Espire Infolabs Private Limited

(Software Division)

EMPLOYEE GUIDE: COVID

19

Security Classification: Internal

Issue Date: January 25, 2022

486 & 487, Udyog Vihar Phase-III,

Gurgaon-16, INDIA
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This document contains proprietary
information of ESPIRE and is tendered subject
to the condition that the information be
retained in confidence.
 Employee Guide COVID-19

Document Control
Reference No. ESPIRE/EGC-19

Document Name Employee Guide COVID-19

Version No. 2.0

Document Status Definite

Issue Date January 25, 2022

Compliance Status Mandatory

Review Period On frequent basis as required

Security Classification Internal

Distribution All Espire Infolabs full time employee/contractor (direct and

subcontracted)
Name Role Signature
Authored by Neha Yadav Deputy Manager – HR

Reviewed by Deepti Jain Vice President – HR & TAG

Approved by Gagan Oberoi Managing Director & CEO

Released by Neha Yadav Deputy Manager – HR

Document Revision History

Version Release Date Change Description
1.0 March 19, 2020 First Release

1.1 July 15, 2021 Update: Policy Review

2.0 January 25, 2022 Updates:

Policy Reviewed – Guidelines/additional measures taken
updated in Point 2 and Point 3
Information regarding Covid-19 virus (first variant) removed as
multiple variants have come up and there are no confirmed
guidelines to differentiate one from the other.

ESPIRE-EGC-19 Page 2 Issue Date: January 25, 2022

Version 2.0 Security Classification: Internal
 Employee Guide COVID-19

Contents
1. OBJECTIVE ............................................................................................................................................. 4
2. MEASURES TAKEN AT ORGANIZATION LEVEL ........................................................................................ 4
2.1 STAYING CONNECTED WITH EMPLOYEES ................................................................................................. 4
A) CRISIS MANAGEMENT TEAMS .................................................................................................................. 4
B) HEALTH AND SAFETY SURVEY ................................................................................................................... 5
C) MEDICAL AID FACILITATION ..................................................................................................................... 5
D) EMPLOYEE WELLNESS: ............................................................................................................................. 5
E) ADDITIONAL EMPLOYEE BENEFITS: .......................................................................................................... 5
2.2 PRECAUTIONS/GUIDELINES WHILE REPORTING TO WORK ...................................................................... 6
A) MEASURES TO ENSURE SAFE WORKPLACE ............................................................................................... 6
I. PROPER SANITATION OF OFFICE PREMISES: ............................................................................................. 6
II. SOCIAL DISTANCING: ................................................................................................................................ 6
B) EMPLOYEE RESPONSIBILITIES WHILE REPORTING TO WORK .................................................................... 7
I. GUIDELINES EMPLOYEE NEEDS TO ADHERE WHILE TRAVELLING TO OFFICE/BACK HOME ....................... 7
II. PRECAUTIONS TO BE ENSURED BY EMPLOYEES WHILE AT WORK ............................................................ 7
2.3 TRAVEL RELATED ADVISORY: .................................................................................................................... 8
2.4 PRECAUTIONS AT GLOBAL OFFICE LOCATIONS/ WORKING FROM ONSITE CLIENT LOCATIONS: .............. 8
3. GUIDELINES FOR WORK FROM HOME ................................................................................................... 9
4. WHAT IF AN EMPLOYEE GOT INFECTED WITH COVID-19? .................................................................... 10

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 Employee Guide COVID-19

1. OBJECTIVE

Safety and wellbeing of employees is most important factor for us at Espire, we always stay committed to provide
safe and healthy work environment to our valued employees.

The objective of this handbook is to outline the various precautions/measures are being taken by Espire with
regard to COVID 19 outbreak to avoid any Espirians being infected as well as protocols to be followed at any stage.

While we all understand that Covid 19 has been announced as Pandemic by WHO and is affecting people globally,
Espire is committed to ensure all needful measures towards employee’s safety as well as at community level.

We urge you all to please take all necessary precautions. Please Do not Panic. Stay safe and connected!!

2. MEASURES TAKEN AT ORGANIZATION LEVEL

While employees have been working from home ever since the outbreak of COVID-19 in Delhi NCR, Espire has
taken several initiatives to support employees during these tough times, some of these includes:

2.1 STAYING CONNECTED WITH EMPLOYEES

a) CRISIS MANAGEMENT TEAMS

CMT are in action to ensure employee safety as well as business continuity. These teams are as:

✓ Executive Committee – Comprising of board of directors, CEO and CFO.

✓ Organization Crisis Management Team – Comprising of CEO, Function Heads and Business Unit
Heads.

✓ Advisory Team – Comprising of Legal team across organization which primarily focus on
guidelines shared by WHO and other government body and updating the same with Org Crisis
management team so that necessary steps will be taken for any changes required in
process/policies or any further actions.

✓ Regional CMT Team – Comprising of Regional Heads across organization. Focus of same is to
manage customer communication, communication with onsite team on frequent basis, raising
alerts for any service continuity related issue and most importantly to ensure the safety and
health of Espirians at onshore.

✓ Business Unit CMT Team – At business unit level comprising of manager and above Objective is
that concerned managers can inform regarding any employees in their team impacted by COVID-
19 so that needful support can be provided to them as well as execution of business continuity
plans can be ensured in such scenarios.

✓ HR remains connected with every function for updates on employee’s health and any support
required at employee end.

✓ MIS SPOCS for GGN and Delhi location to ensure availability of assets (Laptop / Desktop), Data
card, network connectivity.
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 Employee Guide COVID-19

✓ Business Excellence SPOC for the governance to see any issue/challenge raised by any of the
SPOCS, to understand any changes required to be done in BCP plans.

b) HEALTH AND SAFETY SURVEY

Health and Safety survey are rolled out on weekly basis to all employees to capture updates with regard to any
health concerns related to COVID-19 at employee’s end (including family members).
All employees are required to complete the survey at least once in a week, at the start of the week itself failing
which survey reminders are sent everyday for needful action at employee end.
This survey also captures the Vaccination status of employees and any requirement related to IT Infrastructure to
ensure smooth functioning.
Details captured via this survey will be considered as an input for concerned teams for needful action.

c) MEDICAL AID FACILITATION

✓ Espire has procured Oxygen Concentrators to support Espirians and their immediate family
members in case of a need if employee is not able to arrange at his, these concentrators can be
returned to Espire after use. It is important that the oxygen concentrators are returned in good
condition so the same can be used by other employees in need.

✓ Organizing COVID-19 vaccination camps at Espire premises for Espirians and their family
members, where cost of vaccination for employee is borne by Espire,

✓ Reimbursement of vaccination cost for employees who are not able to make it for vaccination at
office premises up to maximum of 1000 INR subject to submission of receipt and covid
vaccination certificate.

✓ Communicating sources of medical aid on an ongoing basis based on information received from
various sources including internal employees as well as external networks.

✓ Coverage of Covid-19 under medical insurance for employees who have enrolled for medical
insurance through Espire.

✓ Financial support in case of any medical exigencies in the form of salary advances/loan based on
required approvals and submission of supporting documents.

d) EMPLOYEE WELLNESS:

Wellness programs for physical, emotional and mental wellbeing during this turbulent time.

e) ADDITIONAL EMPLOYEE BENEFITS:

✓ Eligibility for additional sick leaves up to 7 calendar days subject to submission of required
supporting documents including COVID-19 positive report. This may vary and is subject to
function head approval.

✓ Any employee affected by COVID-19 at onsite, the sick leaves if any will be governed by the
client guidelines/ local government guidelines.

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✓ Quarantine cost (accommodation & food) for any employees travelling to any country for
business related purpose or back to India as per the government guidelines applicable in
respective country.

2.2 PRECAUTIONS/GUIDELINES WHILE REPORTING TO WORK

While employees may be working from home, they may be required to report to office based on business needs.
In such cases, Espire remains committed jn ensuring a healthy and safe workplace for employees. While Espire will
ensure all necessary precautions for employee at workplace, it is equally important for employee reporting to
work to adhere to COVID-19 precautions guidelines at all times for wellbeing of self and others.

a) MEASURES TO ENSURE SAFE WORKPLACE

✓ All employees whether working from home or from office are mandatorily required to be fully
vaccinated. HR team coordinates with all employees for following up on the same and ensuring
that all employees are fully vaccinated. We will remain zero tolerant on this and any exception
will not be entertained unless based on strong medical grounds supported by required medical
reports (medical advice/prescriptions alone will not be considered).

✓ All employees coming to office to be fully vaccinated. No exceptions will be entertained in this
regard. Vaccination certificates will be checked at security gate.

✓ Temperature checking at security gate for all employees and recording same for records. If any
employee has temperature, he / she may be asked to go back home.

✓ Any employee infected, reporting to office after recovery will be required to produce COVID-19
negative report a day in advance.

I. PROPER SANITATION OF OFFICE PREMISES:

✓ Hand Sanitizers at reception, security gate and on all floors. Keep sanitizing your hands
thoroughly on frequent intervals and avoid any handshakes.

✓ Frequent sanitation of common touchpoints in premises such as lift, staircase barristers, doors
handle, coffee machines, water dispensers, washrooms, soap dispensers is ensured at all times.

✓ Deep cleansing of workstation frequently used on ongoing basis.

II. SOCIAL DISTANCING:

✓ Espire has restricted all official gatherings/ conferences at premises or outside. Instead, video
conferencing tools are being used for the purpose since March 2020.

✓ Visitors to office premises have been restricted – this includes vendors/ candidates/ personal
visitors. Any visitors need to be fully vaccinated. Alternative options such as conference calls/
video calls etc. are being used.

✓ Cab drivers/ help staff (including housekeeping/ pantry/ others) engaged by Espire (directly or
through vendors) need to be fully vaccinated. Admin function will ensure same and keep a
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record of these prior. Any exceptions are not allowed. If any of them have symptoms of Covid
(even if fully vaccinated), their services will not be availed till they show a negative RT PCR
report/ get well again and show a Covid negative report.

✓ Office utensils/mugs will be thoroughly washed. Disposable mugs/plates to be provided if an

employee asks for same.

b) EMPLOYEE RESPONSIBILITIES WHILE REPORTING TO WORK

I. GUIDELINES EMPLOYEE NEEDS TO ADHERE WHILE TRAVELLING TO OFFICE/BACK HOME

✓ Whenever possible, employee should avoid public transport and use private transport as mode
of travel, where office transport eligibility is not there.

✓ While travelling in public transport, employee needs to ensure social distancing and avoid
touching any surface.

✓ Always keep sanitizer handy for sanitizing your hands frequently.

✓ Wearing a mask while travelling. Ensure to always carry an extra mask for any emergency.

✓ Before travel, ensure to check on local regulations, containment zones in the areas from where
employee will travel through.

II. PRECAUTIONS TO BE ENSURED BY EMPLOYEES WHILE AT WORK

✓ All employees are required to wear mask. Masks are available at office entrance as well, if
required.

✓ In case if any employee is even slightly unwell or showing any suspected symptoms( even if fully
vaccinated) , should ensure to take all necessary caution, not be in physical contact with others
and if required stay connected from home only ( WFH)/ on leave after informing concerned
manager and HR.

✓ Temperature Check – It is mandate for employee to cooperate with security staff and get body
temperature screening done while entering the office premises of Gurgaon on daily basis. In case
if body temperature is found to be more than 99 Degree, employee is advised to return and
WFH/ avail sick/ earned leaves. Employee should self-monitor / visit doctor for further
consultation unless his/ her body temperature is back to normal.

✓ Any employees returning home are advised to inform their Manager and HR immediately and
apply for WFH/ leave on LMS.

✓ Maintain social distancing, ensure to be seated on workstation allocated by HR/Admin

✓ Employees working from office are advised to have lunch at their workstations only and avoid
group tea breaks.

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✓ Wash hands with soap often or keep sanitizing on regular intervals.

✓ Plan virtual meeting & interactions rather than physical meetings.

✓ Stay connected with your managers, function head, team members and HR at all times.

2.3 TRAVEL RELATED ADVISORY:

✓ Espire has restricted onsite travels. These will happen only if very much essential /on getting
explicit approval of clients.

✓ For any employees returning from / travelling to other countries, will be required to quarantine
and Self-monitor, as per WHO guidelines as well as guideline by respective authorities at country
level. The employee will support from Home during this period. Also, as a further precaution,
the concerned employee must monitor his/ her body temperature during this period and
keep concerned manager and concerned HR updated, as may be required, in case of suspected
symptoms.

✓ Prior to the date of reporting to office, employee will give a self-declaration to concerned HR
confirming that he/ she has not experienced any symptoms related to COVID 19 in last 14 days/
share medical report in case of any such symptoms.

✓ In cases where employee may not have travelled, but any of their family members have recently
travelled to any of the affected countries/ within India, they should inform concerned manager
and HR on the same, if witness any symptoms. Concerned Manager should accordingly look into
the need to advise Work from Home or proceed on Leaves in any such cases.

✓ Espire will remain committed to complying with the respective country’s government’s travel
advisory.

2.4 PRECAUTIONS AT GLOBAL OFFICE LOCATIONS/ WORKING FROM ONSITE CLIENT LOCATIONS:

✓ Espire and its employees across various International offices, including EMEA, Singapore and ANZ
are advised to stay updated and comply with government advisory at all times.

✓ All Espire employees working at client locations are always expected to comply with client
advisory.

✓ Social distancing has been recommended.

✓ Various committees / WhatsApp groups comprising of Leadership team and all onsite employees
across levels are created and in force for each region to stay connected with the employees at
all times.

✓ SPOCS locally and from India ensures to remain in touch with onshore employees on regular
basis to ensure required support/assistance provided on time.

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3. GUIDELINES FOR WORK FROM HOME

While Espire remains committed to ensuring employees’ health and safety and therefore Work from Home in view
of the sensitivity of the Pandemic, in an effort to ensure optimal productivity, without compromising on
employee’s health, all employees are advised to follow the Work from Home Guidelines- Covid 19 Outbreak,
including but not limited to:

✓ Working from home may involves sharing the space with other family members/housemates. It
is important that the workplace at home has minimal disruptions/ disturbance on this front to
ensure continued productivity.

✓ Employees must adhere to their respective work timings.

✓ Employees working from Home at Onsite locations are expected to continue share any reports as
per process.

✓ Managers need to set the expectation with their employees that they need to remain
productive. Employees working from home are expected to remain available for calls and
attending calls via Microsoft Teams meetings / Skype / any other agreed modes of
communication, whenever possible.

✓ Employees should ensure that they have the appropriate connectivity in order to perform their
work (Wi-Fi, Bandwidth). If not, they should inform their managers and concerned IT teams
immediately.

✓ Managers are accountable for ensuring their employees are being productive. It is
recommended that managers schedule regular check-ins with their employees & monitor
progress on deliverables to be completed.

✓ Business partner employees must apply for Work from Home on required tools for attendance
purposes (Leave management systems). Software functions are expected to complete their
timesheets on daily basis.

✓ Any leaves must be applied through LMS only. LMS will continue to be the single source of truth
for computation of leaves for payroll purposes.

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4. WHAT IF AN EMPLOYEE GOT INFECTED WITH COVID-19?

In case any employee who Worked from Office happened to catch COVID-19 infection and tests positive, the
following needs to be ensured:

✓ NOT to Panic.

✓ Affected employee must Immediately inform by email to concerned RO with a copy to

hrd@espire.com

✓ Communication to staff by leadership team at respective location that the office will be closed to
enable a full clean of the office space. Timelines cannot be determined and will vary according
to specific site.

✓ During this period, effort will be made to have minimal impact on business continuity. BCP as
required in this situation will be implemented by concerned teams.

✓ Communication to all employees by concerned leadership / HR function that who were in close
contact with infected employee who has been tested positive, that they must self-quarantine for
7 days. They must seek medical attention if they have symptoms such as fever, cough or
shortness of breath. In the event they have these symptoms, they must obtain the medical
fitness certificate and confirm this to their concerned HR and to their reporting officer before
returning to work.

✓ Any government guidelines to be followed at individual levels in such cases.

✓ In all cases an employee that tests positive must obtain medical fitness certificate from the
respective healthcare bodies and confirm this to their concerned HR and to their reporting
officer before returning to work.

✓ All persons not required to quarantine will be informed regarding resumption of work at office
premises, post deep clean.

In case any employee who had not reported to office happened to catch COVID-19 infection and tests positive
while WFH, the following needs to be ensured:

✓ NOT to Panic.

✓ Affected employee must Immediately inform their manager/function by email with a copy to
hrd@espire.com

✓ Communication to client by concerned Account Manager/ leadership team.

✓ During this period, effort will be made to have minimal impact on business continuity. BCP as
required in this situation will be implemented by concerned teams.

✓ Employee to stay connected with manager/HR on his/her health updates.

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