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RSPPL/DOC/HR/MANN

Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No. 

Table of Contents
Sr. Page
Description Doc./Rev.No./Date Remarks
No. No.
1 Introduction --------- 02
2 Director’s Message --------- 03
3 About Company --------- 04
4 Company’s Vision --------- 05
5 Organizational Chart 01/01/23.03.2015 07
6 Recruitment Policy 02/01/23.03.2015 08
7 Probation 03/01/23.03.2015 12
8 Confirmation 04/01/23.03.2015 14
9 Leave 05/01/23.03.2015 16
10 On Duty Outstation Trips 06/01/23.03.2015 21
11 Gate Pass 07/01/23.03.2015 34
12 Reimbursement of Conveyance 08/01/23.03.2015 36
Expenses
13 Increment 09/01/23.03.2015 38
14 Mobile 10/01/23.03.2015 40
15 Staff Transportation Facility 11/01/23.03.2015 41
16 Complementary Services/Transactions 12/01/23.03.2015 42
17 Rewards & Recognition 13/01/23.03.2015 44
18 Policy for company uniform 14/00/23.03.2015 47
19 Scrap and Waste Management 15/00/23.03.2015 49
20 Security Mannual 16/00/23.03.2015 52
21 Provident Fund Policy 17/00/02.05.2015 64

RSPPL/E77/GIDC SAVLI page 1


RSPPL/DOC/HR/MANN
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No. 

Introduction

Welcome to the RATNAVEER STAINLESS PRODUCTS PVT. LTD. This handbook


was developed to provide you with an information resource for common questions and
concerns. If you have questions or concerns about the policies outlined here, you
should contact your manager or Human Resources Department.

The policies stated in this handbook are subject to change at any time at the sole
discretion of the Company. From time to time, you may receive updated information
regarding any changes in policy.

The contents of this handbook are not intended to create a contract or agreement
between the Company and you. For those employees in a position covered by a
collective bargaining agreement, you should refer to the agreement which governs your
terms and conditions of employment.

There are specific procedures for many of the general policies stated in the handbook.
Please direct any questions to your manager, department head, or to Human
Resources.

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HR MANNUAL
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Director’s Message
To,

All Employees

The Division of Human Resources is established to support the company's


mission by providing leadership that assures efficient and effective management of the
company's human resources. For, us it is important that everyone enjoys their job. For
this reason, management is always there for their valued employees.

We make every effort for our employees to have a constructive work environment
with co-staff/workers. We recognize that our employees are one of the keys to our
achievement and to support them we offer;

 Training
 Career opportunities (we promote from within whenever possible)

A range of services and information on employment opportunities, policies and


procedures and other relevant information applied at Ratnaveer are provided on these
pages to facilitate a pleasant and fruitful employment experience and to those who
already work with us, we would like to thank you for your enthusiastic and active
contribution to the growth of our Company.

Vijay Sanghvi
Managing Director.

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About The Company

Ratnaveer Stainless Products Pvt. Ltd. (an ISO-9001/14001/BSOHSAS 18001


company)- was established in the year in 2002 in Savli (Manjusar) (India). The principle
of the company was to aspire to high goals through innovation. Adapting to an ever
changing scenario and discerning the growing needs of the market place has allowed
Ratnaveer company to produce high quality products like stainless steel washers, Solar
Panel Hooks, that have become standards in the industry. It's the fruit of the efforts of a
group of technocrats who have been in field of ferrous, non ferrous trading and
renowned importers of India since over two and half decades. This was a step ahead to
add value to the supply chain, an attempt to add value to products that we offer to our
valued customers.

Ratnaveer attempts to replicate the success of our past ventures in the field of
manufacturing high quality hooks & sheet metal products made from stainless steel.
Ratnaveer boasts of large manufacturing capacity and state-of-the art technology to
offer products of international quality. This has given it the confidence to explore the
international markets and gain acceptance to all across the world. A professionally run
organization.

Ratnaveer committed towards its clients, suppliers, employees and the society. It
is the sincerity and a constant effort towards striving for perfection that has created a
name Ratnaveer its parameters.

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Vision Statement
Vision statement 2015 ~ 2016 Date: 1.4.2015
Ratnaveer Stainless products Pvt. Ltd. envisions being a Rs. 201 Cr. Turnover company;
it strives to bring all the facilities i.e. melting, washer unit, finishing line, rolling division and
diversified production line/ shop, under RSPPL flag ship in close vicinity (under one
premise).
Mission Statement:
We recognize that our success as an enterprise depends on the talent, skills and expertise
of our people and our ability to function as an integrated team. We appreciate our diversity
and believe that respect for our colleagues, customers, partners, and all those with whom
we interact - is an essential element of all positive and productive business relationships.
We understand the importance of our missions and the trust our customers place in us.
With this in mind, we strive to excel in every challenge with a determination to succeed.
Our Core Values:
We make every effort for our employees to have a constructive work environment with co
staff / workers. We recognize that our employees are our internal key stakeholders we
values their contribution by offering them:
1. Safe, Healthy & Happy work place.
2. Open Book Management style.
3. 360 Degree performance Management feedback system.
4. Fair evaluation system for employees.
5. Knowledge sharing.
6. Highlight performers.
7. Open House discussions and Feedback Mechanism.
8. Reward and Applaud.
9. Training/Coaching and Mentoring.
Operating Behaviors:
1. Put customers first
2. Honor commitments
3. Promote Teamwork
4. Execute Rapidly
5. Be open & transparent
6. Take personal responsibility for results.
7. Take pride in our work
8. Prioritize and focus on what matters the most

Mr. Vijay Sanghvi


(Managing Director)

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Welcome To Human
Resource Policy
Manual

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ORGANIZATION CHART

MD
Vijay Sanghvi

Director VP GM GM DGM
Commercial HRD/Admin Procurement Marketing

Manager Sr. Manager


Purchase Operation
Manager Security Asst.
(Account & Finance) Officer Manager

Manager
Excise &
MR/MA Manager Manager Manager Dy. Asst. Manager
QHSE NPD Quality Tool Manager Production Unit-2
(Finishing Line) Asst.
Manager
Export
Dy. Manager Maintenance
Production
Unit-1 Sr. Exe.
Marketing
G.M. (HRA) V.P. (Comm.) Director M.D.
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SUBJECT : POLICY FOR RECRUITMENT

PURPOSE :- To establish procedures for recruitment of employees at


all levels.

OBJECTIVES :- To ensure right, timely & cost effective recruitment.

SCOPE :- All new recruitments.

RESPONSIBILITY :- M.D./ H R Head / Dept Head

POLICY :-

1) Position must be sanctioned by the M.D.


2) Recruitment may be through advertisements or recruitment agencies or through
reference recruitment as required or from available Data bank.
3) Internal candidates either from the same unit or from other units may also apply
and they will be given preference if they are capable of doing the job.
4) All candidates irrespective of whether they are selected or not must carry a good
impression of the company. Hence, all arrangements must be perfect.

PROCEDURE :-

1) Whenever a vacancy arises the department head prepares a personal requisition


and sends it to the Managing Director on prescribed form. If approved The
Managing Director shall then forward the same to HR Department.
2) The requisition form is required to be placed along with the justification and
eligibility criteria. In case of new post a detailed Job Description should also be
enclosed and should reach HR Department.
3) On receipt of approved personal requisition from Managing Director the HR
department will initiate the process for collecting resumes of eligible candidate
through internal or external sources.

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(A) INTERNAL SOURCES :-

 Available Data Bank

a) The HR department may approach the exiting employees for reference of any
known candidate.

b) The HR department shall refer to the data bank and if suitable applications are
available may send it to the respective unit within three days of the receipt of the
requisition.

(B) RECRUITMENT AGENCY :-

a) If thought fit a Recruitment/Placement agency can be employed by the HR head


after informing and getting approval from the MD.

 NOTIFICATION

a) It is statutory to notify every vacancy to Employment Exchange wherever it is


applicable.

(C ) PRELIMINARY SCREENING :-

a) On receipt of the applications, HR carries out the preliminary screening of all the
applications and prepares a separate file of candidates as per the position/s
within a week of the last date of receipt of the application and gives it to the
concerned Departmental Head for short listing. The concerned Departmental
Head shall return the shortlisted file to the HR Dept within seven days of its
receipt.

(D) INTERVIEW LETTERS :-

a) The call letter giving details about the Venue, Time & Place along with the
Application Blank form shall be sent to the applicant within two days of the
receipt of shortlisted file. The candidate shall bring the duly filled up form back at
the time of interview. HR Dept shall also inform the Interview Panel of the Time,
Date and Venue. The Gate & Reception is informed so that the necessary
arrangements can be done.

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(E) TESTS & INTERVIEWS:-

a) The interview & the test if required (whatever the case may be) shall be so
arranged that the candidate completes all requirements in one day. The
candidate(s) called for interview, should be received/attended well. Each
member of the Interview Panel records the evaluation. The HR department can
check on the references, the traits of the candidates and fitment to the Salary
structures after the final decision of selection is given by the Technical Team.

(F) PANEL FOR INTERVIEW :-

 Head of the department (For Technical round)


 Head of HR (For Second Round, Salary Recommendation)
 Managing Director (For Final Selection Decision)

Note :- Strictly no recruitment will be finalized unless and until approved by


the Managing Director irrespective of any level of candidate.

(G) INTERVIEW RECORD :-

a) The panel members to record evaluation in attached the Interview Evaluation


Form.

(H) TESTIMONIALS :-

a) All the documents regarding the claims made by the candidate shall be checked
by H.R. department before issuing the Offer Order/Appointment Letter.

(I) MEDICAL EXAMINATION :-

a) The medical examination of selected candidate is done by company approved


Doctor. The expenses of such examination shall be borne by the company.

(J) PERSONAL REFERENCES :-

a) Reference check shall be done of all the employees.

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(K) APPOINTMENT LETTERS :-

a) For those selected, the offer letter shall be issued as per standard format, a copy
of the same is attached. A detailed Appointment Letter shall be issued to him on
the date he joins the services of the Organization.

b) Employee can be recruited as trainee or probationer. For trainees terms shall


apply as written in PF policy.

(L) RECORDS :-

 Personal data
 Interview Records
 Appointment letters

Any change in above policy will be subject to management description.

G.M. (HRA) V.P. (Comm.) Director M.D.

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SUBJECT : POLICY FOR PROBATION

PURPOSE :- To establish a system of review wherein the


Company judges whether the selected person is
suitable or not.
OBJECTIVE :- Ensuring the right selection has taken place.

SCOPE :- All Employees

RESPONSIBILITY :- Functional / HR Head

POLICY GUIDELINES :-

1) Probation shall be for 6 months. During the period of probation, a review will be
done in writing every three months. If in review the report is not good than the
same would be communicated to the employee as feedback and also for
improvement.
2) A final decision is communicated to the HR Department five days before the
expiry of probation.
3) The employee must receive a letter of confirmation or adverse communication
one day before the expiry of probation.
4) If in spite of feedback for improvement there is no major improvement and/or the
employee is not suitable for job, termination of job would be recommended.
Where termination is recommended, the employee must be given an option of
resigning gracefully. Decision of termination is at the discretion of the
Departmental Head.
5) No extension of probation to be given except with the concurrence of the MD.
6) No increment to be given at the time of confirmation unless specifically
committed at the time of selection and a note to this effect is there in the personal
file. The offer letter should clearly mention the date of next increment.
7) If we wish to absorb a trainee who has spent a year with us, he should not be put
on probation. In case he / she are not found suitable, the same should be
communicated fifteen days before the expiry of the training period. In no case the
training period of a trainee can be extended.
8) In no case should the total probation exceed Six months.

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PROCEDURE :-

1) Fifteen days before the completion of probation, H.R. should send Appraisal form
to HOD of the respective employee.
2) The duly filled form shall be returned to the H.R. dept. within five days.
3) On receipt of Appraisal report, HR will prepare the letter and hand it over to the
concerned employee. The second copy of the Letter is to be signed by the
employee and the original is to be retained by the employee.
4) The duly signed letter of confirmation is issued by the HR dept. on the date of
completion of the probation.
5) A duly accepted copy shall be given back to HR to be placed in the individuals
personal file.

G.M. (HRA) V.P. (Comm.) Director M.D.

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SUBJECT: POLICY FOR CONFIRMATION

PURPOSE :- To Measure & Reward


Performance. To confirm
employees in the services of
the Organization.

OBJECTIVE :- => To quantify performance


=> To facilitate development of individuals
=> To enhance performance
=> To reward performance

POLICY GUIDELINES :-

1) The employee performance is evaluated on periodical basis as this would help build
transparency in rewarding and recognizing the employee.
2) This would also help to confirm the employee in the services of the Organization.
3) The employees would be evaluated on four broad parameters.
 The performance of the employees
 The tenure with the organization
 The attendance of the employee
 The Behavior of the Employee
4) The company may not confirm the employee if either of the criteria is not met.

PROCEDURE :-
1) The employee will have perform consistently on all the four criteria on a regular
basis no spike in the performance will be acceptable.
(A) Performance Parameter :- The employee shall be rewarded and recognized
based on the performance. The parameters of the performance are annexed.
(B) Tenure with the Organization :- The employee should have worked for a
minimum period of Six months with the organization.

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(C) Attendance :- The employee should be regular in his attendance, the one with
least number of absence from work shall be preferred over the other with more
number of days of absence.
(D) Behavior of the Employee :- The employee’s behavior should be acceptable at
the shop floor with his colleagues, Superiors and the Subordinate. The list of the
misconduct is as per the Standing Orders.
(E) Observation of the Supervisor :- The observation of the Leadership Team as
well as the Supervisor would also hold well when finalizing the candidate for
confirmation.
(F) Personal file :- All the aforesaid parameters shall be documented and a
personal file of each and every will be maintained.
(G) Consistency :- All the aforesaid parameters the employee has to consistently
perform that would help an employee and no spike of any of the parameters shall
be acceptable.
(H) Discretion :- The Company has a sole right to decide whom to be confirmed or
not, if no candidate is found suitable for confirmation in the services of the
organization the company may not confirm also.
In no year the number of candidates shall exceed a limit of 20
employees and if there is a shortfall the same shall not be carried forward.

G.M. (HRA) V.P. (Comm.) Director M.D.

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SUBJECT : POLICY FOR LEAVE


PURPOSE :- To establish a procedure of leave for

employees at all levels.

OBJECTIVE :- 1. To ensure that leave is properly utilized & regulated.


2. To ensure that it does not cause inconvenience to the
operations.

SCOPE :- All Employees.

RESPONSIBILITY :- Functional Head/Site In charge.

POLICY GUIDELINES :- Employees shall be entitled for the following types of leave.

 Casual Leave (CL)


 Privilege Leave (PL)
 Maternity Leave (ML)
 Sick Leave (SL)

Each type of leave is intended for specific purpose and shall be availed accordingly. The
entitlement, eligibility and other rules shall be as follows :

(1) Each type of leave is intended for a specific purpose and has to be availed
accordingly. No weekly off and/or paid holiday shall be part of leave if any of it falls
during the leave period.
(2) Availing of leave in terms of quantum as well as specific time shall not be a matter of
Employee’s right and sanctioning of whole or part of requested leave, shall be at the
sole discretion of the Management keeping in view business and operational needs.
(3) The leave year shall be for the Calendar year, i.e., January to December.
(4) Leave shall be credited to the Employee’s account on 1st day of January every year.
In case of a probationer, the leave for the first time shall be credited at the time of
his/her confirmation in the services. In case an Employee who has worked only for a
part of the Calendar year, leave shall be credited on pro-rata basis rounded off to the
nearest half day considering the months of service.

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(5) Each confirmed Employee shall fill up the leave in leave portal shall be open for 5
days only. Employee will not be able to fill up leave after 5 days (On completion of
leave)
(6) HOD should authorized leaves in leave portal.
(7) Absence without sanctioned leave shall be considered as unauthorized absence.

PROCEDURE :-

 CASUAL LEAVE (CL) :-

(1) Casual leave is intended for the purpose of meeting the needs arising on account of
personal work and exigencies or unforeseen circumstances.
(2) Employees shall be entitled to 06 days. Casual Leave per calendar year, i.e.,
January-December.
(3) Availing Casual Leave shall not be permitted and only a maximum of 2 days Casual
Leave at a time shall be permitted.
(4) Casual Leave shall not be combined with any other leave.
(5) Wherever possible prior sanction shall be obtained for availing Casual Leave except
in case of urgent unforeseen circumstances. In such cases, the Employee shall
communicate to his/her immediate superior his/her inability to attend to his/her duties
and shall submit leave application immediately on resuming of duties.
(6) Any un-availed Casual Leave at the end of calendar year shall lapse.
(7) The Employee shall be eligible for Casual Leave during probation period on prorate
basis.
(8) Casual Leave may be prefixed or suffixed to a paid holiday but shall not be both
prefixed and suffixed to a holiday. In case this happens the paid holiday/ Weekly Off
shall be considered as leave or LWP in case leave balance is exhausted.

 SICK LEAVE (SL) :-

(1) Sick leave is intended for the purpose of meeting the sickness or medical reasons.
(2) Employees shall be entitled to 06 days Sick Leave per calendar year, i.e., January-
December.
(3) Sick Leave shall not be combined with any other leave.
(4) Any un-availed Sick Leave at the end of calendar year shall lapse.

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(5) The Employee shall be eligible for Sick Leave during probation period on prorate
basis.
(6) If employee apply for more than 2 days sick leave he has to submit medical
certificate from registered medical practitioner (M.B.B.S.)

 PREVILEGE LEAVE (PL) :-

(1) Privilege Leave is intended for the purpose of meeting the needs arising on account
of Social obligations or recharging oneself. Since Privilege Leave is normally to be
taken for longer duration, the Employee shall plan it well in advance and inform the
leave sanctioning authority of intended leave plan.
(2) Every one shall be entitled for 21 working days leave in a Calendar Year.
(3) Every employee should avail 12 working days of Privilege Leave in a calendar year.
Balance leave in encashed every year.
(4) Employee shall normally be permitted to avail privilege leave only three times in a
calendar year. However, under exceptional circumstances, the Management at its
sole discretion may allow the employee to avail privilege leave more than three times
in a calendar year.
(5) Application for privilege leave has to be made at least 15 days in advance and the
Employee can proceed on leave only after it is sanctioned. Mere application shall not
confer the right on the Employee to avail the leave. The decision of sanctioning/non-
sanctioning of the leave shall be communicated within three days of the date of
submission of the Leave Application form/card.
(6) The Supervisor at its sole discretion may grant advance privilege leave in such
cases where the Employee does not have any leave to his/her credit and is forced to
take leaves. The advance privilege leave so granted shall be adjusted against the
privilege leave to be earned by the employee during the subsequent period of
employment. In case the Employee ceases to be in the employment for any reason
whatsoever before all the advance leave availed is adjusted, the amount equivalent
to the salary for unadjusted number of days leave shall be recovered from the
employee or adjusted from any dues payable to him/her. The salary for this purpose
shall be the last drawn salary by the employee and shall be the same as mentioned
in point 9 of this procedure. The advance PL shall be granted only on the
occurrence of following incidences in the family.

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(7) In case an Employee remains absent or on Leave Without Pay during the year such
period would not be considered while calculating the Privilege leave.
(10)In case, leave is availed without obtaining prior sanction, the Employee shall gain
sanction immediately on resuming of duty. In such cases, the Management shall
have the right to reject the leave and term it as Absence from duty.
(11)Absence without sanctioned leave shall be considered as Unauthorized Absence.
(12) Employee desirous of extending the leave shall obtain the sanction in advance
before the commencement of such extension.
(13) Employee while proceeding on leave for more than one week at a time shall give
his/her contact address during the leave period.
(14) For calculating accrual of privilege leave, fraction of a day equal to half or more
shall be treated as one full day’s leave and fraction less than half a day shall be
omitted.
(15) The minimum period of Privilege Leave shall not be less than 3 days.
(16) Any employee eligible to and wishing to avail Leave Travel Assistance facility will
have to take minimum 05 (five) days of Privilege Leave without considering
prefixed and suffixed holidays.
(17) Any Paid Holiday / Weekly Off falling within the period of PL shall not be
considered as leave.

 MATERNITY LEAVE (ML) :-

(1) This leave shall be granted to female employees as per the provision of Maternity
Benefit Act, 1961.

 COMPANSATORY OFF :-

(1) Compensatory off will be given to those employees who have actually worked of
Holidays or for extra hours (more than 5 hrs a day) on working days. Employees
are required to fill up Extra work done form kept Time office.

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(2) Person has to avail those C offs within 2 months else will Lapse .Max 3 C offs
can be availed at a time .C offs can be availed along with Leaves other than Sick
Leave.

 GUIDE LINES FOR C OFF

(1) As far as possible HOD should ensure that work is completed in working Hours.
Extra work must be avoided and not permitted in normal working condition.
(2) In case of necessity, the Extra hour of work done should be adjusted against C
Off provided it fulfils terms to avail C Off .as early as possible.
(3) Prior Approval from M.D. and HOD is must to call an employee for Extra work
(O.T.) with proper justification.
(4) C Offs can be availed as pre fix or Suffix of Casual and Earned Leaves (PL) only.
(5) Work done during O.T should be submitted to Time office along with Extra work
done Form.
(6) No Payments shall be made against O.T.

G.M. (HRA) V.P. (Comm.) Director M.D.

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SUBJECT : POLICY FOR ON –DUTY OUTSTATION


TRIPS

PURPOSE :- To provide timely travelling on –duty facility for

 Director
 VP/GM
 DY.GM/AGM/Sr. Manager
 Manager/Dy. Manager
 Asst. Manager/Sr. Executive
 All others

 Approving Authority for out station travel: Concern HOD, M.D.

Grades Mode of Travel Local Conveyance

DIRECTOR / 2nd AC OR for distance more than 500 km. At actual if the distance
VICE or beyond 1 hr of air travel, air ticket can be from the nearest railway
PRESIDENT taken of “no-frill” airline like spice jet, Air- station is 50km or more
Deccan etc. and the cost should not be more than taxi should be engaged
than 10% of 2nd AC rail ticket to the on a daily rate basis.
destination. The plane can be boarded from. If A/C taxi is required under
compulsion then prior
written approval should be
obtained.

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Dy.GM/AGM/ 2nd AC OR At Actual


Sr.Manager For distance more than 500 kms or If the distance from the
beyond 1 hr of air travel, air ticket nearest railway station is 80
can be taken of “no-frill” airline like km or more; then taxi should
Spice Jet, air-Deccan, etc, and the be engaged on a daily rate
cost should not be more than 10% basis.
of 2nd AC rail ticket to the If A/C taxi is required under
destination. The plane can be compulsion then prior written
boarded from Ahmadabad. approval should be obtained

Manager/Dy.manager 3rd AC OR Taxi / Auto on Actual.


For distance more than 750 kms,
air ticket can be taken of “no-frill”
airline like Spice Jet, air-Deccan,
etc, and the cost should not be
more than 10% of 2nd AC rail ticket
to the destination. The plane can
be boarded from Ahmadabad.

Asst.Manager/ 3tier(sleeper-SL) Auto on Actual.


Sr.executives

All Others 3tier(sleeper-SL) / bus*(Non-AC) Shared Auto/ Local bus /Local


train.

 If travel is carried out during day time, then only ordinary bus fare will be allowed, for
night bus travel sleeper coach rte shall be applicable.

 Air travel must be strictly authorized.

 Daily Hotel Allowance: (Full day, including taxes)

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Grades Metro+Banglore & Hyderabad Other Cities

DIRECTOR / VICE PRESIDENT Rs.3000 Rs.2000

GM/DGM Rs.3000 Rs.2000

Sr.Manager/AGM Rs.2500 Rs.2000

Manager/Dy.Manager/Asst.Manager Rs.1500 Rs.1000


Sr.executive

All others Rs.1000 Rs.500

 Employees should find the accommodation to the nearest place of their work area.

 Allowance for day check in (short stay, including taxes)

Metro+ Banglore & Other cities


Grades Hyderabad

Director / VICE PRESIDENT Rs.2000 Rs. 1000

GM/DGM Rs.2000 Rs. 1000

Sr.manager/AGM Rs.1000 Rs. 500

Manager/Dy.Manager/Asst.Manager Rs.700 Rs. 300


Sr.executive

RSPPL/E77/GIDC SAVLI page 23


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 Employees should find the accommodation to the nearest place of their work area.

 Daily Allowances:( including taxes)

Grades Metro+ Banglore &


Hyderabad+ other cities

Director / VICE PRESIDENT 1.Rs.500@+50*


2.Rs.250@+50**

GM/DGM 1.Rs.500@+50*
2.Rs.250**

AGM/Sr.Manager 1.Rs.400@+50*
2.Rs.200**

1.Rs.300@+50*
Manager/Dy.Manager/Asst.Manager 2.Rs.200**
Sr.executive & Others.

 For daily allowances employee can claim option 1 or option 2. (Employee will have
to stick the one formula for his whole tour. i.e. either option 1 or option 2.

 Subject to submission of bills (this bills should not include the bills of tea, water,
small snacks like wafers, biscuits etc.)
 For miscellaneous expenses, it can be claimed without submission of bills (these
items should not be clubbed with billed items. The misc. items like tea, water, small
snacks, like wafer, biscuits etc will be included in this amount.)
 Subject to maximum of 10% of their corresponding daily hotel allowances per day.
 This allowance can be claimed without submission of bills but should not exceed this
limit.
 No lodging allowance shall be paid for trips returning on the same day.

RSPPL/E77/GIDC SAVLI page 24


RSPPL/DOC/HR/MANN/06
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Page No.  5 of 13

PROCEDURE :-

(1) Get outstation on duty travel/ticketing/advance form approved by the concern


HOD, then finally sanctioned by the Managing Director (in duplicate) at least 8-
10 days in advance.
(2) In case of emergency on duty travel and the employee is not in a position to
get prior approval on valid ground, then before proceeding , he should inform
the approving authority and all other concerned in writing about his travel and
get the approval immediately by SMS, Whatsapp or soft media. On return he
must regularize all the formalities.
(3) In normal case the Tour Application and/or Travel requisition form (See
Annexure) dully filled in and approved should be submitted to HR Dept.
(4) HR Department Will do the booking and hand over the tickets to the concern
employee well ahead before 4-6 hrs of travel time and obtain his signature on
the approved format itself. HR. To do the job by itself and avoid any
discussion and follow up by the employee.
(5) Admin will maintain necessary register and records wherein all bookings
requests and related details will be entered.
(6) Non-availability of a confirmed ticket should not be a cause for canceling or
postponing any visit that is necessary.
(7) In case of changes or cancelation of travel of the employee should inform
admin (Ticket booking) well in advance and giving sufficient time to cancel the
ticket to minimize cancellation charges. Any expenses incurred due to late
cancellation or non-utilization of tickets due to non-compliances of this rule,
such amount shall be recovered from the employee.
(8) No expenses shall be reimbursed without submission of valid bills unless it is
exempted from submission of bills.
(9) Prior approval has to be taken from the approving authority for client
Entertainment.
(10) Cashier will prepare necessary payment vouchers for advance, ticket charges
and other expenses and make the advance payment to the concerned
employee and after making necessary entry in his cash book, he will open a
separate journal for each individual employee and advance paid will be posted
to the credit of the individual’s travel account.

RSPPL/E77/GIDC SAVLI page 25


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(11) All employees shall have to submit his travel expenses in the prescribed
format (Annexure )along with necessary bills to the accounts department and
approve it from the respective authority within seven days of returning from
tour, if the concern authority is absent then the account should be approved
from the other prescribed authority. On failure of this the amount will be
considered as advance and will be deducted from the employee’s salary.
(12) Any amount remaining out of the travel advance should be deposited with the
treasury along with the travelling voucher.
(13) If two employees share hotel or meal or any other facilities, then the same
shall be claimed by only one employee and not by both.
(14) All claims on telephone, internet, and fax expenses should be supported by
valid bills or receipts. Any amount claimed without supporting bills /receipts
shall not be reimbursed.
(15) Admin will check his eligibility and pass eligible amount and send the travel
bill to cashier.
(16) Cashier will vouch the advance etc. on the travel bill along with necessary
vouchers and a print out of individual advance ledger it to the Management
for final approval on fortnightly basis as under:
(17) After management approval, travel bill will go back to cashier, cashier will
account the expenses and pay/receive the difference and debit his personal
account with the advance recovered from his travel bill and square off the
advance.
(18) Ticket cancellation: employees should take considerable care to cancel the
booked tickets in case of cancellation of the trips on whatsoever reason, well
in advance in order not to have any deduction in the fare. Any deduction in
the ticket fair due to late cancellation shall be recovered from the respective
employees.
(19) Any expenses made beyond the approved level has to have special approval
of the Managing Director, otherwise such expenses claimed shall not be
reimbursed.
(20) This is not a benefit and hence no employee will have the right to claim any
benefit out of travel expenses.
(21) In case of emergency travel on verbal instruction of HOD or Director, then the
same should be formalized immediately on return by the respective
employees.

RSPPL/E77/GIDC SAVLI page 26


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(22) Expenses incurred for reading material, cigarettes, entertainment, intoxicants


etc. shall not qualify for reimbursement by the company.
(23) Any amount claimed without supporting bills/receipts shall not be reimbursed.
Special consideration:
(24) In case where employee’s stay in their friends or relatives house, during
outstation for official work, then he or she will be reimbursed 15% of the total
entitlement of hotel expenses which he/she was eligible as per the
designation/grade.
(25) In case of tour of more than 03 days, tour reported approved by HOD must be
submitted along with the claim.
(26) To book hotel/vehicle, user department has to submit request in prescribed
form to HR department will in advance.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 27


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Page No.  8 of 13

TOUR APPLICATION

Date :-___________

 Employee Name : _______________________ Employee Code: _______

 Department : _____________________ Designation: __________

From To
Sr. No.
Date Place Time Date Place Time Remarks
1
2
3
 Details of advance/impreast Required :-

 Bus / Taxi / Train / Air-fare :- Rs. ( ) ______________________________

 Hotel :- Rs. ( )___________ Per night x ___________ = Total Rs. _________

 Meals:- Rs. ( )___________ Per day x ____________ = Total Rs. _________

 Entertainment :- Rs. ___________________ with ___________________

 Contact :- Hotel ________________________ Tel. No. _____________________

 Cash Advance Required :- ____________________________________________

Applicant’s Signature Checked & Approved Approved by


by HOD Managing Director

_________________ ___________________ ________________


Date : Date : Date :

RSPPL/E77/GIDC SAVLI page 28


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Page No.  9 of 13

IMPORTANT CONDITIONS
1) In case of unplanned journey the travel tickets should be made through authorized
travel agents only.
2) For every journey, prior approval of HOD has to be taken and in case where it is not
possible to take approval on hard copy, it must be taken through soft information as
SMS, whatsapp etc.
3) Advance/impreast, if taken, must be settled within 7 days of completion of journey.
4) Advance/impreast taken must be settled within 7 days.
5) If stay is for 2 days or more. Tour report must be submitted along with bill
submission.
Note :- 1) Travel program need to be planned well in advance to avoid extra charges
and confirmed seats

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 29


RSPPL/DOC/HR/MANN/06/02
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  10 of 13

REQUISION FOR TRANSPORTATION FACILITY


Travel Details Date : ___________

Mode of Date Place from Place up to Time Remarks


Travel

 Food and beverages:- Please specify…


1. __________________
2. __________________
3. __________________

 If by Road type of vehicle :- 7 Seater / 5 Seater / Standard


AC / Non AC
Is vehicle required for whole days(8 Hrs)..Yes/No

 If by Rail Class :- First AC / Second AC / Third AC, Sleeper Class /


Chair Car

 If by Air Class :- Business / Economy

 Mode of Payment :- Guest / RSPPL

Applicant’s Signature Checked & Approved Approved by


by HOD Managing Director

___________________ ____________________ ________________


Date : Date : Date :

RSPPL/E77/GIDC SAVLI page 30


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Page No.  11 of 13

Note:- 1) Travel program need to be planned well in advance to avoid extra charges and
confirmed seats.
2) In case of unplanned journey the travel tickets should be made through authorized travel
agents only.
3) For every journey, prior approval of HOD/MD has to be taken and in case where it is not
possible to take approval on hard copy, it must be taken through soft information as SMS,
whatsapp etc.
4) Advance/impreast, if taken, must be settled within 7 days of completion of journey.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 31


RSPPL/DOC/HR/MANN/06/03
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Date  23.03.2015
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Page No.  12 of 13

REQUISION FOR GUEST’S STAY / TRAVEL / TRANSPORTATION FACILITY

Date :- _______________

 Name of the Guest :- ____________________ Total Numbers :- _______

 Date of Arrival and time :- _________________ Time of Departure :- ____

 Number of Days for proposed stay :- _________

 Type of Hotel required :- 5 Star / 4 Star / 4 Star / Standard

 Type of Rooms Required :- Suit / Executive / Standard

Occupancy :- Single / Double / Specify

 Extra facility as B fast / Lunch / Dinner / Conference room etc. ____________

 Air port / Railway station pick up :- Required / Not Required

 Payment to be made by :- Hotel Stay : Guest / RSPPL

 Food at Hotel :- Guest / RSPPL

 Food and Beverages :- Please specify


1. ___________________
2. ___________________
3. ___________________

Applicant’s Signature Checked & Approved Approved


by HOD by M.D.

_________________ ___________________ ________________


Date : Date : Date :

RSPPL/E77/GIDC SAVLI page 32


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IMPORTANT CONDITIONS :-
1) Prior approval of HOD and MD has to be taken and in case where it is not possible
to take approval on hard copy, it must be taken through soft information as SMS,
whatsapp etc.

Advance / impreast, if taken, must be settled within 7 days of completion of journey.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 33


RSPPL/DOC/HR/MANN/07
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 2

SUBJECT: POLICY FOR EMPLOYEES GATE PASS

PURPOSE :- To enable the employee to leave the


company premises for attending personal and official
work.

OBJECTIVE :- => To ensure that employee does not remain absent for
very small personal work.
=> Discipline & Control

SCOPE :- All employees

RESPONSIBILITY :- Departmental Head / H.R. Head.

POLICY GUIDELINES :-

(1) This system shall be applicable to all the employees including Trainee,
Workmen, Staff and Executives but excluding employees claiming OT.
(2) Authority to sign the Gate Pass shall be of Departmental Head or the next Sr.
Person of the department in his absence. However, during 2nd and 3rd shift
working, the authority to sign Gate Pass shall be vested with Shift In charge.
(3) The Personal Gate Pass to the employee may be provided in order to enable him
to attend his personal matters provided; he can convince his Departmental Head
about the urgency of the situation. An employee cannot take the Personal Gate
Pass as personal right.
(4) In case employee fails to return within 2 hours from ‘out going time he shall loose
half day of CL or half day wages in lieu of CL.
(5) The computation of wage for the purpose of deduction shall be based on Basic
and all other allowances.
(6) The employee who is leaving the premises with personal gate pass shall be
allowed to travel by company owned vehicle or company engaged contract
vehicle subject to availability of space.
(7) The employee with Personal Gate Pass shall not be eligible to claim any
conveyance in case he travels by Public Transport.
(8) The security personnel shall not allow an employee to leave the premises even
for shorter time duration without duly sanctioned Gate Pass.

RSPPL/E77/GIDC SAVLI page 34


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Page No.  2 of 2

PROCEDURE :-

(1) The employee who would like to avail Gate Pass facility has to collect gate pass
from personnel department.
(2) The employee desirous of leaving the premises on official or personal ground
shall fill-up the gate pass and approach the gate pass sanctioning authority for
his approval.
(3) He shall thereafter make ‘Out Going’ entry in the register maintained at the gate
and proceed to security for handing over the gate pass. In case the employee
returns to the company during his working hour on the same day he shall inform
the security personnel to make entry of his ‘incoming timing’ in his Gate Pass, he
shall also make inward entry in register.
(4) The Personnel Department of the company shall collect all the Gate Passes from
Security gate on the next day morning and compare with register entries and
make entry in the attendance register indicating GP for Gate Pass along with Sr.
No. 1, 2 & 3. Indicating number of occasion on which an employee has taken
Gate Pass. The Personnel Department shall however not make any entry in any
record for the Gate Passes issued on official ground.
(5) Personnel Department shall thereafter retain the personal as well as official gate
pass as a record so as to clarify if any doubt of the employee regarding
deduction of CL or wages in future.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 35


RSPPL/DOC/HR/MANN/08
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 2

SUBJECT : POLICY FOR REIMBURSEMENT OF


CONVEYANCE EXPENSES
PURPOSE :- To establish a procedure of conveyance

expenses for Employees at all levels.

OBJECTIVE :- To monitor and control conveyance expenses

SCOPE :- All employees of RSPPL

RESPONSIBILITY :- Head HR / Accounts

POLICY GUIDELINES :-

 All Staff members (Technical & Non-Technical) are entitled to reimbursement of


conveyance expenses incurred by them for Company’s work.
 A person going out for company’s work through his own arrangement may claim
reimbursement of conveyance expenses at Rs. 2.50 per kilometer irrespective of
mode of travel. (Applicable Till petrol prices are below 70/- per Ltr.)
 A person using four wheeler may claim reimbursement of Rs. 5.50 per Kilometer.
 Employees carrying designation of Sr. manager and above only are authorized to
use four wheeler for official conveyance purpose.
 Following rates will be applicable for medical treatment for going to doctor/hospital.
a. To and from (Factory to Manjusar and nearby) Rs. 15.
b. To and from (Factory to Vadodara and such distance) Rs. 100.
c. If person comes from residence to factory during accident Rs. 2.50/km.

 It may be noted that a person going out for office work on his way home will be
entitled to claim reimbursement for point to point distance only.
 All are advised to claim reimbursement as above.

Note:- For more details, please contact to H.R. Department.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 36


RSPPL/DOC/HR/MANN/08/01
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  2 of 2

DETAILS OF LOCAL CONVEYANCE


Date :- ___________

Employee Name :- _______________ Employee Code :- ___________

Department :- ___________________ Designation :- ______________

Mode of Travel

Sr. From Two


Date Purpose To (Place) Car Amount
No. (Place) Wheeler

Rate Km.

Total Amount

(Claimed by) (Approved by HOD) (Checked by HR)

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 37


RSPPL/DOC/HR/MANN/09
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 2

SUBJECT : POLICY FOR INCREMENT

PURPOSE :- => To promote and encourage outstanding


performance of employees in their
respective fields. The Performance
appraisal form is the basis on which
increment is decided. Only those employees who have completed
six months as on 31st march of corresponding year will be eligible
for increment. Four categories have been framed, for rating an
employee looking to his /her last year’s performance. These
categories are:

A = EXCELLENT
B = ABOVE EXCEPTATION
C = AT EXCEPTATION
D = BELOW EXCEPTATION

=> Increment ratio will be subject to company’s performance and will


be reviewed and ascertained at the end of every financial year.

=> Company is following yearly360 degree appraisal system.

=> HR department has sole right to conduct appraisal procedure in


every year in the month of April. Two types of formatting are
done:
1 :- self appraisal
2 :- Appraisal by concerned HOD.

=> For making grade/ point Rating scale method is used. However
HR Department would change it as per requirement. Both
behavioral and technical skills are taken for appraisal scoring
system.

PERFORMANCE APPRAISALS :-

In order to evaluate the performance of employees at all levels, a specific system


of Performance Appraisals has been formulated for assessment.

RSPPL/E77/GIDC SAVLI page 38


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Date  23.03.2015
HR MANNUAL
Page No.  2 of 2

Basic Policies and Procedures :-

 Two Performance Appraisal formats have been devised for all units of the company.
Each for Junior Staff, Supervisors and Executives, respectively.
 For self evaluation and other for total evaluation done by concern HOD.

 The Performance Appraisal will be used as a base for increments, promotions and
other employee incentives, whether annual or interim.

 It is the duty of the HR Manager to initiate the appraisal for each employee, when
due. If interim, the Department Head may have the process initiated through the
Personnel Department.

 For appraisals of Junior Staff and Supervisors, the Personnel Manager of the Unit
fills up the first page giving employee details. The appraisal is then handed over to
the respective Department Head.

 The Manager/Department Head is required to fill up the appraisal and then discuss it
with the employee. The Department Head may involve the HR Manager at this stage
to provide the employee with a broader spectrum of feedback.

 The employee must then give his commitment for the following year/review period.

 The Department Head then puts down his recommendations regarding the perceived
training needs for the employee as well as the employees growth in the Company
(as per format).

 The Executive Appraisal format also includes a self - appraisal, to be filled by the
concerned executive.

 Final comments on all appraisals will be made by the HR Manager and filed in the
personal file of the employee.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 39


RSPPL/DOC/HR/MANN/10
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 1

Subject: Policy for Mobile

PURPOSE :- To establish a procedure of mobile bill reimbursement facility


for Managerial Staff.

SCOPE :- AM & Above Managerial Staff shall be entitled for the following
benefits for mobile bill reimbursement with effect from 01/10/2011.

Category Limits
Above Manager Up to 1000/- p.m
(AGM/VP/CEO)
Manager/Dy.Mgr/ Up to 500/- p.m.
Asst.Manager

Claim must submit his original monthly bill for reimbursement to


finance department. It will be the amount which is lower of the
following.
 Actual bill amount.
 Entitlement as per the policy.

Except above, if mobile phone facility is essential for carrying day to


day functions of an any employee, facility could be provided subject to
special approval from MD.

Bills in excess of prescribe limit shall be paid by employee.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 40


RSPPL/DOC/HR/MANN/11
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 1

SUBJECT : POLICY FOR TRANSPORT FACILITY

PURPOSE :- To establish standard and timely arrival and


departure of all employees as per their office/
shift timings.

OBJECTIVES :- To maintain discipline of punctuality in time and avoidance of late


arrival.

SCOPE :- All employees are covered. (Except workers)

RESPONSIBILITY :- HR Manager

POLICY GUIDELINES :-

(1) All routes of employees must be sanctioned by HR manager.


(2) It may be nearest location of concern employee or as standard route decided
by HR dept for pick up points.
(3) Internal circular containing all details about different vehicle routes as per
different shifts is signed by HR Manager and copy of this referred to concern
employees for their acknowledgement.
(4) If any employee wants to give any feedback or not agreed or dissatisfied with
route mentioned in circular he would meet to HR dept ( Through HOD) for his
query.
(5) For all routes vehicle arrival time is as per mentioned in circular.
(6) For any change or for inconvenience employees are timely informed about the
same in advance so that they themselves arrange transport facility.
(7) No conveyance will be paid to any of the employees for non availability of
transport facility for any day in any shift due to problems like shifting of vehicle
to service station, etc.
(8) Employees who are staying for extra work other than specified time period no
transport facility provided in such a case. (only reimbursement of conveyance
expenses are paid subject to approval of their concern HOD).

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 41


RSPPL/DOC/HR/MANN/12
Revision No.  01
Date  23.03.2015
HR MANNUAL
Page No.  1 of 2
SUBJECT : COMPLEMENTARY SERVICES / TRANSACTIONS
PURPOSE :- To establish procedures to regulate complementary
Services / transactions
OBJECTIVES :- To ensure accurate accounting & responsibility
SCOPE :- All units of RSPPL
RESPONSIBILITY :- Dept. Head / Accounts Head
PROCEDURE :- 1) On receipt of request for complementary facilities/transactions, it
should be in writing and dully signed by HOD/In charge.
2) The Request should be recorded at appropriate place or Folder by
User.
 The request can be divided in three categories.
Request received is to be fulfilled within Request received is to be Request received is to be fulfilled
12 Hrs fulfilled within 48Hrs within more than 48 Hrs

1. HOD should wet the request and try to 1. H.O.D should wet the 1. H.O.D should wet the request
avoid by using system requirement or request and send Request to and send Request to MD .
approval time etc MD . => Make necessary entry and take
2. If not avoidable to approve follow => Make necessary entry and approval of MD immediately with
procedure as below take approval of MD details of person, reason and
=> Make necessary entry and take approval immediately with details of benefits
from MD with details of person, reason and person, reason and benefits => Make list of All complimentary
benefits => A person from Department services transactions with
If approval is taken verbally/soft means and Accounts should be Frequency and send to Accts and
then take sign of MD at the earliest on hard available when completing the MD as Part of monthly MIS
copy.. Transaction and both should => A person from Department and
=> A person from Department and sign on voucher. Accounts should be available when
Accounts should be available when => Make list of All completing the Transaction and
completing the Transaction and both should complimentary Transactions both should sign on voucher.
sign on voucher. with Frequency and send to Note:- If such request is regular,
=> Make list of All complimentary Accts and MD as Part of make schedule, take Approval from
Transactions with Frequency and send to monthly MIS MD and submit one copy to Accts.
Accts and MD as Part of monthly MIS

Make Complimentary service report Monthly (Govt. Dept wise) with reason and indicate if service is
given more than once in six months.

G.M. (HRA) V.P. (Comm.) Director M.D.


RSPPL/E77/GIDC SAVLI page 42
RSPPL/DOC/HR/MANN/12/01
Revision No.  01
Date  02.04.2015
HR MANNUAL
Page No.  2 of 2

CASH EXPENDITURE APPROVAL REQUEST

UNIT : _______________ DATE : ______________

DEPARTMENT : ______________________

Particulars of payment Purpose Payment to Amount


recommended be done by Rs.
Date

Note : This format is must for taking prior approval from Managing Director for making any
expenditure and it will be must along with other supporting papers for getting payment from
Accounts department once the expenditure is incurred.

Proposed by Recommended by Managing Director

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 43


RSPPL/DOC/HR/MANN/13
Revision No.  00
Date  02.04.2015
HR MANNUAL
Page No.  1 of 3

SUBJECT :- REWARDS & RECOGNITION

PURPOSE :- To make procedure to award “Rewards and


Recognition”

OBJECTIVES :- To motivate employee & increase


productivity.

SCOPE :- Employees of All Units of Ratnaveer Stainless Products Pvt Ltd

RESPONSIBILITY :- HR Head / MD

POLICY GUIDELINES :-

• “Total Employee Satisfaction “by encouraging participation from all employees towards
continuous improvement in their work areas.

• Through an organized channel, implement R and R, to achieve individual Growth,


Recognition for work in turn achieve Employees Satisfaction and Enlightened work
Place along with Organizational Growth.

• Recognize employees with creative ideas, and motivate them to contribute for the
growth and prosperity of the organization.

• Promote Teamwork, Conducive work culture, Ownership and Accountability at all levels.

• Achieve Organizational Goal/Vision/Target by self Driven and Motivated Team


Ratnaveer.

RSPPL/E77/GIDC SAVLI page 44


RSPPL/DOC/HR/MANN/13
Revision No.  00
Date  02.04.2015
HR MANNUAL
Page No.  2 of 3

ELIGIBILITY CRITERIA FOR SCHEME :-

• Honoring long-term employment (7, 10 and above years) 01


• Exemplary attendance 04
• Productivity/creativity/innovations 03
• Excellent customer service 01
• Superior performance (Who achieved 80% of KRAs) 03
• Employee of year award (Who has completed 01
important Project leading to Saving, Productivity, improvement
in present level of activity etc)
• Positive attitudes who has taken typical task, which was 04
complete with available resources.(Generally the task not
accepted by employees and completed or tried to)
Team players: This Award is to promote team work and to 04
Induce leadership quality in Team Player.
• Best team award 01
• Best Suggestion award 04

TYPE OF AWARDS PROPOSED :-

(1) TANGIBLE AWARDS:-

(a) For long terms association Cash award (Rs 20000.00/Memento with event celebration
and Certificate.
(b) For Good Attendance above 95 -98 % in Quarter/month/Half year can be giving
Certificate, some cash/Kind awards during Monthly Meeting or events.
(c) For Productivity/Innovation/Creativity ,Gift can be given depending upon type of work
(d) Excellent Customer service, where, customer endorses or lost customer is brought back
or Additional orders are received because of same ,can be given cash or Kind
(e) Superior Performance Award can be given in Cash/Kind or worth, which has completed
80 to 90% of given KRAs.
(f) Employee of year award (Who has completed important Project leading to Saving,
Productivity, improvement in present level of activity etc).Gift/Cash can be given during
Special/Annual Function.

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(g) Positive attitudes who has taken typical task, which was generally not accepted by
employees and completed or tried to complete with available resources<on completion
Award worth along with Certificate can be given depending of work and result thereof.
(h) Team Players Awards is for Team Leader who displayed Leadership quality to
accomplish a task in given time with Min Resources and can be giving to Entire.
(i) Team with Some difference in Type of Award to Team Leader and Members.
(j) Best Suggestion award is for a suggestion which is implemented.

(2) BEST TEAM AWARDS :- During specific time where, more projects are going
ON or routing activities are completed with Best Efficiency, in less time, resulting
in Saving or Advancement of Production, Dispatch, Sales etc can be given
Awards a Memento for department with Certificate.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 46


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SUBJECT :- POLICY FOR COMPANY UNIFORM

PURPOSE :- To establish for policy of Uniform

OBJECTIVE :- To maintain discipline

SCOPE :- Entire all confirm employee in RSPPL of all unit.

RESPONSIBILITY :- Department Head / HR Head

POLICY WITH EFFECT FROM :- 18TH JULY, 2014

POLICY EFFECTIVE UP TO :- Next Notice

ELIGIBILITY :- On roll employees

QUANTITY :- 2 Trousers & 2 Shirts & 1 T-shirt

FREQUENCY :- Every year

POLICY GUIDELINES :-

(1) In case if employee left the organization in first 3 month after distribution of
uniform 75% of cost will be recovered from the F&F amount.
(2) If employee left in 4-6 month than 50% of coast will be recovered from F&F
amount.
(3) If employee left in 7-9 month than 25% of coast will be recovered from F&F
amount.
(4) No recovery if employee leaves organization after 9 month of distribution of
uniform.
(5) It is mandatory to wear clean & ironed shirts & trouser from Monday to Friday.
(6) On Saturday T-shirt + Jeans / Trouser shall be worn.

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Procedure to attend duty without company uniform :-

(1) If employee fails to come on duty without company uniform, he/she must fill form
“Permission to attend duty without company uniform”. Form is available with HR
department.
(2) Form must be duly approved by concern HOD and submitted to HR department
same day.
(3) If employee fails to submit form on same day that particulars day it will be
considered as half day (LWP). This permission will be granted only once in a
month. In case of second time even if approved by HOD it will be considered as
half day leave and half PL will be deducted.

Note :- Any change in above policy will be subject to management description.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 48


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SUBJECT : SCRAP/WASTE MANAGEMENT

PURPOSE :- This procedure is applicable to all departments generating


waste or Scrap and Managing waste at RSPPL.

OBJECTIVES :- To accurately account scrap/waste material and its disposal.

SCOPE :- All units of RSPPL.

RESPONSIBILITY :- Head HR / CSO / HOD

POLICY GUIDELINES :-

Generation of Scrape in various departments as Production, Tool Room, Maintenance, QC,


Transportation, Domestic use, Stores etc

Waste/Scrape is divided in two major categories

Process Waste/Scrape Over aged material, lost properties

1. Scrape of Paper board 1. Oil from various machines Gear boxes or other components
2. Scrape of Plastics, tins 2. Thermic fluid from machines.
3. MS Scrap and wooden weir and pieces 3. Transformer Oils and DG set oil.
4. Rejection from Quality department if so agreed 4. Oil from Transport vehicle
5. Overages due to Allowances

Record the waste of each Equipment Segregate and store in


Record the waste of each process Segregate and store separate area. (Detailed Process at Annex 1)
in separate area. (Detailed Process at Annex 1)

Take approval from Committee with info to MD


Take approval from Committee with info to MD

Dispose of to authorised vendor


Dispose of to authorised vendor

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Annexure -1

COMMITTEE MEMBERS : Mr. Prakash Daga, Mr. OP Vaishnav, Mr. Prakash Sen, MD’s
Rep.
Process of collection of waste and disposal
1. Store the segregated scrap in designated closed room/area with security monitoring
2. Count/weigh/quantify the scrap and Make necessary inward entries in Scrap stock
register with Brought forward quantity if any.
3. Whenever the scrap quantity become adequate/excess to store, inform committee
member in time through Email with copy to GM/Manager and MD.
4. After verification and decision taken by committee members to dispose of Scrap call Pre
qualified vendors and take quotes from, make comparison send it to VPF.
5. Call the qualified vendor (which is approved) and dispose of the scrap in presence of
Committee member and Mr. Mohar Singh and Mr. Rambhai.
6. Make necessary outwards entries in Scrap stock register.
7. Inform Committee members about the money received through Email and deposit cash in
Accts department.

Note :
1. Scrap vendor can be decided either for six month or case to case basis
2. Negotiation with scrap vendors should be done in presence of Store (and Purchase)
head and one of committee member and signed on a contract letter from both Parties.
3. A Register should be maintained for scrap stock, should match with user department
register.
4. In column of received from dept, user department rep should sign with name.

G.M. (HRA) V.P. (Comm.) Director M.D.

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ANNEXURE
SCRAP DISPOSAL PROPOSAL
Unit :_______________ Date :______________

Name of Vendor :___________ Mobile No. : ____________

Contact Person : _____________

Sr. Details of scrap Approx. qty Actual qty. Rate Amount


No.

Proposed by Recommended by Authorised by

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 51


Security Mannual

RSPPL/E77/GIDC SAVLI page 52


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Subject : Contract for providing security services

[ A ] SCOPE OF WORK:- At all units

 The essence of this contract is providing security and safety to the occupants of the said
premises, against losses due to thefts, pilferage, intrusions, fire and such other
incidences.

 Without prejudice the generality of the responsibilities, liabilities and obligations attached
to the security arrangement, the following detailed responsibilities, liabilities and
obligations rest with you.

 To maintain registers for incoming and outgoing persons, materials, vehicles etc. in such
Performa as may be prescribed.

 To ensure that the vehicles are properly parked, as per instruction.

 To protect the premises / properties against all outside forces and malicious acts of
other persons.

 Your guards shall follow all the instructions, procedures and systems prescribed from
time-to-time.

 In case of any emergency like riots or such natural or manmade calamities your
personnel shall provide effective coverage of security and safety to the occupants of the
said premises.

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[ B ] DURATION

This Agreement will be in force for a period 12 months.

[ C ] TERMINATION

 Either party can terminate the contract by giving one month’s advance notice in

writing. However, in case of breach of any of the terms of this contract, we will have

liberty to terminate the contract with 15 days prior notice and incase of illegal

activities, misconduct etc, the contract can be terminated immediately by just

informing you and later through letter or E mail.

[ D ] CHARGES (8 Hours)

Security Supervisor - @ Rs. ….../- Per month. For Manjusar & Waghodia

Security Guard - @ Rs. ……/- Per Month. For Manjusar & Waghodia

Security Supervisor - @ Rs. ……./- Per month. For A’bad

Security Guard - @ Rs. ……/- Per Month. For A’bad

Above charges are inclusive of Minimum wages, Provident Fund and Family Pension

@13.61%, uniform, Bonus, Service charges and seasonal clothing as well as all other

payments, to be made to your staff.

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[ E ] TERMS OF PAYMENT

 You will submit your bills by every 1st of the month for the previous month. Payment

will be released by way of cheque within 05 days, after receipt of your bill.

 You shall same amount to guards as claimed from us.

[ F ] STAFF STRENGTH

 You will provide required number security Supervisor & Security Guard at Manjusar,

Waghodia & at A’bad.

[ G ] OVER TIME

 Any overtime in excess of 12 hours will be disallowed and not payable, if prior

permission is not sought.

 You will replace the staff doing overtime with a fresh one, within 2 hours of our

informing you.

[ H ] STATUTORY COMPLIANCES

 You will obtain necessary license at your cost as required to execute this contract

you will disburse salaries to your staff on or before 07th of every month for the

previous month, in the presence of representative of our personnel dept. without fail.

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 You will be solely responsible for and ensure all the statutory compliance as required

to be made from time-to-time under Payment of Minimum Wages / Payment of

Wages / Bonus / Provident Fund / Workmen Compensation / Employment of

Contract Labor / Labor Welfare Fund and all other statutes enforce from time-to-

time. You will submit a copy of submissions to our Personnel Dept. for verification.

 In case, the company has to incur any financial liability due to your failure to make

any statutory compliance, the same shall be recovered from dues payable to you.

[ I ] GENERAL

You will deploy your staff round-the-clock.

 You will deploy only trained staff with minimum 2 years of relevant experience.

 You will be sole responsible for security of premises, assets within premises,

boundaries/Human recourses.

 Indemnity bond to this regard shall be signed by agency & blank cheque or deposit

shall …………….. value be given to Ratnaveer Stainless Products Pvt. Ltd.

 You will be responsible to find the person & handover to Ratnaveer Stainless Products

Pvt. Ltd./Police in case of requirement.

 In case of any theft from any premises of the company which is under your security

supervisor, you will be responsible to investigate the incidence and find out the culprits

and recover the assets/cost of assets theft/damaged.

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 The minimum height of the Supervisor & guards should not be less than 165cms and

not less than 55 kg. of weight.

 The supervisor/guards should be minimum 10th standard pass and be able to read &

understand simple instructions in English.

 No person deployed by you would be less than 21 years and more than 45 years of

age.

 The Company will first interview the staff to be deployed by you and only those,

approved by us will be deployed.

 The guards deployed by you will be treated as your employees at all the times and

they shall have no claim or lien of employment whatsoever in our company.

 The staff deployed by you will be well mannered and behave decently with all

occupants & visitors of the said premises. You will ensure that they do not smoke /

chew tobacco or Gutka at any time while on duty nor will they indulge into drinking

liquor. We will have all the right to remove such person/s from the duty on the spot for

which you shall have to provide replacement immediately on our informing you.

 In case of any security person is found sleeping on duty, we will deduct amount equal

to his average 2 days salary for each incidence of sleeping. And if your security point

is empty, we will deduct Rs. 1000/- per incidence.

 You shall act as detective in case of any theft or such cases and will be duty bound to

find and locate and bring back the lost material/machine or person.

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 AUDIT :- You shall ensure to carry out Audit activity by a senior person at least once

in a fortnight, at different timings. Audit Report to be submitted to the management

with findings and inputs for improvement.

 You shall provide to your staff necessary uniforms, seasonal clothing, and such other

accessories including torches. However, we will provide the dry cells.

 You shall compensate the company at the current prices for any loss or damage to the

property located in the said premises during the agreement period if it is proved

beyond all doubts that the said loss or damage is attributable to the total negligence or

default of your staff.

 You shall keep your staff fully insured against all risks of natural / unnatural death,

accidents and / or injuries caused to them during currency of this agreement. It is

exclusively understood that company shall not be liable to pay any damage or

compensation thereof, to such persons.

RSPPL/E77/GIDC SAVLI page 58


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 Introduction of supervisor/field officer.

 Sr. person / owner should come & introduce sup/field officer along with his
complete information in a form which should include.
1. Residence address or permanent address.
2. Police verification
3. ID card of company
4. Govt. Election card / Aadhar card
5. 2 photos
6. Finger print on form & sign
7. Father name etc.
8. Qualification certificate
9. Last service
10. Length of service current place.
11. P F number
12. Mobile number.
13. Land line number and other mobile number in family.

 Person should meet CSO & GM HRA after brief interaction & conformation a
covering letter will be given to him to visit our location.
 He will be directed to 549, Vatva & E-77.
 He will depute guards with same info as above.
 Before deploying guard all above information are must along with police
verification (A legal requirement)
 CSO / GM HRA will take interview of guard and make entry in register of guards
at HO, then only the guard will be allowed to depute.
 Information will be given by CSO to plant heads about guard & will be repeated
for every time depute a new guard.

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 In case of emergency, after approval, the guard can be posted after plan head
conforms about fitness of guard.
 Guards shall be replaced / rotated every 2-3 months.
 Guard shall be in proper uniform every day.
 Guard shall come in proper uniform & report to supervisor.
 Time of reporting (exact) should be mentioned in register & signed by guard &
supervisor.
 In whole shift at least once the register should be signed by HOD at VATVA /
WAGHODIA & CSO at E-77 after verifying the information in register is correct.
 Guard will leave post only after ensuring that other guard is available or reported
for shift change.
 All vehicles entering the company should be thoroughly checked and all related
entry challan, material, quantity, visible condition of packing and material,
machine should be in good condition.
 Duties: - E-77, In addition to general duties Guards/supervisor will perform
following duties

Please return the duplicate copy of this contract, duly signed and stamped by you, as

a token of your acceptance.

[K] JURISDICTION

 Any disputes related to this contract will be subject to jurisdiction of Savli, Vadodara.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 60


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DUTIES OF GUARD AND SUPERVISOR AT MAIN GATE

 No unauthorized person shall be allowed to enter premises.


 Guard will frisk every employee before entry in gate and No tobacco products to be
allowed similarly every employee shall be frisked before allowing him to go out.
 Note:-Guard should be cordial to visitor all times.
 All visitors must be allowed to enter only after making proper entry in visitor books &
register. Guard should call the person to be seen, ensure his availability and
permission.
 If permitted, he should guide the Guest to respective department or Reception.
 All log books of vehicle should be inspected and ensure all entries are made .The
kilometers reading should be entered in book. If possible same guard should relieve
and receive vehicle so that he can visually inspect vehicle for its condition.
 All mails, courier and books, invoices etc. should be entries in register and H/O to
reception or respective person after taking signature.
 In evening Ensure all lights and illuminated if not should report CSO immediately.
 No Person shall be allowed go out without proper gate pass.
 During at 12 hours shift guard will make reports of events at least 4 times including
final report at the end of each shift and take signature of HOD/CSO at shift end or
latest by next morning through of the supervisor.
 Guards should petrol at given interval & sign register kept for purpose.
 Supervisor shall inform CSO/GM HR every shift end about activities/ abnormality. For
any abnormality HOD/CSO/GM HR should be informed immediately.
 Guards and supervisor shall be fully responsible for area covered by them but agency
will have unlimited liability as he will be sole agency for security.
 All material coming in/out should be properly checked for qty/weight/particulars are
same in challan/invoice and handover the material to concerned
department/employee.

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Main Gate Patrolling

 One Guard will petrol in area of Main gate, new shed, transformer, temple, and after
every two hrs make entry in register and report to GM-HR and CSO.

Garbage area Patrolling: Garbage area, parking area to toilet area.

 check water Meter reading daily, and give report to CSO,


 In parking area he will ensure all vehicles are properly parked & full space is utilized.
 In Garbage and canteen area ensure scrap waste material is dumped in respective
bins, when bins are 80% filled will inform CSO.
 During disposing of scrap tare weight of vehicle should be done. Guard should
ensure that only that material is loaded which he is told to do so.
 Proper weighting of loaded vehicle should be done and report to CSO along weigh
Bridge slip.
 In addition, the guard will see that people are not gathered in water cooler and toilet
are if so ,he will report to CSO who will report manager production /HOD and GM –
HR.

Duties and reporting of C.S.O.

 He should ensure that all Guards and Supervisors at all units are properly trained,
dressed and deployed at various posts as per requirements.
 He shall keep written documents for authorized Guard posts/security supervisors
dully approved by M.D .through GM HR.
 He shall be responsible for all incoming Materials, machines and entering each
person including visitors through proper documentation.
 He should ensure that no entries related to above should be pending before closing
hours.
 He should ensure that duty roster of Guards/supervisors are correctly filled in for
exact timing and persons.

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 Ensure duties given to guards/supervisors are properly carried out through various
reports and visits.
 He should conduct night visits every week at random and make necessary entries at
guard posts for alertness of guards and normalcy of activities. In case abnormality is
found, should report immediately to GM HR and make detailed report as required
along with photos of scene.
 He should monitor CCTV camera live for various units and submit report for any
abnormality immediately.
 He should see CCTV Camera for given interval of all units and report next day with
time of monitoring recording.
 He should communicate to security agency for all lapses, requirements etc in writing
after discussing with GM HR.
 He should ensure all shutters, doors, windows are properly closed and ensure that
all lights, electrical equipments / PCs, fans, ACs etc are switched off through written
documents from Guards/supervisors for all units.
 He should submit comprehensive report of all listed activities in next morning.
 During Long Holidays, he should arrange security staff and monitors for each day.

G.M. (HRA) V.P. (Comm.) Director M.D

RSPPL/E77/GIDC SAVLI page 63


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SUBJECT :- PROVIDENT FUND POLICY

PURPOSE :- To establish procedures for provident fund policy


employees at all levels.

OBJECTIVES :- To meet legal requirements.

SCOPE :- All employee of RSPPL.

RESPONSIBILITY :- HR Head / MD

POLICY GUIDELINES :-

As per central Govt. Gazette dated 22 Aug 2014, the amount for PF contribution is
enhanced from Rs. 6500/- to Rs. 15000/- PM (Basic + DA) with effect from 01.09.2014.
Keeping the government policy in view it is decided that the PF will be deducted from
existing employees as per company policy. For those employees whose basic salary was
more than Rs. 6500/- and less than or equal to Rs. 15000/- PM. It is to be noted that we
have salary structure based on Cost to company. The following are broad guidelines for PF
deduction.
1) PF will be deducted for all employee whose Basic + DA is less than or equal to
Rs. 15000/- PM.
2) PF will be deducted for contractual employees if they are on role. PF will not be
deducted if they are not on role and get their salary through cheque.
3) PF (Comp.+Employee)will not be deducted for Trainees and Apprentices. On
confirmation/probation same shall be added to CTC. On confirmation bonus & PF
contribution shall be add to employees CTC as increment.

G.M. (HRA) V.P. (Comm.) Director M.D.

RSPPL/E77/GIDC SAVLI page 64