Professional Documents
Culture Documents
Corporate HR Policy
Corporate Office
5th Floor Lakshmi Narayana Complex
10/1,Palace Road
Bengaluru 560052
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Index
Page
Chapter No. Chapter Name No.
Bal Pharma Vision
Bal Pharma Mission
Bal Pharma Values
1 Talent Acquisition 2-3
2 Induction 4
New Joinees’, Relocation, Transfer
3 and Guest House Policy 5
4 Attendance and Working Policy 6
5 Leave Policy 7
6 Employee Confirmation Process 8
7 Compensation & Benefits 9-10
8 Company Car/Vehicle Policy 11
9 Mobile Policy 12-14
10 Laptop Policy 15-16
11 Salary Advance & Loan Policy 17-19
12 Domestic Travel Policy 20-22
13 Talent Management 23-24
Training, Learning and
14 Development 25
15 Performance Management System 26
16 Employee Engagement 27
17 Employee Communication Forums 28-31
Bal Pharma Ethics & Code of
18 Conduct policy 32
19 Drug And Alcohol Abuse Policy 33
20 Equal Opportunities Policy 34
21 Harassment and Bullying Policy 35
22 IT Policy 36-37
Employee Separation
23 38-39
24 Gift Policy 40
Our Vision:
Our Mission:
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1. TALENT ACQUISITION POLICY
Any Talent Acquisition across the organization, at any level / function has to be
approved by the concerned authorities as specified in the matrix below:
Interviewing Authority
Roles / Designations
Preliminary Final
VP & GM VP HR /GM-HR VP-HR /CEO / MD
HOD & GM – HR
DGM-Sr.Manager HOD, VP-HR
Manager-Assistant Reporting Manager
Manager GM – HR
Executives, Officers,
Reporting
Trainees, Secretarial
Manager,HR
Staff HOD(Minimum GM)
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Notice Pay
Bal Pharma will not encourage buying out of notice period of prospective
employees. Any exception has to be authorized by VP-HR, CEO and Managing
director in the form of an email.
Retirement Age
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2. INDUCTION PROCESS
Purpose
The broad aim of the induction process is to welcome the new employee to the
company and help them to effectively integrate with the organisation. Induction
process provides information to new members about our organization, to enable
them to carry out their required role and responsibilities to a high and consistent
standard.
A typical induction programme normally initiated by HR team shall include the
following:
A basic introduction to the company, and alignment of the particular
department
Information of all legal and statutory requirements
Concise information on HR policies
Introductions to key members of staff
Specific job-role information
Assignment of Buddy to onboarding employees up to Assistant
Manager
A new employee’s onboarding is greatly enhanced by assigning an office Buddy, a
fellow employee (other than the manager) who provides advice and guidance on
the different aspects of working at Bal Pharma. A Buddy is also a “sounding board”
who offers encouragement as the new employee acclimates to Bal Pharma’s culture
and workplace.
Selection Criteria and Process
The successful Buddy is an employee who fully understands the Company’s culture
and environment (has been at Bal Pharma for at least one year) and wants to be a
Buddy.
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Additional criteria include:
Time to be accessible and available to the employee.
Familiar with employee’s role and work unit.
A solid performer.
Strong communication and interpersonal skills.
Exemplifies Bal Pharma’s values.
Patience and empathy.
Well regarded and trusted by others.
Individuals can volunteer to be considered as a Buddy or recommended by others.
Human Resources and/or the hiring manager can make the final choice based on
the selection criteria.
Buddy Responsibilities
In assisting a new employee acclimating to Bal Pharm, a Buddy serves as a
valuable resource by creating a trusting relationship and maintaining
confidentiality.
Responsibilities include:
Providing information on policies and procedures.
Identifying resources in the workplace.
Familiarizing the employee to Bal Pharma’s culture, norms, and unwritten
guidelines.
Introducing the employee to others in the unit and throughout Bal Pharma.
Taking the employee on an expanded tour of the workplace and campus.
Answering questions and referring the employee to the appropriate
resources.
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3. NEW JOINEES RELOCATION, TRANSFER & GUEST HOUSE POLICY
Objective:
Eligibility:
Serving employees and Prospective employees of Bal Pharma who are transferred
or joining the company from a different State location within the country,
relocation is offered to them as a part of their offer subject to management
discretion.
Entitlement:
One way travel for self and family (spouse, dependent children and dependent
parents) restricted to IInd or IIIrd AC equivalent.
Reimbursement of freight forwarding charges (by road / train), packing and
transit insurance expenses ranging upto maximum of Rs.10000/- for internal
transfer for Managers and above only. Reimbursement of freight forwarding
charges (by road / train), packing and transit insurance expenses ranging upto
maximum of Rs.25000/- for new joiners in the rank of AGM and above only,
subject to management discretion and against production of bills.
a) The allowance is payable only after completion of two months of service with the
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organization.
b) The allowance need to be claimed within 4 months from date of joining.
New Joining Employees will be given accommodation at guest house / hotel for 7
to 10 days during which the employee is required to identify a house as per his
requirements. Finalization of the guest house / hotel accommodation to be done
by the administration coordinator based on the inputs from the HR department.
Transfer related expenses would be debited to the concerned function.
Guidelines
Office Timing:
All locations will be following the prevailing timings for General as well as other
shifts as communicated by respective HR from time to time. These timings will not
be applicable to Office Boys/Telephone Operators/Drivers/Peons who are
required to report at different times. Other departments as exceptions shall be
informed by HR Heads.
Weekly Off:
All employees at the corporate office at Bengaluru and Gurugram will have weekly
off on Sundays, 2nd and 3rd Saturdays and 1st, 4th & 5th Saturdays are half day off.
These Weekly off will not be applicable to Office Boys/Drivers/Peons who are
required to report at different times
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5. LEAVE POLICY
Scope:
This policy shall be applicable to all full-time employees and trainees at all
locations.
This policy is not applicable to workmen, who are governed by separate
policies.
POLICY
All leave entitlements coincide with and determined for the CALENDER YEAR
from 1st January to 31st December.
Employees joining/leaving at any point during this period would get pro-rata
leaves.
ENTITLEMENT
All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.
Employees joining between 1 st January to 15th January shall be eligible for full
entitlement of Casual Leaves for that year.
Employees joining after the 15th January , will be credited C.L. as follows.
MONTH OF JOINING CL
ENTITLEMENT
FOR THE YEAR
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JANUARY (16th to 31st) 6.0 DAYS
FEBRUARY 6.0 DAYS
MARCH 5.5 DAYS
APRIL 5.0 DAYS
MAY 4.5 DAYS
JUNE 4.0 DAYS
JULY 3.5 DAYS
AUGUST 3.0 DAYS
SEPTEMBER 2.5 DAYS
OCTOBER 2.0 DAYS
NOVEMBER 1.5 DAYS
DECEMBER (1st to 15th Dec.) 1.0 DAY
DECEMBER (16th to 31st Dec.) NIL
In case of new joinee CL can not be availed unless it is earned (i.e. CL earned in the
1st month can be availed from 2nd month onwards).
CL can be applied at any time but not less than 0.5 days.
No encashment of CL is permissible.
All holidays/weekly off days falling in between a spell of SL shall be counted as SL.
No encashment of SL is permissible.
Any employee falling sick shall arrange to send information to his superior at the
earliest but not later than 24 hours of his absence on account of SL and to apply
for the same in writing immediately on resuming duty.
In case of sickness for more than 3 days, concerned employee must produce a
medical certificate either from a Doctor or from a Registered Medical Practitioner.
For calculating 240 days attendance actual days worked + earned leaves availed
during the year to be considered.
Upto 7 days 0
8-14 1
15-22 2
23-29 3
30-37 4
38-45 5
6
46-51
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In case of new joinee, during first year, EL will be credited on completion of 1 year
of service.
Employees joining during leave year shall be credited EL in the next year on pro-
rata basis. Similarly employees leaving the service shall be given a credit of EL on
pro-rata basis.
EL can not be availed for more than 3 times in a year and must not be of less than
3 day, weekly off days falling within EL period will be counted as EL. EL can be
accumulated upto a maximum of 45 days. No encashment of EL allowed during
the continuity of service.
For availing EL, an employee would be required to apply in writing atleast 7 days
before the date on which employee wishes the leaves to commence.
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Compensatory Off : Up to Executive levels permitted and can be approved by Head
& above and such type of leave shall be treated as present.
GENERAL POINTS
All employees have been allotted a leave card which shall be retained / maintained
by the HR Department.
An employees availing leave shall submit a leave application for getting his leave
sanctioned and forward the same to the HR for regularization.
Objective
To provide clear guidelines on terms, conditions and process flow for confirmation
of services in the organization.
Applicability
It is applicable to all newly joined employees who has joined Bal Pharma on
probation period as per the terms of appointment. This policy does not apply to:
Temporary Employees
Casual Employees
Retainers
Contract Staff
Existing permanent employees transferred from one location to other at
their current level or promoted to a new level.
Already confirmed employees
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Policy:
The probation period for all newly joined employees other than trainees will be as
per the terms of appointment. All the trainees will undergo a training period of
minimum one year, on completion of which they will be confirmed subject to
performance which may be further extended. It is automatically not deemed as
confirmed unless given in writing.
Objective:
Classification of Grades:
Standard Grades , Bands & Designation for Bal Pharma Employees in India
Staff
Staff Equivalent Designation for
Grade Designation
Band Various Functions
s
Band -VI Apprentice Engg. ( BE
AE-1 Apprentice Trainee ,Diploma , other Trainees under
statutory provisions )
Trainee Assistant/ Executive
E-1 Trainee
Trainee/ Trainee Chemist
E-2 Assistant Sr. Assistant/Sr. Chemist / Sr.
Supervisor / Sr. Supervisor
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E-3 Officer/Sr. Officer Officer / Jr. Officer /Sr.Officer
Executive /
E-4
Sr.Executive
E-5 Assistant Manager
E-6 Deputy Manager
Band-V
E-7 Manager
E-8 Senior Manager
Assistant General
E-9
Manager
Band-IV Deputy General
E-10
Manager
E-11 General Manager
Associate Vice
E-12
Band-III President
E-13 Vice President
E-14 President/CEO
Band-II
E-15 Director
E-16 Band - I Managing Director
1. Objective:
Company Car Policy has been formulated in order to introduce an employee
friendly and easy to car scheme in the company .
2. Scope:
Employees in Grade of GM and above are entitled for Car. In case of own car
employee will be eligible for car allowance and the fuel reimbursement at following
rates:
Grade/ Level Fuel Reimbursement per month
GM to AVP 3000
VP/President Actual
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CEO/Director Actual
For repair charges, other than the routine maintenance charges including
accidents - a) the vehicle user shall bear 50% of repair expenses for new vehicles
upto 3 years b) between 3 Years upto 5 years 25% repair expenses shall be borne
by the vehicle user c) after 5 years, the company shall bear the full cost of repairs .
All non routine maintenance and repairs charges estimated above Rs.5000/- upto
Rs.20000/- shall be done after the approval of admin department. Above
Rs.20000/-, MD’s approval is mandatory.
Note: All entitlement and benefits are subject to the management discretion and
written approval.
9. MOBILE POLICY
Objectives:
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To Provide guidelines related to Mobile Handset and Services
Scope : To provide mobile facility to employee as per his /her job requirements,
business exigencies and needs.
Note: The above entitlements are not applicable to field staff. All entitlement and
benefits are subject to the management discretion and written approval.
Limit of Usage
Level/Designation Entitlement PM
VP & above Actual
AVP/GM Rs.1500/-pm
DGM/ AGM Rs.1000/-pm
Sr.Mgr/Mgr Rs.750/-pm
Dy.Mgr/Asst.Mgr/Execu Rs.350/- to 500/-pm
tives
Note: Limit can go beyond permissible amount for employees, if their job requires
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extensive calling. However such cases would need one time approval from VP-
HR/CEO/MD. The above entitlements are not applicable to field staff.
Rules :
In the event of any employee leaving with in the 3 years from the date of such
disbursal towards purchase of instrument, the company will deduct part of amount
as per following table
In case the monthly bill is over the permissible limit, then it needs to be
approved by the functional head and needs to be submitted to the
administration department within 7 days on the receipt of the bill.
All new joiners would be entitled to this policy subject to their level and
approval from their functional heads and by the management.
Note:All entitlement and benefits are subject to the management discretion and
written approval.
Objective:
Scope:
Level Model
GM HCL /HP/Similar
Approval Process:
1) New joiners who are at AGM and above level at HO, regional offices and plants
and
2) Any employee who gets promoted to AGM and above level (if they have not been
issued a laptop earlier).
3) The company reserves the right to ask the employee to use personal laptop and
reimbursement of upto Rs.1000/- per month can be availed for a period of 15
months.
3) Any exceptions to the above shall be made subject to MD’s approval only.
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Rules:
The IT Department shall negotiate with computer manufacturers to get the
best rates for laptops.
Damages: Any defects/ damages to the laptop due to
negligence/breakage/improper usage shall be recovered from the employee.
This facility is extended to cater for some short term financial needs of the
employees.
1. SCOPE
All confirmed employees after completion of one year of service in case of exigency
and emergency .
2. POLICY
Employee can avail salary advance to meet the urgent funds requirements
like Self Marriage/ Dependent’s Marriage / House Purchase / Medical
Expenses with proper receipts.
Salary advance should not be more than 75% of average net salary of last
three months.
Salary advance will be recovered in the same month’s salary.
Employees serving notice period will not be eligible for salary advance.
LOAN POLICY
The Company will give Loans to employees on medical & personal emergencies on
basis grade, salary and commitment to the Company.
Eligibility
Purpose
Entitlement
Repayment of Loan
The amount will be recovered in equal monthly instalment (Maximum of 10
instalment), commencing from the subsequent month of the disbursement
of such loans.
In the case of termination of employment, the company will withhold the
individual’s final settlement.
Procedure for availing loan
The application for loan/ advance should be submitted to HOD in the
prescribed form
The application should be recommended by the concerned HOD.
The application will be forwarded to the corporate HR.
The HR will take the approval from the management on the application and
inform the applicant.
Objective:
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To provide necessary guidelines for obtaining Tickets, Advances and other
facilities
To state clearly the Lodging/Boarding, Local Conveyance allowance
entitlement.
To indicate broadly, rules governing Domestic travel on official work.
To facilitate reimbursement of official expenses by an employee and not for
his/her profit.
Mode of Travel:
Note: All entitlement and benefits are subject to the management discretion and
written approval. Air tickets shall not be booked for destinations which can be
reached within 8 hours overnight. Employees traveling to such destinations shall
travel by rail or road depending on convenience and ticket availability. Approval
needs to be obtained at least 15 to 21 days in advance to take advantage of dynamic
air fares. Any exception has to be validated by MD. Employees who do not travel
frequently should compulsorily obtain approval for any air ticket booking.
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Local Conveyance : Company vehicles can be availed subject to availability and
approval only. Employees shall use the own vehicle/auto rickshaws/cab
aggregator (Ola/Uber) facilities for local conveyance.
2. Auto : Actuals
It is expected that staff with their own conveyance would use the same
and claim the reimbursement provided
Introduction:
To support the above ambitious strategy and enable business success, we are
investing in:
Attracting
Developing &
Retaining highest quality of human capital.
The twin pillars of Education and Systems & Processes will enable to identify high
performance and high potential people and build future leadership.
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Objective:
Scope:
It initiates with identification of the critical talent pool for whom customized
individual development plans are drawn up.
Process:
This talent management initiative focuses on two key elements of this critical
exercise – Succession Mapping and Individual Development Plans.
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14. TRAINING, LEARNING & DEVELOPMENT POLICY
1. OBJECTIVE:
To ensure that the budgets allocated for training and development are utilized
effectively and equitably.
Policy :
The training needs assessment serves as basic document to understand the
training requirements. The HODs shall assess the training requirements of each of
his team member based on the skill and competency gaps.
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15. PERFORMANCE MANAGEMENT POLICY
To provide brief understanding of the PMS process, formats and time lines etc
relevant to the performance management system deployed at Bal Pharma
2. SCOPE
This policy is applicable to all full time employees of the Company in the staff
category.
3. ELIGIBILITY
The PMS cycle will be financial year i.e. 1st April to 31st March
This policy applies to all employees who are on the rolls of the Company
effective within one year of their joining date.
Any employee joining till last day of Q2 (30th September) will be eligible for
in next PMS cycle (01 April – 31 Mar every year) on pro-rata basis.
KRA Sheet: All
Introduction:
Our talented human capital is our biggest asset and liability and we need to
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measure how well it’s adding value. Employee Engagement is an increasingly
important human capital metric as engagement levels correlates with business
performance and measuring it tells us how well we are doing in the competition for
talent. Driving Engagement levels higher improves our ability to attract, motivate
and retain talent and so generates value from our human capital investment.
Introduction:
Even the best employees cannot perform well without clear, consistent
communication up, down and across the hierarchy of an organization. Employee
communication provides a venue for bilateral exchange of information between
management and workers and between departments. To build a communication
process and engage and retain productive employees in our organization, we have
developed few employee forums.
Objective:
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To share the business progress and future plans.
To provide employees with an informal platform to discuss issues, processes
and
Objective and provide viable solution if any.
To facilitate knowledge sharing.
What is MDM?
Objective of MDM :
Process of MDM:
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create a quarterly calendar
2. Meeting Chair to send out calendar invites to respective team members (1 week
prior)
3. HR department to coordinate with Meeting Chair on Agenda and presentation if
any.
4. HR department to facilitate venue and logistics on the decided date.
5. Standard Agenda (suggested)
Review
Point to note:
TOWN HALL
Employee communication can help your organization reach the next level
and emerge from economic challenges ahead of the rest.
Communicating with employees helps boost employees during tough times
Provides a platform to allow employees to express their opinions.
Town halls allow the company's leadership to hear a variety of perspectives,
connect at a grassroots level
Leadership has lots of channels to get content and information from the
bottom up.
The whole idea behind the town meeting is to facilitate both top- bottom and
bottom-up communication.
To support the company’s Vision and Mission, Bal Pharmasets forth the ideals of
motivation, lifelong learning, service to others, and enrichment through diversity,
commitment to excellence, mutual respect, and personal integrity. The Company is
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guided by the belief that a sense of true society is achieved when these ideals and
values are reflected in the behavior of its employees towards one another.
Bal Pharmites committed to create an atmosphere of respect and civility amongst
its employees.
Code of Ethics redefines the expected behaviour of employees and stakeholders
with each other.
The Company recognizes that alcohol and drug abuse related problems are an area
of health and social concern. It also recognizes that a member of staff with such
problems needs help and support from his / her employer.
Policy:
1. The company will not hire anyone who is known to currently addicted to
alcohol and drugs abuse.
2. The company will educate and inform its employees about the health
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consequences of drug and alcohol abuse.
3. Employees must report to work in a fit condition to perform their duties.
Being under the influence of drugs or alcohol is not acceptable.
4. Any employee on company business, on or off company premises, is
prohibited from purchasing, transferring, using or possessing illicit drugs or
using alcohol or prescription drugs in any way that is illegal.
5. Employees will not be terminated for voluntarily seeking assistance for a
substance abuse problem; however, continued performance, attendance or
behavioral problems may result in loss of a job.
6. Employees on physician-prescribed medication must notify a designated
company official if there's likelihood that such medication could affect job
performance and safety.
1. OBJECTIVE:
2. SCOPE:
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This policy is applicable to all Balpharmites working at different locations.
Policy
1. OBJECTIVE:
The Company recognises that all Bal pharmites have a right to work in an
environment in which the dignity of individuals is respected and which is free from
harassment and bullying. It is committed to eliminating intimidation in any form.
2. Scope :
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This policy is applicable to all Balpharmites working at different locations. The
Policy applies to harassment on the grounds of disability, gender, marital status,
sexual orientation, age, creed, colour, race or ethnic origin.
Policy :
22 . IT POLICY
1. OBJECTIVE:
2. Scope
Policy :
Core Applications
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prohibited. This shall include but is not limited to, unauthorized use of
material that is protected by copyright, trademark or other intellectual
property right, material that establishes an illegal threat or material that
violates export control laws, regulations or trade secret.
2. Employees with internet access may not transmit or distribute any software
licensed to the company or data owned or licensed by the company (including
license keys) without the express written permission of the owner of the
proper license.
3. Information marked “For Internal Use Only” or “Confidential”, or whose
contents place it on a similar level, must not be passed on to outsiders
without authorization. Content marked as “Confidential” must always be
transmitted in encrypted form and transmission of content marked as
“Strictly Confidential” is only permitted provided the appropriate measures
have been taken to ensure that disclosure to unauthorized person is
prevented and that the integrity of the information is guaranteed by
encryption.
1. Objective:
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improving the HCGA ability to respond to employee issues, and to retain key
people.
A detailed exit process is carried out for all team members leaving the company.
This is necessary from a security, financial, administration, asset management and
information management perspective. The exit process applies to all the
employees leaving the company.
2. Scope
This policy applies to Employees who are resigning from the company, voluntarily.
During the notice period it is essential that the necessary work related information
is transferred to another designated team member under supervision of the Head
of Department or Manager as appropriate.
Exit Interview
The exit interview records are important because they capture the perception of
the people who are leaving the organization. The exit interview discussion with the
team member is documented and will be shared with the Functional Head and
Reporting Manager. The exit interview analysis would throw light on how the
work, the management and the manager are perceived by the team members.
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These could serve as inputs for improvement programs - both for the company
and the Managers themselves.
The exit interview will also facilitate the process of return of all company assets
such as PCs, laptops, mobile phones, security passes, company cards, etc
The employee is to get the necessary sign offs on the clearance form from the
concerned departments and hand over the necessary documents for his/her
relieving to the HR on the last working day for his/her final settlement.
HR will give all the required inputs needed to process the full and final settlement
of the team member like accrued leave, pay in lieu of notice etc to the payroll team.
The employee’s final settlement will be processed once all documents are received
and submitted to the F&A/payroll team. The F&A/payroll team will ensure that
the team member’s final settlements are carried out within at least two weeks after
the exit.
24.GIFT POLICY
1. Objective:
2. Scope.
Entitlement :
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25.DRESS CODE POLICY
1. Objective:
2. Scope.
Policy :
Weekday – Formals
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