EMPLOYEE

HANDBOOK

AN EMPLOYEE HANDBOOK IS A SET OF RULES AND POLICIES

THAT EMPLOYEES ARE EXPECTED TO FOLLOW. IT IS NOT A
FORMAL CONTRACT, BUT AN EMPLOYEE IS EXPECTED TO
ACKNOWLEDGE THE RECEIPT OF AN EMPLOYEE HANDBOOK IF
THE COMPANY HAS ADOPTED ONE.

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TABLE OF CONTENTS

SR NO PARTICULARS PAGE NO

1 Purpose of the Manual 3

2 Company Introduction 4

3 Values & Behaviour 6

4 Code of conduct 8

5 Dress code 10

6 Working Hours 12

7 Leave Policy 15

8 Probation, Confirmation & Termination 20

9 Internal Job posting 23

10 Laptop Policy 25

11 Confidential 28

12 Compensation, Benefits & Reimbursements 30

13 Rewards & Recognition 35

14 Policy on Sexual harassment 38

15 Conclusion 42

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Purpose of the Manual

This Employee Handbook has been prepared to help you get familiar with the
key policies, benefits, regulations and codes of conduct at (Company Name).
We hope this handbook will be useful and will help you plan and enjoy the
benefits and opportunities that (Company Name) provides.

This handbook is confidential and is for internal circulation only. It is subject to

change as and when necessary to remain in compliance with appropriate
Government regulations and (Company Name)’s policy. The contents of this
handbook will be modified from time to time as per the business needs of the
Company, and amendments will be issued. Interpretation of the handbook by
the management is final. If you need any clarification or further information on
any aspect of this handbook, you can get in touch with the HR department,
which will be happy to help you.

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Introduction
About the Company

(Company Name)’s Mission

(Company Name)’s mission is to be …...

(Company Name)’s Vision

(Company Name)’s Vision is to be …...

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Joining Formalities

(Company Name) welcomes all employees and hopes that they will enjoy the
work culture. When a new employee joins (Company Name), a formal
induction will be conducted to familiarise them with all the activities in
(Company Name).

Personal Particulars:

 (Company Name) will keep a record of all the employees’ personal

particulars pertaining to the recruitment & selection process. Once an
employee joins (Company Name), she/ he should give a copy of the pan
card, Aadhaar card and two passport-sized photographs to the HR
department within one week of joining. In case the pan card is not
available, a copy of your passport or driving license can also be
submitted.
 Employees will be required to sign an employment contract on joining
(Company Name).
 Employees are to keep the HR department informed of any changes in
any of the above records.
 In order to calculate TDS (tax deduction at source) accurately, the
following forms need to be completed and returned to the Finance
department by 15 April every year or within 15 days of joining the
organization:
 Provident Fund transfer/ application form (whenever PF is
applicable)
 Tax Estimate/ Savings declaration form

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Values and Behaviour

(Company Name) has been built on a strong foundation of

values. It has managed to nurture its strong culture of volunteerism among its
members and has helped to preserve its institutional memory. The existing values
are laid out below:

 Continue to maintain and enhance trust with all the stakeholders-

Members, clients of member companies, governments in India (central and
state) and overseas, media, academia and society.
 Remain apolitical and not aligned to any party ideologies. (Company
Name)’s main objective is to enable the betterment of the country through
information technology.
 Be an open platform for sharing best practices among member companies.
This could be in areas of client management, human resources, governance,
security, and other such areas.
 (Company Name) has propounded a desirable code of conduct to be
practised by member companies. However, this is self-regulatory, and
members are expected to abide by it.
 In every transaction that (Company Name) is involved in, it will adhere to
the best principles of fairness, transparency and accountability.
 (Company Name) will not endorse the commercial interests of any
company, association or business.
 (Company Name) will show the same level of commitment towards all
its members. It will always act without any bias for type, ownership, size or
contributions (financial and others) to (Company Name).
 (Company Name) will strive to retain a free-market environment for its

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 member companies. It will oppose any attempts by any lobby to bring in
protectionism in the area of their operations.
 (Company Name) will strive to promote and leverage a culture of
collegiality, cooperation, openness, harmony, trust and fairness in interactions
among its members, including the Executive Council.
 (Company Name) will strive to continue its emphasis on Leanness and
operational efficiency in its operations.
 In pursuing policies beneficial to member companies, (Company Name)
will always keep the overall welfare of the society as an important
objective.
 (Company Name) will continue to create mechanisms to
Strengthen its institutional memory.

Expectations from each team member

(Company Name) values are our guiding principles and drive our behaviour.
Our conduct is based on a shared belief system which is entrenched into the
organization’s DNA and guides individual and organizational behaviour.

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Code of Conduct

Integrity

 Unquestionable integrity in every dealing with all stakeholders

 Personal honesty in thoughts, actions and relationships with internal and

external stakeholders

 Transparency in the conducting of day-to-day business

 Ensuring the confidentiality of data and information

Leadership

 Being proactive and leading from the front

 Being responsive to colleagues, members and other external stakeholders
 Being creative – multiple solutions to a problem
 Being resourceful to enable teams to deliver results
 Taking ownership for self and team’s actions

Passion

 Taking pride in what we do

 Enthusing others with energy and zeal
 Positivity and self-belief
 Exceeding expectations and delivering stakeholder delight
 Managing challenges in a dynamic environment
 Continuously learning and engaging;

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Respect

 Respecting colleagues, customers, members and everyone we interact

with
 Encouraging the free flow of ideas and communication
 Recognizing other’s ideas, suggestions and contributions
 Supportive and constructive feedback
 Celebrating differences and cultures
 We strictly abide by the POSH Policy and treat sexual harassment at the
workplace as actionable misconduct.

Teamwork

• Leverage the expertise and skills of team members

• Cross-functional responsibilities

• Sharing credit and kudos, seeking ideas and suggestions

• Sharing best practices, experiences and information

• Feedback to encourage change and personal growth

Ownership

• The professional conduct of responsibility and accountability

• Align with organizational goals and internalize its Vision, mission and core
values

• Judicious usage of all office facilities and resources

• Ownership beyond defined boundaries

• Adhere to organizational policies and practices

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Dress Code
• (Company Name) expects all employees to be attired in a manner that is
appropriate for the work/meetings scheduled for the particular day.
• (Company Name)’s corporate attitude promotes a dress code that is
professional and comfortable.

Guidelines

Employees are expected to dress professionally. For formal/ official meetings,

jeans and T-shirts are not considered appropriate. These are allowed as Friday
dressing. However, in case of meetings and appointments arranged, the dress
should be formal.

Men

• Full/half sleeves shirts and trousers

• Formal shoes with socks
• Tie for meetings and if representing (Company Name) in social or official
gatherings

Women

• Indian or Western formals

• In general, while there cannot be fixed dictums in the light of the diversity
of our climate, culture and clientele, (Company Name) employees are
expected to dress and follow personal appearance standards that are in
keeping with the organization’s image as a professional, international and

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 efficient trade body representing a major Indian industry. While some team
members may not have a
• customer-facing role but casually dressed employees do not communicate a
professional approach to external visitors to the office.
• Any dress deemed inappropriate or unprofessional may be addressed to the
individual by his/her manager on an individual basis.

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Working Hours

To ensure a disciplined work culture and punctuality so as to maximize

efficiency and ensure responsiveness to stakeholders.

Working Hours / Work Week

• The workweek comprises five days (Monday to Friday), except on

declared holidays.
• Normal working hours are: 9:30 am – 6:00 pm, with a 30-minute break
for lunch. Employees may be required to work beyond official timings
or on holidays due to exigencies of work.
• On Saturdays, Sundays and declared holidays, the office will remain
closed, except for those required to come in due to exigencies of work.
• Employees are encouraged to effectively manage their time so that
they can leave by 6:00 pm. Late work, for exigencies, should be the
exception rather than the norm. Staying back late cannot be used as a
reason for arriving late the next morning.

Flexi timings are allowed as per the following guidelines:

• The office timing will be from 8:30 am till 5:00 pm and

• 9:30 am to 6:00 pm
• It would be incumbent on all to have a normal 8.5 hours per day at
minimum

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 • To help the workflow, each employee will need to maintain
predictability and regularity in timings and should inform his/her
manager accordingly
• Attending any meeting arranged (internal or external) will be binding
irrespective of the time involved
• The attendance register should have the noting time of arrival and exit
Attendance

It is mandatory for all employees to mark their attendance by signing at the

time of both entry and exit; not signing the register will denote absence from
work.

 In case the employee is going out for a meeting or will be late in

coming to the office, or is going out of town, it is the responsibility of
the employee to inform his/her reporting manager of the same. It is
desirable to also inform the front office about the above so that
visitors/callers can be given appropriate information.

 Apart from official meetings outside the office, employees are

expected to be in office during the working hours.

Late Coming

• It is the responsibility of the employee to be punctual.

• Arrival in the office beyond 9:50 am will be considered as late

coming. Late coming/early departure adversely affects the work
culture and the organization’s responsibility to its stakeholders.

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• The reporting manager will take appropriate action for habitual late
coming/early departure as the case may be. If there is a special request
as an exception, permission (in advance, whenever possible) should be
taken from the reporting manager/regional head (in the case of
regional offices).

• Habitual late coming/early departure will attract action, which may

include leave deduction and can be stated in the overall performance
of the employee during the year.

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Leave Policy
Purpose and Overall, Policy

1. This section includes (Company Name)’s policies on leave, which are

categorized as follows:
 Earned Leave (EL)
 Maternity Leave (ML)
 Paternity Leave (PL)
 Loss of Pay (LOP)
 Holidays

2. During probation, an employee is not eligible for any leave, and thus any
leave taken will be considered unpaid leave. During the first year of
service, the leave that an employee can avail of is based on the number of
months after confirmation; therefore, leave for the probation period is lost.
If a person on probation avails of 15 days or more of unpaid leave, his / her
probation period will be extended by the same number of days.

Special Leave

The Employees are eligible to take a leave on their birthday, provided they
inform the respective reporting managers before taking the leave

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Holiday Calendar 2022

Sr.no Date Day Occasion Optional/ National Holiday

1 14-Jan Fri Makar Sankranti / Pongal Holiday

2 26-Jan Wed Republic Day National Holiday

3 1-Mar Tue Maha Shivaratri Holiday

4 18-Mar Fri Holi Holiday

5 15-Apr Fri Good Friday Holiday

6 02-Apr Sat Ugadi / GudiPadwa / Vaisakh Optional

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7 May Mon Buddha Purnima Optional

8 15-Aug Mon Independence Day National Holiday

9 11-Aug Thu Rakshabandhan Optional

10 09-Aug Tue Muharram Optional

11 19-Aug Fri Janmashtami Holiday

12 31-Aug Wed Ganesh Chaturthi Holiday

13 02-Oct Sun Gandhi Jayanti National Holiday

14 24-Oct Thu Diwali Holiday

Please note:
 Employees are eligible to take all the National Holidays and up to a
maximum 2 of the Optional Holidays
 Please inform your respective reporting managers before taking up any of
the Optional Holidays.
 The employees are eligible to take a total of 12 Holidays (10 +2)

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EARNED LEAVE (EL)

ELIGIBILITY

 All permanent staff.

 EL is calculated for the days worked during the previous calendar year.

ENTITLEMENT

 Every employee is entitled to a total of 24 leaves yearly (excluding the

holidays and special leave)

MATERNITY LEAVE (ML)

ELIGIBILITY:

All married female staff.

ENTITLEMENT:

 The Maternity leave shall be of a maximum of 26 weeks, of which not more

than eight weeks shall precede the expected date of her delivery.
 Women having two or more children:
 The Maternity leave shall be 12 weeks, of which not more than six weeks
shall precede the date of her expected delivery.
 Before availing of this leave, a certificate from the gynaecologist has to be
submitted mentioning the expected date of delivery.
 Intervening National / declared / festival / weekly off days will be counted as
part of leave.
 If, because of any complication, leave has to be extended, it can be done but
will fall under LOP.

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PATERNITY LEAVE (PL)

ELIGIBILITY:

All married male staff who have worked with the Company for a minimum of 6
months’ period.

ENTITLEMENT:

 The paternity leave shall be for two weeks

 Intervening National / declared / festival / weekly off days will be counted as
part of leave.
 If, because of any complication, leave has to be extended, it can be done but
will fall under LOP.

LOSS OF PAY (LOP)

 LOP can be applied by an employee when no other leave is available.

 During the period of LOP, the employee is not entitled to any pay or
allowance.
 A maximum of 3 months of LOP can be availed upon the approval of the
management. (Exceptional cases like ML/SL, etc.)
 If the employee fails to report to duty on the specified date after the
sanctioned LOP, it is deemed that the employee has abandoned his service
with the Company on his own accord.
 LOP can be implicated on disciplinary grounds with regard to attendance by
the management regardless of the availability of the other types of leave.
 LOP days will not be taken for EL eligibility.

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LEAVE SETTLEMENT DURING RESIGNATION /
RETIREMENT / TERMINATION:

If an employee to be relieved has availed more number of leaves against the

number of months he has worked, then the excess leaves will be deducted
during his final settlement.
EL for the days worked till the employee’s date of relieving will be calculated
and paid during the final settlement, provided he/she fulfils EL eligibility
criteria.

No leaves will be adjusted in lieu of cutting short the notice period.

CARRY FORWARD OF LEAVE

 Every employee is eligible to carry forward a maximum of 10 leaves for a

year, which can be availed in the next year.
 Every employee can carry forward 30 leaves over the course of time

PROCEDURE FOR APPLYING FOR LEAVE

The available leave balance is to be checked by the employee with the HR

department, and the leave is to be applied by duly filling up the leave
application form. The application has to be forwarded by the employee to their
departmental head for approval. The departmental head is authorized to either
grant or disapprove the leave on valid grounds. The approved leave application
has to be submitted to the HR department for recordings and subsequent
processing.

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CANCELLATION OF LEAVE

The department head can also cancel the once sanctioned leave on a situational /
need basis. If an employee proceeds to avail of the cancelled leave, then those
days will be treated as absence from duty, and the rules pertaining to absence
from duty will be applied.

EXTENSION OF LEAVE

As it is necessary to get prior approval for leave, so it is also for extension of

leave. The employee has to apply to his/her department head for an extension of
Leave well in advance and get it sanctioned to avail them. In case an employee
overstays, the unsanctioned leave availed will be treated as an absence from
duty.

ABSENCE FROM DUTY

When an employee takes off from duty without prior leave approval or proper
intimation under certain unavoidable circumstances, then those days/days will
be treated as absence from duty.
 The days of absence will be treated under Loss of Pay.\
 The employee has to report to his / her department head on rejoining duty
from absence and provide valid reasons for absence in writing before taking
up work again.
 If an employee is absent from duty continuously for more than seven days
(including any National / Festival / Declared / weekly off days which may
fall in-between), official correspondence from the HR department will be
sent to him asking him to report to duty and to provide an explanation for his
absence.

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 Based on the enquiry, any action deemed fit will/would be taken by the
management.
 If there were no response from the employee within the stipulated time
mentioned in official correspondence, it would be assumed that the
employee has withdrawn his service from the Company on his own accord
and recorded accordingly.

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Probation, Confirmation &
Termination
All employees will be issued employment agreements at the time of joining.

Probation

1. Employees may be placed on probation for a period of six months.

2. Alternately, the employees will be treated as confirmed employees.

3. At the end of 6 months for the employees on probation, there will be a

Performance Review, based on which the employee will be confirmed.
Confirmation, this period of 6 months will be included for the purpose of
granting increments/entitlements and any other benefits (with the
exception of leave).

4. In case the Performance Review discussion indicates a less than

satisfactory performance, the same will be communicated to the
employee, and his / her Probation period may be extended by another
three months or the employment terminated depending upon the Review.
If the performance is unsatisfactory even after the extension of the
probation period, his / her employment with the Company is liable to be
terminated.

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 5. At all times, employees are expected to perform and deliver their
duties/responsibilities as per their designated role to the satisfaction of the
management.

Termination of services

During the probation period, the employee or the organization shall be entitled
to terminate the employment at any time by one party giving the other two
weeks’ notice in writing or two weeks’ salary in lieu of notice.

After confirmation, your employment may be terminated at any time by either

party giving to the other one month’s written notice or one month’s salary in
lieu of notice.

The organization can terminate your employment without notice or salary in

lieu of notice on the happening of one or more of the following events:

 If any declaration given or information furnished by you to the

organization proves to be false or if you are found to have willfully
suppressed any material information;

 On your being convicted of any felony or being, in the opinion of the

organization, guilty of conduct which constitutes a failure to
conscientiously attend to your employment or insubordination or
disobedience of lawful instructions;

 On your failure to attend for duty at all reasonable times;

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  On your failure to comply with any of the provisions of your
contract of employment.

Exit Interview

The HR Department will conduct an exit interview in order to get the

employees’ reasons for leaving, feedback as well as other inputs or suggestions
on the organization.

General Policy

Before leaving the Company, the employee must ensure that the following
formalities are completed

 Give a letter of resignation specifying the notice period. The letter must
be given to the supervisor

 Return all (Company Name) property, i.e. manuals, calculators,

floppies, etc.

 Get a certificate from Accounts that no dues are pending.

 Give a letter to HR surrendering the Company’s insurance policies.

All dues will be settled within 30 days of the date of cessation of employment in
the (Company Name).

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Internal Job posting
This policy aims to enable (Company Name). To fill job positions by drawing
from the pool of internal candidates possessing the desired
qualifications/experience to execute the role and to promote talent from within,
whenever possible.

Scope

All employees of (Company Name).

Procedure

a. Identifying Open Position

• When a position becomes available, the function head will complete a

resource requisition document and submit it to the HR
• HR and the function head will review the resource requisition document
to decide if the resource position can potentially be filled from within
(Company Name).
• All available positions will be uploaded on the ‘career section’
(Company Name) website.
• Any employee desirous of applying for the said position may send their
request to HR via their manager.

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b. Evaluation and Selection

• Evaluation of the internal candidate and selected external candidates will

then be undertaken to determine the best fit for the role
• HR will notify the employee if the employee does not meet the
requirements
• In case of a positive response from both the outgoing and incoming
function heads and selection for the role, the decision will be approved by
the President. Post the approval, transfer and plan for replacement and
knowledge transfer of the outgoing employee will be completed within
specific timelines
• HR will coordinate the date of the employee transfer, which should not
exceed three months from the date of selection notification to the
employee
• HR will communicate the movement within the organization via email and
notify finance, admin and internal IT functions of the relevant changes to be
made

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Laptop Policy
This policy aims to provide guidelines for the eligibility, procurement and use
of Laptops for (Company Name) employees.

Procurement of Laptop Computers

 (Company Name) will procure Laptop computers and associated

peripherals only via the Administration Team at ___-.
 The team in charge of IT at the __________ office (hereafter referred to
as the Technology team) will advise on the suitability of laptop and
peripherals as required.
 The current configurations that have been approved can be obtained from
the Technology team. The Technology team will review the
configurations on a half-yearly basis.

General

• All staff (irrespective of grades) can use laptops if they need to work
across locations or travel for work on a regular basis, or need to work
from home frequently.
• In case of a new incumbent coming to an existing position, the laptop
returned by the old employee on exit will be used.
• If the laptop is over three and half years old, it will move to the laptop
pool, and a new laptop will be procured.
• The technology team will install the licensed version of the required
software /backup applications on the user’s laptop. We don’t allow
piracy; please do not load pirated software.

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Management of Laptop Computers

 Users who leave the organization are responsible for handing over the
laptop in absolute working condition together with any additional
equipment relating to the laptop. It is also essential that all official data be
retained on the laptop.
 Any changes related to the location of equipment should be notified to the
technology team.
 For the prevention of data theft, all laptops would have a password which
will have to be changed every 45 days.

Loss, Damage, Replacement and insurance

 The physical security of the allocated laptop is the employee’s personal

responsibility, so all reasonable precautions must be ensured. The
employee must be sensible and stay alert to the risks.
 It is the employee’s responsibility to take appropriate precautions to
prevent damage to or loss/theft of the laptop and other assets.
 Damage or loss for the first time in the laptop cycle time will be informed
to the function head, and repair work will be undertaken by the
organization.
 Repeated occurrences by the employee will be deemed as negligence
towards office property. This will attract a penalty of cost debit towards
the recovery of the expense incurred.
 If the laptop is lost or stolen, it must be reported to the Technology and
Admin team immediately.
 For theft or loss out of office, the Admin team will assist in reporting this
to the local police station as well. The police report should include the

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 serial number for the lost computer. A copy of the police report must be
shared within 48 hours of the discovery of the loss for the insurance claim
 All staff members must secure their data through passwords and regular
backup to prevent data loss.
 Staff members will be eligible for placement of the existing laptop after a
minimum laptop age of 3.5 years. The need for the replacement of a
laptop will be evaluated on the basis of its port by the Technology team,
confirming that their placement is needed and necessary. An exception to
this rule may be signed off by the President.
 All Laptops will be insured by the administration team under an All Risk
Cover.

Bring-Your-Own-Device (BYOD)

The policy applies to all employees, Temporary Staff, and Visitors using the
following devices:

• Non-Company issued Laptops

• Mobile phones, PDAs and smartphones with Email Access

Laptops

 Users are not permitted to connect their personal laptops to the office
network without the approval of the Technology Team.
 For staff on Fellowship programs, they are allowed to use their existing
device under the following conditions:
 Antivirus has to be updated
 Windows updates have to be enabled

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  Backup software would be installed to back up a particular folder
where Company related things are saved.
 Any other visitors are ONLY allowed to connect on the guest
network.

Mobiles/Tablets

 Employees need to ensure that a Mobile Device that is used to access email
is locked by a password.
 In case of the device gets lost or misplaced, the Technology team should be
informed immediately so that the device can be wiped out to factory reset.
 In case of an employee selling the device or handing it over to someone else,
ensure that device data is completely wiped and the technology team is
informed.

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Confidentiality
Owing to the nature of work at (Company Name), many employees would be
handling confidential information that is critical not only for (Company Name)
but also for other organizations and individuals. Integrity, one of the expected
core values for all employees, includes maintaining the sanctity of all
confidential information.

Procedure

• Any employee, who has reason to believe that the confidentiality of the
organization is being violated, should immediately bring any such
instance to the notice of the HR or the concerned Function Head/
Regional Head/Senior Director/VP/SVP/President
• To ensure the sanctity of confidential information, each employee will
ensure the safekeeping of all official documents, records or notes in
whatever manner stored (including matter in computer memory) for
which he/ she is responsible
• He/she will also ensure the safe custody of all storage devices and stored
matter and any documents which are transported outside the office
• Member confidential information, policy documents, research data and
reports, all databases are the exclusive property of (Company Name) and
cannot be used by employees for any activity/tasks outside the official
scope of work assigned to them
• All employees may be made to sign a non-disclosure agreement.
Violation of the terms of this agreement can lead to disciplinary action
and or termination of services

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 • Employees leaving (Company Name) cannot carry/upload/ forward any
information collected/maintained/built by them during their assignment
with (Company Name).

Guidelines

• The discipline of confidentiality is best when it is self-imposed.

Therefore, the attempt of (Company Name) will be to make people
aware of the dangers due to lack of confidentiality or indiscretion rather
than impose penalties.
• However, in the event that there is a major breach of confidentiality
leading to the leak or misuse of any sensitive information, it may lead to
the termination of the concerned employee if he/she is proved responsible for
such a breach.

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Compensation, Benefits
& Reimbursements
Payroll date

The salary of each employee is credited to his/her bank account by the 5 th of

Next month.

Compensation & Benefits components

The salaries have been structured to be tax compliant for the organization as
well as to be tax-effective for the employees. The break up is as follows:
 Basic
 House Rent Allowance
 Conveyance Allowance
 Medical Reimbursements
 Supplementary Allowance

Basic salary

The Basic salary is the primary element in the compensation package and is
fully taxable.

House Rent Allowance

House Rent Allowance will be a percentage of the Basic salary.

HRA exemption will be given on the production of receipt of the rent. As per
Laws following exemption will be granted:

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Conveyance Allowance

An employee will be eligible for a maximum reimbursement as per the salary

structure and the level of the individual.
As per the Income Tax Act, an employee is eligible for reimbursement of
conveyance expenses only from residence to office and back to the maximum of
Rs.1600 per month. The conveyance reimbursement shall be paid along with the
monthly salary.

Medical Reimbursements

All employees will be eligible for reimbursement of up to Rs. 15,000 per annum
(April - March) towards domiciliary expenses incurred by them, for themselves
and/or any member of their family (Note: Family in relation to an employee
means
(a) spouse and children of the employee; and
(b) the parents, brothers and sisters of the employee or any of them
wholly or mainly dependent on the employee)

Employees can claim the reimbursements by submitting necessary proof

documents, i.e. bills/receipts for medicines / professional consulting from
medical practitioners to the Finance department on a monthly basis.

In case the employee does not furnish medical bills, the amount will be taxed at
the end of the year.

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Provident Fund Allowance (PF)

All employees will be eligible for a PF allowance of 12 % of the Basic Salary.

This allowance will be payable as a monthly allowance, and when the PF
account is opened, the same will be deposited in the PF account of the
individual.

Other Allowances

Details of other allowances, if any, will be mentioned in the employee’s

appointment letter under the Annual Compensation Plan.

Performance Pay

Performance pay or bonus will be paid in any given year as per the performance
appraisal process.
Employees who have completed six months of service in the organization by
October of the given year will be eligible for pro-rata performance pay as per
the performance appraisal process.

Performance pay will be payable after appraisals.

The performance pay amount is fully taxable.

Annual Salary Revision

The salary for the individual employee will be reviewed annually. The change
in the salary will be dependent on the overall performance of the Company as
well as the performance of the individual that will be decided as per the
performance appraisal system.

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Deduction of tax at source from salary (TDS)

In computing the tax deductible at source, the Company will take into account
any rebate which is available to the employees as per the provision of the
income tax Act, 1961. The employees are required to furnish a declaration with
regard to the investment proposed to be made by them in any eligible
instrument latest by 15 April in each year. All new employees are required to
furnish the declaration within 15 days of joining the organization.

New employees are also required to furnish the salary certificate from the
earlier employer on joining.

Employees will then be required to furnish proof of such investments latest by

March of each year. In case proofs are not furnished, the rebate as per
provisions of the Income Tax Act, 1961 cannot be considered, and tax will be
deducted accordingly.

Employees may contact the Finance department for more details regarding their
salary and TDS calculation. The employee is solely responsible for filing their
own Income Tax return at the end of the year, and the Finance department will
issue Form 16 together with a salary certificate for the financial year.

Employee Insurance

(Company Name) will ensure its employees in Grades in I, II, III & IV. The
employees will be insured for health for amounts as per the grade structure.

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New employees joining on the 15th of the month or earlier will be insured by the
end of the month. For employees joining after the 15th, insurance will be done in
the next month-end.

Reimbursements

Employees can claim reimbursements for expenses done for official purposes
by filling up the expense statements.
Reimbursements will be as per the expense approval matrix. The same can be
referred to in Company Policies.

Gratuity

For an employee who has been with the organization for a minimum of 5 years,
gratuity has to be paid at the time of his/her leaving the organization. Gratuity is
calculated as 15 days of basic salary for every completed year of service, based
on the last salary.

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Reward & Recognition
This policy aims to recognize and reward performing
employees throughout the organization. We want to not
just hire the best talent but retain them too, and therefore, this policy will work
towards appreciating and rewarding employees through their tenure with us.
This policy is in place only for full-time employees and requires written
documentation of outstanding performance meriting an award from his or her
reporting officer.

Eligibility

This policy is for anyone who’s employed full time by the organization during
this financial year. Staff that are applying for awards and recognition should go
through this policy.

Types of Rewards

These are a list of rewards that can be given during the financial year
___________ to employees who suit the requirements listed.
1. More than five years of service to the Company
2. Excellent customer service
3. Outstanding performance, by achieving more than a target
4. A high level of skill usage displayed
5. Performance award (more details below)
6. Perfect attendance
7. Undertaken research leading to a favourable outcome

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Application Process

We encourage nominations throughout the year to provide recognition at the

time of delivery. Some awards are quarterly, and some may be annual. This
decision will be taken by the regional director of that area.
All awards will be overlooked by the Chief Employee Engagement Advisor to
ensure that the awards are made fairly, transparently and in accordance with
strategic values.
There is no limit on the number of recognition awards an employee can receive
throughout the year. If the nominating manager or staff wish to give multiple
awards to the same person, they should discuss it with the regional director of
the area to ensure fairness and equity in approach and delivery.

Method of Delivering the Reward

1. Monetary incentives: These are incentives such as merit pay, bonus pay,
stock options, perks, vouchers and benefits up to a maximum of INR
50,000.
2. Non-monetary incentive: These are incentives that are meant to be
morale-boosting and as a form of recognition. We believe that these are
also important for self-esteem and actualization needs.

Methodology

To ensure there is transparency and honesty within the reward and recognition
program, blind voting will be carried out. In the process for the awards where
consensus might be required, the below process will follow
1. Complete the nomination form with your employee ID
2. Provide an explanation and an example
3. Submit your vote to the team lead/HR responsible for this reward

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 4. The panel with selected people will look, deliberate and collate the votes
accordingly

Performance Award

Level 1 – This is the first level to recognize exemplary work on a project or

task. Recognition is for anything that improves the workflow/ work process or
customer service.
For this, the recognition is up to INR 5000, to be given in cash/gift card.
Alternatively, the full-time employee can take three days off for recognition
leave.
Level 2 – This is the second level to recognize sustained, outstanding
achievement on a project or task. Recognition is for anything that improves the
workflow/ work process or customer service.
For this, the recognition is up to INR 2000, to be given in cash/gift card.
Alternatively, the full-time employee can take 1.5 days off for recognition
leave.
For full-time employees, in one year, the cash limit is set at INR 15,000. Total
monetary and non-monetary rewards should not exceed INR 25,000 in one
fiscal year.

Employee Appreciation Day

Employee appreciation day is a semi-holiday wherein we recognize employees

for their contribution toward success and long-term growth. We celebrate this
day with small company-funded events like barbecues, office parties, or fun
decorations!

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Sexual Harassment Policy

The (Company Name) sexual harassment policy aims to safeguard employees

of all sexes and gender identities in our Company from unwanted sexual
advances and provide them with guidelines to report incidents. It also explains
how we handle complaints, takes action against offenders, and help survivors to
recover.

We will not accept sexual harassment in our workplace.

Scope:

This policy applies to all (Company Name) employees.

(Company Name) will not tolerate sexual harassment from outside the
Company either. Customers, investors, contractors, and everyone interacting
with our Company are covered by this policy. Details of how we deal with
harassment from outside our Company are outlined in our third-party
harassment policy.

Sexual harassment definition:

Unwelcome sexual advances, requests for sexual favours, and other verbal or
physical conduct of a sexual nature are defined as sexual harassment when:

 The offensive behaviour creates an intimidating, abusive, or hostile work

environment or interferes with work performance.

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 An employment decision regarding an employee is made because of their
response to the offensive behaviour (quid pro quo harassment).

Anybody can be a victim of sexual harassment, regardless of their sex or gender

identity and that of the offending party.

Sexual harassment can involve one or more incidents that may be physical,
verbal, or non-verbal and includes:

 Commenting on somebody’s appearance, sexual orientation, or gender in a

derogatory or objectifying way or in a way that makes them uncomfortable.

 Creating or posting sexually offensive materials in the workplace.

 Flirting at an inappropriate time, for instance, in a team meeting, even if

these advances would have been welcome in a different setting. These
actions can damage a person’s professional reputation and expose them to
further sexual harassment.

 Flirting with somebody or pursuing them persistently against their will.

 Using obscene comments, gestures, pranks, and jokes that degrade or offend
somebody.

 Sending or displaying sexually explicit objects or messages.

 Invading somebody’s personal space, for example, by touching them

inappropriately.

 Threatening, coercing, stalking, or intimidating somebody to pressure them

to engage in sexual acts.

 Proposing, demanding, or insinuating sexual favours.

 Sexual assault.

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Reporting Process

 If you believe that you are the target of sexual harassment, inform the
offending party (except in cases of sexual assault) verbally or in writing that
their conduct is offensive and needs to stop.
 If you don’t want to communicate with the offending party, or if your
communication is ineffective, you need to report them.
 Complaints can be lodged in writing with [Name of Person and Department]
via email [Email Address]. Your complaint will be documented and resolved
within [ ] days. Complaints will be treated as confidential.
 Both (Company Name) and federal law prohibit any form of retaliation
against somebody claiming sexual harassment.

Investigation Process

(Company Name) will:

 Record the dates, times, and circumstances of the incident.

 Ensure that the complainant understands (Company Name) procedures for
dealing with the complaint.
 Determine what outcome the complainant wants.
 Investigate the matter.

Based on the above, (Company Name) will further:

 Contact the offending party and set up a meeting to explain the

complaint and to ask them to stop this behaviour.
 If the complainant agrees, arrange for mediation sessions with the
complainant and the alleged perpetrator to resolve the issue.

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Penalties for Sexual Harassment:

Employees who are found guilty of sexual harassment (excluding sexual

assault, for which they will be dismissed) the first time may:

 Be demoted.

 Receive a written warning.

 Be suspended.

 Get a negative performance review.

 Be denied promotions and/or salary increases for [period].

 Be transferred to another department or branch if necessary.

We will dismiss repeat offenders after a second offence.

Support Structures for Survivors

(Company Name) offers survivors of sexual harassment the following support

structures:

● Guidance from our EAP (Employee Assistance Program) Officer to

explore your options.

● Access to in-house counselling.

● Sick Leave.

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CONCLUSION
Employer encourages their employees to bring questions, suggestions and
complaints to their attention. Careful consideration will be given to each of
these in the employer’s continuing effort to improve operations.

If an employee has a problem, s/he should present the situation to his/her

supervisor so the problem can be settled through an examination and discussion
of the facts. The employer hopes that the supervisor will be able to
satisfactorily resolve most matters.

If an employee finds that s/he still has questions after meeting with his/her
supervisor or would like further clarification of the matter, s/he may request a
meeting with the Employer Designee, who will review the issues and meet with
the employee to discuss possible solutions.

Employee suggestions and comments on any subject are important to the

employer, so it encourages its employees to take every opportunity to discuss
them.

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