Our Employees Our Assets

Welcome on board!!!
Contents

1. GROUP COMPANY OVERVIEW ....................................................................................... 4

2. HUMAN RESOURCE POLICIES & PRACTICES .................................................................... 6
 RECRUITMENT ...................................................................................................... 6
 SELECTION............................................................................................................ 6
 JOINING REPORT .................................................................................................. 6
 PROBATION.......................................................................................................... 6
 TRAINING & DEVELOPMENT ................................................................................. 7
 INTERNSHIP .......................................................................................................... 7
 PERFORMANCE EVALUATION (QUARTERLY REVIEW) ............................................. 7
 PROMOTION ........................................................................................................ 8
 SALARY ................................................................................................................ 8
 BONUS ................................................................................................................. 8
 GRATUITY............................................................................................................. 8
 MEDICAL BENEFITS ............................................................................................... 8
3. SAMIL TRAVEL POLICY ................................................................................................. 12
4. MOBILE REIMBURSEMENT POLICY ............................................................................... 15
5. LTA POLICY .................................................................................................................. 16
6. COMPENSATORY OFF .................................................................................................. 17
7. TRANSFER ................................................................................................................... 17
8. DEPUTATION ............................................................................................................... 18
9. GRIEVANCE HANDLING ................................................................................................ 18
10. DISCIPLINARY ACTION ................................................................................................. 20
11. EMPLOYEE RELATIONS & LIABILITIES HANDLING .......................................................... 21
12. ATTENDACE & LEAVE POLICY ....................................................................................... 22
13. PERSONAL LOAN POLICY.............................................................................................. 25
14. CORPORATE CARD POLICY ........................................................................................... 27
15. SEPERATION ................................................................................................................ 28
16. PREVENTION OF SEXUAL HARASSMENT ....................................................................... 29
17. EMPLOYEES DUTIES & RESPONSIBILITIES ..................................................................... 33
 Your Journey with SAMIL starts here…

Sameer Malhotra
CEO & Director

You are now part of a team that takes great pride and satisfaction in providing a fair and transparent
platform for facilitating transactions with exceptional customer service and uncompromising
integrity.

Your learning experience with us will start from an Orientation program and will continue
throughout your journey. The program will not only help you to learn about our culture, ethics,
values, and objectives but will also help you to understand your role and responsibilities.

SAMIL offers never-ending opportunities and cultivates an environment that promotes professional
growth and accomplishment, allowing you to set the tone for success.

Our success is built upon a strong foundation - the foundation of employees who care about
providing the best. Our business is about people and relationships. And above all, it's about
delivering the most intelligent and insightful business solutions for our clients.

You are now an integral part of our mission.

Welcome aboard!

Sameer Malhotra

Chief Executive Officer

GROUP COMPANY OVERVIEW

Shriram Automall India Limited (SAMIL), an ISO 9001:2015 certified company, is India’s first and
largest service provider to offer a well-organized transparent physical and online platform for
exchange of pre-owned assets, namely, commercial vehicles, passenger vehicles, construction &
industrial equipment, tractors & agricultural equipment, three wheelers, two wheelers, Vehicle
Inspection .

SAMIL is a part of Shriram Transport Finance Company Ltd (STFC), India’s largest Small Business
Finance Company (SBFC) and MXC Solutions India Private Ltd which runs CarTrade.com and
CarWale.com (India's leading online auto marketplace). SAMIL conducts over several physical
events and 25000 plus auction events through its well-structured physical and online platforms
making it India’s largest transaction platform.

The company provides online vehicle transaction services through CarTradeExchange.com and
vehicle inspection facility through its 100% subsidiary Adroit Inspection Services Private Ltd. SAMIL’s
contribution has been recognized with 20 national level awards in 7 plus years of journey.

SAMIL has also acquired over 7,00,000 customers by conducting over 45,000+ bidding events and
many more to connect in the upcoming years.

Core Values

 Transparency
 Value Relationships
 Commitment with integrity
 Building pre-owned Eco-system
 Innovation and Growth oriented
 Process driven yet agile

Vision
To be the largest exchange platform for trading pre-owned assets with tangible physical & online
presence spanning all major cities of India providing high quality services continually striving to
connect prospective customers.

Mission
SAMIL is committed to total customer satisfaction and continual improvement in performance by
providing with complete transparency in every transaction thereby building trust, reliability and
value for the customers.
 Our People Make It Happen...

Satisfied, highly-motivated and loyal employees represent the basis of competitive company. The
growth of satisfaction is to be reflected in the increase of productivity, improvement of the products’
quality or rendered services and higher number of innovations.

We at SHRIRAM believe that ‘people’ are the most important resource in our organization. Effective
employees contribute to the effectiveness of the organization. Human Resources Development at
SHRIRAM is a continuous process to ensure on-going development of employee skills, dynamism,
motivation and effectiveness in a systematic and planned manner.
To facilitate the above process, means such as Training and Development, Incentives, Rewards &
Recognition are adopted.
 HUMAN RESOURCE POLICIES & PRACTICES

RECRUITMENT
In order to maintain high quality standards and as a policy of the company, we recruit qualified
personnel such as CA/ICWA/MBA for Assistant Manager and above level, and for Junior cadre only
1st Class Graduates are being considered.

SAMIL is also providing opportunity to Management Trainees, having professional degrees like
B.E/M.B.A or other equivalent qualifications, to sharpen their skills and also strengthening our
workforce with quality managers.

We encourage promoting internal employees to higher levels helping them moving up the ladder
across levels and also wherever required we infuse new blood from the market bringing new ideas.

We also recruit through recruitment consultants, print media classifieds, job portals & also through
employee reference.

SELECTION
Our modes of selections are written/online test, HR Screening and face to face interactions with
respective department heads.

Candidate is evaluated based on his/her skills & abilities, on the job knowledge, relevant experience,
leadership qualities, family background etc.

JOINING REPORT
The selected team member, on the day of joining, shall fill the joining form and is required to
handover the form to the respective department head or administrative head who will share the
form with HR stating joining confirmation.

The selected team member is required to acknowledge and share the signed copy of Appointment
letter along with General Terms & Conditions of the employment with the concerned person.

PROBATION
All newly joined employees undergo a probation period of 6 months of their employment. In some
cases, the probation may also get extended followed by a performance review conducted by a panel
comprising of respective department head along with an HR representative.
Confirmation or extension of probation is subject to performance depending on their KRA’s.
Incase of an extension, on the expiry of the extended period employee is either confirmed or
released from the services due to non-performance.

The entire process is document by way of necessary appraisal forms which are duly filled by
Functional/ Administrative head for each cadre and is shared in advance with HRD for necessary
action.
 TRAINING & DEVELOPMENT
Success of an organization depends on the performance of its employees. We offer wide range of
training programs for skill development and enhancement of product and process knowledge
helping employees building right competencies for desired performance.
In order to maintain job standards, training is provided to each and every employee from time to
time across levels.

Some of our training programs are:

1. Induction training
2. Product training
3. Process training
4. On the Job training
5. Managerial Effectiveness.
6. Technical training
7. Platform Based training
8. Need based training programs
9. Soft Skills and other tailor made programs

Effectiveness of the training programs are evaluated by way of written evaluations performance
reviews after trainings.

INTERNSHIP

Students pursuing MBA from recognized institutes are offered internship in our organization subject
to a formal letter from their college. Duration for internship (summer/winter) is for 2 months.

PERFORMANCE EVALUATION (QUARTERLY REVIEW)

Performance Evaluation is a way to appraise employees, which is conducted once in a year.

However, performance is evaluated every quarter. Performance Appraisal process is based on:

a. Provide the basis for systematic judgment for Annual revision in salary, promotion and
appreciation.
b. Help develop each employee through counselling and guidance and to identify to meet or
exceed performance.

The evaluation criteria varies according to the responsibilities and positions held by the employees,
but is based purely on their achievements in relation to the standards/targets/work assigned to
them and the initiative shown in contributing new ideas and improving the systems, profitability and
work methods etc.

*The performance evaluation is applicable for all employees.

PROMOTION
Based on merit, potential and organizational need, employees may be promoted to fill vacancies in
higher positions or grades.

Promotion, based on eligibility/designation, shall be done during the time of Annual Increment and
it shall be based on the justification given by the department head duly approved by the
Management.

Reviews are conducted for all employees eligible for promotion.

SALARY
The Company believes in paying equitable salary to its employees commensurate with their skill,
experience knowledge, responsibility, performance etc. based on industry standards. Separate
salary grades are devised for operations / marketing / Accounts & Admin/Support Staff.

Computation of salary for an employee shall be based on the attendance period between 21st of
previous to 20th of the current month. For timely payment of salaries, the Human Resource
Department should receive the attendance report by the current month’s closing date as fixed by
payroll team (usually 20th)].

 Incentive will be applicable as per company policy

BONUS
 Bonus is applicable as per company policy

GRATUITY
All employees shall be eligible for Gratuity as per Payment of Gratuity Act.

MEDICAL BENEFITS
Employees are covered under ESIC Scheme & those uncovered under ESIC are covered under our
Medical Scheme i.e. Medical Re-imbursement as per Grade is been provided on monthly /
quarterly basis. All married females who are not covered under ESIC are covered under the
Maternity Benefit Act.

Medical Insurance:
All permanent employees are covered under the following benefit schemes:

Employees Insurance Benefits-

1. Life Insurance ( SLIC – Janasuraksha)

Group Company: Shriram Life Insurance Company (SLIC)

BENEFIT: - Lump sum amount paid to the nominee (nominee as declared in the DGH form). On
account of natural or accidental death, the nominee of an employee (operations & back office) is
eligible as per the below slab:

COMMERCIAL OPERATIONS AMOUNT

COM2 – COM6 OP1 – OP5 & OP4T – OP5T INR 6,00,000/-

COM7 – COM11 OP6 – OP8 & OP6T INR 8,00,000/-

COM12 OP9 – OP11 & OP 13 INR 10,00,000/-

Claim settlement: SLIC deposits the amount equivalent to the eligibility criteria as per above
matrix to the Nominee’s bank account directly.
2. EMPLOYEE GROUP PERSONAL ACCIDENT POLICY:

All employees are covered under the Group Personal Accident Policy. The nominee of an
employee, on account of accidental death, is eligible for compensation as per below table:

Age Band No. of Months Gross Salary Upper Capping

Age Up to 40 Years 80 INR 60 lacs

Age beyond 40 Years 60 INR 80 lacs

The above gross salary will be paid by SGI. This benefit is applicable to all employees (operations
& back office) irrespective of on duty or off duty accidental death.

3. Employee Depository Linked Insurance – SLIC

The nominee of an employee (operations & back office), on account of natural or accidental
death, is eligible for INR 7,02,000/- irrespective of basic salary, under this scheme.

Claim settlement:

SLIC deposits the amount to the Nominee’s bank account directly.

4. Mediclaim Insurance ( Bajaj Allianz General Insurance):

All the employees of SAMIL Group who are not covered in ESIC are insured under Medi-claim
policy of INR 5 lakhs. Employees have to co-ordinate directly with Bharatre in case of any
medical help required. Minimum 24 hours hospitalization is required.
 LIST OF DOCUMENTS - Reimbursement Claim: Post & Pre Hospitalization:
a) Copy of the discharge summary of the corresponding hospitalization
b) All relevant doctors' prescriptions for investigations and medication
c) All bills for investigations done with the respective reports
d) All bills for medicines supported by relevant prescriptions

5. ESIC Benefit:

All employees drawing salary of Rs. 21,000/- and below shall be covered under this scheme.
Necessary declaration forms shall be sent to each and every Regional Office along with the
necessary guidance to fill the same. The filled forms shall be submitted to the concerned Regional
Office in order that the employees covered under this scheme shall be get the necessary benefit.

BENEFITS:

Employees covered under the scheme are entitled to medical facilities for self and dependants.
The insured women are entitled to maternity benefit for confinement. Where death of an
insured employee occurs due to employment injury, the dependants are entitled to family
pension.

 EMPLOYEES STATE INSURANCE CORPORATION

For new employee allotted an insurance number, which unique for each employee and every
insured person (IP) is provided with a ‘Temporary Identification Certificate’ (TIC).Validity of TIC
(Temporary Identity Certificate) issued by us shall be restricted to 1 month from the date of TIC
registration. OPD and Inpatient benefits shall be restricted if TIC is invalid. IP families must be
trained to go the Pechan Camp / Local ESIC office for Biometric Pehchan Card.

OR

Employee can utilize Aadhar Card as an alternative to the biometric Pehchan card for
identification of self and family for getting medical/cash benefits under the ESI Scheme. The “e-
pehchan” (formerly Temporary Identity Certificate, TIC ) if linked with the Aadhar number, shall
be valid beyond 30 days for medical benefits even if you not enrolled in Pehchan Camp.
The Aadhar details of the dependant family members can also be linked to the e-Pehchan card
for their identification.
The benefits of linking Aadhar Number with the Insured Persons database are listed below.
1. The “e-Pehchan card '' linked with Aadhar Number is valid beyond thirty days for medical
benefits, even if the IP has not taken Pehchan Card.
2. The Aadhar card can be utilised as an alternative for Pehchan card for identification of
IP/Family.
3. No IP shall be denied medical benefit if the Aadhar number is linked to their Insurance
Number.
4. For Pehchan card enrolment, the Insured Person and family has to personally attend to the
ESI Office for capturing photo and biometric details. Considerable time and efforts can be
saved if the Aadhar number is linked and “e-Pehchan card” is issued to the IP as it is having
the same validity of the Pehchan card.
 Benefit under ESI scheme, eligibility and duration & scale of benefits:
 Sickness benefit
a) Sickness Benefit
b) Enhanced Sickness Benefit
c) Extended Sickness Benefit

 Disablement Benefit
a) Temporary Disablement Benefit
b) Permanent Disablement Benefit
 Dependants' Benefit
 Maternity Benefit
 Other Benefit
a) Confinement Expenses
b) Funeral Expenses
c) Vocational Training
d) Physical Rehabilitation
e) Unemployment Allowance - Rajiv Gandhi Shramik Kalyan Yojana (RGSKY)
f) Skill Up gradation Training under RGSKY

 P.F. Benefit:
All employees will be covered under this scheme but the contribution are payable on maximum
wage ceiling of Rs.15,000/- pm by employee and employer. The declaration forms shall be sent
to every office along with the necessary guidance to fill the same. The filled forms shall be
submitted to the Human Resource Department and they in return shall forward the same to the
Provident Fund Office. The maximum limit of PF contribution will be Rs. 1800/- (12% of 15,000
basic ceiling).

 A member of the provident fund can withdraw full amount at the credit in the fund on
retirement from service after attaining the age of 58 year. Full amount in provident fund can
also be withdrawn by the member under the following circumstance:
 A member who has not attained the age of 55 year at the time of termination of service.
 A member is retired on account of permanent and total disablement due to bodily or mental
infirmity.
 On migration from India for permanent settlement abroad or for taking employment abroad.
 In the case of mass or individual retrenchment.

 Maternity Benefit ( Amendment) Act, 2017

 Duration of maternity leave increased to 26 weeks.
 This maternity leave should not be availed before eight weeks from the date of expected
delivery.
 Women who are already under maternity leave at the time of enforcement of the
amendment act will be eligible for enhanced maternity benefit. (enforcement date
01/04/2017)
 Those who had already availed the 12 weeks of maternity leave before enforcement of the
maternity not eligible for enhanced maternity benefit. (enforcement date 01/04/2017)
 For a woman who has two or more children, the maternity leave will be 12 weeks.
 A woman who legally adopts a child below three month of age eligible for 12 weeks leave from
the date of adoption
 A commissioning mother eligible for 12 weeks of maternity leave, will be calculated from the
date of child is handed over to the adoptive or commissioning mother.
 SAMIL TRAVEL POLICY

X Y Z Local
Level Role Mode Conveya
DA Lodging DA Lodging DA Lodging nce

Air - Economy/
1 Executive Directors Actuals Actuals Actuals Actuals Actuals Actuals Taxi
Train – I AC Train –
II AC

Air - Economy/
CXO/CEO-
2 700 4000 600 3500 500 3000 Taxi
Adroit/ZBH/BH
Train - II AC

Air Economy / Train

3 NH/NFH/SBH 600 3500 500 3000 400 2500 Taxi/Auto
IInd AC

ABH/RM/ZPH/ZPM/ZA
H/ZFH/ZSH/AM/SSH/S Train IInd AC / III
4 550 3000 450 2500 350 2000 Auto
PH/SPM/RH/Audit AC
Mgr/SAH

AI/Sr.PM/PM/DPM/DS
M/SM/STMA/STMA-
QC/NTL/Sr.SM/Asst
SM/STM-Event Train III AC/First
5 Man/APM/Proj 500 2500 375 2000 325 1500 Auto
class
Manager/Lead UX
Designer/Proj Lead/
Prod Head/Lead Tec
Support

All other roles not

6 mentioned in above TRAIN III AC 400 2000 325 1500 300 1000 Auto
levels
 TRAVEL POLICY TERMS & CONDITIONS:

CITIES  It is applicable as per existing City grade Classification.

 Air travel is only permissible, if travel by train to the particular destination takes more than 12
AIR TRAVEL
hours. Corporate credit card holders shall use the card only for official bookings.
GUEST HOUSE  Employees shall avail stay in Company’s Guest House, if available in respective location.
 Travel by car in place of air/train, in an emergency, is permissible to Vice President and above
CAR HIRE
only after CEO approval
 Employees holding ‘State Product Head’ and above roles are eligible to travel by own car within
territory, in lieu of the Train/Bus, subject to their respective reporting heads’ pre-approval.
 Other employees holding ‘Automall Manager’ role & above travelling for a common purpose and
to the same place as a group, may travel in same vehicle, with prior approval of their reporting
head.
 ‘State Product Head’ traveling for official purpose by car shall not be entitled for actual bill
TRAVEL BY OWN
reimbursement. Petrol reimbursement will only be made up to the limit of train fare applicable
CAR
to the travelled distance, as per grades and categories defined in the policy. And, in the same
way, even if ‘State Product Head’ are travelling in group to the same place and in the same
vehicle, their total claim reimbursement amount shall not exceed the total train fare applicable
as per policy grades.
 In case of any such approval exceeding one time in a Month, SBH approval shall mandatorily be
taken.
 Shatabdi & Rajdhani travel entitlement is only applicable to ‘Asst Manager & above’ under
TRAVEL BY TRAIN
‘Operations’ category and ‘Executive & above’ under ‘Commercial’ category.
 Lodging is maximum permissible on ‘Per day’ basis subject to production of bills. In case of Twin
Sharing Stay, 1.5 times of eligibility of single employee is applicable for both the employees
LODGING intending to stay together.
 Amount mentioned above shall be exclusive of taxes. Employees shall stay in Company’s guest
house, if available in respective location.
 DA shall be given on ‘per day’ basis and inclusive of breakfast, lunch, dinner, laundry, tips,
parking etc. It shall be only applicable if travel needs Overnight stay.
 If breakfast is included in the Room Tariff, DA shall be claimed proportionately.
 Same day return travel with a total distance exceeding 150 kms , 50% of DA shall be allowed as
per the eligibility.
DA
 The whole DA will be divided as: 25% for Breakfast, 25% for Lunch, 25% for Dinner and 25% for
Miscellaneous Expenses. If an employee is provided meals/meal by the Company, DA shall be
claimed proportionately.
 If an employee departs/reaches the location after 2:00 pm, 50% of DA shall be allowed as per the
eligibility.
 Higher class travel shall be supported with prior approval of respective department head.
However, if such approvals exceed one time in a Quarter, ‘Commercial’ category employees shall
also take respective BH’s consent while ‘Sales & Operations’ category employees under
respective Automall Branch/Region, shall also take respective SBH’s consent.
 In case of emergency, all the Business Heads as per the role assigned to them are eligible for car
OTHERS hire in lieu of Train/Bus, subject to prior approvals.
 NHs and SPHs are eligible for AIR Travel, if the train travel is more than 12 hours subject to prior
approval (within state/region AIR travel is not allowed)
 FOR DEVIATION APPROVAL: Above NFH level – CEO Approval is mandatory, Below NFH level -
Department Head’s approval and for Air travel other than eligibility – CEO Approval is
mandatory.
 Travel Expenses Booking Don’ts & Do’s
S.No Don’ts
1 Daily Allowance booking consolidated for the
Tour Period against single Date & claiming
against the Origin city.
2 Claiming full daily allowance even if the
complimentary Breakfast is given by hotels
3 Claiming full daily allowance on attending
review meetings & Training
4 Claiming daily allowance even if the lunch is
sponsored/ Paid by local Automall team for
the travelling staff.
5 Claiming full daily allowance even food is
severed in train/Flight etc.
6 Tour Conveyance booking consolidated
against single date
7 Tour Conveyance claiming even if the local
Automall staff picking and dropping touring
staff from Railway Station /Bus Stand/Airport
etc.
8 Not getting proper GST bills from Hotel with
Organisation Name
9 Booking Flight Tickets on Travel portals*
10 Travel tickets booking consolidated against
one date
11 Selecting Insurance & Donations while
booking flights tickets
12 Staff travelling booking tickets as per their
convenience
13 Booking Air tickets without cross checking the
lowest price
14 Not selecting the Credit Card items even if the
expenses incurred through the Corporate
Credit Card
15 Even though travel is well planned, Don’t book
tickets at last movement (Tatkal )
16 Travelling without pre approvals
Do’s
Daily Allowance to be booked date wise by selecting
the proper destination City.
Do not claim the daily allowance in case
complimentary Breakfast is given by hotels
Normally all these review and training meetings,
lunch is severed Hence claim accordingly.
Do not claim if in case local Automall staff offers you
lunch /Dinner as their bills are booked as expenses.
Do not claim Daily allowance in case food is severed
in trains /of Flights where pre booking is done along
with Flight tickets
Tour Conveyance to be booked date wise
Do not claim any tour Conveyance in case local
Automall staff picking /dropping you from Hotel
/railway Station etc.
Cross check the GST number on the Invoice given by
Hotel along with our organisation name
Book the Flight Tickets directly with Airlines website
* enter proper GST numbers
Travel Tickets to be booked date wise
Do select Insurance & Donations while booking flight
tickets.
Staff should reach destination on or before office
timings as per the local SAMIL office timings. (if staff
visiting Automalls or SAMIL review meetings etc.)
Air travel need to be by cheapest airline.
Select item wise Corporate Credit card where ever
expenses incurred through the SAMIL Credit card.
Plan your travel well in advance to avoid dynamic
fares (Train /Flight/BUS )
Pre approvals are must for any travel as per Travel
Policy.
MOBILE REIMBURSEMENT POLICY

Reimbursement on production of actual bill

S. NO. NEW ROLE AMOUNT REIMBURSING DEPARTMENT

EXPENSE DEPARTMENT
(ON PRODUCTION OF BILLS)
TOP MANAGEMENT
1 Rs. 2000
(PRESIDENT/SR.VP/VP)

NOTE- IF THE BILL AMOUNT IS LOWER THAN

THE ELIGIBILITY LIMIT, REIMBURSEMENT
SHALL BE MADE AS PER BILL AMOUNT ONLY.

EXPENSE DEPARTMENT
(ON PRODUCTION OF BILLS)
2 BH & SBH Rs. 1500

NOTE- IF THE BILL AMOUNT IS LOWER THAN

THE ELIGIBILITY LIMIT, REIMBURSEMENT
SHALL BE MADE AS PER BILL AMOUNT ONLY.

Part of salary to be disbursed on monthly basis

S. NO. NEW ROLE AMOUNT REIMBURSING DEPARTMENT

NH/SPH/AM/AI/ZFH/ HR DEPARTMENT
1 Rs. 1250
NFH/SAH/ZSH (PART OF SALARY)

NTL/AM/AI/RPH/ STMA/STM/SSH/
NTM/TM/2ND LINE HR DEPARTMENT
AUCTIONEERS//ATL/ATM/TL/CSE/SSM/S
2 M/DSM/ASM/SSE/SE/SPM/PM/DPM/AP Rs. 1000 (PART OF SALARY)
M/SPE/PE/ATM-QC, ATM-EM,ATL-QC,
ATL-EM, STMA-QC, STMA-
EM/MIS/SUPPORT EXECUTIVE/ZTM
NOTE:

 Above amounts are the maximum permissible limits and shall be paid as per ‘Reimbursing
Department’ given above.

 Reimbursement shall be only applicable for Post-paid connection reflected in HR records in

employee’s name.

 No reimbursement shall be made for more than one phone number.

 Any deviation to this policy shall be supported with CEO’s special approval and bills
exceeding the eligibility limit shall be submitted to reporting head along with call records
excluding personal calls and further, reporting head shall take CEO’s special approval for
the same.

 Mobile bill reimbursement shall be withdrawn at the discretion of respective Heads of

Departments without any prior intimation to the employees.

LTA POLICY

As per the Income tax Act, LTA can be claimed in two blocks commencing from January 2022 to
December 2023 and January 2024 to December 2025.

Accordingly, Employees eligible for LTA can submit their LTA Claim on completion of one year
from the respective block commencement date.

LTA procedure while claiming –

 Four consecutive leaves, may be inclusive of week off, shall be availed prior to placing
request. Leaves shall be taken subject to approval of reporting head.
FOR EXAMPLE:

FRIDAY SATURDAY SUNDAY MONDAY LEAVES AVAILED REMARKS

L L WO L 4 ACCEPTABLE

 Subsequent to completion of leave period, employee shall fill up LTA form as enclosed
herewith and send scan copy of the same to HRD along with approval of their respective
Reporting Head, Regional Head and Zonal Head.

 Closing date of processing LTA request complete in all respects shall be 15 th of a month, thus
request received post 15th of a month shall be considered in next month. However, it may
vary as per number of working days in the month.
Please note:

 It is not mandatory to submit ‘hard copy’ of LTA form, ‘scan copy’ of the same along with
necessary approvals as stated above are sufficient to process the request.
 LTA will be paid through salary as per Calendar Year i.e. Jan – Dec.
 TDS will not be applicable on LTA if claim is made once in 2 years within the block of 4 years
with proper supporting under the I.T. Act. The Current Block is 2022 - 2025 Calendar Year.
 If LTA is claimed every year with or without supporting, TDS will be applicable subject to
above rule i.e. maximum two claims will be tax free with proper supporting and remaining
two will be taxable.
 On separation, any LTA amount paid as advance for the particular block shall be recovered
through Full & Final Settlement.
 Only two travels in block of 4 calendar years are allowed as ‘tax free’. Multiple travels, even
if claimed twice in this block will not be considered ‘tax free’.
 Employees cannot claim advance LTA for any year. LTA can only be reimbursed for the
period employee has worked.

COMPENSATORY OFF
Employees who attend office on week offs or public holidays will be given a extra casual leave as
compensatory off for below role.

ROLE
2ND LINE AUCTIONEER RPH
AI SE
AM SENIOR PROJECT MANAGER
APM SM
ASM SPE
ATL SPM
ATM SSE
CSE SSM
DPM STATE ACCOUNTS HEAD
DSM STATE SERVICE HEAD
NTL STATE TEAM MEMBER
NTM STMA
PE TM
PM ZSH

It will be only applicable in a month in which an employee attends office on week offs or public
holidays. Further, it is mandatory for employees to complete at least 8 working hours, failing
which, employees shall not be given extra CL and will be marked ‘half day’, if worked for 4 hours.
To track attendance and maintain its accuracy, respective authorities’ approval is required along
with timings. For further clarifications, please contact HRD.

TRANSFER
All employees can be transferred temporarily or permanently to any of the company does an
establishment, both already exist as well as those that may be established in future, to meet
exigencies of business. There will be no restriction to the number of such transfers during any
period but the company will protect, as far as possible, the employee’s status and compensation.
Employee can claim their expenses according to the shifting policy.

DEPUTATION

Based on business exigencies, Management shall depute required employees on deputation to

any of their Offices of the Group Companies etc, for which deputation / City Compensatory
Allowance shall be provided.

GRIEVANCE HANDLING
The concerned Department Head/Administrative shall handle the day-to-day grievances of the
employees concerning to their dept./office. If the grievances are related to Personnel and
administration or to any of company’s policies etc., then it shall be brought to the notice of
Human Resource Dept. for necessary solutions, if any. Following should be the procedure
followed by all employees:

STEP 1: In the first step, the grievance is to be submitted to the immediate superior, who should
settle the grievance within 48 hours.

STEP 2: If the immediate superior fails to provide a solution, the aggrieved employee can take
the grievance to his respective Head of the Department, who has to give his decision within 3
days.

STEP 3: If the aggrieved employee is not satisfied with the decision of departmental head, he
can take the grievance to the Regional HR Department. The Regional HR makes its
recommendations to the HR Head within 7 days in the form of a report. The final decision of the
HR Head, in consent with the aggrieved employee’s HOD, on the report of Regional HR, must be
communicated to the aggrieved employee within three days of the receipt of report. An appeal
for revision of final decision can be made by the aggrieved employee if he/she is not satisfied
with it. The HR Head must communicate its decision to the employee within 7 days.
 TAT 5-7 days
YES
Management to do due diligence
Grievance Redressal Process and resolve

NO

START
Is the
YES
issue
Grievance raised
resolved
with Supervisor
?
GRIEVANCE
CLOSED
Supervisor does the TAT 3-5
due diligence
Escalated to
TAT 2 Days Department Head & HR
Head
YES
Is the
YES
issue
resolved NO

?
Is the
NO Grievance raised with
HRBP & Skip Supervisor
issue
resolved
?
TAT 3 Days
DISCIPLINARY ACTION

Disciplinary action for any act of misconduct by the employees shall be taken by the Human
Resource Dept. in consultation with the Administrative Head/Dept Head. For this purpose, the
misconduct committed by the employees should be brought to the notice of the Human
Resource Dept. immediately for suitable disciplinary action.

For information of the employees, the following acts of omissions & commission shall amount to
misconduct and those found guilty are liable for punishment.

1. Theft of company’s property, fraud and dishonesty.

2. Flash strikes / willful slowdown.
3. Demanding, accepting bribes or any illegal gratification whatsoever.
4. Smoking in areas where it is prohibited.
5. Sexual harassment, eve – teasing, misuse of Internet / Telephone etc.
6. Drunkenness, fighting or riotous or disorderly or indecent behavior within the premises
and/or while on duty or tour etc.
7. Insubordination or disobedience of any kind alone or in combination with other.
8. Sleeping on duty.
9. Statements made on employment form/application/bio-data, which are found incorrect.
10. Within the limits of the establishments, committing or inciting other to commit, breaches of
the law or rules of the company, or the commission of any other act intended to harm
interests of the company or its employees.
11. Alone or in collusion with others, causing or threatening to cause mental and physical pain
to employees within the premises or while on duty.
12. Distribution of propaganda leaflets or posting of notice in the premises without prior
permission of the Management.
13. Collection, without the permission of the Management of any money within the premises of
the establishment except as permitted by the Management.
14. Committing any act likely to harm or endanger the company’s property.
15. Engaging in or inciting others to engage in strikes or slow-down of work or any other illegal
activities during the working hours within the establishment.
16. Sabotage in any form.
17. Conviction or any criminal offence involving moral turpitude.
18. Refusal to allow oneself to be interrogated by the Management or to sign any statement
recording one’s own evidence.
19. Refusal to accept any communication or charge sheet from the company.
20. Habitual negligence or neglect of work.
21. Habitual late attendance.
22. Refusing to work on another job of the same nature or status or workplace when ordered.
23. Gambling within the company’s premises.
24. Engaging in trade within the premises of the company.
25. Lending to or borrowing money from other employees.
26. Writing anonymous letters.
27. Theft of employee’s property inside the company premises.
28. Leaving the work place and/or company’s premises without permission during duty hours.
29. Creating disturbances or confusion or agitation of any nature whatsoever within the company’s
premises.
30. Engaging or abetting in abuse and physical violence on other employees at any time within the
company’s premises.
31. Habitual breach of any rules or instructions.
32. Unauthorized entry into or stay in the company’s premises.
33. Failure to observe safety instructions or interference with any safety device or equipment
within the establishment.
34. Unauthorized possession of any lethal weapon in the establishment.
35. Habitual absence from duty or overstaying of sanctioned leave without permission for more
than 8 consecutive days.

EMPLOYEE RELATIONS & LIABILITIES HANDLING

Management believes & practices in cordial relation with the employees. As a result, there is no
single dispute/litigation in any other labour / Industrial court. Also to be noted that there is no
Union / Association existing in the company.

Employee grievances are handled effectively at the primary stage. Total freedom of speech /
expression is provided to the employee in airing their views / suggestions.

Management is committed in providing what is due to the Employees as a result the following
liability related benefits as per the Labour Legislation are strictly followed.

1. The Apprenticeship Act.

2. The Workmen’s Compensation Act, 1923.
3. Payment of Wages Act, 1936.
4. Minimum Wages Act, 1948.
5. Employees Provident Fund Act, 1952.
6. Payment of Bonus Act, 1965.
7. Employees State Insurance Act, 1948.
8. Payment of Gratuity Act, 1972.
9. The Equal Remuneration Act 1976.
10. The Maternity Benefit Act, 1961.
11. The Maharashtra Labour Welfare Fund Act, 1972.
12. The Shops & Establishment Act – 1948.
13. The Employees Liability Act – 1938

All legal and employee related benefits are forwarded to the employees on time.
ATTENDACE & LEAVE POLICY
General Clause:
1. All leave shall be granted at the convenience of the Management who shall have full
discretion to refuse or curtail leave as and when the exigencies of the company’s work may
require.
2. An employee habitually absenting without leave for more than 8 consecutive days or
overstays sanctioned leave without sufficient grounds or proper sanction or satisfactory
explanation, shall render himself liable to disciplinary action, including termination of
service.
3. Leave cannot be enjoyed unless it is due and is sanctioned by a proper approving authority.
4. After proceeding on any kind of leave, if an extension of leave is desired, the employee must
make an application which should reach the company sufficiently in advance before the due
date of expiry of the sanctioned leave so that there is sufficient time for the company to
convey the company’s decision to the employee.
5. An employee remaining absent beyond the period of leave originally granted or
subsequently extended would be subject to disciplinary action.
6. The company’s decision regarding the administrative details of the leave rules shall be fine
and binding on the employees.
7. If there is no casual leave & privilege leave to the credit of the employee, the company shall
consider at its sole discretion, granting loss of pay.

SAMIL– LEAVE RULES

Number of Leaves

 Casual Leave - 12 days

 Privilege Leave - 24 days

1. CASUAL LEAVE – 12 Days

a. All employees shall be eligible for 12 days Casual Leave including Probationers and trainees
for the current year.
b. All employees are eligible for casual leave of only ONE DAY per month.
c. Casual leave is cumulative for the year. It is based on accumulation.
d. Casual leave cannot be availed without prior sanction but except for emergency with
sufficient explanation.
e. Casual leave will not be carried forward to next year.
f. Casual Leave cannot be encashed.
g. If an employee joins before 15th of a month, he or she is eligible to get 1 casual leave for the
same month but if he or she joins after 15th of a month, he or she is entitled for half causal
leave for that month.
2. PRIVILEGE LEAVE – 24 Days
a. All confirmed employees those who have put in continuous service of more than 240 days
are entitled for privilege leave of 24 days for previous calendar year.
b. Privilege leave can be availed on Medical grounds by production of appropriate medical
certificate from the Medical Attendant.
c. Privilege leave earned during the calendar year will be credited to an employee’s account at
the beginning of the following calendar year.
d. Privilege leave will not be earned for the days an employee is on leave without pay.
e. Privilege leave will be granted to an employee subject to the exigencies of the company’s
work.
f. No employee shall be entitled to privilege leave during the probationary period of his service
but such probationary period immediately preceding confirmation of an employee will be
taken into account for calculation of privilege leave entitlement.
g. Off-days and holidays falling during the period of leave shall be considered as a part of
privilege leave.
h. Application for privilege leave should be made at least 15 days in advance through proper
channel. The employee requesting for leave must provide the management with the address
to which communications can be addressed to him or her during the period of leave.
i. An employee shall be permitted to accumulate privilege leave up to 72 days. PL
accumulation in excess of 72 days can be encashed on employee’s request. The encashment
eligibility is limited to the maximum of 50 % of the PLs due in the year.
j. It is recommended for confirmed employees to avail at least 12 days of privilege leaves due
in a year as encashment of privilege leaves will be allowed up to a maximum limit of 12 days
or 50% of Privilege Leave due in a year, whichever is lower.
k. Encashment calculation shall be on Basic salary only. Privilege leave amount will be
calculated as per the below given formula:

PRIVILEGE LEAVE AMOUNT = BASIC SALARY/30* PL

3. MATERNITY LEAVE
Maternity leave for lady employees will be sanctioned in accordance with the Maternity Benefit
Act, 1961.Maternity Leave can be availed only by lady employees when she is expecting a child
and has worked for her employer for at least 80 days in the 12 month immediately preceding the
date of her expected delivery. It will be considered as any other paid leave. The maximum period
for which any woman shall be entitled to maternity benefit shall be twenty six weeks (182 days)
of which not more than six weeks shall precede the date of her expected delivery. Those who
are covered under ESI, the Maternity Benefit can be availed only from local ESI Office.

 LEAVE FOR MISCARRIAGE

A female employee under Maternity Benefit on account of miscarriage or medical
termination of pregnancy shall be eligible for a paid leave of 6 weeks. The employees coming
under ESIC shall avail this benefit from ESIC.

 LEAVE FOR TUBECTOMY OPERATION

A female employee under Maternity Benefit on account of tubectomy operation shall be
eligible for a paid leave of 2 weeks. The employees coming under ESIC shall avail this benefit
from ESIC.
LEAVE ADJUSTMENT PROCEDURE
CASUAL LEAVE: An employee’s casual leave balance available to his/her credit will be adjusted
initially.

For e.g. :- If any employee has balance of 12 days casual leave in the month of December, then
his/ her leave taken will be adjusted against casual leave.

PRIVILEGE LEAVE: After exhaustion of casual leave, privilege leave balance if any will be adjusted.

For e.g. :- If an employee’s casual leave balance is one day in the month of December and leave
taken by he/ she is 2 days then his/ her one day leave will be adjusted against casual leave and
other day in privilege leave.

MATERNITY LEAVE: Non ESIC Maternity Leave will be considered as any other paid leave. The
same leave will be considered for calculation of PL & payment of Bonus.

ATTENDANCE RULES
1. Employees shall report to office on time, however employee reaching office after reporting
time will be marked as “late”.
2. Employees reaching office after 09:30 a.m. will be marked as “late”.
3. Employees shall be given exemption of two late marks in a month and thus, employees
reporting late for third time and thereafter in the same month, shall be marked as per
attendance norms.
4. Employees reaching office after 10:00 a.m. shall be directly marked as ‘half day’.
5. Employees reaching office late shall intimate attendance users with approval of their
reporting heads by 09:30 a.m. as attendance users will update attendance latest by 10:00
a.m. In absence of intimation and approval by 10.00 a.m., employee shall be marked as
‘Absent’ without any further communication to employee.
6. Employees availing full day / half day leave shall inform attendance users with approval of
their reporting heads a day prior or latest by the same morning. In absence of reporting
head’s written approval, employees shall be marked as ‘absent’.
7. Employees going for a meeting or tour shall share the complete tour plan/ meeting details
with attendance users along with approval of their reporting heads. In absence of reporting
head’s written congruence, employees shall be marked as ‘absent’.
8. Employees are requested to punch access card and sign attendance register while entering
and before exiting office, daily, as it is mandatory to uphold and update manual records,
besides online attendance update since it helps in record reference, audit concerns and
enables us to avoid future ambiguities.
 9. During working hours, employees shall only work on official concerns and subjects and are
not allowed to leave office premises without prior permission of their reporting heads.
10. Weekly off/s (WO) which falls in between CL or PL will be treated as leave.

LATE MARK CALCULATIONS

DAYS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
LM 0 0 0.5 0.5 0.5 1 1 1 1.5 1.5 1.5 2 2 2 2.5

DAYS 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
LM 2.5 2.5 3 3 3 3.5 3.5 3.5 4 4 4 4.5 4.5 4.5 5 5

PERSONAL LOAN POLICY

Objective

To enable the employees to seek financial support from the company to attend important needs
in life viz. medical expenses incurred on the illness of self and dependent family members,
marriage in the family including self, dependent brother, sister or child, education needs of
Self/Spouse/Children and death in the family.

Scope & Eligibility

All confirmed employees of SAMIL GROUP who have completed one year of service and deliver
50% & above performance shall be eligible for availing loan subject to CEO’s/CFO’s approval.

Assistance Amount & Repayment

 Loan shall be granted subject to fulfilment of eligibility criteria and shall be availed for the
above said purposes solely. However, requests carrying purpose other than the above shall be
supported with respective Heads & department head recommendation and CEO’S /CFO’S
approval.
 HRD shall be recovering balance of ESOP/ personal loan amount, if any, from Quarter 4 or
Annual incentive amount.

 Maximum loan eligibility shall be pursued as per the below matrix:

Employment Term Eligibility
Employment with SAMIL GROUP for 1 year & more One time of the monthly gross salary
Employment with SAMIL GROUP for 3 years & more Two times of the monthly gross salary
Employment with SAMIL GROUP for 5 years & more Three times of the monthly gross salary
 Repayment - Recovery of the loan amount shall be made over 24 months through consecutive
EMIs (Equated Monthly Instalments).
 Rate of Interest shall be 13.25% p.a. However, it may vary as per change in RBI norms.

Other Terms & Conditions of Personal Loan:

 Tax implications pertaining to personal loan, if any shall be borne by the employee.
 EMI deductions from the salary of the employee will start in the following month of loan
approved and disbursed.
 Employees leaving the Company shall pay back the balance loan amount, if any.
 Loan agreement will be drawn up and interest rate and repayment terms will be stipulated.
Repayments shall be deducted from the employee’s salary in accordance with the loan
agreement and shall be repayable according to the terms agreed upon.
 Loan Payment shall be released on receipt of loan agreement acceptance copy.
 Second loan shall be granted only after 3 months (cooling off period) of closing date of the
previous loan.
 Loan top ups / amount extensions shall not be permissible while loan or cooling off period is in
process, even if the loan amount availed is less than the employee’s eligibility amount.
 The decision to grant assistance shall be at Management’s discretion solely.

Acceptance of the terms of Employee Loan Policy

I have read, understood and agree to the terms and conditions detailed in the Employee Loan
policy of SAMIL Group:

Employee Name:

Employee Code:

Loan Amount:

Employee Signature:

Date:
CORPORATE CARD POLICY

Corporate credit card is issued to incur regular frequent business expenses of a kind
appropriately paid by credit card. Card limit & eligibility may vary as per Roles.

The corporate credit card cannot be used to obtain cash advances, bank checks, traveller’s
checks, or electronic cash transfers for expenses other than those incurred by the assigned
employee named on the card, or for personal expenses. Misuses of the card will result in
cancellation of the card and withdrawal of corporate credit card privileges. If the card is used for
an employee's personal expenses, the employer reserves the right to recover the amount from
the employee cardholder. Cardholders will be required to sign a declaration authorizing the
company to recover, from their salary, any amount incorrectly claimed.

Corporate credit card expenditures must be reconciled and uploaded in Expense module with
scanned copy of original receipts as soon as employee completes the trip. Also, the original
receipts should be submitted to the Expense Department within 07 business days of the travel.
Cardholders who have not reconciled and submitted their monthly expenditure within this
period will be asked to reconcile and submit their monthly expenditure immediately. Continued
or repeated non-conformance to this policy will result in cancellation of the card and such other
actions as appropriate. If the card expenditures are not reconciled and submitted within a month
of the statement date or a plausible explanation has not been received by Expense Department,
the employee's corporate credit card will be cancelled.

Lost or stolen cards must be reported immediately to the HRD.

Declaration

Employee Name: ________________________ Employee Code: _____________________

Designation: _____________________________Role: ______________________________

1. I am applying for a corporate credit card.
2. I understand and agree that:
3. I bear ultimate responsibility for the card.
4. I will not use the corporate credit card to withdraw cash.
5. I will not use the corporate credit card for personal expenses and will use it only for official
business on behalf of the company.
6. If I misuse the card (i.e., use it otherwise than in accordance with the instructions given to me
in this agreement or related policies) or otherwise fail to reconcile my expenditures within the
prescribed procedures and timeframe, I authorize the company to recover the funds through
payroll deductions for any amounts incorrectly claimed or for reconciliations that are one
month in arrears of the statement date.
7. If the corporate credit card is lost or stolen, I will report it immediately to concerned Officer.
8. If I resign from the company, I will return the card with a final reconciliation of all
expenditures prior to departure.

____________________________ ________________________

Signature of cardholder Date

SEPERATION

Operations category:

 OP1 (Junior Executive) – OP4 (Assistant Manager) = 30 days

 OP5 (Deputy Manager) and above = 90 days

Back Office Category:

 COM1 (Asst.) – COM5 (Senior Executive) = 30 days

 COM6 (Assistant Manager) and above = 90 days

Same is applicable for employees who are under probation.

 In case an employee resigns from the service of the Company he/she is liable to give 30 days
prior notice in writing to company & if no notice is served then he / she is liable to pay 30 days
basic salary to company whichever is applicable.
 In case an employee ask to resigns due to performance issue, behaviour, attitude etc. from
the services of the Company he/she is liable to give 48 Hours prior notice in writing to
company.
 The resignation letter shall be forwarded with the recommendation of the Department
Head/Administrative Head to the Human Resource Department in order to arrange the
acceptance of resignation letter.
 Relieving & Experience letter will be issued only on clearance of relieving formalities of the
company, along with full and final settlement.
 During the probation period, employee’s performance, behaviour, attitude, etc. will be
measured as per Review Process and Company’s defined norms and if found unsatisfactory,
his/her employment shall be terminated without any compensation.
 Resigned Employees are liable to maintain secrecy of all Information or data of the Company’s
operation, which they came to know during the course of employment, hence if an employee
fails to maintain the secrecy after leaving the company will be liable for a legal action against
him.

Exit Feedback
An Employee leaving the Organization is asked to fill the Exit Feedback in order to assess the
reason for leaving our Employment and suitable measures are taken to reduce the attrition rate.

Full &Final Settlement

On separation, Human Resource Dept. shall send the Employee Separation checklist to the
Dept./Admin. Head for discharging the separated employees responsibilities and handing over of
company assets. Once the discharge sheet is received by the Human Resource Dept., full & final
settlement is made to the employee within 60 days on receipt of Discharge Clearance (DC).

Superannuation
All employees will retire from the company on attaining the age of 58 years. Extension if any will
be at the sole discretion of the Management.
PREVENTION OF SEXUAL HARASSMENT

Policy

1.1 SAMIL Group including Shriram Automall India Limited, CarTradeExchange Solutions Private
Limited, Adroit Inspection Services Private Limited & its subsidiaries are individually known
as “Company” and jointly Known as “Companies” companies and are committed to create
healthy working environment that enables women employees to work without fear of
prejudice, gender bias and sexual harassment. The Companies also believes that women
employees of the Company have the right to be treated with dignity. Sexual harassment of
women at the work place is a grave offence and is, therefore, punishable.

Scope and Effective Date

2.1 This Policy framed to provide protection against sexual Harassment of women at workplace
is deemed to be incorporated in the service conditions of all employees and comes into
effect immediately.

2.2 Sexual harassment would mean and include any one or more of the following unwelcome
acts or behaviour (whether directly or by implication):
 Physical contact and advances; or
 A demand or requests for sexual favours; or
 Making sexually colour remarks: or
 Showing pornography; or
 Any other unwelcome physical, verbal or non-verbal conduct of sexual nature;

2.3 “Employee” means a person employed by the company at a work-place for any work, on
regular, temporary, adhoc or daily wage basis, either directly or through a contractor or sub-
contractor, whether for remuneration or not, or working on a voluntary basis or otherwise,
whether the terms of employment are expressed or implied and includes a co-worker, a
contract worker, probationer, trainee, apprentice or called by any other such name;

Internal Complaint Redressal Committees

3.1 Internal Complaint Redressal Committees have been constituted by the Management at
Company’s each offices/Units/Workplace, to deal with any complaints of sexual harassment.
A list of the committees and the concerned members therein are shown in Annexure -1 to
this Policy. Changes, if any, in the committee shall be notified from time to time.

3.2 The Committee consists of 4 persons, out of which two are women employees employed at
senior level in the Company. The third member of the committee is also from the employees
and the fourth member is a legally qualified person familiar with the issues related to sexual
harassment, Labour Laws etc. The senior most woman member of the Committee shall be
the Presiding Officer.

3.3 The term of every committee member shall be for a maximum period of three years from
the date of their nomination.
3.4. The quorum of three persons is required to be present for the proceeding of the committee
to take place. The quorum shall include Presiding Officer.

Redressal Process

4.1 Any aggrieved woman employee who has been sexually harassed may submit a complaint of
the alleged incident to any member of the Committee in writing with her signature within 90
days of occurrence of incident. Delay if any shall be condonable up to further 90 days on
valid reasons. In case of physical or mental incapacity of the aggrieved woman employee to
make a Complaint, the Complaint can be submitted to the Committee through her relative,
friend, guardian or co-employee.

4.2 Complaint to be submitted along with all its supporting documents and names of the
witnesses, if any.

4.3 On receipt of the Complaint, Internal Complaint Redressal Committee shall send one of the
copy of the said complaint received from the aggrieved women employee to the
Respondent. The Respondents shall file his reply to the Complaint along with list of
documents and names of witnesses, if any, within a period not exceeding 10 working days.

4.4 Before conducting detailed enquiry, Committee shall at the request of the aggrieved woman
employee, take steps to settle the matter between the Complainant and the Respondent
through conciliation. There will be no monetary settlement. If the Settlement is arrived, the
committee shall record the settlement so arrived and the same shall be submitted to the
management of the Company with copy to aggrieved woman employee and the
Respondent.

4.5 Where settlement is arrived, no further enquiry will be conducted by the Committee.

4.6 If no conciliation was held or no settlement was arrived during the conciliation or if terms
and conditions of the settlement arrived during the conciliation has not been complied with
by the Respondent, the Committee shall conduct detailed enquiry in accordance with
principles of natural justice and on par with the enquiry under the Standing orders. During
Enquiry the Committee shall:

a. Ensure that both the parties are given full opportunity of being heard.
b. Record statements of the aggrieved woman employee as well as the respondent.
c. Summon and enforce the attendance of any person and examine him/her on oath.
d. Summon discovery and production of documents.

4.7 If the Complainant woman employee or the person against whom complaint is made desires
any witness/es to be called, they shall communicate in writing to the Committee the names
of witness/es whom they propose to call.

4.8 If the Complainant woman employee desires to tender any documents by way of evidence
before the Committee, she shall supply original copies of such documents. Similarly, if the
person against whom complaint is made desires to tender any documents in evidence
before the Committee he shall supply original copies of such documents. Both shall affix
his/her signature on the respective documents to certify these to be original copies.
4.9 The parties shall not be allowed to be represented before the Committee through a legal
practitioner.

4.10 The inquiry into the complaint shall be completed within a period of 90 days. On completion
of enquiry, the committee shall submit findings to the Management of the Company within
10 days of closing of enquiry and copy of the said Findings shall be made available to both
the parties, enabling them to make representation against the findings before the
Committee.

4.11.Where the Committee arrives at the conclusion that the allegations against the Respondent
has been proved, it shall recommend to the Vice President - HR to take any action, including
written apology, warning, withholding promotion, transfer, withholding increment,
termination of services of the Respondent or carrying out community services or any other
punishment, as per The Standing Orders. The Committee Can Also Recommend Deduction of
Appropriate Amount From the salary/remuneration of the Respondent and pay to the
complainant.

4.12 In the event, the complaint does not fall under the purview of Sexual Harassment or the
complaint does not mean an offence of Sexual Harassment, the same would be dropped
after recording the reasons thereof.

4.13 In case the complaint is found to be malicious or the complainant making the complaint has
made the complaint knowing it to be false or if the complainant or any other person in
support of the complaint produce any forged or misleading document, the Committee can
recommend to the Vice President - HR to take action, against the complainant and/or the
concerned person.

4.14 To the extent feasible, the Complaint and the proceedings of the conciliation/enquiry shall
not be published, communicated or make known to the public, press and media in any
manner, by disclosing the name, address and identity of the parties or witnesses.

Action by Management

The HR Head will take appropriate action in accordance with the recommendation proposed by
the Committee within sixty days.

Appeal

6.1 Any person aggrieved from the recommendations made by the Committee may prefer an
Appeal to the Managing Director of the Company within a period of ninety days of the
recommendations.

6.2 The CEO/MD shall give his decision on the Appeal within a period of 30 days.

Management’s Further Support

7.1 The management shall provide all necessary assistance for the purpose of ensuring full,
effective and speedy implementation of this policy.

7.2 Where sexual harassment occurs as a result of an act or omission by any third party or
outsider, the Management shall take all steps necessary and reasonable to assist the
affected woman employee in terms of support and preventive action.
 7.3 In case the Committee finds the degree of offence is high and recommend any action under
the Indian Penal Code, in its report, appropriate action shall be initiated by the
Management, for making a Police Complaint, with the consent, help & co-operation of the
aggrieved woman employee.

Details of Complaints Committee Members are enclosed with the policy.

NAME:

EMP. CODE:

SIGNATURE:

PREVENTION OF SEXUAL HARASSMENT

ANNEXURE - 1

SEXUAL HARASSMENT AT WORKPLACE OR ANYWHERE ELSE IS PUNISHABLE BY LAW

Sexual Harassment at workplace includes:

 Physical contact and advances; or

 A demand or requests for sexual favors; or
 Making sexually colored remarks: or
 Showing pornography; or
 Any other unwelcome physical, verbal or non-verbal conduct of sexual nature;

EMP CODE NAME ROLE MOBILE EMAIL ID

AD00500 Jyoti Jain (Chairperson) CEO Adroit Auto 9971500214 jyoti@adroitauto.in
A03392 Vibha Sarin Prabhakar Chief Experience Officer 9811234243 vibha@samil.in
CTE00002 Phalguni Hari Pillai Chief Sales Officer 9819806969 phalguni.pillai@cartradeexchange.com

A03391 Monica Katyal Business Head- HR 9818345985 monica.katyal@samil.in

A02125 Satish Kumar Garg Chief Financial Officer 9810421974 satish.garg@samil.in

A00325 JV Sudhakar Chief Operating Officer 9849202259 sudhakar.jv@samil.in

A00858 Sunil Chopra Business Head 9717422094 sunil.c@samil.in

ADVOCATE Jasbir Singh Advocate 9911355660 jasbir.s@classociates.in

Shriram Automall India Limited and its Group companies have a complaints committee to deal
with the cases of Sexual Harassment consisting of following members:

An employee wishing to make a complaint may contact any of the members of the committee
on the phone/email.
Employee Duties & Responsibilities
The essential basis of an employee’s duties and responsibilities are listed below:

1. Uphold and promote the image of the company.

2. Extend full support to the objectives of the company.
3. Contribute to improvements and quality of services.
4. Show courtesy to the customer as well as all those connected directly or indirectly with the
business of the company.
5. Do not share company confidential information, data etc. with outsider.
6. Before and on the last day of working with company i.e., at the day of retirement, transfer
to group company, termination, voluntary termination etc., it is the duty & responsibility of
the employee to deposit company asset(s) i.e., Laptop, other computer accessory,
7. T Shirt(s), Cap, Shoes, Bags, Company pass etc., provided for the smooth functioning of
his/her job along with this present welcome kit being the property of the company.
8. Be a good and law abiding citizen of the country for higher productivity.
9. Observe all rules of discipline and strive for higher productivity.

Copyright Notice

Copyright (c) protected by Shriram Automall India limited. All rights reserved worldwide. No
part of this publication may be transmitted, reproduced, transcribed, stored in a retrievable
system, nor translated into any human readable or computer recognizable language in any
form or by any means without the written consent from the authorized officer of Shriram
Automall India limited, with corporate headquarter located at: 7th Floor, Best Business Park,
Netaji Subhash Place, Pitampura, Delhi – 110034, India | Toll Free: 1800 102 4141

Confidentiality of Information

1. Un-authorized conveying or otherwise transmitting information to anyone outside of

Shriram Automall India limited. Unless authorized by an officer of Shriram Automall India
limited shall be subject to legal proceedings & disciplinary action including “Termination of
Employment” and shall at any time at the discretion of the Company enter into a Non-
Disclosure Agreement.
2. Before and on the last day of working with company i.e., at the day of retirement, transfer
to group company, termination, voluntary termination etc., it is the duty & responsibility of
the employee to return company asset(s) i.e., Laptop, other computer accessory, T Shirt(s),
Cap, Shoes, Bags, company punch card, welcome kit etc., along with all the available
information and materials relating to our Company.
This manual is the property of Shriram Automall India limited and upon cessation of
employment it must be returned to the Company.

© Copyright “Shriram Automall India limited. Signature