EMPLOYEE ACCOMMODATION POLICY

The content of this documents must not be reproduced or disclosed to any person outside the
organization either wholly or in parts without the prior consent of the Management representative.

Designation Department Date

Authored By Senior Manager – Human Resources
Approved By Management

Introduction: Agastya International Foundation exist at diverse locations. At the location of Kuppam
it may be challenging to recruit and deploy local workforce. In order to provide employees with hassle
free stay and comfort of working, Agastya International Foundation offers foundation accommodation.
In the context of this policy, the accommodation refers to the Guest House in Kuppam. This document
covers process and policies regarding allocation, stay and management of the foundation
accommodation.

Accommodation could be of 3 types

 Temporary (1- 2 months)
 Short-term (6 months and below)
 Long term (1 year)

Assets in Accommodation:
 Accommodation should be with basic furniture including bed, almirahs, table and chair.
 Occupants would be provided with basic cooking utilities.
 Occupants would be provided with mattress, 2 bed sheet, pillow, bucket and mug.
 Electricity bill will be paid by the foundation. The maximum limit of electric usage is monthly
Rs xx/-. Any usage beyond this limit will have to be shared by the occupants.
 Kuppam Guest House
One time Security Deposit of Rs. XX /- deductible in XX instalments.
Monthly Deduction depending upon the designation

Designation Monthly Deduction

Rs. XX

Rs. XX

Rs. XX

Rs. XX

Personal Conduct
Employees must treat other occupants with respect, dignity, and courtesy. Each employee
should respect the privacy and rights of all other occupants. Violence, fighting, harassment,
sexual harassment, discrimination, verbal abuse, insults, physical or psychological threats and
intimidation to others is unacceptable.

Illicit Drugs
The use and possession of illicit drugs is prohibited in foundation provided accommodation.
Having possession of, being under the influence of, using, consuming, transferring, selling, or
attempting to sell or transfer any form of illicit drugs is strictly prohibited. Misuse or abuse of
prescription drugs (including medical marijuana) is also prohibited.

Weapons/ Explosives
Weapons including but not limited to pellet guns, paintball guns, knives, swords, explosives,
and dangerous/hazardous substances are not permitted at foundation provided
accommodations.

Pets
No pets are allowed at any foundation-provided accommodations. Any exceptions may be
made with the written authorization of foundation management.

Guests
Foundation-provided accommodations are to be used by employees only. Guests and/or
relatives
are not allowed to stay at these locations. Any exceptions may be made with the written
authorization of foundation management.

Maintenance And Cleanliness

Employees are jointly responsible for the care of foundation-provided accommodation.
Employees shall keep facilities in a good state of preservation and cleanliness. All
garbage/trash must be removed promptly and disposed of properly. Employees are
responsible for the cleanliness and proper usage of all appliances and utilities. Problems with
these appliances or utilities should be reported to the appropriate personnel in a timely
manner.

Personal Property
PMG is not responsible for the theft or loss of any personal property. The foundation is not
liable for damage to employee's property caused by acts of nature by failing plumbing,
electric, gas, water or fixtures, or damage arising from other employees or occupants' acts.

Damages
Each employee will be responsible for any damage they cause to foundation-provided
accommodation. The cost to repay such damage will be assessed and may be deducted from
the employee's pay. The employee that causes any damage to foundation-provided
accommodation will be subject to disciplinary action, up to and including termination.

Basic Guidelines

 Smoking, tobacco, gutka, any illegal substance and alcohol consumption are not
permitted at foundation accommodation.
 Occupants are advised not to keep valuables in the foundation accommodation and
they will be responsible for the safety of valuable items if kept in the rooms.
 Visitors coming to see an employee staying in the foundation accommodation should
meet them in outside area and are not allowed to visit the rooms of the Guest house.
 Any letter, bills, notice or any other written communication delivered to foundation
accommodation will have to be handed over by occupants to Area Manager who has
to in turn handover to Regional admin.
 Occupants are advised to keep noise levels to minimum which should not affect the
neighbours. Any complaints coming from neighbours or landlord will be addressed
and action will be taken on concerned occupants.
 Occupants are advised to keep foundation accommodation clean and to best of
hygiene condition. This is directly linked to the health and safety of occupants.
Regional admin and Area Manager will perform surprise audits at the foundation
accommodation and any deviations will lead to action on concerned occupants.
 Occupants may come from diverse background and are advised to live at foundation
accommodation with peace and harmony and respect for each other, neighbours and
outsiders. Any events of misbehaviour, quarrel between occupants or with outsiders
will lead to strict action against the concerned person.
 In case an occupant has to give residential address to any outside authority- private or
government, they need a written permission from regional HR head. In either case
foundation will not be responsible for any litigation or obligation arising from the
same.
 Occupants are advised to go through the copy of foundation accommodation legal
agreement. Apart from the terms and conditions mentioned in this policy document,
occupants will have to abide by terms and conditions mentioned in the foundation
accommodation legal agreement.
 Any exception should be approved by the HR HOD.