 2007
iii. reviewing and providing feedback to the employees so that they are fully prepared to meet and fulfill the performance objectives and demonstrate the performance competencies. Business and Technical proficiency. 5. The performance forms are the basis of linking the individual’s performance with the organizational rewards. The performance review process is meant to be used by supervisors as an opportunity for coaching.The performance objective in the BSC will be documented. The performance assessment uses two sources of information: i. ii. These six competencies will form the basis on which the employee will be evaluated in the course of the year.3 Performance Assessment Process The performance assessment process is meant to take stock of the employee’s on the BSC and six performance competencies. Relevant comments arising out of the review must be made in the space provided for the same and signed off. the performance competencies outline what means the employee should adopt to achieve these objectives. and arrive at an overall assessment. v. The performance objective setting process is not complete till the same is sign off by the supervisor and the employee. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . iv. The PMS lays emphasis on both performance objectives and performance competencies. The following six performance competencies have been identified as relevant to us.2007 52 . 5. Innovation and Creativity. and Supervisor’s assessment of the employee. Communication with others. Team work and Cooperation. The performance of the employee on the BSC and six performance competencies are rated using a four point scale. Setting and fulfilling commitments. the supervisors and the employees are encouraged to review the objectives and competencies as frequently as possible. ii.2. One mandatory mid-year review must be conducted.2 Performance Review Process The performance review process is a tool for managing organizational and individual employee performance. A setting performance objective and performance competency has a provision for a mid-year review. Self assessment by the employee. However. B) Performance Competencies While the performance objective specifies “what will be achieved”. The process will be the most effective only when it is reviewed on an ongoing basis.2. i. The mid-year review is an opportunity for the supervisor and the employee to agree on any mid course correction.
ii. Exceeds target Expectations Achieves Targets Contributes to achieving targets This system does not provide rating for non-performers for whom separation decisions are necessary. There would be a significant loss to the manager if this person chooses to leave. The supervisor prepare his own assessment of the employee’s performance based on the objectives outlined at the beginning of the year. The employee always demonstrates the six performance competencies. In case of this employee.The rating scale and description of the same are given below: Rating Excels all Expectations Description Employee consistently goes beyond the requirements. the supervisors prepares a draft of the review and completes assigning the ratings to each of the performance objectives and the performance competencies in the column provided in the same section. 53 RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Rating based on BSC. Such employees (if any) should be dealt with separately. Rating on six performance competencies. This is a steady performer. An overall rating reflecting both. Results meet expectations. The employee often fails to demonstrate some of the six performance competencies. The preliminary performance review discussion is a first discussion between the supervisor and the employee to outline the accomplishment of the employee supported by specific data and critical incidents. Employee achieves results in away that maintain relationships. The employee constantly demonstrates all the six performance competencies. immediate corrective action is required. They are exceptional and serve as a role model for others. Some improvements are however required to be made by the employee.2007 . After the preliminary discussion. Performance Rating Performance rating is done in three steps: i. Results just meet expectations but are missing in some crucial areas. iii. The self-assessment inputs of the employee are taken into consideration in this discussion. The employee generally demonstrates most of the six performance competencies. The performance assessment process begins with the employee making self-assessment using the self-assessment forms based on the BSC (a copy of which will be available with employee). and sits with the employee concerned for a preliminary performance review discussion. Results consistently meet and sometimes exceed expectations. This is strong performer and not a merely average performer.
The development planning process should not be used merely as a training nomination form but should include specific plans and commitment like additional responsibilities. Once the rating is finalized. the same would be handled by the sector head in consultation with Group HRD. Stage B i. if not balanced can lead to disparate rewards and therefore dissatisfaction. This is done section ‘B’ in the form.4 Development Planning Process The development planning process helps the supervisors and the employees to reach an agreement on the areas that the employee needs to do to improve his performance and also plan his career for future positions. Purpose of Normalization Rater’s biases in term of being too strict or too lenient. Once they come to an agreement on the assessment. who has the opportunity to add any comments that he may like to make. The distribution rating and normalization process would be handled at the company level for employees below GM level. iii. Normalization Process As mentioned earlier. the ratings of all employees in a given division or function need to be compared in totality to ensure parity and a normal distribution. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2. ii. membership in the projects and task forces. In the final assessment meeting the supervisor and the employee need to come to an agreement on a development plan and the same must be documented in section ‘C’ and must signed off by both.2007 54 .Stage A At this stage the supervisor discusses the assessment and the overall rating with the employee. Appraisers should bear the distribution in mind while rating their employees. each employee’s rating is used as the basis for determining the employee’s rewards. The responsibility for fulfilling the development plan rests with the supervisor and the employee. At this meeting. functions and organizations. Normalization ensures that the rater’s biases are smoothened out into a normal distribution curve across divisions. before submitting the forms and recommendations to chairman’s office. the same is documented. the supervisor has a final assessment meeting with the employee. This is also an opportunity for the employee to communicate his career interests and personal needs and preferences in terms of location etc. The same is signed off by the employee. In other words. The final rating of the employee is assigned only after the normalization process. commitment to demonstrate behavioral changes and so on. 5. the supervisor shares the performance feedback as well as the final rating.
The purpose of the performance award is to reward individuals for their contribution in a given year. the performance award is based on the rating against the objective achieved. All salary adjustments or correction outside the reward cycle are permitted only after obtaining approval from the president/CE.5 Potential Assessment Process The potential assessment section is a confidential section to be completed by the supervisor in consultation with his supervisor. The appraisal rating forms the basis for salary decisions and is communicated to the employees after the process of normalization. HRA.3 Performance Rewards Performance rewards will always be awarded based on the performance assessment of the employee as reflected by his performance rating. Procedure Salary increment will be awarded as a percentage of the employee’s current gross compensation (Gross cash compensation would be defined as monetary compensation of the employee including basic salary and cash allowance but excluding valued benefits. This will be communicated by Group HRD to all group companies in April each year.2. conveyance.5. The policy and procedures with regard to rewards is explained below: Two categories of reward exist. Salary Increment The quantum of salary increment will be influenced primarily by the cost of living and the employee’s performance. Any parity correction or substantial market correction for select individuals outside and beyond this would be necessarily done during the performance reward cycle. ii. This is not to be discussed with the employee. an average increase rate is arrived at for the group. This must be completed using Section ‘D’ of the form and should provide information about the employee’s promotion ability.2007 55 . strengths. Based on the cost of living. Here the competencies do not reflect the reward. Annual Performance Bonus The annual performance award is an individual performance bonus.BSC. Salary Increment Annual Performance Award (Bonus) i. weaknesses and key developmental needs arising out of this. The performance award is based on the employee’s achievement against the objectives sets as reflected by his “performance objective rating”--. The performance award is not a part of guaranteed compensation and is given as a one time bonus. LTA and medical). 5. (While the salary increment in based on the overall rating.) RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .
career planning and to predict potential for any kind of position. The assessment will be held at the end of the six months of training. Most assessment centre use numerous techniques for individual assessment. Promotions will be done normally in April or October each year. Open positions being available. simulations. both individual and group during which a set of assessors will observe identified competencies. the performance award will not be paid out. 5.4 Promotion Policy Promotion will be based on: 1. It must also be noted that while performance award is linked to the individual rating on one side. case discussion. 2-day exercise. 5. 2. role-plays. inbasket games. structured experiences.5 Assessment Centre The objective of this training phase is to: Diagnose strengths and weakness Provide participant feedback to produce change or team building To identify and plan development The assessment centre results will be used in succession planning. It must be noted that “G” and below grades are eligible only for salary increment whereas “F” and above employees are eligible for both salary increment and bonus. outdoor interaction and adventure tasks. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .The performance award is paid based on a percentage of the employee’s gross cash compensation excluding valued benefits. Feedback will be done on a one-to-one basis and used for developmental purposes. This will be a 3-day program. Promotions of GM & above will require the approval of Sector Head & Chairman.2007 56 . 3. In a year the company has had very poor result. Promotion up to the level of manager (Grade ‘H’ to Grade ‘B+’) will be approved by the head of the company. 2. When the person is found suitable or the size of the position that the person has grown is evidenced by the position evaluation. Guidelines: 1. The third day will be a feedback session. it is also linked to the company’s performance.
and concerned HR person. 50% to be reimbursed after course completion.2007 57 . The employees to be given paid leaves on the day of examination.6 Encouraging Higher Studies:To encourage employees to avail higher education in their chosen fields. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . The above benefits are available for the employee who are confirmed in the services of RPGC and also have completed one year of service with RPGC. A maximum of one course at a time and on prior approval of immediate supervisor. 50% Tuition fees to be reimbursed by the company before the course starts.5.
Section: 6 Travel Policy RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 58 .
2007 . 6. comfortable and cost effective manner. • If distance>500 km or Time Taken>5 hours. journey should be performed either by train or roads. travel on company work should not result in personal benefit. Travel expenses are a part of business expenses and should never be viewed as an element of compensation. Category/Grade A and above. expenses shall be limited to eligible class of train fare. In other words.2 Entitlement Mode of Travel Business class travel by air. • If case of extreme necessity. VP Functional heads to ‘E’ Grade ‘F’ & below Deviations in the mode of travel (upward) in exceptional cases need the prior approval / sanction of the department / Function / location head. income or gain.6. Honda city. Travel by low cost carrier + Rs. III AC / Low Cost Carrier (LLC) (with prior approval) Grade A and above. • 6. Sectorwise travel:1> Delhi-Ludhiana-Jaipur-Amritsar 2> Mumbai-Pune 3> Ahmedabad-Vadodra-Surat-Rajkot 4> Kolkata-Durgapur 5> Bangalore–Chennai. CE. 6> For travel between the above cities. CE. VP Entitlement Lancer. Local Conveyance Local conveyance refers to business travel expenses within the city of visit.3 If a business travel is performed by own vehicle. Air (Y. or equivalent 59 RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . 200 per sector allowance • All business travel must be performed by Low Cost Carriers (LCC) only.class-Check Fare)/II class AC. air travel is allowed by LLC only.1 Objective The objective of our travel policy is to enable employees to undertake business travel to perform company duties in a convenient.
Grade ‘B+’ Grade B & C Grade D & E Grade F & below Esteem. Rs. booking to be done at lower level of eligibility.3000/Rs. CE & above Grade B+ Grade B & C Grade D & E Metro* Non Metro Metro* Non Metro Metro* Non Metro At actual. employees are permitted to stay at low budget hotels (if available).2000/Rs. Employees staying in Company Guest house must settle their bills as per the prevailing tariff and the bills submitted to the base location for reimbursement Hotels These rates are exclusive of taxes and for lodging only. the employees may incur on food either outside or taken at the Guest House. Employees staying at company Guest House will be entitled to a Fixed Allowance of Rs. 2. B. This however is in addition to the expenses.1500/- RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . 2000 Limit Rs. In the absence of Guest Houses being available.4 Accommodation Guest House Policy All persons traveling on business for the company purposes should stay at Guest Houses where ever applicable. 2000.4000/Rs.200 per day of stay. 1.2007 60 . Ford Ikon.2000/Rs. Indigo or equivalent Tata indica or equivalent Metered taxi/ Cabs whatever is better at lower rates Metered taxis/autos/Cabs whatever is better at lower rates In case of prescribed category of cars as per the grade is not available. Guest house accommodation limits:Grade Senior Management (A.3000/Rs. 6. C grades) Other Executives Guest House Limit Above Rs. or hotels as per the annexure. This is inclusive of “incidentals” and NOT in addition to the same. B+.
1200/- • • Metro – Mumbai. Reimbursement for laundry expenses at actual will be allowed subject to the stay extending five days and above.850/.1000/. except in urgency maximum one long distance call per trip will be allowed.1500/Rs.Grade F & below Metro* Non Metro Rs. Other Expenses • Employees are discouraged from making long distance calls from hotels given their high services charges. Per Diem • • • • • 6. PER DIEM can be claimed only for one leg of travel. Bangalore. However.per day Rs. magazines etc. Chennai. This is paid on a “per day basis”. cigarettes. All reasonable boarding expenses will be reimbursed at actual. Business entertainment needs to be approved separately by the Head of function.per day Managerial & above grade ( Level E to B) RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .850/.400/.600/. When PER DIEM is claimed no separate food or incidental expenses can be claimed.5 PER DIEM applies only when employees stay on their own without availing guest house facility or hotel accommodation. Ahmedabad and Cochin. will not be allowed.per day Rs. This entitlement is for employees who wish to make boarding & lodging arrangement on their own.600/. Hyderabad.per day Rs. where overnight travel is involved.2007 61 . No Liquor charges will be admissible. Pune.per day Rs. Kolkata. Reimbursement of personal expenses like liquor. The PER DIEM policy applicable currently is as follows: Metro Grade B+ & above) Non-Metro Metro Non-Metro Metro Executive & below grade ( Level F to I) Non-Metro Rs. Delhi. Employees in the grade B and above are only entitled for expenses for entertainment of guests important for business.per day Rs.
It should be noted that the employee is not entitled to a leave for such travel and any such leave taken would be deducted from the total annual leave entitlement to the employee. The travel expense statement must be complete in all respects and must be accompanied by relevant bills. If tickets have been booked by the employee and not by the company. For the grade ‘F’ and below the travel would be according to their corresponding entitlement. Where an employee’s travelling with his supervisor and joint expenses are incurred. the claim for such expenses needs to be raised by the supervisor and approved by the next level. These new guidelines take into account the RBI regulations applicable to forex releases for foreign travel: i. the travel agent’s docket or details of travel date and train need to be mentioned. The mode of travel for the same would consist of low cost air travel for grade ‘E’ and above. If the train ticket has to be surrendered at the station. lodging.7 • General Guidelines Claim for the reimbursement of travelling expenses should be submitted in the prescribed form duly authorized by the concerned department Head and the travelling advances should be settled within 7 days from the date of completion of travel. local transport. Foreign exchange (Forex) will be released on a per day basis for each trip to cover all normal expenses such as boarding. 6. 6. airport taxes. (s)he is entitled to a one time travel to his base location every month.8 Travel-International Guidelines for foreign exchange relating to official international travel The following new guidelines will become applicable with immediate effect for international travel in all the companies. air/rail tickets. telephone. etc.6.2007 62 .6 Deputation In case an employee is deputed outside his/her base location for a period of 3 months or more. The maximum amount of forex to be released will be as follows: Category Sector Head CE/President/ED VPs Limit (USD per day or equivalent) 325 300 275 RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . laundry. the same has to be attached as proof. • • Employees need to contact the HR deptt for any questions in interpreting the policy. for the period (s)he is posted outside. normal entertainment.
subject to corporate guidelines. b) The daily allowances are inclusive of any expenses booked through international credit cards. Each company is at liberty to structure its own scales lower than the above levels. (Expense for taxi. d) All hotel bills. iii. It is not expected that all expenses are backed by bills. The following points should be noted in this regard. f) Extraordinary expenses such as inter-town travel. iv. a) The above categories are the maximum permissible limit inclusive of any expenses booked through credit cards. Any unutilized amount needs to be refunded. The companies will obviously seek cost effective solution for such purpose without putting managers to any discount. the number of days for each trip will be calculated on the basis of the total hours starting from the time of leaving India and ending with the time of arriving back in India. Any fraction left which is more than 12 hours will be calculated as one full day. are not included in the daily allowance. v. should be attached to the expense statement in the normal course. Any special entertainment allowance needs to be cleared in advance by the undersigned and supported by vouchers on return. special entertainment etc. These can be claimed over and above the daily allowance limits. if available can be attached at the discretion of the manager. at the end of the trip all unspent foreign exchange (except for small amounts as specified) must be returned to the RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . For attending agreed education courses or for long term oversea stay. divided by 24 hours. These expenses should be accounted for in the expense statement. an overseas travel expense statement in the enclosed format will need to be submitted to the immediate superior/ president who will approve it and then forward it to Accounts Department. 250* At the end of each trip. specific allowances will be agreed upon depending on the structure of fees/local hospitality etc. It should be noted that under Forex guidelines of RBI. Full supporting would need to be provided on return for any expenses incurred under this head and balance foreign exchange left need to be refunded. and other incidental expenses not supported by vouchers should not crossPresidents/ CEs 100 US$ per day VPs / GMs 75 US$ per day Others 50 UD$ per day e) Where the managers enjoy the local hospitality from their hosts or Airlines in terms of free hotel stay.GMs & below ii. Any amount required above this or for other categories of management would require the specific approval of the chairman or vice-chairman. c) In view of varying time zones. Other bills.2007 63 . where applicable. only half of the daily allowances will be applicable for such days. g) Management Board members/ CE/ President/ ED may take if required for special entertainment upto $500 per trip as special entertainment allowance.
The responsibilities for following these regulations will be that of the manager concerned. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .authorized dealers such as banks.2007 64 .
Section: 7 Retirement & Separation RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .2007 65 .
2.2 Gratuity Eligibility 5-years or more (waived on grounds of death. if possible. be paid/ recovered on the day notice expires and. Contribution Contributions Provident fund (PF) Employee Pension Scheme (EPS) Gratuity Employee Contribution Employer Contribution 12% of basic salary --------4. Disablement due to accident/ occupational diseases) Rate of Payment 15.1 7. Membership & Nomination An employee is required to become a member of this provident fund scheme from the date of his joining by filling up form-2 and also nominate his family members for receiving any benefits posthumously.1 Retirement Benefits Provident Fund General Benefit of provident fund is extended to all employees under the EPF Act and Employee pension scheme.2007 66 .1.7.Days basic salary for a year of continuous service.33% of basic salary or Rs.2 7. in any case within two day of expiry of the notice.1 Separation Resignation Any permanent employee desirous of leaving the company’s service shall give the requisite notice to the company.1. 7.whichever is lower - 7. The wages due to such employee must. Salary per day is determined by dividing the last monthly basic salary drawn by 26. Tax Implications Gratuity received by an employee is taxable in accordance with the tax laws.417/.81% of basic salary 12% of basic salary –(less) EPS contribution 8. If a RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 .
The Zonal HR Head will be a member of the committee. employer is authorized to relieve the employee even before the expiry of the notice period by setting his dues. The copy of the same will be sent to HR for the personal files. The HR must take initiative to counsel the employee. In all such cases decision of the sexual harassment committee will stand final. On validation and if charges are found to be true the process of full & final settlement will be initiated. supervisor and departmental head. unauthorized absence from work and sexual harassment. On receipt of the attested resignation letter of an employee the HR department may initiate the release process. HR.2007 67 . For termination cases the company will pay the notice pay as per the grade eligibility.2 Termination Termination can be effected in cases of gross misconduct. Once the employee submits his resignation.2. In cases relating to sexual harassment a full written complaint from the affected person must be made available to the HR before action is initiated. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . All resignation are to be attested by the departmental head or functional head. In case of termination: If an employee is absent for more than 3 days. All recoveries on loans and advances will be made as done for resignation cases. On enquiry and validation of facts mentioned the Zonal HR Head may terminate the employee immediately. In case employee is not willing to adhere to the policies of the company a full written complaint letter must be issued by the functional head. If the candidate doesn’t turn up a termination letter is sent to him. other than those transferred from permanent posts in the company may leave or be discharged from service without notice by the manager. This must be forwarded to the Zonal HR Head with the proposed relieving date. Probationers. In cases arising out of misconduct the employee will be given a written memo by the functional Head. The employment of any permanent employee may be terminated by the company by giving three months notice for employees of Grade ‘F’ & above and one month notice For Grade ‘G’ & below and for probationers or payment of wages in lieu of notice. 7. All dues cleared from must be signed off by commercial.permanent employee leaves the service without notice he shall be liable to pay to the company his wages in lieu of notice. supervisor will inform the same to HR Issue of show cause notice by the HR to the employee to report within 48 Hrs. The reasons for termination of service shall be recorded in writing and shall be communicated to the employee at the time of discharge.
PF/Gratuity/ Superannuation: Employee needs to apply to the concerned authority for settlement. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . This is applicable for all employees in all grades. if employee has not cleared his dues HR instruct employee to settle the dues.150/.2007 68 . head forward it to the HR department. HR informs the actual date of resignation to payroll for preparing “STATEMENT OF SETTLEMENT”.7.3 Procedure for Full & Final Settlement Employee submits resignation letter which is verified by concerned department head and the Dept. Broken period of salary is given separately to the employee. (HRA and conveyance) All reimbursement payable or recoverable on submission of bills on a prorate basis and employee should have worked for a minimum of 15 days in a month on pro rata accounting. In the event the employee resigns and is willing to serve the notice period but the company chooses to relieve him/her immediately then this can be done on approval from the Head-HR. Other entitlements like gratuity.basic and management allowances (Special allowance and individual pay) for every day of notice period not served. in such cases the payout will be calculated on the basis that the employee has served the full notice period and all the component of salary will be taken for calculation purposes. PF. If company has dues HR advices for settlement. In such cases the settlement will be calculated on the salary before the increment was announced. Privilege leave payable: all components of gross salary except for fixed allowances.recovered at the time of settlement. (settlement form. The following rules apply for calculating the final settlement: Identity card to be returned to employer at the time of leaving failing which an amount of Rs. (Employee sends it to PF office if it is corporate and employee himself submits if it is RO). SA are send to HR. Notice pay payable or recoverable on the following components: Basic + SP + IP.annexure 17) The gratuity and superannuation papers will be forwarded to LIC by the payroll department and paid to employee on receipt of the same from LIC. Any increment made on salary will be payable only if the employee has completed 30 days of service after the receipt of the increment letter. Hard furnishing: Employee leave before the five year block.2. he/she needs to settle the respective amount which is 20% of the depreciated values as on date of leaving and cannot return the appliance. The PF department directly pays to the employee. Notice Pay Recovery The recovery in lieu of notice period will be calculated on the salary component. In case of the employee resigns within 30 days of receipt of the increment letter the new enhanced salary will not hold for computation of the full & final settlement. Employees send the PF settlement letter to HR for verification and authorization. All loans / advances to be recovered along with settlement. The relieving letter will be issued only after the Full & Final settlement is completed.
Normal settlement calculation. Special allowancesinclusive of Sodexo pass and individual pay. notice pay as per grade eligibility. in the opinion of the management has received special training or acquired special knowledge. the date of compulsory retirement of a company’s employee in all grade of services will be: The date on which he/she attains the age of 58 years. RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . 1990.Number of years 0-5 6-10 11-15 16-20 21> Cash componentNumber of months 2 4 6 8 12 CTC. HRA. CTC: it comprise of all components as per the grade eligibility. gratuity ii. Calculation Methodology Must include: i.Number of months 1 2 3 4 6 Definitions: Cash Component: it is comprise of Basic. provided that the company may retain any person who.3 Retirement Expect as provided below. Is declared medically unfit by the company’s medical officer. In case a person in his/her last year of service the calculation will be balance number of months of CTC or appropriate number of months of CTC as per the employment length whichever is lower.PL encashment.The entire separation process is available in the form of a check list. Conveyance.2007 69 . although he/she may come within the classification as referred to above. 7. in the case of employees who joined before August. Ex-gratia is added to the above calculation as per the table above (this payout is over and above the notice pay payable) iii. skills or aptitude such as to render the termination of his/her services undesirable to the company. Settlement of long term employees on rationalization The settlement of long term employees will be done in the following manner: Period.
MC department and HOD & local from the department. name and Logo. Party to be arranged by the head of the department. The exit interview report should essentially cover the following areas: Factual information about the employee. 5000/Gift worth Rs.5 Farewell to Retiring Employees Objective: to appreciate their association and bid a warm farewell. Expenses will be at the discretion of the HOD. Gift worth Rs. resignation. discretion of the HOD. Party to be arranged by the Party to be arranged by the head of the department.7. location head. Certificate of appreciation. members. The report to be sent to Business Head and concerned department head. Certificate of appreciation. The strength of the Organization as perceived by the employee. Expenses will be at the Expenses will be at the discretion of the HOD. Write up in the house magazine to be published along with the pictures taken on the occasion and sent to the departing employee. Certificate of appreciation. department he/she has worked in and so on and the reasons for leaving as communicated by the employee. Areas where the employee feels change / improvement need to be made.4 Exit Interview Exit interview are to be conducted and documented for all employees who resign from the organization at Grade ‘G’ & above. Date of joining.2007 70 . RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . 7. name and Logo. Exit interview to be conducted one level above the employee. members & reporting head. The purpose is to use the opportunity to elicit the employee’s frank view on his/ her experience of working and for all future references. For Retiring Employees Up to Grade G Up to Grade C Grade B and above A memento with company’s A memento with company’s A memento with company’s name and Logo. 2000/Dinner for the retiring Party for the retiring member Party for the retiring member along with the staff along with the staff from the member along with the staff from the department. 3000/Gift worth Rs.
No Objection Certificate Form 10. CAPEX Form 11. Local conveyance claim form 7.2007 71 . Ex-employee re-employment form 4. Travelling expenses form 8. Confirmation appraisal form 5. Exit interview form RPG CELLUCOM – HR MANUAL EMPLOYEE COPY VERSION 1 . Leave application form 6. Reimbursement claim form 9. Interview assessment form 2. Manpower requisition form 3.ANNEXURE 1.
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