HR Policy Manual

[2017]
HR POLICY
MANUAL
Unze London
HUMAN RESOURCE MANUAL
FOR ALL EMPLOYEES
Version 1.0 – February, 2017
Table of Contents
Chapter # 1:
Introduction…………………………………………………………………………………………………
…………2
Chapter # 2:
Employment…………………………………………………………………………………………………
……….6
Chapter # 3: Compensation &

Benefits………………………………………………………………………………………27
Chapter # 4: Travel Administration……………….

…………………………………………………………………………...52
Chapter # 5: Leave &

Attendance……………………………………………………………………………………………….60
Chapter # 6: Performance Management

……………………………………………………………………………………69
Chapter # 7: Training & Development

……………………………………………………………………………………….74
Chapter # 8: Employee
Relations……………………………………………………………………………………………….78
Unzè London 1
FOR ALL EMPLOYEES
Chapter # 1 – Introduction
1.1 Introduction to Organization
Increasingly recognized as a brand of note, both in the UK and Rest of the world, Unzè London
is high fashion wear based on own label ladies' footwear and matching accessories such as belts
and bags. In addition to ladies evening wear, fashion, bridal and casual wear; there is also a range
of children's and Men shoes. The styles are elegant, feminine, glamorous and very sophisticated;
they perform from daywear to evening wear. Using the finest quality materials and intricate
handiwork, the shoes and accessories are captured in vibrant colors combined with the most
luxurious fabrics, leathers, beads, metals, rhinestones and suede combinations to create an
inspired range. The high fashion and evening wear collection is ideal for special occasions and
comprise a range of 1 – 4 inch diamante heels, with elegant styling and beautiful fabrics from
leather to synthetics to satin. The flat and wedge sandals are exclusively handmade from pure
leather using different beadings, sequence and hand embroidery. In addition, we also offer a
wide variety of boots that range from ankle to three-quarter to knee-high. The boots come in
appealing styles, colors and designs and are adorned with buckles, straps, rhinestones, fantastic
fabrics, leathers and suede.
The People at Unzè London keep themselves up-to-date on market trends through market
intelligence in order to make the company meet the ever-diversifying needs of customers.
The management is a well-educated and enlightened team that understands the demands of a well
competitive industry.
1.2 Introduction to the HR Manual
Unzè London 2
FOR ALL EMPLOYEES
This Human Resources Manual has been prepared in order to document all current personnel
related policies that are to be applied to the employees of Unzè London. It will help in
minimizing the need for management staff meetings to resolve routine policy questions. It will
promote fair and uniform administration of company policies. It will serve as an aid in recruiting
new employees and will promote compliance with government employment and laws.
This manual contains human resources related policies, procedures and related forms for Unzè
London. Policies and procedures discussed in this manual are for Management Staff of the
Organization, but some of the policies and procedures are also applicable to non-management
staff.
This document is confidential, and is the property of Unzè London. No unauthorized use shall
be made of this document by anyone.
1.3 Objectives of the Manual

 To set out the policies, procedures and forms relating to all aspects of employment for
use by Unzè London
 To provide Unzè London with uniform rules in order to ensure equitable and consistent
application of the company policies;
 To ensure that proper documentation and follow-up are available to support the personnel
rules;
 To provide a tool for managers to ensure proper management control and follow-up;
 To communicate that the policies in this manual are applicable to the persons employed
by Unzè London;
 To record the company’s rules in order to ensure consistent application of the policies in
Unzè London Head Office Lahore
 To ensure that each manager administers these policies consistently and impartially to
his/her staff.
In order to achieve the above objectives, Unzè London retains all managerial and administrative
rights and prerogatives that include but are not limited to:
 The right to exercise judgment in establishing and administering policies, practices and
procedures, and to make changes in them as directed by the Executive Directors of Unzè
London.
Unzè London 3
FOR ALL EMPLOYEES
 The right to take whatever action is necessary to achieve Unzè London’s objectives and
business needs;
 The right to set the standards for employee productivity and performance.
1.4 Maintenance & Distribution of the Manual

The Executive Director Support Services and Executive Director Operations of Unzè London is
the process owner of this document. All enquiries and matters relating to the HR Manual should
be addressed to him. Copies of this manual are distributed to the following:
 Executive Director Support Services;

 Executive Director Operations
 HR Department.
This Manual should always be kept in a safe custody and must not be copied / altered without the
prior approval of Executive Directors.
Contents of the Manual are confidential and are intended for internal use only. Under no
circumstances may the content of the HR Manual be revealed to a third party without the written
permission of the Executive Directors.
Requests for updating the Manual can originate from HR Department. The user may describe the
suggested amendments with the rationale for the amendment to the Executive Directors.
All updates will identify the revision date and will be distributed to the authorized persons, as
mentioned above. The designated HR Representative will maintain a record of all updates to the
HR Manual.
If there is any deviation required to execute day-to-day operations of the company, a prior
permission shall be sought from the Executive Directors.
1.5 Human Resource Strategy of Unzè London

Unzè London considers its human capital as the most valuable asset of the organization. In order
to achieve a competitive edge over its competitors, Unzè London aims to attract, develop and
retain the best human capital available in the market. For this Unzè London has adapted the
following HR policies.
 To select and recruit employees on merit.

 To provide conducive environment to all its employees.
Unzè London 4
FOR ALL EMPLOYEES
 To be consistent in knowledge management by periodically conducting training needs

analysis and implementation of the training plans for each employee.
 To develop employee relations with its employees in order to build an organizational
culture of teamwork, trust, and satisfaction.
 To give the employees a fair opportunity to grow and progress in their careers by
implementing Quarterly Performance Review System.
1.5.1 Role of HR Department
 To facilitate the process of implementation of fair policies for all the colleagues.
 To bring about a system of check and balance whereby management could make sure that
no unfair action has been taken against any one.
 To make every colleague's career at Unzè London rewarding and satisfying.
 To reward the efforts of high performers.
 To make sure that the best management practices are followed.
 To develop a culture based on performance, mutual respect and professionalism.
 To advise the management on HR trends, policies and procedures.
 To involve the Line Managers in the process of fair implementation of HR policies.
 To make Line Managers responsible and authoritative by owning the policies developed
by the HR Department and duly approved by the Executive Directors of Unzè London
Unzè London 5
FOR ALL EMPLOYEES
Chapter # 2 - Employment
2.1 Employment Types at Unzè London
Unzè London offers 3 types of employment;
 Permanent Employment
 Contractual Employment
 Internships
2.1.1 Permanent Employment (Regular Full Time)

Those employees who are hired to work as regular full time employees (permanent employees)
and they are eligible for the complete salary and benefit package offered by Unzè London. These
employees are hired for jobs of permanent / continuing nature of work, where they are required
to complete a probation period of 3 months which shall not be extended more than 9 months by
assigning proper written reasons of extension in probation. After completion of probation these
employees are referred to as permanent confirmed employees. Permanent employees can be both
in management and non-management staff grades.
2.1.2 Contract Employment
Contract employee means an employee who has been engaged for work on a short term contract
because a person suited to the post is not available at the time of appointment or the job is of
limited time period (non-permanent nature). A job description is required before hiring
procedure is followed. Contract staff is usually hired usually for a transitory period of nine (9)
months and in no case exceeding eleven (11) months.
For such employees, all terms and conditions of employment will be conveyed in their
employment contracts. All terms and conditions of contract will be written in contract letter,
which will govern both employee and employer. In Contractual Employment there will be no
employee benefits. Contractual Employee will get Total Monthly Package only. Contract
employees can be both in management and non-management staff grades.
2.1.3 Intern
Unzè London 6
FOR ALL EMPLOYEES
The third type of employment at Unzè London is Internship. It shall range from six to twelve
weeks extendable on case to case basis, at the sole discretion of the Management. Intern will get
the per month stipend as per term and condition of Internship letter. An intern is a learner who
may be paid a fixed stipend/allowance during the period of his/her training/internship (for further
details please see internship policy in chapter ‘Training & Development’).
2.2 Employment Categories at Unzè London

Unzè London offers employment in three types of categories;
 Management Staff (Could be Permanent, Contractual, Interns)

 Non-Management Staff (Could be Permanent, Contractual)
 Retail Staff (Could be Permanent, Contractual, or Interns)
2.2.1 Management Staff

The staff that is having a minimum graduation degree after 14 years of education and is
performing a white collar job is hired in Management Staff Cadre. The Management Staff is
from Grade M-1 to Grade M-11. (14 years’ minimum qualification is necessary for all new
entrants in management staff to be hired from 1 st January, 2017). The Head Retail Operations
and Area Leader are a part of management staff.
2.2.2 Non-Management Staff
The staff that does not possess a graduation degree and/or is performing blue collar or
supervisory level jobs is hired in Non-Management Staff Cadre. The Management Staff is from
Grade N-1 to Grade N-4. The sweepers at Retail outlets will also come under non-management
staff.
2.1.1 Retail Staff

The Staff that is hired to perform sales at company outlets is hired in Retail Staff Cadre. The
Retail Staff is from Grade R-1 to Grade R-5.
2.2 Employment Policies for Management & Retail Staff

2.2.1 Recruitment and Selection
Scope
This policy is for recruitment and selection of Management Staff (Grade M-1 to Grade M-11)
and Retail Staff (Grade R-1 to Grade R-5) for Unzè London.
Unzè London 7
FOR ALL EMPLOYEES
Policy
The aim of this policy is to adopt fair and consistent methods of recruitment and selection for
Unzè London Management and Retail Staff.
 Recruitment age for Junior/entry level vacancies should preferably be above 18 and under
25 years of age.
 Selection criteria will be as per Job Descriptions and other job skills and competencies
related information provided in Manpower Requisition Form.
 The vacant position must be closed by HRD within twenty (20) working days of handing
over of requisition to HRD with approval of concerned Executive Director for all regular
hirings against approved manpower. In case of hiring against new position in organogram
or above approved strength hiring, HR representative will take approval from concerned
Executive Director and then from Executive Director Support Services.
 In case if there are 2 or more position or same positions then timelines should be as per
the defined chart.
 For different positions, separate manpower forms must be filled. However, request for
hiring multiple persons against one position must be placed on one form.
 In case of new outlet opening, (having cumulative outlet staff hiring), a 45 days’ prior
notice must be placed to HR for hiring. Whenever retail operations department signs a
contract for new retail outlet, a hiring request must be initiated to HR mentioning the
timelines of outlet’s formal launch.
 Requisition closing count down will be started on the next day after the requisition is
placed.
 If there are multiple positions at various outlets, then the requisition of each outlet shall
be placed separately.
 Requisition will put on hold if immediate supervisor is not available on scheduled
interviews, or on leaves. HR Department will make sure that the hold status of the
requisition should be in black and white.
Chart of Hiring Timelines
No. of Staff to be hired Days for Closing

Nature of Hiring Notes
per Requisition Job
Management & 1 – 3 Persons 20 Working Days 1.1 Minimum 2
Non-Management people must be hired
4 or above Persons 25 Working Days
Staff in first 15 days
1 – 3 Persons 20 Working Days 1.2 Minimum 2
people must be hired
4 – 5 Persons 25 Working Days
in first 15 days
Retail Staff
6 – 7 Persons or above 30 Working days 1.3 Minimum 4
people must be hired
in first 20 days
Unzè London 8
FOR ALL EMPLOYEES
Procedure
2.2.1.1 When a job opening occurs, (in cases of voluntary & Involuntary termination of
employment or creation of new job) the Immediate Supervisor of that vacancy fills
the Manpower requisition form within two (2) working days in case of termination of
employment and four (4) working days if new position is to be created and forwards
it to Head of Department for the approval. HOD (if approves the Request) forwards it
to the HRD.
Note: In case of new position, proposed job description should be attached with the
Manpower requisition form.
2.2.1.2 Designated HR representative, first examine the need of manpower through job
analysis of requested position by doing interview with HOD and immediate
supervisor to check the actual need of manpower within one (1) working day of
getting requisition form. (Examination is required both in Replacement and New
Position Cases). Especially in case of new position, The HRD will discuss this job
role with concerned Head of Department and then takes approval from concerned
Executive Director for creating a new position in reporting structure by assigning
proper reasons. If the concerned Executive Director Approves the position, get the
updated version of structure signed by both Executive Directors and proceed with the
recruitment process.
2.2.1.3 After Examination, if designated HR representative comes to the conclusion, that

manpower is required then only in that case, he will forward the manpower
Requisition for approval from concerned Executive Director then Executive Director
Support Services within one (1) working day of receiving manpower requisition.
2.2.1.4 Upon Approval, designated HR representative starts recruitment activities and

collects applications or CVs for the required post from various recruitment methods.
HRD will make a recruitment plan to identify what tools they need to use in order to
fill the vacant positions and if they think any particular position or a bunch of
positions requires a financial support in using recruitment tools they need to get the
special approval of Executive Director Support Services within two (2) working days.
Note: In case of opening of new outlet where an immediate demand of 4-5 outlet staff
will be generated, HRD should be given requisition at-least a month in advance so
that recruitment can be completed before outlet opening.
Note: In case of more than 2 openings at multiple outlets, HR takes (20) working
days’ time per outlet, for filling the position.
Unzè London 9
FOR ALL EMPLOYEES
2.2.1.5 Upon collection of sufficient number of applications, designated HR representative

will do initial screening against the approved job description and make calls to
candidates for further process within (3) working days of positing Job Advertisement.
2.2.1.6 Designated HR representative calls the shortlisted candidates for the interviews &
tests, if the job requires personality testing and technical skill testing, the designated
HR representative will get the test prepared, conduct the test and check it according to
the master answer sheet filled by concerned HOD. (In case of hiring a fresh graduate,
personality testing is a must activity).
2.2.1.7 Designated HR representative calls shortlisted applicants for initial interview by

him/her self, if they clear the tests. Before Interview, all the candidates must fill an
“employment application form”. During the Initial Interview the candidate will be
evaluated in perspective of finding a best culturally fit candidate as well as salary
expectations will be inquired and will fill “Interview Evaluation Form”. Initial
interviews must be done within five (5) working days of screening and tests.
2.2.1.8 The candidates selected in the test and initial interview shall be called for a Technical
interview with concerned Head of Department within two (2) working days. The
interviewer should fill the “Interview Evaluation Form”. After the interviews the
department head and HR representative mutually decide the most suitable candidate
based on their Interview Evaluations within one (1) working day of completion of
technical interviews.
2.2.1.9 After the Technical Interview evaluation, in case if the person is suitable, but not
found competent enough on the already mentioned salary; it’s the duty of designated
HR representative to convey the results and negotiate salary with the candidate within
one (1) working days of decision of final candidate.
2.2.1.10 The candidate selected by HR Representative and respective Head of Department will
also be interviewed by the concerned Executive Director for selection within two (2)
working days. HRD will discuss the decided salary of candidate with Executive
Director which should be defined keeping in view salary and grading structure. For
selection in all management staff grades M-4 to M-11 and retail staff grades R-4 to R-
5 final interview with concerned Executive Director is must.
Unzè London 10
FOR ALL EMPLOYEES
2.2.1.11 The communication of job offer is done in written by designated HR representative

who takes signatures of selected candidate on a copy of offer letter which is later filed
in employee file) within one (1) working day of finalization by Executive Director
Support Services. Job Offer consists of DOJ, position, grade, designation, Basic &
Gross salary along with the requirements of Educational Documents, Professional
Documents & Certificates, Training Certificates, copy of CNIC, pictures, salary slip
of last employer, Employee Reference Verification form and Confirmation of
Resignation or Acceptance of resignation. HRD or concerned HoD cannot make any
verbal commitments regarding salary and benefits with the finalized candidate as it
may create confusion and cause conflicts. Upon consent and acceptance of offer, at
the date of joining the employee will be given an Appointment Letter duly signed by
both parties.
Note: If any information provided by candidate is proved to be wrong regarding

documentation or verification of the finalized candidate then the job offer will be
considered null and void and the second best candidate will be considered for the job
offer. If the second best candidate is not available or if in case, there are no suitable
application then the whole recruitment process will be started again.
Note: For the interviews of Retail Staff in all other cities except Lahore the Skype
interview of the desired candidate will be conducted at Unzè London Head Office or
at respective outlet by HR Representative and Head Retail Operations. HR will
intimate the Retail Head about the interview who will coordinate with the existing
staff member of that outlet to make necessary arrangements for the skype interview.
2.2.1.12 A candidate may be hired as a permanent employee against a position/vacancy that is

deemed to be a long-term tenure whereby a candidate may be provided with
opportunity to pursue long-term career with the company.
 For the jobs of limited time duration, which are not likely to continue after
completion of the given assignment, services of the candidates are hired on
contract basis.
 Personnel possessing specialized skills may be re-hired by the Company on
contract basis if they have attained the age of superannuation and cannot
continue as regular employees.
 The rejected applications may be reconsidered within six (6) months if there
were no disciplinary grounds or fraudulent documentation background as
there is a possibility that the candidate may have acquired the required skills
set or enhance his/her education during this tenure.
2.2.1.13 The designations assigned are intended to describe the level of responsibility attached
to the job in a general manner. The Management may assign any position considered
more appropriate according to the requirement and in line with the job description.
Unzè London 11
FOR ALL EMPLOYEES
2.2.1.14 All new employees are subject to the following standards of employment.
 Any person who has been dismissed from the employment of Unzè London due to
disciplinary / misconduct reasons will not be re-employed.
 They must be legally qualified to work in Pakistan as evidenced by submitting
appropriate identity and employment authorization documents.
 They must be physically and mentally fit to perform assigned job duties.
 They must possess a valid driver’s license appropriate for any vehicle, which may
be operated in the course of performing job duties, if the job requires regular or
frequent travel.
 They must provide sample/proof of their competence in order to justify their
claim for employment.
2.2.1.15 When a candidate accepts the offer placed by HR department, the HR representative
generates an e-mail to Administration department for informing them about the date
of joining of the new employee, and also list the arrangements that are needed for
new employee from admin department i.e. arrangements of workstation, computer,
printer, extension, stationary etc.
2.2.1.16 In case of hiring at retail outlets, the HR generates an e-mail to administration

department, intimating about the employee’s expected joining date so that
administration department can provide uniform on the date of joining.
2.2.2 Terms of Employment / Appointment Letter
Scope
This policy is for appointment of Management Staff (Grade M-1 to Grade M-11) and Retail Staff
(Grade R-1 to R-5) for Unzè London.
Policy
The aim of this policy is to provide a standard written format for all appointment letters and to
ensure that the letter clearly communicates all the employment terms and conditions.
 Unzè London signs Appointment Letter with all its employees. (The Industrial and
Commercial Employment Ordinance, 1968).
 The Appointment Letter will cover major terms and conditions of the contract such as:
 Designation;
 Position
 Job Grade;
 Date of effectiveness of contract;
 Location;
Unzè London 12
FOR ALL EMPLOYEES
 Probation Period;
 Termination conditions (including notice periods);
 Confidentiality agreement; and
 Pakistan Labor Law applicability and any other employment rules that may be applicable
from time to time.
 The appointment letter must be printed on Company’s Letterhead, where original copy
signed by Executive Director Support Services and then signed by employee. A photocopy of
the original letter is made, where original letter is issued to employee and copy will be filed
in personal file of employee.
 If the terms and conditions of the appointment letter change, Unzè London will provide
employees with notice of any change in writing.
 Unzè London and its employee will honor all the terms and conditions of the appointment
letter. In case of any disagreement on interpretation of the terms and conditions of the letter,
the HR representative or company’s HR Consultant provides the interpretation and in the
event of a dispute, the Labor Law of Pakistan will prevail.
Procedure
2.2.2.1 The designated HR representative will ensure that employees receive and accept their
appointment letter. Appointment letters contain details about: function, effective
date, duration, confirmation of appointment, probation period, place of work,
termination, salary, allowances, and any other benefits.
2.2.2.2 The designated HR representative prepares the appointment letter for those
appointees where Executive Director Support Services has given approval of
appointment on Interview Evaluation Form. The Executive Director Support Services
acts as a signatory authority for appointment letters. After employee’s acceptance, the
appointment letter is given to the employee; a copy is filed in the employee’s file
while another copy is sent to the Accounts Division for payroll processing.
2.2.3 On-boarding & Orientation

Scope
This policy is for On-boarding and Orientation of Unzè London Management Staff (Grade M-1
to Grade M-11) and Retail Staff (Grade R-1 to R-5).
Unzè London 13
FOR ALL EMPLOYEES
Policy
The aim of the policy is to specify a program to introduce new joiners to the organization, work
colleagues, its culture and environment. All new employees will go through an orientation &
Induction program by HR department.
Orientation & Induction introduces employees to the vision, mission, values, structures and
policies of Unzè London. Moreover, describes its operations.
Procedure
2.2.3.1 At the Day of joining the employee will report to HR department and submit the
photocopies of his/her past credentials. HR department will issue the appointment
letter to employee and get some documents signed from the employee. These are as
follows;
 Letter of Appointment
 Joining Report.
 Bio Data Form
 Email Account Form
 Service Agreement (Only with those employees with whom prior commitments
on job offer)
 Statement of ethics
 Confidentiality Agreement
 Sales Staff Bond (Where applicable)
 Health Questionnaire Form.
2.2.3.2 After the signatures on documents the designated HR representative will start briefing
the employee about company’s vision, mission, values, structure and policies through
formal Orientation presentation.
2.2.3.3 Following the oral demonstration, the designated HR representative will issue the
employee handbook to employee or send all policies/procedures via email in order to
study in detail things that have been told during orientation; and then will take the
employee to a physical tour of the company and will get him/her introduced to all the
colleagues.
2.2.3.4 After the orientation the designated HR representative will issue an orientation
checklist to the employee, where the employee will fill the checklist and will give
his/her feedback about orientation. “The orientation checklist” will be filed into the
employee file and feedback will also be used for further improvements in orientation
program (if required).
2.2.3.5 In case of outstation hiring’s, the HR department conducts detailed orientation on

Skype and email the employee handbook for employees’ understanding.
Unzè London 14
FOR ALL EMPLOYEES
2.2.3.6 The retail staff is issued their uniforms by admin department on the day of their formal
joining after successful completion of training period. Upon receiving a joining
confirmation e-mail from Head Retail the HR department forwards the e-mail to
administration, for issuance of uniform to employee. The retail staff is issued their
uniforms after three (3) days of trial and upon satisfaction of Retail Head from
employee’s performance at trial.
2.2.3.7 Within two (2) working days of employee’s joining, the HR department completes
employee’s file and sends a copy to Accounts department, also sends an e-mail to IT
department for issuing employee’s email login. Accounts department is responsible to
open employee code within one (1) working day of receiving the documents and MIS
& IT department is responsible to open employee’s email login within one (1) working
day of receiving scan copy of Email Account Form by HRD.
2.2.4 Probation and Confirmation
Scope
This policy is for probation and confirmation of Unzè London Management Staff (Grade M-1to
Grade M-11) and Retail Staff (Grade R-1 to R-5).
Policy
The aim of this policy is to ensure that all new permanent employees and employer are able to
evaluate each other during the initial employment period. The result of probationary period
evaluation is confirmation, and/or increment and confirmation, or termination.
 All new permanent employees will be required to complete a probationary period of 3

months. However, the probationary period could be reduced or increased in written
depending upon his/her performance. The Probationary period cannot be extended to
more than nine (9) months in total.
 The management reserves the right to terminate the employment without serving any
notice, if the employee’s performance is found to be unsatisfactory during the
probationary period. (The Industrial and Commercial Employment Ordinance, 1962).
Procedure
2.2.4.1 The designated HR representative informs the Immediate Supervisor near to

completion of the probationary period (as specified in the Appointment Letter) and asks
the immediate supervisor before (3) working days of completion of probation period to
evaluate the performance of the employee on Probationary Period Evaluation form (See
Annexure).
Unzè London 15
FOR ALL EMPLOYEES
2.2.4.2 The immediate Supervisor evaluates the employee’s performance, comments on the
form and forwards the form to the Department Head within (1) working day for further
comments.
2.2.4.3 HOD put his comments / recommendations and forwards the form to the HR
Department for further action on the same day of receiving form.
2.2.4.4 The HR Department takes Approval from concerned Executive Director for the
confirmation/ Termination/ or increase in probation period of an employee and Proceed
the related action within one (1) working day of receiving form from concerned HoD.
The concerned HOD may also recommend the salary or designation change in case of it
was written in offer letter or appointment letter or if there was any other written
commitment by HRD.
2.2.4.5 In case of Termination, the designated HR representative prepares the Termination

Letter, get it signed from Executive Director Support Services, holds formal meeting
with the employee and explains the grounds for termination. One copy of the
termination Letter will be filed in the employee file while the other copy will be sent to
the Accounts Department for clearance. (If the form is filled as highly unsatisfactory).
2.2.4.6 If the concerned Executive Director approves increase in probation period of the
employee, the designated HR representative hold a meeting with the employee and
explains the decision to him/her and issue “probation Extension Letter” to employee.
2.2.4.7 If the concerned Executive Director approves upon satisfactory probation period the
performance of the employee, the designated HR representative prepares confirmation
letter or confirmation & salary increment letter, get it signed from Executive Director
Support Services, issues it to employee and files one photocopy in employee’s file
while the other copy is sent to Accounts Department to revise the salary of the
employee (if any).
Note: During probation employee can resign at any time without any notice. The company can
terminate employee during probation at any time without any reason. The employee shall receive
the salary only for the days worked (only if he/she is not found guilty of any misconduct or
fraudulence).
2.2.5 Concluding the Employment Tenure
Scope
This policy is for Management Staff (Grade M-1 to Grade M-11) and Retail Staff (Grade R-1 to
R-5) of Unzè London.
Unzè London 16
FOR ALL EMPLOYEES
Policy
The aim of this policy is to specify the conditions and process for concluding the employment
tenure.
After confirmation, Unzè London may terminate an employee by giving a one-month notice at
any time due to his/her unsatisfactory performance, any violation or breach of the provisions
contained in the Appointment Letter. Alternatively, an employee can also resign from job by
serving a notice.
2.2.5.1 Procedure for Resignation
 The services of an employee may be ceased through his resignation, under the
provision(s) defined in the Letter of Appointment/Contract.
 The employee must have to serve a notice, formally in writing, stating the reason(s)
which have led to this decision and indicating the last day of work, if applicable, as per
provisions(s) defined in the Letter of Appointment.
 Employee will inform his department head about his/her intention to resign, forward
his/her Resignation to designated HR representative for further action.
 Designated HR representative will ask the Department head for recommendation and in
cases of resignation of Head of Department, the HR will seek approval from concerned
Executive Director.
 In case the resignation is not accepted by the HOD, designated HR representative will
initiate the counseling as per circumstances till a mutual agreement is reached.
 If the concerned Head of Department / concerned Executive Director approves the

resignation will proceed for a final approval from designated HR representative.
 After approval, designated HR representative will conduct Exit interview of Employee

(see Exit Interview Form) and also issue a letter of acceptance to the concerned employee
against the resignation.
2.2.5.2 Procedure for Termination
 The services of an employee may be ceased by the company through Termination under
the provision(s) defined in the Letter of Appointment/Contract.
Unzè London 17
FOR ALL EMPLOYEES
 The company must have to serve a notice, formally in writing, stating the reason(s) which
have led to this decision and indicating the last day of work, if applicable, as per
provisions(s) defined in the Letter of Appointment.
Note: In case of breach of any of the terms of Letter of Appointment or Company rules and
regulations, or any fraudulent activity which may constitute a misconduct on employee’s
part, the services of an employee are liable to immediate termination (without any notice)
where employee will not be entitled to any compensation as a result thereof.
 Designated HR representative will inform the employee about a termination decision.
 Termination may be for many reasons. Following are some reasons:
o As a result of disciplinary action;

o Abolition of post;
o For poor performance;
o End of a fixed term contract;
o The employee having been declared medically unfit for further service.
NOTE: This is not an exhaustive list. The final authority to terminate confirmed
employee is concerned Executive Director.
2.2.5.3 Notice Period for Resignation/Termination:
 Notice period for terminations / resignation for either party (Company or Employee) will
be as per provision(s) defined in Letter /Contract of Appointment. Generally, for
permanent (Confirmed) employees, notice period will be of 30 days and for contractual
employees it will be of 7 days (or as per decided in contract).
 Where either party decides to terminate / resign without serving the required notice
period, shall pay to the other party salary-in-lieu of such a notice period (un-served)
based on the last drawn gross salary.
 The working day on which the notice of termination / resignation is served shall be
included in the notice period.
 If an employee serves resignation while on leave will be treated to have left the services
without notice on the day of proceeding on leave.
 In case of gross misconduct or serious performance concerns, the services of an employee

may be terminated with immediate effect or on one (1) days’ notice, by assigning proper
reasons and evidence; No Compensation shall be claimed by employee in such case.
Unzè London 18
FOR ALL EMPLOYEES
2.2.5.4 Clearance Procedure at Employee Exit
Policy
All the Management, Non-Management & Retail Staff members will go through formal exit
clearance procedure.
Procedure
 Clearance Certificate will be initiated and processed by designated HR representative on

last day of working of the concerned employee.
 “Clearance Certificate” signed from the Immediate Supervisor (on prescribed Form) is
mandatory for every employee leaving services of the Company to ensure that formal
handing over taking over of duties and necessary documentation has been performed.
 Disbursement of final payment and issuance of experience letter will be subject to the
Clearance Certificate. The designated HR representative, will compile all documents and
forwards to Accounts department within (3) working days of employee’s exit.
 On the other hand, the Administration department collects the Health Card and insurance
card (if applicable) need to be collected by HR representative and an intimation must be
forwarded to concerned Department in after the last working day for stopping the
insurance benefit.
 The Accounts department releases final settlements within five (5) working days of
receiving clearance documents from both the HR departments.
 After an employee leaves the company, HR department immediately intimates IT

department through e-mail so that the password of leaving employee’s email address can
be changed immediately and an e-mail forwarding can be applied so that e-mails are
forwarded to HoD’s email id as per need.
 HR Department sends a formal ‘Employee leaving intimation’ to concerned group of

people / department / vendor, with whom the exiting employee was working. Also the
alternate contact person is introduced to concerned people by HR in this e-mail.
 The Final Settlement disbursement copy should be submitted in HR Department by

Accounts Department and Retail Operations Team at Branches in order to close
employees exit file.
2.2.5.5 Waiver of Notice Period for Resignation/Termination:
Unzè London 19
FOR ALL EMPLOYEES
 The notice period to be served by the party who decided to terminate / resign may be
waived, fully or partially, by the other party to whom such notice period is due. Where
the Company or Employee agrees to a full waiver or part thereof, the party whose
obligation is to serve notice, need not pay to the other party any salary in lieu of the
notice period waived.
 Concerned Executive Director may consider waiving employee’s notice period under the
following exceptional circumstances:
o On medical grounds at the advice of registered medical practitioner e.g. disability
(fully or partially), etc.
o On compassionate grounds: e.g. death of employee or death of a family member
due to which a permanent relief from duty by the employee is necessary to attend
the family problems, etc.
o In all other situations, the request for waiver of notice shall be reviewed by the
Company based on the individual merit(s) of the case. Decision to waive shall be
at the sole discretion of the Company.
2.2.5.6 Leave during notice period for Resignation/Termination:

 Leave in any case is not allowed in Resignation/Termination Notice Period. However, as
per employee’s request, Company at the sole discretion may allow to adjust accumulated
balance of allowed leave against the notice period.
2.2.5.7 Other Terms & Conditions for Resignation/Termination:
 At the event of termination of employee from service due to misconduct, the employee
will not be entitled to any notice period or salary in lieu thereof.
 In case a contract employee is offered a permanent employment, and the service contract
is terminated as a result thereof, no compensation against notice shall be admissible. In
such a case the condition of probation period for a permanent employment may be
exempted as per sole discretion of the Management.
 An employee who has resigned or terminated, has to serve the Company properly till the
date mutually agreed. Non-compliance to this clause shall make employee liable to pay
the loss/damages caused to the Company.
 No resignation shall be deemed effective during the period of disciplinary proceedings

instituted against the employee concerned.
 In addition to the aforesaid terms and conditions, the Company reserves the right to
amend or change this policy, rules & regulations, without any prior notice, at its sole
discretion, and the amended rules & regulations shall take precedence over old one.
2.2.5.8 Specific Guidelines for Experience Letter:
Unzè London 20
FOR ALL EMPLOYEES
 No experience letter will be issued to employee if he/she is on probation and who leaves
Unzè London during first 6 months from the date of his appointment.
 No experience letter will be issued if the employee is fired or his/her employment is
terminated due to any disciplinary reason or gross misconduct.
 Internship experience letter will be issued to only those internees who successfully
completes the internship period.
 If employee needs experience letter for specific reason (i.e. further education purpose,
credit card, personal loan etc.) then the letter will be addressed to that specific
University/College/Bank etc.
 Experience letter for all employees M-1 to M-11 will be signed by Executive Director
Support Service.
2.2.6 Re-appointment
Re-appointments are not encouraged, however if re-appointment has to be done it must be
performed against an open vacancy, and not to accommodate any past employee. The decisions
of re-appointment are done on case to case basis and final authority lies with the Executive
Directors to decide re-appointment.
2.2.7 Retirement
Scope
This policy is for Management Staff (Grade M-1to Grade M-11) and Retail Staff (Grade R-1 to
R-5) of Unzè London.
Policy
The aim of this section is to outline the Retirement policy for Employees. The normal retirement
age for Unzè London employees is 55 years for females & 60 years for males.
Any extension over retirement age has to be approved by the concerned Executive Director.
After retirement, a person can be re-hired on contractual basis only.
2.3 Employment Policies for Non-Management Staff

Scope
This policy is for recruitment and selection of Non-Management Staff of Unzè London (Grade
N-1 to N-4).
Policy
Unzè London 21
FOR ALL EMPLOYEES
The aim of this policy is to adopt fair and consistent methods of recruitment and selection for
Unzè London Non-Management Staff.
 Recruitment age for entry level vacancies should preferably be above 18 and under 25
years.
 Selection criteria will be as per job skills and competencies related information
mentioned in manpower requisition form.
 The Non-Management staff will be hired on company payroll as permanent or contractual

employees.
 The non-management staff (janitors, etc.) shall be hired as a contractual staff on

company’s payroll.
 Necessary Medical test of office boys/drivers/guards working at corporate floor need to

be conducted by Admin Department.
2.3.1 Procedure for hiring of Non-Management Staff
This procedure describes the hiring of Non-Management staff that are hired at company payroll
as permanent or contractual employees. This procedure also describes hiring of Janitorial and
other administrative non-management Staff including Security Guards, who are hired either as
permanent or contractual employees.
2.3.1.1 When a job opening occurs, the Immediate Supervisor fills the requisition form and
forwards it to HR department.
2.3.1.2 Designated HR representative first assess the need of hiring, discusses it with
Concerned Head of Department and gets his approval (in case if requisition is within
the approved strength); or HR representative is required to take approval from
concerned Executive Director and Executive Director Support Services for regular
hiring (if the requisition is above the approved strength).
2.3.1.3 Upon approval, HR representative intimates about the hiring decision to Requesting
Supervisor.
2.3.1.4 The requesting supervisor and his concerned HOD call in applications from their
sources. HR representative becomes a part of non-management staff screening along
with the supervisor and HOD in order to ensure transparency.
2.3.1.5 Before Interview, all the candidates must fill an employment application form.
Unzè London 22
FOR ALL EMPLOYEES
2.3.1.6 The communication of job offer is done in oral by the HR representative and upon
consent and acceptance of offer, employee will be assigned a joining date.
2.3.1.7 On the joining date the designated HR representative takes employees’ signatures on
joining report and collects following documents from employee.
 Copy of CNIC
 Passport size photograph
2.3.1.8 The HR representative files employee documents in HR records, forwards a copy of

joining report to Accounts department for payroll and issues the attendance card to
employee.
2.3.1.9 All new employees are subject to the following standards of employment.
 Any person who has been dismissed from the employment of Unzè London due to
disciplinary / misconduct reasons will not be re-employed.
 They must be legally qualified to work in Pakistan as evidenced by submitting
appropriate identity and employment authorization documents.
 They must be physically and mentally fit to perform assigned job duties.
 They must provide sample/proof of their competence in order to justify their
claim for employment.
2.3.1.10 The newly joined candidates will then go through departmental orientation with
colleagues conducted by concerned supervisor.
2.3.2 Retirement
Scope
This policy is for Non-Management Staff (Grade N-1 to Grade N-4) of Unzè London.
Policy
The aim of this section is to outline the Retirement policy for Employees. The normal retirement
age for Unzè London employees is 55 years for females & 60 years for males.
Any extension over retirement age has to be approved by the Executive Director. After
retirement, a person can be re-hired on contractual basis only.
2.3.3 Re-appointment
Re-appointment in non-management staff is done on case to case basis and final authority lies at
the mutual decision of concerned department Head and Head HR to decide re-appointment.
Unzè London 23
FOR ALL EMPLOYEES
Forms & Letters (Chapter # 2 – Employment)
Following templates will be used during Recruitment & Selection process.

Sr.# Documents Ref. Number
1 Manpower Requisition Form
2 Candidate Information Form
3 Interview Evaluation Form – Management Staff (M5 – M11)
4 Interview Evaluation Form – Management Staff (M1 – M4)
5 Interview Evaluation Form – Non Management Staff
6 Interview Evaluation Form – Retail Staff
7 Employee Verification Form
8 Offer Letter
9 E-mail Form
10 Bio Data Form
11 Undertaking Agreement
12 Joining Report
13 Appointment letter for Permanent employee’s
14 Appointment letter for contract employee’s
15 Appointment letter for Intern
16 Statement of Ethics
17 Confidentiality Agreement
Unzè London 24
FOR ALL EMPLOYEES
Following template will be used during the Onboarding & Orientation process.
1 Orientation Checklist
Following templates will be used during the Probation & Confirmation process.
1 Probation Period Evaluation Form
2 Probation Extension Letter
3 Confirmation Letter
4 Confirmation & Salary Increment Letter
Following templates will be used during concluding the Employment Tenure process.
1 Acceptance of Resignation
2 Exit Interview Form
3 Clearance Certificate
4 Experience Letter
5 Experience letter – Internship
Unzè London 25
FOR ALL EMPLOYEES
Chapter # 3 – Compensation & Benefits

This chapter outlines the Compensation & Benefits related policies and procedures of Unzè
London. The details of all negotiated fixation of salary to the individual employee concerned
shall remain confidential. The gross salary shall be determined according to the responsibilities
(financial and people), skills, representation, and the prevailing market trends for Grades and
Designations.
3.1 Salary Segregation:

Overall salary segregation for permanent and contractual employees shall consist of the
following elements.
3.1.1 Permanent Employees

The monthly gross salary may consist of the basic salary; house rent allowance, Utility
Allowance and/ or any other benefits whichever is applicable according to the grades.
Basic Salary 60%

Housing Allowance 30%
Utilities Allowance 10%
3.1.2 Contract Employees

The total compensation of the persons engaged on contract shall consist of technical/
professional assistance fee basic salary; house rent allowance, Utility Allowance on monthly
basis.
3.1.3 Interns
Interns are paid a monthly stipend as decided in their internship contract.
3.2 Job Evaluation and Grades

Policy
Unzè London 26
FOR ALL EMPLOYEES
The aim of this policy is to evaluate jobs and accordingly allocate them to a salary structure
composed of salary Grades. The job evaluation process is based on the responsibility (financial
and people), skills and representation of the job rather than on the individual employees in the
job position. Job evaluation results are determined by the Job Factors identified in the job
evaluation process. A detailed analysis of the relative content of jobs determines the overall
company salary structure and the compensation related to salary grades. Every job is assigned to
an appropriate salary Grade and Designation. Based on the Job Evaluation System every job in
Unzè London should be assigned to an appropriate Grade as determined by the work content and
the value of the job to Unzè London. The Grades forms the basis of the Unzè London
Compensation and Benefits model.
Grading Structure with salary ranges - Management Staff
Grade Designations Gross Salary Range
M-1 Officer 15,000 – 19,999
M-2 Executive 20,000 – 29,999
M-3 Assistant Manager 30,000 – 39,999
M-4 Sr. Assistant Manager 40,000 – 49,999
M-5 Deputy Manager 50,000 – 79,999
M-6 Sr. Deputy Manager 80,000 – 119,999
M-7 Manager 120,000 – 199,999
M-8 Sr. Manager 200,000 – 299,999
M-9 Deputy General Manager 200,000 – 359,999
M-10 General Manager 360,000 – Negotiable
M-11 Director Negotiable
Unzè London 27
FOR ALL EMPLOYEES
Grading Structure with Salary Ranges – Retail Staff

R-1 Helper 14,000 – 14,999
R-2 Officer 15,000 – 16,999
R-3 Sr. Officer 17,000 – 17,999
R-4b 18,000 – 21,999
R-4a Associate Manager 22,000 – 24,999
R-5c 25,000 – 29,999
R-5b Manager 30,000 – 34,999
R-5a 35,000 – 44,999
Unzè London 28
FOR ALL EMPLOYEES
Grading Structure with Salary Ranges – Non Management Staff
N-1 Gatekeeper/ Helpers/ Sweepers/ Peon/ Jr. Store 14,000 – 14,999

Keeper
N-2 Security Guard / Driver / Office Attendant / Store 15,000 – 16,999

Keeper
N-3 Sr. Driver / Sr. Store Keeper 17,000 – 20,999
N-4 Supervisor 21,000 and above
Unzè London 29
FOR ALL EMPLOYEES
3.3 Monthly Sales Target based Incentives for Retail Staff

Sale Target based Incentives of Retail staff are linked with achieving the assigned monthly sales
target of outlet.
Following Incentives will work for Retail Staff performance.
3.3.1 Monthly Retail Sales Incentive
Unzè London gives monthly incentive to all retail staff members in order to acknowledge their
achievement of monthly sales targets. This retail sales incentive is awarded to all permanent
(confirmed) employees of Retail staff grades (Grade R2 – R5).
Performance Parameter Incentives Allocation to Outlet for Monthly

Sale Target Achievement
Unacceptable
(70.99% or less Achievement of Warning to staff
Outlet Target)
Needs Improvement + 0.5% of Achieved Sales Figure to all outlet staff as

(71% to 99.99% Achievement of per their defined gross salary proportion in total
Outlet Target) outlet payroll
Meet Expectations + 0.75% of Achieved Sales Figure to all outlet staff

(100% to 119.99 Achievement as per their defined gross salary proportion in total
of Outlet Target) outlet payroll
Exceed Expectations + 1% of Achieved Sales Figure to all outlet staff as

(120 to 139.99% Achievement of per their defined gross salary proportion in total
Outstanding + 1.25% of Achieved Sales Figure to all outlet staff

(140% or above Achievement of as per their defined gross salary proportion in total
Unzè London 30
FOR ALL EMPLOYEES
 Every Outlet will be considered as one profit center and will be assigned a sales target.
 Incentives will be given only if retail targets are met. Incentives will be given based on
individual gross salary. i.e. If an outlet achieves its sales target all the retail sales staff
members will get incentive as per above table according to each individual’s gross salary.
 Helpers are not entitled for sales incentives/commissions.
3.3.2 Quarterly Performance Incentive (Management Staff)
Unzè London gives quarterly performance incentive to all of its staff members in order to
acknowledge their performance at the end of quarter and to motivate employees to work for
excellence. This quarterly performance incentive is awarded to all permanent (confirmed)
employees of management staff grades (Grade M1 – M11) according to their quarterly
performance rating. The incentives are listed in table below;
Performance Incentives Allocation

Parameter
Unacceptable Warning to staff member

(Marks 0-30)
Needs Improvement (a) Nil + Counseling for better performance

(Marks 31-45)
Needs Improvement (b) Nil + Counseling for better performance

(Marks 46-60)
Meet Expectations (a) + 5% of monthly Gross salary at the end of quarter

(Marks 61-75) (5% * 3 months)
Meet Expectations (b) + 7.5% of monthly Gross salary at the end of quarter
(Marks 76-90) (7.5% * 3 months)
Exceed Expectations + 10% of monthly Gross salary at the end of quarter

(Marks 91-100) (10% * 3 months)
Unzè London 31
FOR ALL EMPLOYEES
3.4 Benefits and Facilities

The aim of this section is to detail the employee benefits and facilities for permanent staff of
Unzè London.
3.4.1 Advance Salary
Policy
Advance salary (equivalent to the gross salary for a maximum of days present till 10 th of that
month) will be granted only if all the policy conditions are met. This policy is applicable for
permanent (confirmed) employees in all grades of Management, non-management and retail staff
cadre.
 Management strictly discourages advance salary as a practice.
 This facility will be entirely available at the discretion of the management of Unzè
London.
 Advance salaries are only allowed in special circumstances in which there may be a
legitimate medical emergency an employee may request advance salary. This advance
will be deducted in month end with the salary of employee.
 For taking the advance salary, employees must fill the Advance Salary Request Form
available with Administration/Accounts Department.
 Any employee cannot request advance more than 3 times a year.
 Any employee can draw maximum of 33% of his/her monthly salary as advance.
3.4.2 Provident Fund
Scope
Company provides Provident Fund for all permanent confirmed employees of Management Staff
grades (M1 – M11), Retail Staff (R1 – R5) and Non-Management Staff (N1 – N4) who want to
enroll themselves up in the company’s Provident Fund.
Policy
Provident Fund contribution equal to 8.33% of Basic Salary is made by the Company on behalf
of all permanent confirmed employees of the company, upon matching deduction of 8.33% of
Basic Salary from the employee’s monthly salary. The employees of Unzè London are registered
under the group’s parent company, Unzè London Provident Fund Rules.
Procedure
 All employees, upon confirmation of service, shall be given the option of Provident Fund
contribution.
Unzè London 32
FOR ALL EMPLOYEES
 If the employee opts to have the Provident Fund Benefit, then an amount equivalent to 8.33%
of employee’s Basic Salary will be deducted and deposited in to Employee Provident Fund
Account, and simultaneously a matching amount equivalent to 8.33% of employee’s Basic
Salary will be deducted from his/her salary and contributed to the fund.
 If any employee does not want to avail provident fund, no substitute monetary amount would
be given to him/her, nor will the deduction of 8.33% will be made from his/her salary.
 The employee shall be entitled to profit/loss disbursements from the Provident Fund, which
shall be distributed to all participating employees on a yearly basis.
 At the time of conclusion of service, the employee will be entitled to claim the balance
amount of his/her portion of the Provident Fund as per provident fund rules.
Provident Fund Rules
THE FUND
The Fund shall be called UNZE LONDON, EMPLOYEES PROVIDENT FUND and shall
consist of all sums contributed by Unzè London, and its employees who are members of the
Fund, income accruing thereon and any other accretions thereto by investment or otherwise, in
accordance with these Rules.
OBJECTS
The objects of the Fund are to accumulate certain sums for the benefit of the employees of Unzè
London, and their families in the event of the employee’s termination of services resignation,
retirement or death.
EFFECTIVE DATE
These Rules shall become effective from the July 2017.
DEFINITIONS
In these Rules, unless there is anything repugnant in the subject or context:
 “Accumulated Balance” means balance due to the credit of a member or such portion thereof,
as may be claimable by him, under these Rules on the day he ceases to be an employees of
the company.
 “Company” means the Unzè London and its branches situated in Pakistan.
 “Contribution” means any sums credited by or on behalf of any member, out of his salary or
by the Company out of its own moneys, to the individual account of a member in the Fund,
but does not include any sum credited as interest/profit.
 “Employer” means the Company.
 “Employee” means a permanent employee of the Company but does not include a domestic
or personal servant.
Unzè London 33
FOR ALL EMPLOYEES
 “Family” means any of the following persons who reside with and are wholly dependent on
the employee, i.e. spouse, legitimate children step children, parents, unmarried sisters and
minor brothers.
 “Financial Year” means the period beginning on the first day of July and ending on the last
day of June.
 “Fund” means the UNZE LONDON, EMPLOYEES PROVIDENT FUND TRUST,
established by the Company, for the benefit of its permanent employees.
 “Member” means an employee who is a member to the Fund.
 “Month” means the calendar month.
 “Rules” mean these Rules as in force for the time being.
 “Salary” means the basic salary excluding all sorts of allowances, i.e. house rent,
conveyance, overtime, leave encashment, bonus, commission, reward, honorarium, time
payments and other remuneration.
 “Trust” means UNZE LONDON, EMPLOYEES PROVIDENT FUND TRUST.
 “Trustees” means the Board of Trustees constituted under the instrument of trust for the
management and control of the Fund.
 “Trust Deed” means UNZE LONDON, EMPLOYEES PROVIDENT FUND TRUST.
QUALIFICATIONS & CONDITIONS OF MEMBERSHIP
Every permanent employee of the Company shall have the option to become a member of and
subscribe to the Fund subject to the following conditions:
 He is drawing a salary which is not less than the minimum wages for the time being enforced
as per Minimum Wages Act.
 He is working as permanent (Confirmed) employee in the Company.
 The question whether a person is a permanent employee or not will be decided by the
Company.
 No member shall be permitted to resign from the membership of the Fund while in the
permanent services of the Company.
 Any member ceasing to be an employee of the Company shall automatically cease to be a
member of the Fund.
Every employee of the company entitled and applying for the benefits of the Fund shall be
required to sign a written declaration in the prescribed from “A” that he has read or understood
these Rules and agrees to abide by them.
CONTRIBUTION
1. Each member shall be required to subscribe 8.33% of his basic salary toward the Fund.
Unzè London 34
FOR ALL EMPLOYEES
2. The contribution of each member shall be deducted by the Company from his salary at
the usual time of payment of such salary and shall be paid over by the Company to the
Trustees at the end of each month, for credit to the members” individual account. The
member shall authorize the Company to make such deductions by means of singed letter,
as per from “B” appended herewith.
3. The contribution of member, absent on leave, shall during the period of such absence, be
calculated on the salary paid to him during such absence.
4. The Company shall pay on the last day of its financial year or month, a sum equal to the
aggregate contribution made by the members of the Fund, provided that nothing
contained herein will debar the Company to make payment of its contribution monthly.
The sum so contributed shall be apportioned by the Trust, by crediting to each member’s
account a sum equal to the amount contributed by such member.
PROFIT
 On the last date of the financial year of the Trust, the Trustees shall credit to each
member’s account profit as determined after consideration of the expenses of the Trust,
as reflected in the financial statements.
 If a member dies or becomes entitled to payments of his own contribution and/or that of
the Company before the accounts of the Company for the year are made up, profit
payable on the member’s own and/or company’s contribution for such period as has not
been included in the previous year’s account shall be calculated at the rate fixed for the
last preceding year, in accordance with the provisions of Rule 8(a).
EXPENSES OF MANAGEMENT
The Trust shall be responsible for payment of the expenses of management of the Fund including
auditor’s fee, clerical assistant, cost of account books and stationary. Such Expenses shall be met
from the income, profits or interest arising and accruing to the Fund and not from the capital.
INVESTMENT
 The moneys of the Fund not immediately required for the purpose of the Fund shall be
invested in the name of the Fund, as the Trustees may select, in accordance with the
provisions of the section 227 of the Companies Ordinance, 1984. The Trustees shall have
power to dispose of the investment and to re-invest the proceeds, in such other securities,
as are authorized by the said section 227 of the Company Ordinance, 1984.
 Any loss or diminution in value of the investment of the Fund shall be borne by the Trust
and the Company shall incur no responsibility on account therefore.
 THE Trust will not recognize any charge, lien or attachment order whatsoever, on the
amount lying to the credit of an employee, in the Provident Fund Account.
NOMINATION
Unzè London 35
FOR ALL EMPLOYEES
 Each member shall on joining the Fund, nominate as per from “C” appended herewith,
any person or persons who shall be entitled to receive the accumulated balance, due, in
the event of the member’s death, while in the service of the Company. If a member
nominates a person who is a minor or under disability to give a legal receipt or discharge
to the Trustees, the member shall at the time of such nomination, appoint a person of full
age and ability , who is capable of giving a legal receipt and discharge to receive
payments of the amount standing to the credit of the member for and on behalf of the
nominee, if he is still be a minor or under disability at the time the payment is to be made
and the receipt of the said person of full age and ability, shall be a good discharge to the
Trustees in the aforesaid case , the member shall make his nomination as per From “D”
appended herewith.
 If a member nominates more than one person under Rule 11(a), he shall specify the
amount of share payable to each of the nominees, in such manner, as to cover the whole
of the accumulated balance due.
 The members may change their nominations from time to time and inform the Trustees
accordingly.
 In the absence of a nominee, on the death of a member payment of the accumulated
balance due to the estate of the deceased member shall be made to his heirs, executors or
administrators, as determined by the Trustees and such payment shall be deemed to be a
good discharge against all claims on the Fund.
 Every nomination or change in nomination by a member shall to the extent that it is valid,
to the effect, on the date on which it is received by the Trustee.
ASSIGMENTS, ETC
Except so far as the nomination prescribed by these Rules operates, as such no assignment,
mortgage or other disposition of money standing to a member’s credit shall be recognized by the
Trustees.
PAYMENT
 The accumulated balance due to a member shall be payable to him on the day he ceases
to be an employee of the Company. Payment will be made upon claim by the person
entitled to receive payment and shall include profit (determined as stated in Rule 8)
 Any amount payable by the member to the Company as advised by the Company may
subject to law be deducted from the accumulated balance due at the time of final payment
to him.
 Any amount payable by the member on account of Income Tax under Rule 4, 5 and 6 of
the Sixth Schedule of the Income Tax Ordinance 2001, shall be deducted from the
accumulated balance due at the time of final payment to him. Income Tax so deducted
shall be paid by the Trustees to the proper authority without delay.
 If Payment is not claimed within three years from the date such payment is due, the
accumulated balance due to the member shall lapse absolutely to the Fund and will be
credited to the Fund’s Laps and Forfeiture Account (described in Rule 14).
Unzè London 36
FOR ALL EMPLOYEES
 The amount payable at the time of final payment will be ascertained and determined by a
certificate singed by two of the Trustee and payment of such amount so certified to the
member or other person entitled hereto under these Rules shall operate as full and
sufficient discharge of all liabilities of the Fund and of the Trustees in respect thereof.
LAPSE & FORFEITURE
All lapse and forfeiture occurring at any time all profits earned at any time on the sale of
investment and all balances due to the ex-member of the fund remaining unclaimed after three
years shall be transferred to a separate account to be called the “Lapse and Forfeiture” Account
in the books of the Fund and shall be used and applied by the Trustees for:
 Meeting the losses to the Fund from any cause whatsoever not being on account of
default of the Trustees.
 The benefit of the members, ex-members and dependents of deceased members.
 Such other purpose connected with the Fund, in such manner as the Trustees shall in their
absolute discretion think fit.
ACCOUNTS
1. The accounts of the Fund shall be maintained by the Trustees in such from and for such
period and shall contain such particulars as the Federal Board of Revenue may prescribe
from time to time.
2. The accounts of the Fund shall be made up yearly as at the end of each financial year,
audited each year by an auditor appointed by the Trustees with the approval of the
Company. The auditor shall be a Chartered Accountant and such a person who is
qualified to act as an auditor of a Company quoted on the Stock Exchange within
Pakistan.
3. A separate account shall be kept in respect of each member showing not only the amount
of his personal contribution with profit thereon as it accrues, but also his share of the
contribution of the Company with profit.
4. A statement of account of each member shall be made at the end of each financial year
and each member shall be required to sign and return such statement to the Trustees
signifying thereby that the amount shown therein as standing to his credit on that date is
correct.
5. The annual returns regarding member’s balances, withdrawal position etc., as required
under the Income Tax Rules in force shall be prepared and submitted to the concerned
Income Tax Officer within the stipulated period.
PERMITTED WITHDRAWL
Subject to the provisions of rules 17, 18 and 19 withdrawals by employee from accumulated
balance are allowed by the Trustees of the Provident Fund in the following circumstances,
namely:
 To pay expenses in connection with the illness of a subscriber or a member of his family;
Unzè London 37
FOR ALL EMPLOYEES
 To meet the expenses on purchases of a motor cycle or scooter provided that

authenticated copies of documents substantiating such purchase are deposited with the
Trustees of the Fund;
 To pay the overseas passage by reason of health or education of a subscriber or a member
of his family;
 To pay expenses in connections with marriages, funerals or ceremonies, which, by the
religion of the subscriber, it is incumbent upon him to perform and in connection with
which it is obligatory that expenditure should be incurred;
 To pay expenses in connection with the performance of Hajj by the subscriber;
 To meet the expenditure on repairs, renovation or extension of a residential house
belonging to the subscriber;
LIMITS ON WITHDRAWALS
Withdrawals permitted under these Rules shall not exceed the following limits namely-
a) in the case of withdrawals permitted under clause (a), (b), (c) or (d) of rule 16,
six months’ salary of the subscriber or the total of accumulated balance to his
credit, whichever is the less;
b) in the case of withdrawals permitted under clause (e) of rule 16, six months’
salary of the subscriber or twenty-five thousand rupees or the total of the
accumulated balance to his credit, whichever is the lowest;
c) in the case of withdrawals permitted under clause (f) of rule 16, thirty-six
months’ salary of the subscriber or the total of the accumulated balance to his
credit, whichever is the less;
For the purpose of this rule: -
a) “accumulated balance” means the total of the accumulations of exempted

contributions and exempted interest contained in the balance to the credit of
the employee at the time of withdrawals;
b) “family” means the employee’s wife, legitimate children, step children,
parents, sisters and brothers who reside with the employee and are wholly
dependent on him; and
c) “salary” means the salary as defined in clause (h) of rule 14 of part 1 of the
Sixth Schedule to the Ordinance to which the employee is entitled at the time
when the withdrawal is granted
SECOND WITHDRAWALS
1. Save as provided in clause “b” of this Rule no second withdrawal from Provident Fund
shall be permitted until the sum first withdrawn has been fully repaid.
Unzè London 38
FOR ALL EMPLOYEES
2. A withdrawal for any one of the purposes specified in rule 16 other than specified in
clause (a) of that rule may be permitted not withstanding that the sum or sums withdrawn
for the purposes of clause (e) of rule has or have not been repaid.
REPAYMENT OF AMOUNTS WITHDRAWN
1. The amount withdrawn shall be repaid in not more than forty-eight equal monthly
installments and shall bear profit in accordance with the following, namely: -
i) Withdrawals which are repaid The rate of mark-up fixed by the Federal
…in not more than twelve …monthly Government under rule 3(b) of Part-I of the
installments. Sixth Schedule to the Ordinance payable in
the form of one additional installment.
ii) Withdrawals which are repaid …in The rate of mark-up fixed by the Federal
more than twelve but not …more than Government under rule 3(b) of Part-I of the
twenty-four monthly …installments. Sixth Schedule to the Ordinance payable in
the form of two additional installments.
iii) Withdrawals which are repaid … The rate of mark-up fixed by the Federal
in more than twenty-…..four but … Government under rule 3(b) of Part-I of the
not more than thirty-…..six … Sixth Schedule to the Ordinance payable in
monthly installments. the form of three additional installments.
iv) Withdrawals which are repaid in The rate of mark-up fixed by the Federal
….more than thirty-six monthly Government under rule 3(b) of Part-I of the
….installments. Sixth Schedule to the Ordinance payable in
the form of four additional installments.
Unzè London 39
FOR ALL EMPLOYEES
2. For the purposes of sub-rule (a) and at the discretion of the trustees of the fund, profit
may be recovered on the amount withdrawn or the balance therefore outstanding from
time to time at 1 per cent above the rate which is payable for the time being on the
balance in the fund to the credit of the subscriber.
3. Where an employee contributing to the fund elects not to receive any profit accruing on
his accumulated balance, no profit shall be charged on the amount withdrawn by him
from the fund.
4. The employer shall deduct such installments payable under sub-rule (a) from the
employee’s salary and pay them to the trustees commencing from the second monthly
payment made after the withdrawal or, in the case of an employee on leave without pay,
from the second monthly installment after his return to duty.
5. In the case of default of repayment of installments under sub-rules (a) and (d), the
commissioner may at his discretion, order that the amount of withdrawal or the amount
outstanding shall be added to the total income of the employee for the year in which the
default occurs and the employee shall be assessed accordingly.
WINDING UP OF FUND
1. The Trustees may at any time with the consent of the Company and shall if so directed by
the Company, on giving at least six months’ notice in writing to each member personally
or by sending the same by registered post to his last known address or by pasting such
written notice in a prominent place in the office of the Trust, wind up the fund and
distribute its net assets as determined according to these Rules to the members and
thereafter the Fund shall cease to exist and these Rules shall cease to have any effect
other than for the purpose to determine any right or title or exercising any powers or
discretions in relation to the winding up or the distribution of the assets. No person not
already a member of the Fund shall be admitted as a member of the Fund after the
issuance of notice as aforesaid. In the event of the Company going into the liquidation
whether voluntarily or compulsorily (save for the purpose of amalgamation), the Fund
shall automatically cease and Trustees shall thereupon wind up the Fund and distribute its
assets as provided in these Rules.
2. The balance available for distribution to the members on winding up the Fund which will
consist of the sale proceeds of all of the investments of the Fund and the proceeds of
realization of its other assets together with the cash balance then available after making
provision for the payment of all expenses in connection with the closing of the Fund and
any other liabilities shall be distributed among the members in proportion to the
accumulated balances due to them respectively.
3. Prior to the final distribution of its assets, the Fund’s accounts shall be audited and the
value of distributable assets shall be certified by the Funds’ auditor.
NOTICES
Unzè London 40
FOR ALL EMPLOYEES
For the purpose of these Rules a notice to the members may be given by exhibiting the same in a
conspicuous place in the office of the Trust at Faisalabad. A notice to the Trustees may be given
by sending the same through the post or by delivering the same by hand to the Chairman of the
Trust or to the Secretary of the Trust.
ADDITIONS, ALTERATIONS, ETC.
The Trust shall have the power to alter, vary, add, remove or substitute these Rules at any time
subject to the previous sanction of the Company and the approval of the Commissioner of
Income Tax, provided that no such change shall have retrospective effects so as to effect the
rights existing on the date of change in respect of the sums then to the credit of member’s
account.
ARBITRATION
1. Any difference or dispute arising between the Trust and/or Company and Provident Fund,
shall be referred to arbitration. Such arbitration shall be held by two persons, one to be
nominated by each of the contesting party. In case the arbitrators disagree, they shall
appoint an Umpire. The decision of the arbitrators or the Umpire, as the case may be,
shall be final.
2. Nothing in these Rules will prejudice the rights of the Company to claim and recover any
losses, damages or amount legally due from any employee by other lawful means.
GENERAL
1. Save as herein provided under rule 23(b), the entire accumulated balance due to an
employee in the Provident Fund account shall be payable on the day he ceases to be
employee of the Company.
2. The employer shall not be entitled to recover any sum whatsoever from the Fund, save in
cases where the employee is dismissed for misconduct or voluntarily leaves his
employment otherwise than on account of ill-health or other unavoidable cause before the
expiration of the term of service specified in this behalf in the regulations of the Fund.
3. Provided that in such cases the recoveries made by the employer shall be limited to the
contributions made by him to the individual account of the employee, and to profit
credited in respect of such contributions in accordance with the regulations of the fund
and accumulations thereof.
4. The Fund shall consist of contributions as above specified, received by the Trustees, or
accumulations thereof, and of profit credited in respect of such contributions and
accumulations, and of securities purchased therewith and of any capital gains arising
from the transfer of capital assets of the fund, and of no other sums
3.4.3 Annual Bonus
Scope
Unzè London 41
FOR ALL EMPLOYEES
All Permanent Confirmed Employees of Management Staff (M1 to M11), Retail Staff (R1 to R5)
and Non-Management Staff (N1 – N4).
Policy
The Company may make, at the sole discretion of the board of directors, a payment of bonus,
depending on the corporate performance and profitability to all the permanent confirmed
employees of the organization both in management & Non Management staff cadres.
a) Employees having completed at least 6 Months with the Organization after their
confirmation will be eligible for the bonus.
b) The Bonus calculations are made by considering 30th June as cut-off date, but are paid
any time during July to December every year.
c) Those who have less than one year tenure at the time of bonus, will be paid half bonus.
d) A single bonus equals the last drawn monthly Gross Pay of the Employee.
3.4.4 Laptop Issuance
Policy
The aim of this policy is to provide the guidelines applicable to provide Laptop to employees of
Unze London.
Eligibility For New Laptop
Employees of Grade M-7 and above are eligible for Laptop of amounting Rs. 60,000
(Maximum). The Heads of Departments will be issued laptops for their office work despite of
their grade. However other than the heads of departments, the allocation of laptops shall be made
only to those staff members whose job nature require laptop.
Effective Period
The Laptop will be provided to employee for 36 Months and after the lapse of said period, the
Laptop will be returned to HR Department and new set will be provided.
Old Laptop will be sold in accordance with the procedure mentioned below under the heading of
Disposal of Laptop.
In case of theft of Laptop due to theft etc, employee will inform the HR Department about the
incident to update the record. New Laptop will be provided to employee only after completing 36
months of previous laptop’s issuance. In the meantime employee shall work through the desktop
systems.
Disposal of Laptop
Unzè London 42
FOR ALL EMPLOYEES
If the employee leaves before expiry of 36 months or laptop term of 36 months expires and
employee is still continuing the job, in both cases the employee has to return the Laptop to HR &
Administration Department. HR&A will make arrangement to sell the Laptop in Market. If
employee wants to purchase the Laptop. He/she will be given priority. Head of HR&A will
confirm the market price of the set and set will be sold to employee at 10 % discount on market
price. The price verified by the head of HR&A will be the final.
Repair & Maintenance
In case of any minor fault / minor damage of Laptop, the repair charges will be borne by the
Unze London
If Laptop is irreparable, new set will be provided to employee only on special approval from
Director Support Services on solid grounds.
Procedure of Laptop Issuance
Upon Joining of a new eligible employee, HR & Administration Department will take Executive
Director Support Services’ Approval for purchase of Laptop as per limit mentioned above.
Laptop will be issued to employee on Official Form for Laptop Issuance.
If the employee leaves the company before 36 Months he has to return the laptop to company.
However if any employee wants to retain the laptop, he shall request for Executive Director
Support Services’ Approval through HR&A and upon Director Support Services’ Approval
employee can pay the market price (as taken by HR&A) and retain the laptop.
Unzè London 43
FOR ALL EMPLOYEES
3.4.5 Mobile Phone Limits/Usage
Unzè London issues Mobile limits or allowances to staff as per the allocations to their respective
Grades. Mobile Limits are given to employees on monthly basis along with their salaries only if their job
role justifies the allocation of a mobile limit
Scope
Applicable to the permanent and contractual employees of Unzè London in all Management and
Non-Management Staff Grades.
Eligibility
Grade Issuance Mobile Limit
M-11 5000 per month

Permanent
M-10 4000 per month
M-9 2500 per month
M-8 2500 per month
M-7 2000 per month
M-3 to M-6 On Job Need 1500 per month
M-1 to M-2 1000 per month
M-1 to M-2 500 per month

N-1 to N-3
Unzè London 44
FOR ALL EMPLOYEES
3.4.6 Overtime
Scope
Overtime policy is applicable to non-management staff employees.
Policy
Company Discourages overtime as a practice. However, in cases where overtime is un-

avoidable, the concerned department In-charge fills overtime request form, get it approved from
concerned department head and forwards to HR & Accounts Departments.
Company defines Overtime as the amount of time someone works beyond normal working
hours. In one-day overtime cannot exceed 3.5 hours. Thereby making sure that a worker’s total
working hours in a day including overtime shall not spread over more than 11.5 hours in any
day. The overtime hours are compensated at Single rate of pay.
Eligibility Criteria
Overtime hours will not apply to persons in management staff. The Overtime shall be only paid
to only those permanent, contractual based employees in non-management staff whose overtime
is approved on Overtime Approval Form. The overtime is calculated under following formulas
where a month is considered of 26 days.
The Overtime is calculated as under;
Hourly Overtime = {(Monthly Gross Salary / 26) / 8} * 2
Overtime food allowance
 Moreover, the non-management staff cadre is given PKR. 100/- as food allowance for the
day if they do overtime up to 3.5 hours in any day with the approval of their Head of
Department.
 For Management staff the people who stay more than 3 hours for company’s work that is
pre-approved by their immediate head are paid PKR. 200/- for their Meal from company.
 During Ramzan if an employee of Management or No Management staff stay more than
3 hours for company’s work that is pre-approved by their immediate head are paid PKR
250/- for their Iftar from company.
3.4.7 Health / Medical Insurance:
Unzè London 45
FOR ALL EMPLOYEES
Scope
Company provides Health insurance option for all permanent confirmed employees of grades M1
– M11 who want to enroll themselves up in the company’s insurance plan.
Policy
XYZ is the official Insurance vendor for health Insurance. This benefit is applicable to
employees upon employee’s confirmation with the company. Under the health insurance benefit,
company pays 100% of the premium of insurance only for the employee’s own, his spouse and 2
Kids treatment which is applicable for following services only.
* For details on Insurance plan, the health insurance policy rules issued by insurance company
for Unzè London, must be considered (See Annexure).
Grades Insurance Plan

Grade M1 – M4 Plan C
Grade M5 – M5 Plan B
Grade M9 – M11 Plan A
Unzè London 46
FOR ALL EMPLOYEES
3.4.8 General Life Insurance:
Scope
Company provides Life insurance option for all permanent confirmed employees of grades M1 –
M11 who want to enroll themselves up in the company’s insurance plan.
* For details on Insurance plan, the life insurance policy rules issued by Insurance company for
Unzè London, must be considered (See Annexure).
Policy
_____ is the official Insurance vendor for life Insurance. This benefit is applicable to employees
upon confirmation of employment with company.
3.4.9 Interest Free Bike Purchase
The Eligible permanent employees of Management Staff Cadre Grade M1-M6 may apply for
interest free bike purchase from the company.
Management Grades CC
M1 to M4 70
70 or 125 (as per

M5 to M6 employee choice)
Unzè London 47
FOR ALL EMPLOYEES
Rules for Interest Free Bike
1) Employee can apply after one year of confirmation.

2) Unzè London would buy the bike in its own name with 100% payment
3) Unzè London will issue the bike to employee through proper handing over form
4) Employee will be responsible to get the bike installments (70% of total price) deducted
from his monthly salary within next 24 Months in equal installments. No relaxations shall
be made by company in return schedules. Any employee cannot re-apply for bike before
completion of 1 year after his first installment term is over.
5) After completion of 24 installments company transfers the bike to employee name.
6) This option may be suspended based on availability of funds
Bike Maintenance:
It is the sole responsibility of employee to maintain bike at his/her own resources
3.4.10Car Policy
Purpose
The purpose of this policy is to define the guidelines for car issuance for the employees.
Scope
This policy is applicable to the permanent (confirmed) employees of Unzè London who are in
Management staff cadre M7 to M11.
Eligibility & Mode of buying
This Policy is applicable on Management Staff Only. Eligibility Criteria for Car Benefit is given
as under;
 Those employees in Management Staff Cadre (Grade M7 to M11) can apply for car after
their confirmation whose decision for car has been made by management at the time of
joining.
Mode of Buying Car and Company Contribution
Unzè London 48
FOR ALL EMPLOYEES
 Unzè London would buy the car in its own name with 100% payment. At the time of
purchase, company gets the car insured (for theft and major accidents) and insurance
premium is borne 50% each by employee and employer. (Insurance premium is deducted in
12 installments from employee’s salary each year)
 Unzè London will issue the car to employee through proper handing over form under a car
loan agreement.
 The employee has to pay 50% of Car price in 60 or less installments to company under a Car
agreement, whereas company will facilitate the employee to attain the car in easy interest
free installments. This installment will be deducted monthly from salary. After completion of
agreed installments, company transfers the car to employee name.
 If during the tenure, where the installments are still remaining and employee decides to quit
job, the car will remain company’s property and company will not re-imburse any amount
paid by employee and the installments contributed by employee will be considered as the car
rental paid by employee during his employment tenure. (In this way company will recover its
loss which has been occurred due to investing in a car for employee).
 If during the tenure, where the installments are still remaining and company decides to
terminate employee, company will pay the installments amount contributed by employee in
lump sum to the employee and retain the car.
 Employee is entitled to the amount of a “New Car” as assigned against their grade, if
employee opt for a used car of higher CC as allocated to their grade, employee will only be
issued the amount entitled for a new car where the additional sum shall to be borne by
employee at the time of purchase. Company will not adjust that amount in installments.
Based on the functional requirement and subject to the availability of funds, the eligibility for car
for various grades of senior management and employees will be according to the following:
Grade CC
M7 1000cc
M8 1300cc manual
M9 1300cc automatic
M10 1600cc
M11 1800 cc
Unzè London 49
FOR ALL EMPLOYEES
* Car Type Entitlements can change according to market conditions and prevailing cars at the
time.
Condition of Vehicles:
The company will provide Standard vehicles according to the entitlement. The concerned
Employee will be responsible to maintain the vehicle in good working condition.
Maintenance
 All Employees are expected to keep vehicle in good running condition

 The company shall bear the cost of registration
 Employee shall bear the cost of annual road tax
 Expense of seat covers and central locking system will be borne by employee
 The vehicle shall be maintained according to the parameters laid by the manufacturer in
owners’ manual.
 In case of total loss of vehicle (theft, accident, etc) it will be employee’s responsibility to
pay off the car’s installments to company as agreed in car loan agreement.
 Company shall not be responsible for any sort of traffic violation, fine/punishment
committed by the driver of the vehicle.
 During vehicle maintenance, the company will not provide alternate arrangement, nor will
the company bear any cost of transport during the time.
Replacement
An employee can request for buying new car after the completion of previous installment plan.
In case the employee is promoted to the next level before the maturity of the car, then he will be
using the same car till the time of its maturity.
Car Fair Usage
Until the completion of car installments is to be used with care, during maturity if car is deemed
to be in a bad shape or there is significant damage to interior or exterior due to negligence, the
company may fine the employee.
3.5 Monthly Payroll Processing

Policy
Unzè London 50
FOR ALL EMPLOYEES
The aim of this policy is to have a standard and efficient salary payment system for Company
payroll processing. Salary is paid through the normal payroll process handled by the Accounts
Department.
Procedure for Salary Administration
3.5.1 All information related to salary calculation i.e. deductions or additions which has an
impact on the payroll entitlements (i.e. overtime, absences, late comings, early exits etc.)
should be sent by the Human Resource Department to the Accounts Department; on 2 nd
day of the month.
3.5.2 The payment report including details on salary payments, deductions or additions for the
month should be prepared by Accounts dept. till the 3rd day of every month.
3.5.3 The payment report is checked and approved by the Executive Director Support Services.
3.5.4 After Approval the accounts department process the salaries/advances as follows;
 All Permanent and Contract employees of Management Staff (M1 to M11) and
Retail Staff (Grade R1 – R5) shall be paid their monthly salaries through Bank
Accounts.
 All employees of Non-Management Staff (N1 to N4); can be paid their monthly
salaries through Cash. The Accounts Department distributes the salaries among
workers.
3.5.5 The Salaries are disbursed on 4th day of every month. If this is not a working day, this is
initiated on the working day after this date.
3.5.6 The pay-slips must be made for all employees which have all information related to the
calculation of the salary will be given to all employees while disbursing payments.
3.6 Salary Taxation

 Company deducts withholding income tax on employee salaries under the taxation bars
and submits on employee’s behalf.
 All employees are responsible for ensuring that their legal obligations in respect of all
forms of personal taxation are fully met.
3.7 Annual Grade Slabs Review
Unzè London 51
FOR ALL EMPLOYEES
Policy
The aim of this policy is to allow for the increase in salaries to provide for increases in the cost
of living and changes in economic indicators in the country.
The salary structures are reviewed once a year to account for substantial increases in cost of
living standards and adjust the inflation Levels. The allowances are also adjusted once a year to
account for any changes in the market levels. The reference index used will be the Retail Price
Index. Any changes or adjustments in the salary structures will need the approval of the
Executive Directors.
3.8 Settlement of Accounts on End of Service

At the end of the service of any employee the Accounts Department prepares settlement of
accounts showing all the amounts due, to and from the employee. This is forwarded to the
employee. The employee must revert to the Accounts Department within seven working days to
seek clarifications, if required.
The final settlement of an employee’s account on separation is calculated as follows:

Gross salary up to the last working day and including:
 Pay and allowances (if applicable); and

 Deductions for any amounts outstanding such as: Gross salary and allowances in lieu of
notice where the employee has not given sufficient notice, advance or excess payments in
respect of gross salary or any other amounts which remain outstanding will either be
recovered in cash or deducted from his payments.
 Employee loan balances, lended items (laptop, phone set, etc.)
Other Guidelines
 If the last salary which was due to an employee (at the time of his/her departure from
Company), is not sufficient to recover the dues of Company in the form of notice pay,
loss/damages then the remaining amount may be recovered from him/her in cash.
 If the employee leaves without giving notice, then one month’s salary in lieu of notice
will be deducted.
Templates
Following templates will be used in Compensation & Benefits procedures.
1 Consent – Request for Provident Fund
2 Laptop Issuance Form
4 Nomination of Provident Fund
5 Request for withdrawal of Provident Fund
Unzè London 52
FOR ALL EMPLOYEES
6 Vehicle Handing Taking Over
Chapter # 4 - Travel Administration

This chapter outlines the policies and procedures related to Travel Administration at Unzè
London.
4.1 Official Local Travel

Policy
This policy covers all employees of Management, Retail and Non-Management staff grades (M1
to M11, R1 to R5 and N1 to N4). The aim of the policy is to discuss Local Travel for official
purposes within city by an employee if he/she uses personal or public transport.
4.1.1 Approval Requirements
The employee shall get the approval on “Request for Local Travel” from his/her Head of
Department prior to travel.
4.1.2 Mileage Allowances
 Where the company pays Air, Rail, Road fare no separate mileage allowance will be paid
for that journey. However, all employees not using company’s conveyance can claim
actual Taxi/Rickshaw fare as per entitlement from residence/Hotels to Airport, Railway
Station, Bus stand and back as per actual.
 For all employees using own/personal vehicles for official tours will be reimbursed along
with toll receipts as per following:
Cars (1300 cc and above) 1 Liter of fuel for every 10KM of travel
Cars (1000 cc) 1 Liter of fuel for every 11KM of travel
Cars (800 cc) 1 Liter of fuel for every 12KM of travel
Motorcycle 1 Liter of fuel for every 40KM of travel
For 1300 cc and above cars Rs. 2/KM, for 800 cc – 1000 cc cars Rs. 1/KM and for bikes Rs
0.50/KM will be maintenance allowance to be paid to employee for official duty on employee’s
personal car/bike.
Unzè London 53
FOR ALL EMPLOYEES
4.1.3. Local Travel Re-imbursement
 The ‘Request of Local Travel Form’ & ‘Local Travel Forms’ are available with
Administration.
 After returning from the Local travel, the employee shall fill mileages covered on “Local
Travel Form” and shall attach the following (whatever is applicable) with the said form.
i. Fuel bill
ii. Ticket (Bus etc)
iii. Receipts/bills of any other expenses like toll tax etc
 The filled form shall be forwarded to Administration on the very day or next day of travel for
release of payment. Administration department verifies the travel forms and punch all the
relevant slips along with the form and forwards the forms to Accounts Department. Payment
is released by Accounts Department after the verification of Team Lead Support Services
within two (2) working days.
 The Accounts department will not release re-imbursement in case if the request for Local
Travel Form is not filled / submitted.
4.2 Official Outstation Travel

Policy
The aim of this policy is to specify the standards of travel and related reimbursement of expenses
for employees traveling on official business and training purposes.
The employee shall get the approval on “Request for Outstation Travel” from his/her Head of
Department prior to travel:
Grades Approval
All Grades Department Head
* For department heads the approving authority is concerned Executive Director.
Any travel, even on Company business, without written authority by a competent person, shall
be considered as unauthorized. Travel claim for such unauthorized travel shall not be entertained
unless formally regularized by a post-dated written authority, giving reasons for not obtaining
prior approval.
Unzè London 54
FOR ALL EMPLOYEES
4.2.2 Mode of Outstation Travel
The preferred mode of outstation travel is Company car and in cases where company car is not
available employees can use any of the allowed modes of travel for their outstation transport.
Mileage Allowances for employees traveling outstation on their own car shall remain same as
mentioned above in clause # 4.1.2. However, the employees using other than own car will be
paid on as per actual basis for their outstation transport. The Transport allowed w.r.t. grades is as
follows;
Travel Modes for Outstation

Grade Allowed Travel Mode
Grade M7 – M11 Own Car / Regular Daewoo / Economy Airplane
(if pre-approved) / Company maintained Car /
Rental Car/ Taxi
Grade M3 – M6 Regular Daewoo / Train AC Sleepers / Company
Grade R5 Vehicle / Own Car
Grade M1 – M2 Train Economy Class / Economy Bus (i.e. Niazi
Grade R1 – R4 etc.)
Grade N1 – N4
Unzè London 55
FOR ALL EMPLOYEES
4.2.3 Stay & Food Expense Limit
The stay and food expense will be re-imbursed on as per actual basis (Supported by invoices)
where the expense should be within assigned limit for employee’s grade. If the expense is not
incurred by employee for e.g. in case of staying at a relative or friend’s house, no reimbursement
will be made.
Food Allowance Limits (per meal)

Category Upper Limit
Grade M7 – M11 PKR 800
Grade M3 – M6, PKR 500
Grade R4 – R5
Grade M1 – M2
Grade R1 – R3 PKR 250
Grade N1 – N4
Unzè London 56
FOR ALL EMPLOYEES
Stay Allowance Limits (per night)

Category Upper Limit
Grade M11 Actual (5 Star Hotel)
Grade M7 – M10 PKR 7000 (4 Star Hotel)
Grade M3 – M6 PKR 5000 (3 Star Hotel)
Grade M1 – M2 PKR 3500 (Rest House)
Grade R4 – R5 PKR 3000 (Rest House)
Grade R1 – R3 PKR 1500
Grade N1 – N4
 If someone spends more than assigned limit, organization will pay only the food / travel
expense limit amount assigned to his/her grade only.
 Overnight travel and stay of all grades must be pre-approved by their respective HODs
and approved by concerned Executive Director for HODs.
 Only Applicable if no space in Company residence. Or no company provided residence

available at destination.
4.2.4 Reservations and Bookings
The reservation and hotel booking shall be done by Administration Department on receiving the
copy of Travel Approval.
Following reservations and booking will be arranged by the Administration Department.
Travel by Daewoo/Train/Air/Rental Car/Taxi: Employees if obtain “Travel Approval” on

Travel request form, the Administration Department will get the seats reserved and confirmed as
per the allocated travel mode as mentioned on Travel Form.
Hotel room booking: For employees in all Management Grades a hotel stay in economy rooms
whichever is best available in that particular city as per the defined limits for every grade shall be
booked by Administration Department. Admin department is responsible to bring hotels at
company’s panel within assigned limits in multiple cities where company delegates can stay.
4.2.5 Re-imbursement of Outstation Travel & Allowances
 The employees will be paid travel reimbursement only in cases where they are not traveling
on company car. However, food allowances will be paid in all cases.
Unzè London 57
FOR ALL EMPLOYEES
 The Outstation Travel Request Form & Outstation Travel forms are available with Accounts
Department.
 In any special case if an employee needs an advance for travel expenses, he will fill the
advance request form, get it approved by his HOD and submit to Accounts department.
Where the accounts department will issue payment before the departure.
 No advance shall be allowed if any amount is outstanding in respect of previous travelling.
 After returning from the travel, the employee shall fill “Outstation Travel Form” in
accordance with the guidelines mentioned above and on the form. The employee shall attach
the following (whatever is applicable) with the said form.
i. Fuel bill
ii. Ticket (Bus, Train, airplane etc)
iii. Receipts/bills of any other expenses like toll tax etc
iv. Local Travel form (in case of rikshaw/taxi)
 Company will not make any payment of traffic violations like over speeding ticket etc.
 The filled form shall be forwarded to Accounts department on the very next day of return
from travel for release of payment. Payment is released by Accounts Department within 2
Days.
 At the time of check-out, the employee shall be responsible for obtaining a copy of the Hotel
bill/invoice and shall submit the same with his/her Travel Expense Report to Accounts
Department.
 Hotel room charges are only admissible in case of overnight stay.
 Travelling reimbursement shall be admissible on the basis of journey by the shortest route,
that is to say, the route by which an employee can reach his/her destination in the shortest
possible time by approved mode of travel.
 Less than 100 kilometers tour from the Lahore city would be treated as local travelling.
 Less than 6 hours’ journey within duty hours from Lahore city and back shall be treated as
local travelling.
 In such cases where an employee has returned from outstation travel and has reached back
after 9:00pm, that employee will be allowed to join office at 11:00 am next day and will not
be marked late upto 11:00am.
 For a travel of more than 550km of for one side, airplane shall be considered as first option to
travel for the grades where air travel is allowed, with prior approval of concerned Executive
Director on the travel request.
4.3 Official Overseas Travel

Policy
The purpose of this Policy is to lay down the rules and regulations relating to overseas business
tours by Company employees of all management staff grades, both permanent and contractual,
primarily based in Pakistan.
Unzè London 58
FOR ALL EMPLOYEES
An employee may proceed on overseas business tour on behalf of the Company only after
obtaining travel authorization on ‘Request for Official Overseas Travel Form’ duly approved by
the Concerned HOD and Executive. Purpose of the tour and the proposed itinerary will be
submitted for approval through the Head of Department concerned.
4.3.2 International Travel Expense Limits / Entitlements
Location Total Entitlement TA (Out of Total) DA (Out of Total)

USA & Canada US$ 250 200 US$ 50 US$
Europe (less UK) Euro 200 160 Euro 40 Euro
UK British Pound 200 160 British Pound 40 British Pound
Any Other Country US$ 200 160 US$ 40 US$
Unzè London 59
FOR ALL EMPLOYEES
 TA indicates Travel Allowance & DA Indicates Daily Allowance for food and etc.
 Employees of Grade M-6 and above are eligible for official international travel upon
requirement of top management.
 If an employee on Overseas Travel does not avail hotel facility and is provided free
lodging/boarding by the host person or the host Company, he shall not be entitled to any
hotel charges.
 For all employees moving for official overseas travel, it is mandatory to submit a
‘Reservation Requirement Slip’ along with request for overseas travel, to the
Administration Department.
4.3.3 For Overseas Travel; Entitlement of Expenses Incurred within Pakistan:
In relation to an approved overseas business tour, the Company shall bear the following costs
incurred by or on behalf of the employee within Pakistan.
 Cost of obtaining fresh passport or renewal of the expired one as well as endorsements
thereon.
 Cost of obtaining visas to the countries the employee is required to visit on Company
business.
 Cost of all necessary medical tests, certificates, vaccinations, etc.
 Cost of travel within Pakistan in respect of the employee’s journey from Lahore to/ from
the airport of departure/arrival in accordance with the Company’s Policy on “LOCAL
TRAVEL”.
 Cost of airfare by economy class (unless specified otherwise) from Pakistan to those
Overseas locations that the Company requires the employee to visit on business, subject
to the following: -
o The route taken by the employee to and from the various approved places of work
overseas shall be the most economical and direct available. All deviations shall
require the approval of the Management.
o The purchase of air tickets shall be arranged by the Company.
 The Company shall not pay for any personal baggage, which exceeds the limits provided
by the carrier.
4.4 Responsibilities of Employee
It is the responsibility of the employee to:

 Fill the travel authorization request & claim form, indicating all the details of travel.
 Have the travel authorization request & claim form reviewed and approved by the
Department Head/concerned Executive Director.
 Submit the documents to Administration Department for necessary verification.
 Ensure all necessary travel arrangements are made before domestic and international
travel including all pertinent documents.
Unzè London 60
FOR ALL EMPLOYEES
 Maintain all travel and accommodation documents till return to the office, for purpose of
reimbursement of allowable expenses.
 Those employees who are expected to travel overseas are required to have the passport
valid all the time and coordinate with Administration Department for procurement of
visa.
 Clarify any doubts and queries before departure to ensure a smooth and effective trip.
 Comply with all requirements necessary for international travel.
 Upon return from travel, submit the ‘Travel Expense Report’ along with all vouchers and
bills, and settle the account within two weeks after returning back to work.
4.5 Responsibilities of Administration Department
It is the responsibility of the Administration Department to:
 Keep obtaining competitive rates on quarterly basis for domestic and international travel
from reliable travel agencies and reputable hotels.
 While discussing and negotiating the rates with travel agents and hotels, the following
factors are given due attention:
a. Image of the organization
b. Frequency of travel to the locations
c. Grade of employees and respective allocation limit
d. Economic feasibility and viability to the organization
 Inform the concerned employee timely, upon confirmation of the travel and ensure that
all travel arrangements are made including accommodation.
 The Administration Department facilitates the employees by communicating to them
about their Tickets, boarding, lodging and travel arrangements prior to departure.
 For international travel, the Administration Department advises and guides the employees
for completion of the health and other necessary formalities, foreign exchange
entitlements and visa requirements.
4.6 Responsibilities of Accounts Department
It is the responsibility of the Accounts Department to:

 Arrange for the travel advances, as required, upon intimation through the travel advance
requisition after recommendation of Department head.
 Pay or receive the amount on return of the employee after making all necessary
adjustments.
 Any excess amount of advance over allowable expenses shall be deposited along with the
expense statement to Accounts department to settle the account. In case of non-
adjustment, Accounts has the right to recover any due balance from the salary account,
under prior intimation to employee.
Unzè London 61
FOR ALL EMPLOYEES
4.7 Cancellation of Reservations:
In the event of cancellation of travel plans:
 Due to official or personal reasons, it is the responsibility of the concerned employee to

immediately inform the Administration Department and department head, to avoid
confusion and prevent loss of organization’s funds due to cancellation charges.
 In case of cancellation due to personal reason, if anyone fails to inform the
Administration Department well in advance, he/she will bear the cancellation charges.
Templates
Following templates will be used during Travel Administration process.
1 Travel Advance Request Form
2 Request for Local Travel
3 Local Travel Request Form
4 Request for Outstation Travel
5 Request for Overseas Travel
6 Reservation Requirement for Overseas Travel
7 Outstation - Overseas Travel Expense Report
Unzè London 62
FOR ALL EMPLOYEES
Chapter # 5 – Leave & Attendance

5.1 Work Schedule
Policy
The aim of this policy is to specify the standard working hours for Unzè London.
Regular Work Schedule
There are total 6 working days in week i.e Monday through Saturday (From May, 2017 Saturday
will be an off day only for Management Staff (M-1 to M-11).
Unzè London 63
FOR ALL EMPLOYEES
However, the nature of the work is such that there may, on occasion, be work requirements,
which demand that the regular work hours be exceeded. Sunday shall be the official day off
along with public holidays. The current applicable schedules are summarized below:
Work Hours Lunch Break

Management Staff Mon to Fri: 1:00 pm to 2:00pm
(M1 – M-11) 9:00 am – 6:00 pm including Zohar prayer.
Saturday:
9:00am – 3:00pm
Non-Management Staff 9:00am – 6:00pm 2:00pm – 3:00pm
(N1 – N4) Kitchen Staff’s Lunch
Break is after Mgt. Staff
Lunch Break.
Retail Staff As per the shift roster Alternate lunch or dinner
(R1 – R5) issued to outlet by Head breaks of 1 hour
Retail
* Company gives paid prayer breaks to its employees. Zohar, Asar, Maghrib prayer breaks are given as
per prayer calendar. Prayer breaks are allowed for meeting religious obligations; the allowed break time
for prayer is 10 minutes each and expected not to be misused.
5.2 Attendance & Punctuality

Policy
It is the policy of Unzè London to establish reasonable and necessary controls to ensure adequate
attendance and to meet business needs. Employees at Unzè London are required to be regular
and punctual every day at work.
The management seeks to establish an Attendance Culture in Unzè London which sets clear
attendance expectations, recognizes good attendance, pays attention to absences and deals firmly
with attendance problems.
 For Sampling Staff, working schedules are established by the Departmental

Heads/Immediate Supervisors based on business needs. The Departmental Head is
responsible for communicating work schedules to subordinates.
 If employee report to work after 9:15am, it would be considered a late arrival.

 Late arrival minutes are calculated as: Actual time to work - grace period of 15 minutes =
Late Arrival Minutes
 Admin Department shall keep a record of all employees’ late arrival minutes on a daily
basis and a detailed Monthly Sign-In & Sign-Out report would be sent to all HoD’s at the
end of every month.
Unzè London 64
FOR ALL EMPLOYEES
 Employees are expected to be at their workstation in a fit condition and ready to work at
start time. Work activity should commence at starting time and continue until the normal
designated times for lunch, prayers, or end of work.
 In the event of absence or tardiness from an assigned work schedule, the employee is
required to report absence to the Company. When reporting absence, the employee must
call his or her supervisor, or other designated individual as specified by management.
 Excessive tardiness shall be subject to corrective discipline or termination. Excessive

tardiness is defined as 3 or more instances of lateness in a calendar month. Every 3 rd
instance of lateness will result in deduction of half day salary of that month and so on.
Note: Office arrival time exceeding following limits will be considered as tardiness;
Grade N1 – N4 10 Minutes above assigned time

Grade M1 – M11 15 Minutes above assigned time
Grade R1 – R5 1 Minute above assigned time
Office leaving time exceeding following limits will be considered as tardiness;
Grade N1 – N4 10 Minutes before assigned time

Grade M1 – M11 15 Minutes before assigned time
Grade R1 – R5 1 Minute before assigned time
 An employee’s request to leave work early may be considered by the Immediate

Supervisor or Departmental Head. Approval of such absences should be based upon the
urgency of the reason for absence and department staffing needs.
 If the employee joins work after being late within one hour of office timing, his deduction
will only be made for the time he/she has missed.
 If in one single day employee is late more than one (1) hour, then he will be required to
submit a short leave.
 In such cases where an employee has returned from outstation travel and has reached
back after 9:00pm, that employee will be allowed to join office at 11:00am next day and
will not be marked late upto 11:00am.
 The employees who have to move out on outdoor duty must fill the outdoor duty log
sheet at reception, before leaving.
Unzè London 65
FOR ALL EMPLOYEES
 Twelve (12) late arrivals in one month would result in an issuance of warning by HR
department (on the basis of attendance report compiled and submitted by
Administration).
5.3 Public Holidays

Policy
All the national holidays that are approved by the Executive Director are official paid public
holidays. Moreover, any off day announced by company due to any emergency (i.e. electricity /
backup failure, heavy rain or etc.) shall be regarded as a paid off day for company employees on
account of “Emergency”. If a holiday coincides with an employee’s leave schedule, the holiday
is counted as leave.
5.4 Leave
Policy
The aim of this policy is to outline the eligibility and guidelines for employees regarding their
leave. The Scope of this policy is applicable on all the employees of Unzè London.
5.4.1 Leave Entitlement of Permanent Employees

All permanent (Confirmed) employees of Management, Retail and Non-Management Staff
Cadres will be entitled to thirty-two (32) leaves in a year. These leaves must not be accumulated
into the next year.
5.4.1.1 Casual Leave:
An employee, on being confirmed as a permanent employee, may be granted Casual Leave of

absence with pay, not exceeding ten (10) days in a Calendar year.
 Casual Leave shall not be granted for more than two (2) days in a month.
 Casual Leave shall not be accumulated and balance un-availed Leave shall lapse
automatically at the end of the Calendar year.
 Encashment of un-availed casual leaves is not allowed.
Unzè London 66
FOR ALL EMPLOYEES
 Casual Leave may not be taken attached to both sides of a weekend or a public
announced holiday such as Eid. In such cases all days falling between the Casual Leaves
will be counted as part of the Casual Leaves taken and deducted from the total balance
available.
 Employees on probation are not allowed any paid Casual Leaves.
 Any absence which is not pre-approved by immediate supervisor will not be considered
at leave in any case and shall be deducted from monthly pay.
 Employees on probation can take a maximum of two (2) Casual off days which upon
their confirmation shall be balanced with their casual leaves.
 In special cases and to compensate the employees of outstation residences, management
can allow an employee to apply for a 3 days accumulated casual leave after four (4)
Months of regular attendance.
 An employee facing urgent situations can avail emergency Casual Leave without prior
notice. In this case, the concerned HoD must be notified of absence within 60 minutes of
the start of the scheduled workday.
 The HoD will in turn inform the HRD through email or Skype. In case an employee fails
to notify the concerned person of his/her absence within the prescribed time limit, the
HRM will have the right to designate it as time off without pay.
 If the employee is unable to reach both his/her HoD as well as any concerned person
from HRD, s/he may leave a message at the reception with a phone number where they
can be reached. In case the employee fails to call in on three (3) consecutive days, Unzè
London reserves the right to consider this action either as voluntary resignation from
employment without due notice or as a breach of discipline and grounds for dismissal.
 After returning to work, the employee must fill the office Leave Application Form, obtain
HoD’s signatures and submit the form to HRD for purposes of documentation and pay
calculations within the two (2) working days. In case an employee doesn’t submit
approved leave application to HRD within two (2) working days after resuming office,
that leave application will not be considered as an approved leave, the salary will be
deducted for those absent days from the payroll of that month.
 More than two (2) Casual Leaves with pay in a month may be granted by the HoD using
his discretionary powers with a supporting explanation on the Leave Application Form.
5.4.1.2 Sick Leave:
Sick Leave may be granted to a permanent employee for a period of eight (8) days in a fiscal
year.
 Sick Leave applied shall be accompanied by a certificate from a Registered Medical
Practitioner.
 Sick Leave shall not be combined or sandwiched with public holiday or Sunday. Any
such Leave availed on a working day shall be treated as off day unless accompanied by a
Medical Certificate from Registered Medical Practitioner.
 Un-availed Sick Leave cannot be accumulated.
 Un-availed Sick Leave shall not be en-cashed.
 In case of prolonged sickness; when all the Sick Leaves have been availed:
Unzè London 67
FOR ALL EMPLOYEES
a. Casual leaves at employee’s credit may be granted at the discretion of the

Management.
b. Special Sick Leave without pay may be granted for a maximum of sixty (60) days at
the sole discretion of the Management.
 An employee may call-in sick. However, the concerned HoD must be notified of absence
within sixty (60) minutes of the start of the scheduled workday. The HoD will in turn
inform the HRD through Email or Skype. In case an employee fails to notify the
concerned person of his/her absence within the prescribed time limit, the HRM will have
the right to designate it as time off without pay.
 If the employee is unable to reach both his/her HoD as well as any concerned person
from HRD, s/he may leave a message at the reception with a phone number where they
can be reached. In case the employee fails to call in on three (3) consecutive days Unzè
London reserves the right to consider this action either as voluntary resignation from
employment without due notice or as a breach of discipline and grounds for dismissal.
 After returning to work, the employee must fill the office Leave Application Form, obtain
HoD’s signatures and submit the form to HRD for purposes of documentation and pay
calculations within the two (2) working days. In case an employee doesn’t submit
approved leave application to HRD within two (2) working days after resuming office,
that leave application will not be considered as an approved leave, the salary will be
deducted for those absent days from the payroll of that month.
5.4.1.3 Annual Leave
Policy:
The permanent (confirmed) employees of all management staff grades (M1 – M11) at Unzè
London are allowed an annual leave for fourteen (14) days for their personal recreation.
 Annual leaves can only be taken with prior Executive Director approval.
 If un-availed, the annual leaves can be en-cashed at end of the leave year.
 Annual Leaves cannot be carried forward to next year.
 If employee wants encashment, that can only be paid for one year and cannot be
accumulated.
 Annual Leaves can be taken in maximum two (2) chunks at different times. Annual leave
of less than seven (7) days is not applicable.
 Annual leave requests at times of Seasonal launches or increased work burden days are
no accepted.
 Notice period for Annual Leaves may be shortened at concerned Executive Director
discretion only.
 All employees shall apply for Annual Leave on the Leave Application Form. The HoD
shall put his/her recommendation or otherwise for granting Annual Leave. The HRM will
endorse the application keeping in view available leave balances and policy adherence.
Unzè London 68
FOR ALL EMPLOYEES
 Employees who are transferred by the company to another department or geographical

location are allowed to transfer all unused portions of the Annual Leave with the approval
of the new department head. In case such a transfer is not acceptable to the new HoD, the
employee will be reimbursed for the unused portion of Annual Leave.
Sr. # Number of Annual Leaves Notice period in days

1 7 15
2 8 – 14 30
Unzè London 69
FOR ALL EMPLOYEES
5.4.1.4 Short Leave
Policy
Unze’s employees are allowed at the discretion of the immediate department head to avail short
leave (upto 2 hours leave). Employee must fill the Leave Application Form available with the
HR Rep. stating the reason for short leave. A maximum of two (2) paid short leaves are allowed
in a month; where 3 short leaves will be considered as one full casual leave.
Note: If an employee leaves office after 9:00 pm (as a result of pre-approved work by Head of
Department) or was travelling on official work and comes back to home town after 9:00 pm as
has been working whole day since 9:30 am in the morning then he is allowed to take a paid short
leave in the next day till 11:00 am where no deduction from leave account or salary will be made
in this case.
5.4.1.5 Half Leave
Policy
Unze’S employees are allowed at the discretion of the immediate department head to avail half
leave (upto 4 hours leave). Employee must fill the Leave Application Form available with the
HR Rep. stating the reason for half leave. 2 half leaves in a month will be considered as one full
casual leave.
5.4.1.6 Maternity Leave
Scope
This policy covers the permanent female employees of all management and retail staff grades.
Policy
Any female employee of Unzè London who has completed minimum two years of employment
after confirmation is eligible for paid maternity leave of four consecutive week’s duration.
Guidelines:
 An employee must request paid Maternity Leave giving a minimum of Ninety (90)
calendar days’ notice.
 Maternity leave can neither get en-cashed nor accumulated. Delivery Certificate would be
submitted in this case for record purposes.
Unzè London 70
FOR ALL EMPLOYEES
 Sick leave may be joined with maternity leave for a maximum total duration of 6 weeks
or 1.5 months.
 Paid maternity Leave covers the birth of first two babies only.
5.4.1.7 Hajj Leave
Policy:
Unzè London will grant paid leave to permanent (confirmed) employees in management staff
grades (M1 to M11) employees who have completed five years of service, for the duration of
Hajj once in a life time, during their service with company for performing Hajj / Pilgrimage. The
Hajj Leave is duration of 20 days.
Guidelines:
 Hajj leave will be granted up-to a maximum of 20 days and only once during employee’s
period of service.
 The employee can request for advance salary for the duration of Hajj leaves.
5.4.1.8 Umrah Leave
Policy:
Unzè London will grant paid leave to its permanent (confirmed) employees in management staff
grades (M1 to M9) who have completed five years of service, for a maximum of seven days one
time during the service for performing Umrah.
Guidelines:
 Umrah leave will be granted only once during the service.
 The employee can request for advance salary for the duration of the Umrah leave.
5.4.1.9 Leave Without Pay & Re-instatement
Unzè London 71
FOR ALL EMPLOYEES
A leave without pay may be granted in special cases of employee’s illness if all the granted
leaves may be exhausted. The management will decide such sanctions on case to case basis. This
facility cannot be claimed as a right of employee, in case if the management feels that tasks of
employee cannot be completed in his absence, management reserves the right to not approve this
leave.
An employee who has been granted a leave without Pay shall be reinstated to the same or similar
position provided the employee returns to work immediately following termination of the leave.
If the position held has been abolished during a leave and a similar position is not available, the
employee shall be afforded the same considerations that would have been afforded had that
employee been on pay status when the position was abolished. The date of reinstatement is
determined when the leave is granted.
The employee’s exact position, tour of duty, or work area may not be guaranteed upon return
from a personal leave of absence; however, all efforts will be made to place the employee in the
first available similar job with similar pay. The employee’s date of initial employment will be
adjusted to reflect the time spent on personal leave.
5.4.1.10 Continuity of Service
Absence from duty by an employee even for one day without authorized (pre-approved) leave
shall entail a break in the continuity of service and shall dis-entitle an employee from annual
allowed leave for that day. Contradiction in this regard may be on the sole discretion of
management.
General Guidelines for all types of leaves:
 Out of 32 full paid Leaves, 14 are annual leaves, 10 are casual leaves and 8 are Sick
Leaves.
 On case to case basis, with approval of management, the casual leaves can be
accumulated in sick leaves, but the sick leaves cannot be accumulated in casual leaves.
 If any employee who wants to avail more than two types of leaves in a month, can only
avail on a discretionary decision of management (only if department head has
recommended for approval).
 All staff leaves must be recommended by immediate supervisor and approved by

Department Head.
 An un-approved off day is not deducted from leave entitlement, it is considered as an

absent and is deducted from monthly salary.
Unzè London 72
FOR ALL EMPLOYEES
 Subsequent to the tendering of resignation by an employee, he/she shall cease to avail

any type of Leave in order to ensure smooth transition of handing/ taking over the
responsibilities.
 The Leave Application Form must be completed for all kind of leaves and forwarded to
the HR Department after recommendation by immediate supervisor and approval by the
Department Head for further processing and maintenance of Employee Leave Records.
 A Leave year is defined as a Calendar year.
 If the employee is going on leave and off day(s)/holidays comes in between these leaves,
then the off days /holidays that comes in between these leaves will be also considered as
leave days.
5.4.2 Leave Entitlement of Contract Employees
Contractual employees are awarded monthly one day as paid leave entitlement which can be en-
cashed at the end of same month if un-availed. Contract employees’ leaves cannot be carried
forward into next month.
Templates
Following template will be used during the Leave process.
1 Leave Application Form
Unzè London 73
FOR ALL EMPLOYEES
Chapter # 6 – Performance Management

6.1 Performance Management
Scope
This policy is for all permanent employees of management staff (Grades M-1 to M-11), and
retail staff (Grades R-2 to R-5) and is implemented on them from the day of their confirmation.
This policy is also for the Contractual employees of management staff (Grades M-1 to M-11)
and retail staff (Grades R-2 to R-5) and is implemented from the day 1st of their contract signing.
Policy
Unzè London 74
FOR ALL EMPLOYEES
The aim of this policy is to encourage a performance driven culture and open communication
within the staff of Unzè London. It also aims to provide a proper mechanism in which the
individual employees’ performance is linked with organization’s overall performance and the
employee promotion and/or salary increments (if employee deserves so). The Performance year
starts in July and lasts till June next year.
The performance rating will be carried quarterly (four times a year). Rating months will be last
week of June, September, December and March.
6.1.1 Procedure for Quarterly Evaluation of Management Staff
6.1.1.1 In first week of every quarter (July, October, January, April) the concerned Executive
Director and HR representative call a meeting of Executive Directors’ immediate
reporting staff i.e. Head of Departments (HODs). In this meeting the quarterly Key
Performance Indicators (KPIs) against Key Result Areas (KRAs) of each staff member
are assigned and listed in their rating forms. KPIs against each KRA are developed in 4
levels.
 Unacceptable
 Improvement Needed
 Meet Expectations
 Exceed Expectations
6.1.1.2 In second week of every quarter (July, October, January and April) HR representative
and HOD of every concerned department call a meeting of their subordinate staff. In this
meeting the quarterly Key Performance Indicators (KPIs) against Key Result Areas
(KRAs) of each staff member will be assigned to them and listed in their rating forms.
6.1.1.3 After developing KPIs and listing KRAs with competencies in rating form, one copy of
whole document comprised of updated Job Description, KRAs, KPIs and rating form will
be issued to employee for his self-monitoring & assessment whereas the other copy will
be filed in employee files.
6.1.1.4 During the quarter, HOD will continuously monitor the performance of his team and give
feedback to them on their performance and if employees do not perform as per the
expected performance, then head of department will give one to one coaching to
subordinate or he/she will request HR representative to conduct training need analysis to
find the cause that why employees are not performing.
Unzè London 75
FOR ALL EMPLOYEES
6.1.1.5 For Performance Rating the concerned Executive Director will rate their immediate
reporting staff i-e HODs and HODs will rate their immediate employees (e.g In-charges)
and In-charges rate their immediate staff in the last week of September, December,
March & June, (the last month of every performance quarter). On the other hand HR
representative will train and ask the employees to fill their own copy of the performance
rating form (for self-evaluation purposes).
6.1.1.6
Executive Director / HOD / In-Charge:
Evaluates the appraise against the defined KRAs, KPIs and competencies.
Summarizes the areas of strengths and weaknesses in the Appraises performance;
Proposes a Career Development Plan for the employee including the type of training
needed and its purpose;
 Completes the Performance Rating Form and calls the apraisee for performance
interview;
 In the performance interview the appraisee comes with his self-evaluation form and the
Executive Director/ Head / In-Charge comes up with his evaluation of the employee. In
Interview the Executive Director/ Head / In-charge firstly discusses the employee’s
performance against their KPIs, the strengths & weaknesses and the career plans with the
employee and then ask the employee for describing his self-evaluation. If there is some
difference between the both evaluations, then it is the duty of Appraiser to communicate
the justification for his evaluation to employee and vice versa. If employee’s justification
of performance is acceptable then only in that case the Appraiser changes his evaluation
(purely on merit). Then the appraisee fills in the portion specified for his comments on
the Rating form.
6.1.1.7 After all the performance ratings the HR representative compiles a performance report of
all employees with suggested trainings (where required). HR representative also
calculates quarterly incentives against the performance of each employee and an overall
compiled report of quarterly evaluation will be sent by HR to Executive Director for her
review.
NOTE: The aggregate Performance rating of 4 quarters will become an input for the annual
cumulative performance.
6.1.2 Procedure for Quarterly Evaluation of Retail Outlet’s Staff
6.1.2.1 On first Working day of every quarter the HR representative forwards performance rating
forms to Head Retail.
6.1.2.2 Head Retail Performs the performance evaluation of Branch Leaders and for the rating of
remaining outlet staff, emails the performance rating forms to all Branch Leaders. After
emailing forms, the Head retail calls all the branch leaders and assigns them task of
evaluating the performance of each staff member on a separate form and courier the filled
forms to Head Office latest by 3rd Day of month.
Unzè London 76
FOR ALL EMPLOYEES
6.1.2.3 The Branch Leader:

 Evaluates the appraisee against the defined parameters on form.
 Completes the Performance Rating Form and calls the apraisee for performance
interview;
 In Interview the branch leader firstly discusses the employee’s performance against and
also asks the employee for describing his self-evaluation.
 If there is some difference between the both evaluations, then it is the duty of Appraiser
to communicate the justification for his evaluation to employee and vice versa. If
employee’s justification of performance is acceptable then only in that case the Appraiser
changes his evaluation (purely on merit). Then the appraisee fills in the portion specified
for his comments on the Rating form.
6.1.2.4 The Branch Leader then courier all the performance evaluation forms to HR.
6.1.2.5 Upon receiving performance results from all outlets, the HR compiles a performance
report of all retail employees with suggested trainings (where required). Overall compiled
report of monthly evaluation will be sent by HR representative to Executive Director for
the review.
NOTE: The aggregate Performance rating of 4 quarters will become an input for the annual
cumulative performance.
6.1.3 Procedure for Annual Accumulation of Performance
 For Annual Review, at the end of 4th quarter (in June every year) HR Department i.e
compiles the four quarterly ratings of all HODs and HODs’ subordinate staff respectively
and formulate an annual performance rating of each employee.
 HR Department then calculate increment as per percentages of increment against
performance parameters, decided earlier with Executive Directors and prepares a suggested
increment report and forwards the report along with annual accumulation forms to
Executive Directors for further action.
 Executive Directors approves/disapproves the increments/promotions and forwards the
forms to HR. The HR Department prepares increment/promotion Letters (See Annexure)
and gets them signed from Executive Directors. After signing; HR department issues the
increment/promotion letters to employees.
NOTE #1: The original letter is sent to employee, whereas its copies are filed in the employee
record and sent to Payroll Section of HR for further processing.
NOTE # 2: All promotion/increment letters will be signed by the Executive Director. All
increments/Promotions will be effective from 1st July (the new performance year)
Unzè London 77
FOR ALL EMPLOYEES
NOTE # 3: For increments calculation minimum two quarters performance evaluation must be
included in annual review i.e. Staff who has joined less than 6 months before the annual
performance review, does not stand eligible for performance increments.
6.1.4 Guideline for HR Department
The whole performance management policy and procedure will be administered by HR

Department. This is one of the core responsibilities of HR to execute performance policy on
mentioned months in policy and guide Executive Directors and HODs to set KPIs against KRAs,
how to rate the subordinates and also train staff for their self-assessment.
6.1.5 Guideline for HR and HODs
Employees KRAs and Performance KPIs should be linked with departmental goals and
departmental goals should be linked with organizational overall financial and non-financial
goals.
6.1.6 Procedure for Annual Increment / Reward Calculation
At the end of performance year the annual aggregate performance of an employee is calculated
and the reward percentages are calculated as per given criteria. The following percentages will
apply in addition to regular inflation raise (approximately 5%) being given to employees.
Performance Result Increment / Action

Unsatisfactory (0 – 30 Marks) Give Warning (that if performance does not improve in first
term of next year then the decision for discontinuation of
service will be taken).
Below Average (31 – 45 Marks) No increment at all
Increment = 0%
Average (46 – 60 Marks) No Performance based percentage added to increment (Only

inflation raise equal to 5% is given to employees in this
cadre)
Increment = 5% (Inflation)
Satisfactory (61 – 75 Marks) Upto 5% of employee’s gross salary (in addition to inflation
raise)
Increment = 5% (Inflation)+ 5% (Performance) = 10%
Unzè London 78
FOR ALL EMPLOYEES
Highly Satisfactory (76 – 90 Marks) Upto 10% of employee’s gross salary (in addition to
inflation raise)
Outstanding (91 – 100 Marks) Upto 15% of employee’s gross salary (in addition to
inflation raise)
Unzè London 79
FOR ALL EMPLOYEES
Templates
Following templates will be used during the Performance Management Process.
Sr. Documents Ref. Number
#
1 Annual Performance Accumulation Form
2 Promotion – Increment Letter
3 Quarterly Performance Rating Form
Unzè London 80
FOR ALL EMPLOYEES
Chapter # 7 – Training & Development

7.1 Training & Development
Scope
This Policy is for Permanent and Contractual employees in all grades of Management (M1 –
M11) and Retail Staff (R1 – R5).
Policy
The aim of this policy is to outline the role of training in Unzè London to help the management
and its employees to work in a knowledge intensive environment and to enable them to develop
the necessary skills to carry out its operational programs. The trainings will be conducted
through in-house programs for existing and new staff.
7.1.1 Procedure for In-House Monthly Trainings
7.1.1.1 Monthly formal in-house trainings will be conducted on various soft skills and retail
management related topics. The training topics are as under. Moreover, to add more
topic to the list given below; the input will also be sought from performance
appraisals, and the training topics can be defined according to the common areas of
weaknesses highlighted in quarterly performance evaluations.
Topics Audience
1. Time & Stress Management All Staff (Management & Retail)
2. Leadership Skills Department Heads and all Supervisors
including Branch Leaders
3. Corporate Culture All Staff (Management & Retail)
4. Team Work (Creating Synergy) All Staff (Management & Retail)
5. Problem Solving & Decision Making Management Staff
6. Seven Habits of Highly Effective All staff (Management & Retail)
People
7. Retail Customer Services Retail Staff
8. Selling Skills Retail Staff
9. Visual Merchandizing Retail Staff
10. Emerging Retail Concepts Management & Retail Staff
11. Brand Management Selected Management Staff
Unzè London 81
FOR ALL EMPLOYEES
Note: The results of Quarterly retail audits and mystery shopping reports are also an
input for designing next month’s training program topics.
7.1.1.2 Before scheduling a training session, it is mandatory for HR department to get

approval from concerned Executive Director.
7.1.1.3 If the request gets disapproved the case will be closed by mentioning proper reasons
of non-approval till next time.
7.1.1.4 After training; employee fills the training Evaluation form and submit to HR
Department.
7.1.1.5 Unzè London issues certificates to training attendees and keep the photocopy of
Certificate in employee record. (For external trainings certificates will be issued by
the external trainer and for internal training Unzè London’s HR Department issues
certificates).
Note: HR will share the list of trainees and pre-requisites of training i.e. LCD, projector,
stationery and refreshments prior to the training with Administration department who will get the
budget approved by the concerned Executive Director and make necessary arrangements. HR
representative will get the approval from Executive Director for the cost of External Trainer and
in both cases of External & Internal trainings Executive Director approval is must prior to
training.
7.1.2 Procedure for Retail Staff Post-Training Testing
7.1.2.1 HR Department conducts a Post Training Test after 10 Days of Retail Staff’s Training
in order to check training content absorption / assimilation.
7.1.2.2 The staff members who do not qualify the test are called again for training and
similarly a test is taken after 10 days of re-training.
7.1.2.3 Those who qualify the re-test, are monitored closely for their performance at outlets,
and those who do not qualify the test in this attempt will be marked for replacement.
7.1.3 Procedure for New Hires’ Training
7.1.3.1 All new joiners of Unzè London who join as Sales Man or Branch Leader (in Lahore)
will go under a rigorous training program of three (3) days where HR Department
conduct two (2) hours training session each on the first day on customer service and
personal grooming and second day on Selling & Merchandizing Skills whereas the
Retail Head will conduct the training session related to product knowledge on 3rd day.
7.1.3.2 All the trials and the training sessions will be conducted at Unzè London Head office
outlet at DHA for sales staff of Lahore.
Unzè London 82
FOR ALL EMPLOYEES
7.1.3.3 Outside Lahore, whenever new joiner joins outlet the HR department conducts same
sessions on skype whereas Retail Head will conduct the same training in person and
will intimate HR Department.
7.1.3.4 At the last day of training a comprehensive test is taken by HR department and the
employees who clear this test are sent to outlet for formal operations.
7.1.3.5 If any staff member does not qualify test they are again trained on their weak areas as
identified through test and they are re-evaluated. If they qualify re-testing, they are
sent to outlet for formal operations.
7.1.3.6 If anyone fails the second testing, they are excused of employment.
7.2 Internships
This Policy lays down the general rules, terms and conditions for Internships in Company.
The main objectives of this policy are as to:
 Identify the best internees and induce them to join Unzè London after their studies.
 Cooperate with Universities/Institutions to provide opportunities for students to expose
them to practical work in a professional environment.
 Generate goodwill for the Company.
Eligibility:
Every year Third/ Fourth/ Final year students of HEC recognized universities / Institutions from
Management Sciences, Fashion Institutes and Finance/ Commerce disciplines etc. shall be
eligible to apply for Internships through their respective Universities/Institutions. No Prejudice
on the base of institutions will be made.
Duration:
It shall range from four to twelve weeks extendable on case to case basis, at the sole discretion of
the Management. In line with the summer vacations, every year the months of June to September
shall be the preferable period for induction of internees in all departments like Operations, HR,
Marketing, Administration and Merchandize Departments with the prior approval of Executive
Director Support Services.
Criteria for Selection & Placement:
Unzè London 83
FOR ALL EMPLOYEES
 HRD shall communicate with Departments to agree on the number of interns to be

accommodated.
 Selection shall be made on the basis of academic records as well as interview performance of
the nominees and the vacancies available.
 Letters of Internship shall be issued by HRD on the basis of recommendation of concerned
Head of Department.
 On completion of Internship, HOD or concerned In-charge shall forward Internship
Appraisal Report to HRD for record and reference.
 Efforts shall be made to obtain Feedback Report from the internees with a view to use the
same for further improvement of the scheme.
Terms & Conditions:
 Terms and Conditions and stipend, etc. shall be as per Letter of Internship.
 Payment of stipend shall be made on monthly basis against the Attendance Sheet duly
countersigned/verified by the immediate supervisor of the Internee.
Templates
Following template will be used during the Training & Development process.
1 Training & Development Requisition Form
2 Training Feedback Form
3 Training Need Assessment Form
Unzè London 84
FOR ALL EMPLOYEES
Chapter # 8 – Employee Relations

The aim of Employee Relations is to establish fair and consistent guidelines for the behavior
standards expected from employees of Unzè London both inside and outside the work place and
work hours.
8.1 Disciplinary Policy

Policy
The policy outlines the corrective steps that will be taken if an employee exhibits behavior that is
deemed unacceptable.
The maintenance of socially acceptable and ethically correct behavioral standards are essential
and in the best interests of Unzè London and its employees. Where such standards are breached,
the organization has a right and responsibility to initiate corrective action.
The organization’s disciplinary code and disciplinary procedures are designed to make clear the
behavioral standards required from Unzè London employees and to specify the actions to correct
unacceptable deviations from these standards.
The dismissal of an employee may take place only where corrective action has failed or subject
to the seriousness and nature of incidents
8.1.1 The Disciplinary Code
Unzè London 85
FOR ALL EMPLOYEES
Unzè London aims to provide its employees with the contracted compensation, worthwhile
employment and competitive conditions of service and fringe benefits, and in return expects
acceptable behavior & adherence to the organization’s rules, regulations and standards of
discipline.
Unzè London therefore expects its employees to:
 Carry out the duties and responsibilities for which they have been engaged or
subsequently appointed, in a conscientious and energetic manner, with due regard to the
interest of the organization and to other employees;
 Carry out instructions other than those considered to be unreasonable or illegal requests;
and
 Maintain high standards of honesty with due respect for the property and possessions of
the organization and other employees.
Furthermore, employees are expected to abide by the current rules and regulations governing:
 Hours of work and timekeeping;

 Confidentiality;
 Cleanliness and tidiness of Unzè London properties;
 Security of property; and
 Safety of themselves and colleagues.
8.1.2 Violations of Organization Rules & Regulations
The following offenses are considered as violations of organization rules and will be treated with
the penalties specified under disciplinary actions:
 Theft or intentional damage of property of organization or other employee.

 Unauthorized/misuse of computer, Internet and Intranet.
 Assault on supervisor or other employee.
 Unprofessional behavior or being involved in work politics or any activity detrimental to
proper functioning of departments.
 Crossing one’s authority and interfering in other departments.
 Threatening or intimidating employees or supervisors.
 Falsifying organization records.
 Removal of organization records or release of confidential information.
 Posting or removing notices on the bulletin board without organization approval.
 Distributing printed matter on organization premises without permission. Also, soliciting
contributions on organization premises.
 Stopping work before shift ends, stretching breaks or otherwise wasting time.
Unzè London 86
FOR ALL EMPLOYEES
 Leaving department or office premises during working hours without permission or

filling out log book.
 Unauthorized absence.
 Excessive absenteeism or lateness.
 Possession of illegal weapons or firearms on organization premises.
 Reporting for work under the influence of alcohol or drugs or drinking alcohol or using
illicit drugs on organization premises.
 Smoking in unauthorized areas.
 Gambling on organization property.
 Eating at workstation other than at authorized times. Also, eating in unauthorized areas.
 Using another employee’s tools without permission.
 Disregarding safety rules.
 Fighting or attempting to provoke a fight on organization premises.
 Failure to observe traffic and parking rules on organization property.
 Failure to report injury or accident.
 Unauthorized operation of equipment.
 Misuse of organization resources/important data.
 Play games during work hours.
 Any illegal conduct or activity.
8.1.3 Disciplinary Actions
Depending on the nature, frequency and seriousness of a breach of the disciplinary code, one of
the following actions may be taken (the actions are taken in sequence and escalated as
appropriate):
1. An oral (informal warning);

2. A written (formal) warning (1st formal warning);
3. A final written (formal) warning (2nd formal warning); or Suspension
4. Dismissal/Termination.
Warnings
In the interests of fairness and in terms of the prime objective of a warning (correction rather
than censure), every warning should include the following:
 Facts and evidence that support/corroborate the warning;

 An explanation for the warning;
 An opportunity for the employee to give his/her point of view and to be fairly heard;
 The required behavioral standards clearly stated;
 An adequate, correct and fair record of the disciplinary process maintained; and
 The degrees to which these components are elaborated upon or formalized depend on the
nature of the breach of standards and the type of warning being given.
Unzè London 87
FOR ALL EMPLOYEES
By definition, a written warning is committed to paper and is given to the employee, and a copy
of the warning is filed in the employee’s personal file.
Suspension:
After an oral warning is given to employee due to negligence in work and the Immediate
Supervisor feels no improvement in employee’s behavior then written warning is given to the
employee and copy of the written warning is filed in the employee file. Employee is given time
to improve.
If employee does not improve then final written warning is given or Immediate Supervisor may
request the HR Department to suspend the employee for 10 to 15 days and last chance is given to
employee to improve. Request is forwarded to concerned Executive Director for approval. After
approval, employee is suspended.
Dismissal:
Dismissal of an employee is the most serious form of censure and is appropriate only when
corrective action has failed or when the nature of breach is so serious that continued employment
is untenable. The following list details the cases where an employer may dismiss the employee
without notice after the hearing and with forfeiture of all or part of his/her end of service
benefits.
The list is not exhaustive.
 Willful disregard of instructions given by Immediate Supervisor;
 Willful disregard of Unzè London safety regulations despite written warning on condition
that such regulations are in writing and clearly displayed;
 The possession/ use of/ or being under the influence of alcohol or drugs while on Office /
work premises;
 Willful action or behavior resulting in conflict between employees;
 Habitual or substantial neglect of duties/Go Slow;
 Theft/fraud;
 Absence without permission for more than total five (05) days in any one year or more
than two (2) consecutive days; provided that Unzè London gives the employee written
warning prior to his dismissal when he is absent for three days in the first case;
Unzè London 88
FOR ALL EMPLOYEES
 If an employee strikes or abuses his Immediate Supervisor at his place of work or if he

strikes his colleagues at his place of work;
 If an employee divulges secrets belonging to the place in which he works; and
 Failure to comply with instructions, including safety instructions.
If the employment contract is terminated, it is essential that the following elements be

considered:
Evidence
The evidence supporting dismissal should be firm, reliable and adequately documented.
Formal Hearing (at the request of the employee)
There should be a formal “hearing” at which the employee must have a fair and reasonable
opportunity to present his/her point of view unless this is clearly not possible, e.g. where an
employee has absconded.
A committee of unbiased and independent heads, including the HR representative will hear the
employee’s views and report key findings of the hearing. Heads that are members of the
committee must not be directly involved in the situation giving rise to the dismissal to avoid any
actual or perceived personal involvement, bias or subjectivity.
Authority for dismissal
A decision to dismiss an employee should be taken by the Executive Directors.
8.2 Grievance Handling

Policy
The aim of this policy is to provide a method for employees to express any grievance they may
have and approach different levels of authority in the organization to address the grievance.
There is no formal grievance procedure within the organization. However, it is recognized that
on occasions an employee may feel that he/she has been unfairly dealt with by his/her senior or
the organization in general.
Unzè London 89
FOR ALL EMPLOYEES
If this situation arises the employee is first advised to try and settle the grievance with his/her
Immediate Supervisor. If, however this is not possible or does not resolve the grievance, then
he/she should contact the next level up which is the Departmental Head of his Immediate
Superior. The superior’s head then attempts to resolve the grievance. If the above channels
cannot resolve the matter, the final step for the employee is to put his/her grievance in writing to
the HR Department.
The HR Head either himself mediates in an attempt to arrive at a satisfactory solution or

forwards the request to concerned Executive Director who tries to mediate initially and confirms
any decision/proposed action to the employee. He will do this in consultation with the legal
Advisor of Unzè London.
The final authority for all grievances is the Executive Director Support Services.
8.3 Employee Records

Policy
The aim of this policy is to maintain consistent information required about employees: legal,
administrative and operational status.
It is the requirement by law that the organization shall maintain employee data. Job-related and
necessary personnel information is managed by the organization in an official Employee
Personal Record file maintained by HR Department. This file contains job-related information. It
also contains necessary personal information including mailing address, telephone number and
the person to contact in an emergency. Employment details such as joining date, division,
Grade, function, etc. are also maintained.
The contents of the Personnel file are confidential and are used for organization purposes only.
These files will not be removed from the Unzè London HR Department, except to provide
supporting evidence and /or assist the Immediate Supervisor for processing Appraisals,
Transfers, confirmation of probation or disciplinary actions etc.
Employee may access his/her personal file in the presence of HR Representative. Employees
can request to place documents in his/her file through HR Representative. All files will be
maintained in the Unzè London office for 3 years after employee termination.
The personnel files would normally include:
 Manpower requisition Form (against which employee was recruited)

 Employment Application Form filled by Employee
 CV
 All Interview evaluation forms filled by interviewers
 Employee’s Background Reference Check Forms
Unzè London 90
FOR ALL EMPLOYEES
 Two Recent Photographs

 Employee’s National Identity Card & Driving License (if job requires travelling)
 Office Copy of Appointment Letter
 Statement of Ethics (signed by the employee)
 Confirmation Letter
 Confidentiality Agreement (signed by employee)
 Performance Review Form(s)
 Training and Promotion letters / certificates;
 Disciplinary Action/Termination;
 Past Experience Letter(s);
 Copies of the Academic Certificates;
 Employee Personal Documents/Data; and
 Warning Notices issued to employee during the course of employment at Unzè London
 Miscellaneous.
Procedure
8.3.1 Personnel information has to be maintained in hardcopy in the Employee Personal file.
8.3.2 Employees inform designated HR Representative through email, or hardcopy, regarding

any changes in their personal information, for example, change in permanent address,
change in marital status or additional educational qualifications.
8.3.3 Employees can request to get access to their personal files through their Immediate
Supervisor.
8.3.4 After approval from Immediate Supervisor employees can access his/her file in the
presence of designated HR Representative.
8.3.5 All Employee Personal files for Unzè London will be mandatorily maintained with the
organization for 3 years after employee termination.
8.4 Code of Conduct

Policy
The aim of this policy is to establish the principles by which the employees conduct business on
behalf of Unzè London.
Unzè London 91
FOR ALL EMPLOYEES
Code of Conduct
All the employees of Unzè London are hereby informed to follow these guidelines as “Code of
Conduct” of the organization.
8.4.1 Employee Discipline: Violation of any items in code of conduct, violation of any of
organization rules & regulations, employee misconduct, excessive lateness, absence,
failure to comply with organization procedures, or other breaches of the employer,
employee relationship are examples of problems for which strict disciplinary action
would be taken.
8.4.2 Dress Code: Employees at Unzè London are advised to follow business formal or
business casual dress code. Clean and properly ironed dress code should be followed.
8.4.3 Smoking: The company employees who smoke as a habit are required to smoke outside
company premises as company premises is declared as a smoke free zone. The smoke
breaks should not exceed 5 minutes and not more than 2 times a day.
8.4.4 Insubordination and Reporting Procedures: Willful failure to carry out any reasonable
order by Organization Management, including refusal to work on job assigned by the
immediate supervisor. All the employees will remain responsible to their immediate
supervisors for efficient performance and achievement of the objectives set by him or her.
8.4.5 Misuse of Organization Resources: Misuse/unauthorized use of official car,

misuse/unauthorized use of computer, official data, modem, tools, internet & intranet,
unauthorized operation of equipment, failure to observe traffic and parking rules on
organization property, disregarding safety rules, falsifying organization records, posting
or removing notices on the online bulletin board without organization approval, using co.
equipment for unofficial personal use; are the examples of misuse of organization
resources for which a strict disciplinary action would be taken.
8.4.6 Confidential Information: All the official documents will remain confidential with
organization. Any disclosure of the organization’s critical success factors to outsiders
shall result in disqualification from the job. All intellectual property, including inventions
and copyrights conceived, developed or made by employees during their employment
with organization shall be the property of the organization.
Unzè London 92
FOR ALL EMPLOYEES
8.4.7 Outside Employment: No permanent employee shall seek temporary or part-time job
without prior approval of Executive Director Support Services. A person wishing to work
part-time, etc. other than at Unzè London must take prior approval in written from
Executive Director Support Services. In case organization finds anybody working in
addition to Unzè London, a strict disciplinary action would be taken against him/her.
8.4.8 Conflicting Interest: No employee will indulge in any activity contrary or conflicting to
the interest of the organization.
8.4.9 Punctuality: Everyone is expected to show a responsible attitude towards timekeeping

and attendance. Lack of punctuality may lead to disciplinary action and deductions from
your pay for time not worked. Starting and finishing times refer to period of work.
Getting ready to start work and to leave the premises should be done in one’s own time.
8.4.10 Gender Based Harassment: Gender Based harassment in the workplace has many
negative consequences and against the ethics. So it is Unzè London’s policy that its
workplace and the conduct of all employees be free from gender based harassment.
8.4.11 Equal Opportunity Environment: Unzè London is committed to equal opportunity

environment and bears no prejudice or bias on the bases of gender, race, color, disability,
religion, class and etc.
8.4.12 Organization Asset Management: The Organization has the right to inspect all letters,
e-mails, computers, chats, desks, packages etc; brought into or off the premises.
Employees refusing to allow organization representative to conduct an inspection shall be
subject to strict disciplinary action.
8.4.13 Other: Any individual acts or pattern of acts, conduct or expressions, which are against
company rules and regulations and / or against general ethical code of conduct and / or
against law of land, shall be considered as breach of employment terms and will be dealt
accordingly.
Templates
Following template will be used during the Employee Record process.
1 Employee File Checklist
Unzè London 93

HR Policy Manual

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

HR Policy Manual

Uploaded by

Copyright:

Available Formats

[2017]

Version 1.0 – February, 2017

Chapter # 3: Compensation &

Chapter # 4: Travel Administration……………….

Chapter # 5: Leave &

Chapter # 6: Performance Management

Chapter # 7: Training & Development

Version 1.0 – February, 2017

1.2 Introduction to the HR Manual

Version 1.0 – February, 2017

1.3 Objectives of the Manual

Version 1.0 – February, 2017

1.4 Maintenance & Distribution of the Manual

 Executive Director Support Services;

1.5 Human Resource Strategy of Unzè London

 To select and recruit employees on merit.

Version 1.0 – February, 2017

 To be consistent in knowledge management by periodically conducting training needs

1.5.1 Role of HR Department

Version 1.0 – February, 2017

2.1.1 Permanent Employment (Regular Full Time)

Version 1.0 – February, 2017

2.2 Employment Categories at Unzè London

 Management Staff (Could be Permanent, Contractual, Interns)

2.2.1 Management Staff

2.1.1 Retail Staff

2.2 Employment Policies for Management & Retail Staff

Version 1.0 – February, 2017

Chart of Hiring Timelines

No. of Staff to be hired Days for Closing

Version 1.0 – February, 2017

2.2.1.3 After Examination, if designated HR representative comes to the conclusion, that

2.2.1.4 Upon Approval, designated HR representative starts recruitment activities and

Version 1.0 – February, 2017

2.2.1.5 Upon collection of sufficient number of applications, designated HR representative

2.2.1.7 Designated HR representative calls shortlisted applicants for initial interview by

Version 1.0 – February, 2017

2.2.1.11 The communication of job offer is done in written by designated HR representative

Note: If any information provided by candidate is proved to be wrong regarding

2.2.1.12 A candidate may be hired as a permanent employee against a position/vacancy that is

Version 1.0 – February, 2017

2.2.1.16 In case of hiring at retail outlets, the HR generates an e-mail to administration

2.2.2 Terms of Employment / Appointment Letter

Version 1.0 – February, 2017

2.2.3 On-boarding & Orientation

Version 1.0 – February, 2017

2.2.3.5 In case of outstation hiring’s, the HR department conducts detailed orientation on

Version 1.0 – February, 2017

2.2.4 Probation and Confirmation

 All new permanent employees will be required to complete a probationary period of 3

2.2.4.1 The designated HR representative informs the Immediate Supervisor near to

Version 1.0 – February, 2017

2.2.4.5 In case of Termination, the designated HR representative prepares the Termination

2.2.5 Concluding the Employment Tenure

Version 1.0 – February, 2017

2.2.5.1 Procedure for Resignation

 If the concerned Head of Department / concerned Executive Director approves the

 After approval, designated HR representative will conduct Exit interview of Employee

2.2.5.2 Procedure for Termination

Version 1.0 – February, 2017

 Designated HR representative will inform the employee about a termination decision.

 Termination may be for many reasons. Following are some reasons:

o As a result of disciplinary action;

2.2.5.3 Notice Period for Resignation/Termination: