HUMAN RESOURCE POLICY MANUAL

Submitted to-A.P ACHAR
DATE-17.1.2010

ANSHU Reg.no-091202109 Section-B

CONTENTS 1 EMPLOYMENT Purpose Policy Requisition Selection procedure Placements 1 INDUCTION Purpose Procedure 2 PROBATION & CONFIRMATION Purpose Policy Procedure Conditions 2 SALARY ADMINISTRATION Objective Factors that determine in fixation of wages 3 LEAVE POLICY Leave calculation Kinds of leave Conditions Maternity leave Unplanned days off Unauthorized absence Abandonment 4 TIME MANAGEMENT Purpose Policy Procedure 5 HOLIDAYS Purpose Policy – Annexure 7A Important point

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CONTENTS 6 7 TRANSFER CONDUCT & DISCIPLINARY ACTION Conduct and work rules Sexual and unlawful harassment Charge Sheet And Enquiry Direction 8 3 CONFLICT OF INTEREST SAFETY POLICY Safety – General Policy Injuries General safety rules 4 9 GRIEVANCE POLICY TRAVEL POLICY

Applicability Policy Category Outstation Travel Boarding & Lodging 13.6 Entitlement of Allowances 13.7 Conveyance Expenses 13.8 Rules for Local Conveyance 13.9 Travel Advance 13.10 General procedure 5 RELOCATION POLICY Policy Applicability Definition Joining time Entitlements incase of transfer Salary advance Accommodation Entitlement incase of deputation

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CONTENTS 6 COMPENSATION POLICIES Cost to the Company (CTC) Provident fund Employee state insurance Professional tax Gratuity scheme Mediclaim Policy GPA Policy 7 PERFORMANCE APPRAISAL Objectives Eligibility Time of appraisal Procedure 8 TRAINING POLICY Policy Objective Identification of training needs 9 POLICY FOR ALLOWANCES Telephone expense reimbursement Definition 10 LEAVE TRAVEL ALLOWANCE Purpose Policy Important points Exemption from income tax 10 NON-COMPETE AGREEMENT Purpose 11 EXIT POLICY Resignation Termination Retirement Service certificate

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5 . 1. the HR Manager initiates action for recruitment.SELECTION PROCEDURE: The Manpower Requisition Form raised by the B.  E-recruitment. over and above the plan. 1. Normally.3 . Departmental Head.  Manpower Consultants.REQUISITION: For all appointments. The following details are to be provided in the relevant columns given in the Manpower Requisition form.U. EMPLOYMENT 1. manpower plan and budget will be approved once a year for the entire financial year of operations whether it is an appointment time to time. the Manpower Requisition Forms as per Annexure 1 should be initiated at the department / branch / region and sent to HR Department through the concerned B. Chief Executive Officer. 1. whether it is a:  New Vacancy  Replacement (or)  Transfer All recruitments for subordinate staff could be initiated at the branch level.PURPOSE The purpose of the policy is to clarify the process of appointments in ABC Ltd. Once approved. head is sent to the respective BU’s HR Department to initiate the selection procedure. the HR Department will start the recruitment process through various stages which are as follows: a) SOURCING: It can be through:  Advertisements in relevant newspapers. In case of recruitments of new positions during the course of the year and in case if it is not budgeted for that year.POLICY All appointments in ABC Ltd will be made against approved manpower plan and budget for the respective Business Units.U.4 . and processes the same with the consent of the respective Bussiness Unit Department Head.1 . then prior approval should be taken from the Chief General Manager – Operations (CGM-O) and the COO. On receiving the requisition form.1. subject to the compliance with the eligibility standards.2 .

if required. structure and policy prevalent in the Company.  Internal Job Posting The applicants will be screened for preliminary interviews by the HR Department to work out the short listed candidates. 6 . airfare will be considered with prior approval from the CEO.PLACEMENT : The department / branch will forward all the relevant papers of the selected candidates to the HR concerned. c) STAGES OF INTERVIEW: Depending on the positions.  Application for employment (as per Annexure 2) duly signed by the department head. In case of outstation recruitments.U. Bangalore.  Campus Recruitments. The department head will recommend the final selection of staff through a final round of interview. Local candidates for managerial and non-managerial positions will not be reimbursed any conveyance expenses. Managers are not able to conduct interview personally. prior approval from the CGM(O) / COO shall be taken for telephonic interviews. Candidates for Non-managerial positions will be reimbursed second-class railway fare by shortest route. b) INTERVIEW PROCEDURE: As Per NIS Sparta Designed process Candidates screened will be called by the HR dept for interviews through E-mail or phone by giving the date. Appropriate selection / aptitude tests will be administered for different positions. time and place of interview. to be interviewed by the concerned B. The following documents are required for processing the appointment letter.  Address Proof  Identity Proof  Proof of age – SSLC/ICSE/CBSE certificate  Passport size photograph.5 .  Copy of the updated resume. Through references. where Sr. Salary and other terms of services will be finalized by the department head in accordance with the grade. the selection of the candidate will be through various stages of interview.  Notification to employment exchange. departmental heads. along with the necessary guidelines.AC railway fare by shortest route and in special circumstances. either by HR or the concerned department head. Chennai or Delhi. 1. Outstation candidates for managerial positions will be reimbursed second class.

its Vision & Mission – Annexure 3  Organization Structure – Annexure 4  ABC Offices & Contact details – Annexure 5  Company policies. 2. In the first stage.  Equipping the new entrant with information and knowledge required for doing his/her job well. in co-ordination with the concerned departmental heads. INDUCTION 2. objectives and regulations. family photograph (self along with dependents)  If the employee is already covered under ESIC Act. 2. Academic certificates (including additional certificates/courses) supporting your educational qualifications along with mark sheets.2 .PURPOSE:  Creating a favorable impression by building pride and interest in the Company.  Introducing the new employee to all departments to understand their working culture.1 .PROCEDURES: The induction plan is a formal.  Service Certificate from the previous employer(if having prior work experience)  Latest salary slip or salary certificate from the previous employer.  PAN card for employees in managerial level  For employees covered under ESIC Act. The HR has to provide the Induction kit.  Code of conduct 7 . written document initiated by the HR department. a photocopy of the existing ESIC card should be obtained and the same Number will be continued.  To help the new employee understand his/her roles and responsibilities. It is the responsibility of the Executive / Manager of HR Department to schedule the induction training for the new employee in all the departments. which consists of the following:  Company’s history.  Company’s products and business operations.

POLICY: Normally.PURPOSE: The purpose of the policy is to lay down the period of probation and process of confirmation of probationers. PROBATION AND CONFIRMATION 3. the new employee is introduced to all the concerned departments as per the Induction schedule.2 . 3.  Employee Assessment Form is filled up by the department head and sent back to HR at least 7 days before the due date of confirmation. 3. the period of probation for a new joinee would be six months. working hours.1 .  On receipt of the employee assessment form from the department head.  Bank account opening formalities. statutory. a confirmation letter signed by the CGM (O) Vice President-HR & Training is issued. 3. HR policies and employee growth prospects.PROCEDURE:  HR dispatches the Employee Assessment Form (as per annexure 6) for confirmation to the concerned department head at least 15 days before the due date of confirmation  HR generates reports for employees due for confirmation / completion of probation extension in the subsequent month by the 7th working day of every month for employees and sends the report to the respective manager. the new employee will report to his/her manager.  Insurance. dress code. 8 .. At the end of this period. based on his/her performance the new joinee may be:     Confirmed Confirmed with Increment Probation period may be extended Services may be terminated.3 . Upon completion of the Induction training in the rest of the departments.  Nomination form to be filled under PF Act In the second stage.

SALARY ADMINISTRATION ABC has implemented the provisions mentioned under & Payment of Wages Act of 1936 & Minimum Wages Act of 1948. the manager draws up a development action plan along with the concerned employee and marks a copy to HR Department who issues a letter extending probation for a period of 3 months from the date of expiry of probation period or from the date of expiry of first extension of probation. 4.  HR department owes the prime responsibility to ensure that appraisal schedule is maintained and the confirmation letter is issued on time. highlighting the steps taken through Developmental Action Plan and sent to HR department.  Notwithstanding the points mentioned above. If the employee has not been confirmed.4 . In the event of performance being appraised as unsatisfactory.  15 days before the end probation or extended probation. 4. He or she will be entitled to all priviledge and obligation of confirmed employee. comply with federal and provincial laws. HR personnel discuss the matter with the Department Head and on the due date of confirmation & then issues a letter of termination while ensuring compliance with legal requirements. and documented. a 7 days notice period has to be given by either parties. an employee who has worked for 240 working days in the Company will be deemed as confirmed.  If at the time of appraisal for confirmation of an employee it is observed that the probationary period needs to be extended. HR department sends the Employee Assessment Form to the concerned Department Head.  No person shall be considered confirmed unless a confirmation letter has been issued. 9 .  Mirror our commitment to Equal Employment Opportunity. as the case may be. his probation is automatically extended. If the performance is still unsatisfactory.  Offer competitive salaries within our labor market.CONDITIONS:  It is to be noted that the Employee Assessment Form is a final step which culminates in the decision making of confirmation / extension / termination of the employee. In such cases.1 . a detailed report is prepared indicating the concern areas with supporting data. 3. reasons thereof must be properly discussed with the appraisee and communicated accordingly.Objectives: The salary administration program at ABC achieves the following objective :  Consistent pay practices.

hence ABC is committed to paying its employees equitable wages that reflect the requirements and responsibilities of their positions and are comparable to the pay received by similarly situated employees in other organizations in the area.Recruiting and retaining talented employees is critical to our success. 4. The accounting department is also available to answer specific questions about the salary administration program. 10 . Employees should bring their pay-related questions or concerns to the attention of their immediate supervisors. Incentive bonuses may be awarded depending on the overall profitability of the company.  Each employee's individual contributions to the organization.Factors that determine in fixation of wages:  Job Analysis and evaluation  Salary survey data on pay practices of other employers. Merit-based pay adjustments may be awarded in conjunction with superior employee performance documented by the performance evaluation process.2 . who are responsible for the fair administration of departmental pay practices.

In other cases.LEAVE CALCULATION PERIOD: Calculation ‘ Year’ for Leave entitlement is the period from 1st April of the current year to 31st March of the subsequent year.2 .LEAVE: Casual Leave  Each employee is entitled to 6 days CL in a year. Half day CL is credited every month to an employee’s account.  If an employee wants to avail CL’s when a holiday falls in between. (25th of every month)  In case of new joinees.  An employee can avail only 2 days CL at a time.  Leave application must be submitted to HR ( Bangalore/ Chennai and Delhi) within 2 days after availing the leave. they will be entitled to half day CL only from the following month.  CL accumulated and unavailed will lapse on March 31st every year. only employees who have joined on or before 5th of every month are entitled to half day CL for that month.1 . 5.  Employee can use email to apply leave and email approval from approving authority can also be forwarded to HR instead of a leave application.5. LEAVE POLICY Employees are entitled to leave of three types Subject to the Policy and all rules Types of Leaves Privilege Leave (PL) Sick Leave (SL) Casual Leave (CL) Entitlement Accumulation beyond 31st March 1 day of PL for every 20 Up to 15 days days worked 6 days each in a Year 6 days each in a Year Nil Nil 5. then even the holiday will be accounted for leave calculation. 11 .

 Leave application must be submitted to HR (Bangalore/ Chennai and Delhi) within 2 days after availing the leave. In other cases.CONDITIONS: 12 .Sick Leave  Each employee is entitled to 6 days SL in a year.  An employee can accumulate a maximum of 15 PL’s as calculated on 31st March.  If the period of sickness extends beyond 2 days. (25 th of every month). (25th of every month)  In case of new joinees. a new employee shall work for a minimum of 240 days  An employee’s account is credited with 1 PL in a month after 8 months of service. 5.3 . Privilege Leave  To be eligible for PL.  Employee can use email to apply leave and email approval from approving authority can also be forwarded to HR instead of a leave application.  If an employee wants to avail SL’s when a holiday falls in between.  Minimum of 3 days of PL is to be taken for availing this leave at a time.  PL cannot be clubbed with CL. Any excess leave will automatically lapse.  SL accumulated and unavailed will lapse on March 31st every year. they will be entitled to half day SL only from the following month.  Leave application must be submitted to HR ( Bangalore/ Chennai and Delhi) at least 3 days before availing the leave. Only working days to be considered for availing PL’s. only employees who have joined on or before 5th of every month are entitled to half day SL for that month. the employee will have to provide a Medical Certificate from a Registered Doctor for that period. then even the holiday will be accounted for leave calculation. Half day SL is credited every month to an employee’s account.

the maximum period of leave will be twelve weeks of which not more than six weeks should precede the date of her expected delivery. However. allowances and applicable reimbursements for only 3 months.Maternity Leave (ML): Employees not covered under ESI Act  Eligibility: Employees on rolls of ABC Ltd. 5. the employee will not be entitled to any leave (PL/SL/CL) / salary while on maternity leave.  Entitlement: The entitlement is for the first two living children only  In case of delivery. it may deem fit.4 .UNAUTHORISED ABSENCE: 13 . None of the leaves are encashable at any stage.Unplanned Days Off: The Organization may modify any designated holiday/ Weekly off due to circumstances. Employees – Covered under ESI Act  Employees who are covered under the ESI Act shall be entitled only to the stipulated benefits / leaves as per the guidelines of the Act. the office might be kept closed and the same may have to be compensated on any other day as decided by the management.  If any employee after proceeding on leave. the management has the discretion to allow such combination of leave. desires an extension thereof. in case they avail the ESI facility. the maximum period of leave will be six weeks from the date of miscarriage.  In case of miscarriage.  All leaves will be allowed to employees. SL and PL can be combined.6 .  CL cannot be clubbed with any leave. . 5. However. the employee shall be paid their salary. he shall make an application in writing by Registered post (acknowledgement due) or Speed Post for extension well in time to enable the Manager to reply before the expiry of the earlier sanctioned leave. Only in case of employees proceeding on Maternity leave. The employee must apply in writing for ML at least three months in advance from the date of her actually proceeding on leave. 5. who have put in minimum 2 Years of service. During this period of leave. subject to the emergency and they cannot be claimed as a matter of right.5 . For incidents such as a Bandh/strike or any unavoidable circumstances.

ABANDONMENT: If a confirmed employee absents himself/herself or overstays his sanctioned leave for more than 7 days (inclusive of weekly offs and holidays) he will be deemed to have voluntarily left the services of his own without notice or voluntarily terminated his contract of employment and the employer is not required to send the intimation of the same to the employee. The Company will recover 7 days salary based on monthly gross pay in case of employees who are on probation or one month of gross salary from confirmed employees. Company reserves right to take disciplinary action also against such employee. Leave Application – Annexure 7 14 .7 .Any absence from office without any proper authorisation is treated as un-authorised and absent and the salary will be deducted for the same even if she/he has leave balance to his credit. 5.

15 .m.1 .00 p.2 . TIME MANAGEMENT 6.m. The department head of the location has to ensure that all employees strictly adhere to the working hours. The same is not applicable for employees working in shifts. A summary of each month’s attendance is to be maintained for record by HR Department. Three late comings in a month will result in one-day loss of pay. Employee on resuming their duty must have the leave application form duly approved by the departmental head to be submitted to the HR Department.55 a. he may be permitted to join duty if he obtains special permission from his departmental head to work on that day. (LWP) .3 . 6.PROCEDURES: On arrival at the office.6.00 p. employees have to record their attendance The employees who are unable to give their attendance due to various reasons has to bring it to the notice of HR in writing citing reasons on the same day through an inter office memo/e-mail duly approved by the department head. to 2. to 6. In case the leave is not approved the same will be considered as unauthorized absence and necessary deductions in the salaries will be made.POLICY: The normal work hours for all employees is 8.30 p.m.Between 21st of previous month and 20th of the current month The HR Department will mark absent for all the employees who have not given their attendance.PURPOSE: The purpose of this policy is to clarify the hours of work and attendance in ABC Ltd. 6. On any single day if an employee does not show up for 30 minutes from the start of duty. Monday to Friday with a lunch break of one hour from 1.m.

the same cannot be changed unless it has the special approval of the management. drawing or sketches of any processes of work of the establishment except under order of the employer in writing.POLICY: ABC observes 12 paid holidays in a year. and not by the number of days.the Independence Day. in accordance with the holiday list declared by the respective state governments. b) 15th August . HOLIDAYS 7. Company reserves the right to make changes in holidays as it may deem fit – Annexure 7A 7. of which 3 are national holidays.PURPOSE: As per the Shops & Establishment Act. The National Holidays are: a) 26th January – the Republic Day.1 . 7. ABC follows a holiday policy. 16 . b) No employee shall take notes.2 . c) 2nd October – the Gandhi Jayanthi.3 . which vary from location to location.7. NOTE: a) If any employee desires to leave the establishment during working hours he shall obtain permission from the department head or the person in-charge of his/her department at that time.IMPORTANT POINT The Holidays list is governed by the occasion. The other nine Holidays are festival holidays. Once the occasion for holidays is decided.

TRANSFER Employees shall be liable to be transferred at the discretion of the employer from one establishment / location to another of the same group or sister concern from one section of the Department to another. The terms and conditions prevailing at any place of transfer shall immediately and automatically become applicable to the employee at each such transfer. 17 . anywhere in India whether existing or to be set up at a future date in the interests of business without any loss of wages.8.

It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. 2. The employee’s immediate supervisor is responsible for assessing any incidence occurring and is required to inform the higher levels of Management and the HR Department for initiating any disciplinary action.1 . while on duty. Warned or reprimanded.2 .9. disciplinary action will be taken. or while operating employer-owned vehicles or equipment Fighting or threatening violence in the workplace Boisterous or disruptive activity in the workplace Negligence or improper conduct leading to damage of employer-owned or customer-owned property Insubordination or other disrespectful conduct with the superior Violation of safety or health rules Sexual or other unlawful or unwelcome harassment Excessive absenteeism or any absence without notice Unauthorized use of telephones. Theft or inappropriate removal or possession of property Falsification of timekeeping records Working under the influence of alcohol or illegal drugs Possession. 18 . up to and including termination of employment:                 Employees on personal calls during office hours which affects their daily routine work. transfer. distribution. or other employer-owned equipment Unauthorized disclosure of business "secrets" or confidential information Violation of personnel policies Unsatisfactory performance or conduct An employee found guilty of misconduct may be: 1. subject to the provisions of Payment of Wages Act. ABC expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. Fines. or use of alcohol or illegal drugs in the workplace.CONDUCT AND WORK RULES To ensure orderly operations and provide the best possible work environment. CONDUCT & DISCIPLINARY ACTION 9. 9. Suspended without wages for a period not exceeding 7 days 3. sale. The following are examples of infractions of rules of conduct that may result in disciplinary action. mail system.DIRECTION: If any company rule is violated.

so that appropriate action could be initiated. an employee. Any violation of the above clause would be treated as a major misconduct and elicit disciplinary action. employees’ in work outside ABC Ltd. customers and others having any dealing with the company. which may come to his knowledge. However. the same would be allowed subject to the following stipulations: a) The activity will not involve payment of any remuneration / honorarium to the employees. b) Prior approval of the Head of the Department will have to be sought by the employee in each such case. and within all things. part time or full time. due to professional. or social commitment if in case participates / facilitates in outside programmes. No part of the employer’s properties and / or money shall be used for the personal benefit of the employee. which is honorary or paid. An employee will devote full time to the work of the company and will not undertake any direct / indirect business and work. and in particular will at once inform the employer or the Principal Person in control of the business of any act of dishonesty with reference to the business of the employer on part of the employee or person. The violation of the above policy should be immediately brought to the notice of the HR Department. No employee has any authority to purchase any stores. goods or stocks. as he would take of his own. CONFLICT OF INTEREST No employee shall divulge any information relating to the affairs of the company which might come to his knowledge in course of discharge of his duties or otherwise to any outsider. use his best endeavor to promote the reputation of the said business. or to incur any liability on behalf of the employer without written authority obtained previously from the employer.10. Every employee shall at all times conduct himself soberly. and show proper respect and civility to all persons in authority over him and to all colleagues and subordinates. All employees shall devote themselves exclusively to the duty assigned to them from time to time and shall personally attended thereto at all times during the usual working hours and whenever necessary as the exigencies of work require and law in force permits. may. He shall not mishandle any goods or stocks and shall bring to the knowledge of the employer all kinds of damages or breakages immediately. Engagement of ABC Ltd. Every employee shall take as much care property of the establishment. 19 .

ABC is sincerely concerned for the health and well being of each member of the team. and follow up on employee suggestions for corrective action so that unsafe conditions are not instituted or permitted to exist. and at home.1 .GENERAL SAFETY RULES Safety of an employee is the constant concern of this company. assess new or changed situations for inherent dangers.3 . and criticisms of unsafe conditions to their immediate supervisor so that they may be corrected. thereby safeguarding employees and facilities. it is important that adequate policies and procedures be developed and adhered to in order to ensure safe. SAFETY POLICY 11. discipline employees who habitually create or indulge in unsafe practices. 11. efficient operating conditions. The Company will not knowingly permit unsafe conditions to exist. b. A supervisor should remain alert at all times to dangerous and unsafe conditions. We take your safety seriously and any willful or habitual violation of safety rules will be considered cause for dismissal. Help yourself and others by reporting unsafe conditions or hazards immediately to your supervisor. suggestions. no matter how minor.SAFETY – GENERAL POLICY: Providing safe working conditions and maintaining continuity of employment is of continual concern. Violations of Company rules and regulations will result in disciplinary action. 11. Supervisors Supervisors are responsible for the working conditions within their department and the plant generally. a. nor will it permit employees to indulge in unsafe acts. Common sense and personal interest in safety are still the greatest guarantees of your safety at work. and complete an occupational illness or injury form. on the road. so that he/she may recommend corrective action. employees are encouraged to make recommendations. a) ACCIDENT REPORTING: Any injury at work – no matter how small – must be reported immediately to your supervisor and receive first aid attention. In this regard. 20 . Employee Since the employee on the job is frequently more aware of unsafe conditions than anyone else.11.INJURIES All employees are required to immediately report all occupational illnesses or injuries to your supervisor. The Company believes that a meaningful program can best ensure the safety of employees and physical property. Serious conditions often arise from small injuries if they are not cared for at once. The cooperation of every employee is necessary to make this company a safe place to work.2 . Every precaution has been taken to provide a safe workplace.

and that of your coworkers.b) SPECIFIC SAFETY RULES AND GUIDELINES: To ensure your safety. please observe and obey the following rules and guidelines: 21 .

never take hazardous shortcuts. or a severe head injury. Observe and practice the safety procedures established for the job.  Report any UNSAFE condition or acts to your supervisor. or any accident resulting in an unconscious condition.  Use designated passages when moving from one place to another.  Help to prevent accidents.  Do not tamper with electric controls or switches.  Do not block access to fire extinguishers. the employee is not to be moved until authorized personnel have given medical attention.  Do not engage in such other practices as may be inconsistent with ordinary and reasonable common sense safety rules.  Keep your work area clean. or neck. 22 .  In case of injury resulting in possible fracture to legs. back.  Observe smoking regulations.

you should contact the next level of supervision. customers. ethical or safety issue. any grievance that is affecting your work should be brought to the notice of the department head or HR. It is the purpose of this grievance procedure to help maintain a positive work environment with respect and responsibility towards each other. management. those persons involved in the problem. we request that you bring this concern to the immediate attention of your supervisor. and any suggested solution you may have to the problem. Please indicate what the problem is. legal and ethical work environment. If you do not receive a sufficient response to your written complaint within a stipulated time from providing it to your supervisor. or any other persons or entities related to the Company. The company may have a conference with you and your supervisor or with both of you individually. 23 . In light of these concerns we have instituted the following grievance procedure: If you feel that there is inappropriate conduct or activity on the part of the Company. legal. its employees. vendors. and you believe it still merits attention. The grievance procedure is also intended to avoid unnecessary employee claims and company legal exposure. and so on. To this end. we request that you present your concerns to your supervisor in writing. use your best judgment to expedite the complaint process. or if your supervisor is the problem. Please try to approach your supervisor at a time and place that will allow the supervisor to properly listen to your concerns. The company cannot promise that your specific grievance or complaint will result in the action you request or that you will be satisfied with the outcome of the grievance procedure. If you consider the matter an emergency.12. If you have discussed this matter with your supervisor previously and you do not believe that you have received a sufficient response. productive. If the matter is not resolved after that conference. GRIEVANCE POLICY ABC wishes to provide a comfortable. it is requested that you immediately place your concerns in writing and bring the matter forward to upper level management.

Also. Fixed allowances in case of private arrangements while on outstation duty in India.POLICY: The policy covers the following reimbursements while on official outstation travel: 1. TRAVEL POLICY 13. Any deviation shall be considered as an act of grave misconduct attracting disciplinary action. NOTE: I. This policy is a broad guideline. All the employees should plan their travel programme well in advance and take the necessary approval from their reporting heads and wherever applicable / feasible should optimise and economise on resources. As a group they will enjoy group benefits. the individual entitlements are not permitted. which can be drawn upon a case-to-case basis. 13. II. 2.13. Reimbursement of expenses incurred on Local Conveyance during outstation travel.CATEGORY : Employees are divided into the following categories: TABLE 1 CATEGORIES DESIGNATION 24 . The senior employees need to use their discretion in selection of their mode of transport.1 . when travelling in a group.APPLICABILITY: To all the Employees of ABC Infomediary Ltd who are required to go out of their working Head Quarters on Company’s assignment. The honesty of the purpose should be maintained. keeping in mind the distance. III.2 . the destination. the logistics and the number of days they need to be away on the Company’s assignment. 3. IV. 13.3 . Reimbursement of the expenses incurred due to outstation travel on duty in India.

Asst Mgr Systems. CFO CGM . Customer Support Trainee.Systems -WP Asst Mgr-Mktg. jr accountant & secretary. Computer Operator.Sales & Technology Regional Manager. GM . Graphics Incharge. publishing supervisor.DTSM / Sr. Web Design Support. Driver. Asst Mgr. web desiger Exec. Mgr-Finance.VS. customer support Exec. Asst Mgr Telecom Relation. Principal Mgr Telecom DM. sr. Data Entry Operator. Sr HR Exec. systems Exec. Mgr. Mgr-Sys & IT. Asst Mgr-Accounts. Maid M2 M1 S5 S4 S3 S2 S1 Advisors if appointed will be advised about their grade. Manager-Online Sales. Programmer. Sr. Accts Manager (South). White Pages Supervisor. Sr. Sales Manager. Fe-Supervisor. Sr. Mgr . Programmer-WP.Graphics. Secretary. Sr. Mgr-VS. hr assistant. network support Exec. Tele Sales / Sales Exec. Asst. accounts Exec. Special Accounts Mgr. sales support Exec. Online Promotion Exec.Sales. Network Assistant. tele-sales / sales trainee. system Execs-wp. Finance Manager.Personnel & Admin. DSM/DTSM. Telesales / Sales Exec. sr voice services Exec. Manager. Territory Manager. Asst Mgr Online Promotion.New Media . receptionist corp office. Asst Mgr-Web Publishing. receptionist. Asst Training Mgr. DSM. CGM . Accounts Officer. 13. If required in their engagement letter. admin supervisor SrAccounts Assistant. Sr. sr. sr graphic Exec.M8 M7 M6 M5 M4 M3 COO. Asst Mgr. Mgr-Publishing.Pub Sr. Accounts Assistant.Accts. Customer support Exec.Graphics. Asst Mgr Systems-WP. Training Manager Dy. Regional Production Manager. Sr Systems Exec. Accounts Exec.Voice Services. Mgr. quality analist. Xerox Operator Sweeper. GM .Public Relations. Sr. sales support Exec.Systems & Network. Sales Manager. Graphics Trainee. graphic Exec. Deputy Mgr . Section Head. Publishing Assistant. HR Manager. Sr.Operations GM . sales co-or/secretary. Mgr-Graphics. Asst Mgr. Publishing Assistant. Team Leader . Content Writer. Jr. tele sales / sales co-ordinator. 25 . Asst Mgr-Content Writer. Asst Mgr Customer Support. Admin Assistant Office Boy. Mgr.CP & WP. Trainer Sr. CVP.Pub & VS.4 – Outstation Travel : Reimbursement of Expenses incurred due to outstation travel while on duty in India. Sr. Dtp Artist. HR Exec Field Exec. Programmer.

S4. The reimbursement under this heading is broadly based on the various employee levels as well as various modes of travel and destinations they are entitled to. 13. while on official domestic travel are given below. S2 Actuals Actuals Actuals (5000) Actuals (3000) Actuals (1500) 1000 450 350 ACCOMMODATION LOCAL CONVEYANCE 12 Del/M um/Kol Other Cities 13 Actuals Actuals Actuals (5000) Actuals (2250) Actuals (1500) 900 700 500 Actuals Actuals Actuals (3000) Actuals (1200) Actuals (1000) 600 400 300 Actuals Actuals Actuals (1000) Actuals (500) Actuals (300) 200 150 100 Actuals Actuals Actuals (500) Actuals (250) Auto Fare-Nominal Auto Fare-Nominal Auto Fare-Nominal Auto Fare-Nominal 26 . boarding and miscellaneous expenses. M5 M2.) CATEGOR Y B l r / C h n M8 M7 M6 M4. M3 M1 S3. (Volvo type buses with more leg space push back facility. S5 S1. This is applicable only in cases when no arrangements are made or when rates in hotel/s are not prenegotiated or in places / cities where we do not have our offices.C Rail / Taxi II A.MODE OF TRAVEL BY CATEGORY SHALL BE AS FOLLOWS: CATEGORY M8 M6.) **: Air Travel in case of M3 and other categories can be undertaken with prior approval. S5 S1. (Amount in Rs. M5 M2. In cities where our offices are located. M3 M1 S3. M7 M4. the local office will do the needful. which are termed as ‘luxury bus’.C Rail / Taxi / AIR Air / II A. etc.ENTITLEMENT FOR BOARDING & LODGING The allowances admissible to employees of the Company towards lodging.C / I Rail / Air ** I Class / Luxury Bus II Class / Luxury Bus II Class Rail / Bus II Class Rail / Bus ‘Luxury Bus’: refers to buses that are run by private transport companies or even the State Government. S2 MODE OF TRAVEL A.5 . S4.

Miscellaneous expenses such as STD’s & Postage (for official purposes only). only against lodging expenses for a travel involving overnight stay. e.Entitlement of Allowances – where Travel period is more than 12 hours Category S1 TO S5 M1. 100/.6a . shall be entitled to claim an additional amount as fixed allowance. S1 to S5.would be given (During this period food allowance is not payable). ii. The above allowances are applicable only after employee reaches the destination and will not apply after his / her return journey begins. Note: a. 13.. OF PRIVATE ARRANGMENTS WHEN ON All employees in different levels. M7. given per day. Category M4. 27 . only food (Lunch / Dinner / Breakfast) charges will be reimbursed along with conveyance expenses as applicable in the categories of M1 to M3.per day would be given till the end of journey (Onward or Return) for Categories S1 TO S5 . For Category M4 TO M8 the expenses would be reimbursed as actuals. Laundry (where stay is for more than 3 days) and expenses incurred for treating guests (approved in advance). Employees are urged to spend reasonably under various categories. Where the Travelling period is over 12 hours Rs. or the maximum limit whichever is less. This is an allowance. 75/. M3 S1 to S5. For the categories M1 TO M3 involving Bus or Train Journey Rs. FIXED ALLOWANCE IN CASE OUTSTATION DUTY IN INDIA.6 . M8 Allowances 75/100/Actuals 13. M5 M2 . d. who make their private arrangements of stay. Allowances 300/250/100/- No bills need to be produced for claiming this fixed allowance. dinner in case where they make their own private arrangements for lodging and also claim the fixed allowance. The employee shall be permitted to claim separately for Lunch / Tea – snacks. b. The duration of stay should be more than 12 hours.The amount specified above is the maximum limit. M6. M5. M3 M4. Where the duration of stay is less than 12 hours without a night stay. c. The reimbursement shall be on actuals. M1 i. M2.

00/. People who are paid petrol reimbursement will only be paid based on mileage for their official visit outside office depending upon the use of car/two wheeler as per the following rates.8 . People with the routine nature of work outside office will be paid a fixed amount decided by the management taking into account their conveyance requirement. M2. The employees will be entitled for reimbursement of conveyance charges as per the following. M5 M1. The claim form will be approved by the department head or the General Manager. Where an employee makes his / her own private arrangement.per km Two Wheeler : Rs.per km CATEGORY M8 M6.2. All employees are expected to keep a strict record of the distance travelled by them for the official purpose. Car : Rs. The employees should get the sanction of his/her manager on the claim form (as per Annexure 8). 13. 6.7 – Conveyance Expenses REIMBURSEMENT OF THE EXPENSES INCURRED IN THE LOCAL CONVEYANCE.iii. the aforesaid allowance would apply from the time onward journey ends and will not apply after his / her return journey begins. 28 . M7 M4. Note : SALES DEPARTMENT WILL BE OUT OF THIS RULE Sales staff will be compensated conveyance as a part of their salary and they are paid incentives accordingly. 2.00/. RATE Luxury Car / Actuals Taxi / Actuals Taxi / Auto Auto Bus Fare as Actuals (Bills to be produced) 13.RULES FOR LOCAL CONVEYANCE: 1. M3 S1 to S5.

For facilitating the ticket booking / Hotel booking a copy of the approved tour program shall be submitted to the Divisional Manager. care should be taken by the employee concerned to get the ticket cancelled / re-routed in time by himself or coordinate with administration department in order to minimize the cancellation charges.GENERAL PROCEDURE: • • All requests for travel outside the headquarter shall be approved in advance by concerned Head of the Department / GM / COO as the case may be. unless in any emergency.10 . 13. the Ticket / Hotel bookings shall be arranged / coordinated by the Administration Department. Persons proceeding on tour should take the advance only from the location of origin and should not draw advance at other locations. • In case of change in tour program.  Any other expenses wherever applicable. No employee can draw fresh advance till his account in respect of the previous amount withdrawn is settled.13.9 –TRAVEL ADVANCE: An employee can take travel advance against his/her tour programme duly approved by his manager as per the format available with Accounts dept. For travel on company’s business. The claim for travel expenses should be submitted to Accounts as per format available with Accounts dept . 29 ./ Seat No. All travel advances must be settled in cash within 48 hours of return to the point of origin.Annexure 9 A claim should be supported by original vouchers for:  Room charges  Air tickets / taxi receipts  Telephone / telegrams  Ticket No/ Bogie No.

Along with this the tour report should be submitted to the reporting officer. • The expense statement should be prepared and submitted in prescribed form duly countersigned by the tour approving authority with supporting bills / Vouchers / Receipts etc. The statement should be submitted within 5 days after return from such official tour. 30 . • If the Travel Imprest is not settled within 7 days after the return the same will be transferred towards salary advance and shall be deducted from the month’s salary. NOTE: Exceptions in eligibility norms due to non-availability of accommodation will have to be approved by the respective GM’s.• Employees proceeding on tour should intimate the amount of cash advance required by him at least two days prior to the date of departure and collect the same during payment hours on the day of departure or the previous day as may be mutually convenient.

RELOCATION POLICY 14.DEFINITION: “RELOCATION” Relocation refers to transfer of an employee from the existing location to a different location. “TRANSFER” Moving from one location to another permanently for official purpose. the employee and his / her family i. of household goods. loading and unloading the household goods.e.JOINING TIME: Maximum 7 days from the date of transfer or as agreed upon by the Management. 14. “DEPUTATION” Any work assigned to an employee at a different location for a period more than a month but less than a month. etc.4 . Full amount shall be payable by the Company to transport agency including packing. souse. are covered under this policy. loss. The employee shall obtain a competitive rate by submitting three quotations to the HR Department.ENTITLEMENTS IN CASE OF TRANSFER On relocation.2 . theft.APPLICABILTY: All employees of ABC Ltd.3 . “TEMPORARY ASSIGNMENT” Any work assigned to an employee at a different location for a period exceeding 15 days but not less than a month. shall be borne by the Company 31 . 14. The Insurance premium on the transportation goods. 14.1 . fire etc. children and dependent parents are allowed to travel as per their entitlement under Company’s travel policy. 14..5 ..POLICY: The aim of this policy is to provide reimbursement for the employee on being transferred / deputed / temporary assignment to a different location.14.. being insured against breakage.

– Local Conveyance ENTITLEMENT IN CASE OF TEMPORARY ASSIGNMENTS The entitlement includes reimbursement of expenses for food. M8 M7&M6 M5 & M 4 Actuals. 14.C. Bangalore.8 – ENTITLEMENT IN CASE OF DEPUTATION The entitlement includes reimbursement of expenses for food. accommodation and local conveyance based on their grades. the allowances for meeting expenses on food. The Daily allowances to cater their food and accommodation shall be as per the entitlement mentioned in the case of “Transfer” 14.14. will monitor the policy. 32 . Note: Wherever Company’s accommodation is available.7 – ACCOMMODATION: L. The Corporate HR.6 . Not exceeding one-month’s gross salary. accommodation and local conveyance based on their grades. either on deputation or temporary assignment shall be in accordance to the entitlements as specified in the travel policy. Not exceeding two-month’s gross salary.SALARY ADVANCE: The transferred employee shall be given salary advance (as per the entitlement) to be paid back to the Company within three months from the date of reporting to duty to the transferred place.

Basic deductions like PF / ESI / Prof Tax.4 . Incentive award and Commissions where applicable. 15. 15. Mediclaim Policy (wherever applicable) is also explained broadly.2 . all other allowance. Dearness Allowance.Provident Fund: The main objective of ABC is to ensure happy and prosperous retirement life for all its employees. employer share of PF and payment to employee against Non Compete agreement.Cost To The Company (CTC): Annual income as a regular employee of ABC will comprise of Basic. COMPENSATION POLICIES ABC believes in giving the ‘best compensation to its employees so as to meet the best industry standards’. 15.Employee State Insurance: Every employee of the company who receives up to Rs. The employee contributes 1. gratuity.75%.3 . 15.Professional Tax Employees of company need to pay professional tax on their gross earnings as per the rate applicable as proposed by that particular State Government.5 -Gratuity Scheme: All employees who have been in continuous service with the company for five years or more. all types of reimbursement (except mobile phone use for official purpose) and charges payable with a monthly ceiling. As per the Provident Fund Act of 1952 the present rate of contribution is 12% of the Basic salary plus Dearness allowance. 15. 33 . The rest of the benefits are covered under the scheme as per ESI Act of 1948.15.as monthly salary is covered under this scheme. Company will pay 12% and the employee will contribute 12% as total contribution to PF and pension Fund.75% of salary while the employer’s contribution is 4. 6% of all re-imbursements (Fringe Benefit Tax borne by the company) wherever applicable is a part of CTC. However. House Rent Allowance.10000/. is entitled to Gratuity benefits under the payment of Gratuity Act of 1972. you can approach your HR Department for any clarifications on Professional Tax deductions.1 . The amount is to be paid every month.

Management has made it compulsory for each & every employee. Special Conditions:  All claims for employee. Station heads of all regions sends the details to HR at respective Hubs and the same is forwarded to HR. FRMS send the premium calculation on a pro rata basis. Blr. A report on addition and deletion of All India is compiled and sent to the Insurance consultant(FRMS) on a weekly basis.6 – Mediclaim Policy: ABC firmly believes in health and safety of its employees and their family. 34 .15. Structure and related parties: 1. hence the Mediclaim policy. Note : 50% of the premium is borne by the company and the balance 50% premium is deducted from the employee’s salary in two instalments. Third party administrator : THE NEW INDIA ASSURANCE COMPANY LTD : TTK HEALTHCARE SERVICES PVT LTD 3. Insurer 2. The same is forwarded to the respective HR hubs.Spouse and upto 2 children or parents Sum insured as per the employee grade. Insurance Consultants : FUTURE RISK MANAGEMENT SERVICES Coverage: From the month following the month of joining. To ensure health and safety of all employees.  Employees: Employee + 3 dependants  Dependants includes . then a declaration form (as per Annexure 10A) has to be filled in by the employee and given to HR. spouse and children restricted to 90% of claim amount. A declaration form (as per Annexure 10) available with HR has to be filled by the new entrant and forwarded to the respective HR / Station Head. If an employee is already a member of any other Insurance policy and he/she is not interested to be endorsed in the company’s group Mediclaim policy. the company will provide you the coverage along with 3 dependents.

hospital bill. employee needs to fill the pre-auth form that is available with HR in all stations.ALL ORIGINALS HR concerned forwards the entire set of documents to FRMS either in person or by courier. the pre-auth form filled by the consulting physician The information is forwarded to FRMS for follow-up in processing the he has to pay 10% of the bill amount is submitted to the hospital which is fax'd to TTK for an approval and the same procedure as per cashless hospitalisation is followed. If the claim is approved. the in case of emergency.     TTK verifies all the details and approves/rejects the claim The same is communicated to the employee through a return fax.  The pre-auth form (as per Annexure 11) needs to be filled by the employee in consultation with the doctor and fax'd to TTK.  claim. receipt of amount paid .  To avail the benefits 24hrs hospitalization is obligatory. all reports. In case the claim has been repudiated.  Documents include doctor's prescription for any kind of diagnosis & medicines. Types of hospitalization: a) Cashless access for hospitalization:   Cashless hospitalization can be availed for both planned hospitalization or In case of planned hospitalization like maternity & cataract surgery. bills pertaining to the same. discharge summary. the documents are returned to HR in Bangalore citing reasons for the same 35 . the employee can plan his hospitalisation wherein In case of emergency. Claims pertaining to parents restricted to 50% of the sum insured and subject to 90% of claim amount. b) Reimbursements  The employee forwards all documents pertaining to the hospitalisation to HR concerned along with a claim form (as per Annexure 12) available with the HR dept.

a cheque in favor of ABC for the approved amount is sent to HR in Bangalore.The same is forwarded to the concerned HR In other cases. the claims are processed and on verified. 36 . the amount is transferred to the employee's bank account.  After making the necessary deductions(10%) and others(if any). and within a week's time. The cheque is forwarded to accounts dept.

Accordingly.  To give employee feed back & counsel them. the company will provide the employee coverage under the policy at no extra cost up to the date of cessation of employment.15. Performance appraisal is a process in which we value the employee contribution and worth to the organisation.  To differentiate between targeted performance and actual results. 16.2 .3 -Time of Appraisal: Performance Appraisal of an employee is done only on completion of twelve months of service in the organisation. 16. 16. The purpose of this policy is to provide for a methodology of salary increments to all the employees every year.4 . HR shall send the individual appraisal formats to the station/department heads as and 37 . 16. Needless to say.Procedure: It is the responsibility of HR department to initiate and monitor the entire appraisal process.Eligibility: All employees who have completed twelve months of service in the organisation and who are not under probation or probation extension are eligible for the annual performance appraisal. Keeping this in mind and also the various joining periods of the employees.  To evaluate the suitability of a person based on the job requirements. 16.Performance Appraisal ABC periodically reviews its salary administration program and restructures it as necessary. the entire exercise of Performance Appraisal will make sense only if carried out objectively.  Not the least of all is to identify the potential leaders who can take up higher responsibilities and can contribute to take the organisation forward on the chosen path. This frequency is being adopted to have a fair review of an employee’s performance irrespective of their date of joining.  To assess the gaps between an employee’s desired skill sets and actual skill sets so that providing the necessary training can fill it.7 – Group Personal Accident(GPA) Policy From the month following the month of joining. the appraisal procedure is carried out once in a year.1 Objectives: The objectives of carrying out Performance Appraisals of all the employees in the organisation are multifold.

it is the responsibility of the station/department head to see to it that the various formats are filled-in by the respective individuals for completion of the appraisal procedure. the station/department head shall further initiate the action in getting the appraisals done by the concerned individuals and also duly signed by them. On receiving the same. However.when due. 38 .

aware of changes in existing Systems. 17. Improving skills Induction of new technology / products /services/ procedures. This shall include In-house programmes and External Training Programmes to be conducted during the year.Objective: The objective is to increase productivity. executed / duly monitored.Policy: The aim of this policy is to have a clear guideline on training for all the employees. Thirdly. also the Training needs can be gathered at the time of Annual Performance Appraisal.2 . Training needs shall be identified to cover the following: • Career Progression • • • • • Improving Work Methods Making personnel. The Training Head shall prepare Monthly Training schedule for all the departments and locations after discussion with all concerned HODs and COO in accordance with the needs identified. Secondly. if any. the RM’s / HOD’s will keep the Training Department appraised of their specific needs of their Department and also programs such as IST and AST. to improve quality and to improve organizational climate. Training needs identified at the time of Annual Performance Appraisal shall be complied on Training Need Summary format and circulated to all locations. training needs for all employees will be identified by the Training Department by conducting the Training Needs Assessment at the beginning of the year. feedback analysed and 39 .) The Training Head act as executor / coordinator / facilitator for ensuring that training (both behavioural and functional) is planned. Heightening quality awareness.17. TRAINING POLICY 17. The Training Head at Corporate Office shall prepare the Training Schedule using date compiled from Annual appraisals and other inputs. functional etc.3 -Identification of training needs: Training needs for the employees are identified form time to time in the following manner: Firstly. 17.1 . Training Schedule shall include all training programmes (behaviour.

The training Department shall compile the feedback part of training evaluation forms based on the programmes conducted and feedbacks received from participants in the format which would be reviewed for analysis/ corrective / follow-up actions. 40 . All those who have attended training programmes should disseminate knowledge acquired with their peers and team members particularly for all external training programmes and sponsored functional training programmes. Employees who are nominated to attend a particular programme shall be intimated about the scheduled date. All training programmes conducted by external faculties will require approval from Training Head and COO. venue and time.subsequent corrective actions taken when required. All employees attending internal or external training programmes shall give feed back on Training Program Evaluation and Feedback form regarding coverage and usefulness of the training programme.

Rs. Accts Mgr. Mgr-CS Regional Accts Mgr. If an employee has a phone in his/her name. GM-Pub & VS DGM. However. Sr DTSM.m.Mgr -Publ.18. DSM. DTSM. CGM(O). Regional Pub Mgr. CVP. POLICY FOR ALLOWANCES 18. Asst Mgr. 1000 p. Mgr-Sys. 1000 p. SM. Asst MgrOnline. 1000 p m *STD / ISD MADE FOR PERSONAL USE IS NOT PAYABLE NOTE: 41 . 1000 p m Rs. or in anybody else’s name but has control over the instrument.2000 p m Rs. CELL PHONE ACTUALS ACTUALS Rs. 3000 p m Rs. this facility is available only for a few employees as mentioned in the table below. 2000 p m RESIDENCE PHONE* ACTUALS Rs.1000 p m ----------- --------------------- Rs. m. he can claim reimbursement as per his entitlement. Asst MgrGraphics. Asst. Sr. RM.1500 p m Rs. Asst Mgr-Accts. Sr DSM.Mgr-Graphics. Allotment of Company telephone is done on a case-to-case basis and is subject to availability. Dy Mgr-Sys Asst Mgr-Mktg. Mgr-Sys & IT . Trainer PETROL ACTUALS Rs. POLICY FOR PETROL. 4000 p m Rs. RESIDENCE BILL AND CELL PHONE REIMBURSEMENT DESIGNATIONS COO. Sr.m.1 TELEPHONE EXPENSE REIMBURSEMENT ELIGIBILITY The Company extends residential telephone facilities to its employees on need basis.CS. 750 p. SAM. Asst mgr-VS. CFO CGM(S). Normally the Company does not give telephones to employees. Asst Mgr-HR. Asst Mgr-Tel Rlns. Principal Mgr Tel DM. Asst Mgr-Pers & Admin. Rs. Finance Mgr. Mgr-Pub Rlns. Asst Mgr-Web Publ. Asst Trng Mgr.

On approval form the Department Head. 200/-. 18. FOR FESTIVALS: (Only for Voice Services) Any employee working on a festival is compensated with either an off or with Rs.m. Head. the concerned Manager makes recommendation to the Dept. NO OTHER SHIFTS ARE ELIGIBLE FOR ALLOWANCES: Above rates are subjected to review from time to time. being observed at various location the following rates will be applicable with immediate effect for the referred shifts: A. ALLOWANCE FOR SHIFTS: LATE AND NIGHT Any Shift starting at / after 10. This is not applicable for offs falling on Saturdays and Sundays. On application. Keeping in view of the shifts timing. then the same is compensated with an off. If an employee has a phone in his name.1.2 Definition: “Shift” means a period of working hours not less than 8 hours in case of full time shift and four hours in case of part time shifts. ALLOWANCES FOR LATE EVENING / NIGHT SHIFTS / HOLIDAYS/ FESTIVALS: Night Shifts is applicable only for voice services and graphics dept. C. – Rs. 42 . FOR HOLIDAYS: (National and Public) (Only for Voice Services) Any employee working on holiday is compensated with either an off or with Rs.p. the employee can claim the same by submitting an IOM along with the necessary bills with due approvals to the Accounts Department. or in anybody else’s name. but has control over the instrument. 200/In case a weekly off falls on any National / festival holiday. he can claim reimbursement as per his entitlement. 75/B.

the employee should avail a minimum of 5 days leave. This should be accompanied by sanctioned leave application.1 Purpose: The purpose of the policy is to enable ABC Ltd. 19. For the purpose of computing LTA. LEAVE TRAVEL ALLOWANCE (LTA) 19. the basic salary of an employee at the time of availing of leave will hold good. Entitlement: Every employee is eligible for reimbursement to and from any place in the country. Procedure: An application for grant of LTA advances should be made in the prescribed form (as per Annexure 14).02 as per his entitlement. The concerned manager may approve leave subject to leave balance available to his / her credit. to any place in India.Important Points For the purpose of computing the LTD entitlement. employees to take an annual holiday from work by providing them with Leave Travel Assistance. for approval on recommendation of the manager. Pre-conditions: For claiming LTA. calendar year (Jan-Dec) will be taken into account.01. The LTA form is to be sent to respective HR Dept.19.3 . he is generally allowed to travel by the travel policy. 43 . subject to a maximum of one months’ s basic salary per annum. for self and dependants.2 Policy: Eligibility: An employee who is confirmed in the service of the company is eligible for LTA on having completed one year of service in the company. atleast 15 days before he / she proceeds on leave. If he decides to claim LTA. he can claim LTA at any time after 01. Example: AN employee joining the company on 1-January-2001 becomes eligible for LTA on 01-January-02. 19. by class of travel.

if any. For the purpose of LTA. LTA is exempt from tax only twice in a block of 4 years. meaning two LTA s in this block would be free of tax. 44 . as the case may be on such transport by the shortest route to the place of destination shall be made. Where no recognized public transport exists. for the distance of the journey by the shortest route.Income Tax implications of LTA are as follows. An employee resigning from the service of the company during the calendar year would not be eligible for LTA on a proportionate basis. then it is fully taxable. If LTA is availed more than twice in four years. However. Trainees will become eligible for LTA only after they have been confirmed in the services of the company. spouse. the amount eligible for exemption shall be the bus fare for the shortest route. again. first availed of by the individual during first calendar year of the immediately succeeding block of four calendar years shall be eligible for exemption.Exemption from Income Tax: This exemption shall be available to an individual in respect of two journeys performed in a first block of four calendar years.4 . The second block of 4 years would start from the next calendar year.e. an amount equivalent to the air-conditioned second class rail fare. When the amount reimbursed by the company to the employees exceeds the amount of AC second-class train fare for the shortest journey. Where the place of origin of journey and destination or part thereof is not connected by rail and the journey is performed between such places. an amount in respect of the value of the travel concession or assistance.. unmarried children and dependent parents. Where a recognized public transport exists an amount not exceeding the first class or deluxe class fare. Advance claimed against LTA should not exceed 90% of the entitlement. family will be taken as dependents i. where such travel concession or assistance is not availed by the individual during any such block of four calendar years. he could claim his LTA upon completion of one full year for which he has earned the leave. as if the journey had been performed by rail. 19. However. the excess amount is taxable.

customers and other confidential data and good will. employees to sign noncompete agreements.Purpose : It is a confidentiality undertaking between the employee and the company. By signing a noncompete agreement. manage. or requiring.20. the present business of the Company or such other business activity in which the Company may substantially engage during the term of employment The Employee acknowledges that the Company shall or may in reliance of this agreement provide Employee access to trade secrets. Employee agrees to retain said information as confidential and not to use said information on his or her own behalf or disclose same to any third party. an employee promises not to work for a direct competitor for a specified period of time after he leaves the company. operate. 45 . a growing number of employers are asking.1 . The employees at the senior level have access to business strategy and plans of the company is signed by the employee to maintain full confidentiality of sensitive information pertaining to the business. NON COMPETE AGREEMENT : 20. or competitive with. After losing scores of valuable employees (and trade secrets) to competitors. The term "not compete" as used herein shall mean that the Employee shall not own. consult or be employed in a business substantially similar to.

he shall vacate the same and return all the things belonging to the Company at the time of this resignation / termination of service. 46 .2 . the same is submitted back to HR. The full and final settlement form (as per Annexure 16) is completed and the same is forwarded to the accounts dept. HR dept processes the relieving letter.Termination:  For an employee on probation. 21. 21.RETIREMENT: All employees shall automatically retire on attaining the age of 58 years as per records of the company.Resignation:  During the probationary period. fall in efficiency or incapacity to work.1 . if an employee wishes to resign. On receipt of the same. EXIT POLICY 21.  For permanent employees. he shall surrender in lieu thereof wages equivalent to the days for which the notice falls short of one month. he/she should serve one month notice period or payment in lieu for any reason whatsoever. with onemonth notice in writing or salary in lieu thereof for any reason whatsoever.4 . The department head forwards the resignation letter to the HR dept with their remarks. 21.3 – Exit Formalities • • • • • Note: Where an employee has been provided with company’s accommodation. seven days notice or payment in lieu of the notice should be served  The service of a permanent employee is liable to be terminated on either side. After duly filling both the documents and also signatures from the departmental heads.21. HR gives a No Dues Certificate (as per Annexure 14) and a Exit Interview Form (as per Annexure 15) to the employee. 7 days notice or payment in lieu of notice is a must. After verifying the relevant details.  If a permanent employee intends to be relieved earlier. It is upto the discretion of the department head to waive off the notice without any liability to make any payment. However. It is upto the discretion of the department head to give an extension of service beyond the retiring age to any employee for such period as they think fit. an employee can be retired earlier. on account of physical or mental infirmity.

S1-S5 M1 M2-M4 M5 ONWARDS LEVEL1 LEVEL2 LEVEL3 LEVEL4 *Incase of any further clarifications with regards to any above mentioned HR Policies please feel free to revert.SERVICE CERTIFICATE: Every permanent employee and other employees having rendered not less than six months service shall be entitled to a service certificate at the time of the cessation of service and the same is given only on request. *With Warm Regards HR Department.4 . 47 .21.