Mouni

A Report on HR Practices and Procedures – Ushodaya Publications
EXECUTIVE SUMMARY
Purpose of the report: As a part of Training in USHODAYA PUBLICATIONS

Duration : 01-01-2019 to 01-12-2019
Content:
 This report contains the detail description of my understanding about the functioning of HR
department which I observed during the training period.
 It also enlists my findings & understanding about the organizational setup Ramoji Group and
operations of USHODAYA PUBLICATIONS (A Division of Ushodaya Publications Pvt Ltd.).
 This highlights my learning of each segment in HR Department while undergoing On the Job Training
by interacting with our supportive senior colleagues.
 My experience while working for Training& Development, which is formed off late, was also discussed
in brief.
 Various documents which are being in use in USHODAYA PUBLICATIONS, for ease of operation,
were also attached.
1|Page
Background of the report

This report is being submitted as a part of my training as a Management Trainee for Human Resources
Department .This comprises of all my learning’s and observation in HR Department.
I also have worked for training & Development Department dated from 11.03.2019 to Till Date
S.No Topic Contacted Person
1. Introduction about Group Shri.B.Ravindra Babu
2. Organisation structure and Unit setup Shrimati.K.Anusha
3. Manpower Assessment ,Recruitment & Hiring
4. Employee on boarding process Shrimati.Y. Chaaruseela
5. Training & Development Shrimati .K.Anusha
6. Performance Appraisal Shrimati .Y.Chaaruseela
7. Increments & Promotions Shrimati.Y. Chaaruseela
8. Time Office & HRMS Package Shri.M.Venkateswara Rao
9. Compensation and Wage & Salary Administration Shrimati.Y. Chaaruseela
10. Statutory Welfare Shri.B.Koteswara Rao
Shri.A.Apprao &
11. Non Statutory Welfare
Shri.G.Ramesh Babu
Shri.A.Apprao &
12. Employee Engagement Process
Shri.G.Ramesh Babu
Shri.A.Apprao &
13. Employee Relations & Disciplinary Action Procedure
Shri.G.Ramesh Babu
14. Employee Exit Formalities Shrimati.Y. Chaaruseela
15. Laws Applicable to organization Shri.B.Ravindra Babu Sir
16. Employee Activities (Editorial) Shri.P.Sriram
2|Page
Contacted Person in
S.No Topic
MMPL
1. Introduction about Group Shrimati .Sailaja
2. Organisation structure and Unit setup Shrimati .Sailaja
3. Manpower Assessment ,Recruitment & Hiring Shri.Chandrasekhar
4. Employee on boarding process Shri.Chandrasekhar
5. Performance Appraisal Srimati .Sai Sri
6. Increments & Promotions Srimati .Sai Sri
7. Time Office & HRMS Package
8. Compensation and Wage & Salary Administration Srimati Madhavikatha
9. Statutory Welfare Shri KDR Prasad
10. Non Statutory Welfare Shri KDR Prasad
Employee Relations & Disciplinary Action Procedure

11. Srimati .Sai Sri
(Abscondings )
12. Employee Exit Formalities Srimati .Sai Sri
3|Page
INTRODUCTION
About Ramoji Group:

Founded by Shri.Ramoji Rao Ramoji Group is one of the India’s largest vertical Business group. Running
with a motto to be No.1 it entered Ramoji Group has put its hands into various industries like Newspaper
Industry, Electronic Media, Education, Hospitality, Film & TV Industry, Entertainment, Journalism, Apparel,
Advertising etc. Most remarkable venture of Ramoji Group is “RAMOJI FILM CITY” accommodating
almost all the needs of film making.
ABOUT CHAIRMAN
Cherukuri Ramoji Rao (born 16 November 1936), better known as Rajaguru Ramoji Rao, is an Indian
businessman, film producer, educationist, journalist and media entrepreneur.Shri Rao was born
in Pedaparupudi, Madras Presidency, British India, into an agricultural family. He is head of the Ramoji
Group which owns, among other things, the world's largest film production facility, Ramoji Film City and
film production company Ushakiron Movies, established in 1983. He has garnered four Film fare Awards
South, and the National Film Award for his works in Telugu cinema. In 2016, he was selected to be
honored with the Padma Vibhushan, India's second highest civilian honor, for his contributions in
journalism, literature and education.
Ramoji Foundation (CSR Initiative of RAMOJI GROUP)
As a part of CSR activity our Chairman has founded “Ramoji Foundation”, a CSR initiative of Ramoji
group. Under these organization magazines of public interest such as Telugu Velugu, Chatura, Vipula are
getting published. Shri.Ramoji Rao has also adopted his native village Pedaparupudi of Krishna district
and contributed to it’s development.
4|Page
ABOUT THE PRODUCT

USHODAYA PUBLICATIONS PRIVATE LIMITED
(A division of Ushodaya Enterprises Private Limited)
Printers & Publishers of EENADU Telugu News Daily
THE LARGEST CIRCULATED TELUGU DAILY
EENADU became a house hold name as a largely circulated Telugu Daily in Andhra Pradesh. Started on
10.08.1974 (Seetammadhara, Vishakapatnam) it increased it’s scope by leaps and bounds into various sub-
editions such as :
EENADU Proudly stands first in the queue of highest circulated Telugu daily 180000 average reader rate (As
per a survey Conducted by Audit Bureau of Circulation,2018) Ushodaya Publications has it’s Corporate
Office in Hyderabad followed by 19 regional Units in
Vizag,Vijayawada,Tirupati Anantapur, Karimnagar, Rajamahendravaram, Suryapet, Guntur, Nellore,
Srikakulam, Kurnool, Tadepalligudem, Warangal, Cuddapah, Nizamabad.
Printing Units outside in other states:
Chennai, Bangalore, Mumbai , Delhi
OTHER VERSIONS OF EENADU
1. E-Business
 Event Management
 Call Center
2. E-Digital
 Eenadu.net
 Pellipandiri.net
 Vasundhara.net
 Pratibha.net
 Eyuva.net
 Siri.net
 Haibujji.net
 Eenaduindia.net
5|Page
3. EENADU Online Version

4. EENADU Android App
EENADU Sports (1985),
With the overwhelming response for Mr.Kapil Dev during his doctorate ceremony he has got an idea of
introducing special sports page. Mr.Dev himself used to write columns and synopsis of various matches. It
gained popularity to such an extent that at a point of time EENADU office has filled with numerous letters
from fans to continue the column.
EENADU Business (1989)
During the shocking impact of Harshad Mehta Scam on stock market an average investor is very much
eager to know various options. This gave rise to the idea of special business page. This page will give
complete information regarding secondary market, prices of shares etc.
EENADU Mini
One can easy say that introducing a Special Mini page is a revolutionary decision at that time both in terms
of money and circulation. But as it does every time EENADU has amazed everyone with the success of
ENADU district editions by winnings hearts of localities. It won’t be an exaggeration to say that people from
rural places were very much touched by seeing their own places and problems in news daily.
EENADU Sunday Magazine (1988)
EENADU has changed the phenomenon of publishing Sunday Magazine along with newspaper. First ever it
has introduced booklet which has now became iconic among others.
EENADU Cinema (1991)
By observing the love and affection for Film Stars from their fans EENADU has started publishing a feature
page containing all the news related to Film Making, News etc.
Vasundhara (1992)
If women had accepted EENADU and form a large part of readers why cannot we start a special feature
page for women? Thereby started the First ever feature page for women VASUNDHARA
EENADU Prathibha (15.04.1994)
Answering the needs of job aspirants EENADU Pratibha page provides all the knowledge and information
needed for them
EENADU Classifieds.
With the gaining popularity and readership EENADU has started SPACE SELLING which turned out to be
very successful venture.
6|Page
ORGONOGRAM OF UPPL
Chairman
Managing Director
Editorial Adminstration Factory
Desk Bearue Human Resourses Pre-Press Post -Press

Networ General General Photo
Machanical
king Desk Bearue Composing
Accounts
Central HYD
EJS Editoria City Electrical Electrical
l Board BEarue
Advertising
Sunday
AP
Magazi Packing
Bearue
ne
Circulation
Crime
Special Product
& Legal
Pages Quality Cell
Bearue
Advertising Accounts
Busines
Sports
s
page
Bearue
Busines Stores
City/
s
District
/Cinem
Bearue
a News Print
Legal
Unit Setup
Greater Hyderabad (Uppal&Gandhinagar)
ATU
Production
Editorial Adminstration Factory
Pre-Press Post Press No seperate departments under Editorial.both
Desk and Bearue will be under unit incharge Human Resourses Pre-Press Post -Press
Photo
Composing
Mechanical Photo
Composing
Machanical
Accounts
Electrical Electronics
Electronics Electronics Advertising
Circulation
7|Page
Classificati
on of UEPL Departments Division Activities
Operations
The main function of Networking Department is to collect
Networki
information from various sources. This works as an auxiliary to
ng
desk & Bearue
EJS (EENADU Journalism School) will be giving training of
the new journalists joining Ramoji Group. Training will be
EJS given on various aspects such as News Collection, News
Composition ,Telugu Typing , Types of news and ethics in
journalism.
Developing and presenting the news will be done in general
General
desk. Page 1, Page 2, Page 3 of main Edition will be taken
Desk
care of general desk.
CEB Central Editorial Board works on Page 4 of Main Edition.
Printing of EENADU Sunday magazine will be completed a

Sunday
week before its date of publication. Before a week of its
Magazine
printing all the editorial work will be completed at desk.
DESK
Special
Special Pages like Prathibha, Siri, Yuvatha will be handled by
Pages
EDITORIAL special Desk.
Desk
Sports
Page Sports page will solely work on sports news.
News
Business Business Bearue will collect news relating to both business &
/Cinema Cinema
General Collect news to various sources like Journalists, News
Bearue Agencies, Contributors and reports to desks.
HYD City
HYD City Bearue collects news relating only to HYD
Bearue
Crime & Crime & Legal bearue collects news both relating to Crime &
BEARUE Legal Legal issues.
Business It collects news related to recent happenings in business
Bearue world.
UNIT/
News relating to each district will be collected in respective
District
unit.
Bearue
8|Page
Classification of
Departments Sub Divisions Activities
UEPL Operations
“Space Selling” is the main activity of

Marketing Department .It will bring
Marketing
adds gives the outline of contents to
scheduling department.
Scheduling Department collects the
ads from marketing department and
Scheduling
organizes them as per standardized
Advertising
format.
Advertising accounts department will
Accounts
manage fund flows from Advertising
Advertisement billing department will
do all the work related preparation of
Billing
bills and maintenance of bill books of
advertising expenses and incomes
Statutory Man power planning, Recruitment &

ADMINISTRATION
Welfare ,Management of Selection ,Training &
Human service related issues Development ,performance Appraisal,
Resources (Editorial),Time Office, Employee Welfare ,Employee
Payroll Training & Engagement, Employee Displinary
Development , Legal Action
The main agenda of circulation department is to make sure that

Circulation
EENADU should reach all it’s subscribers in time.
General General Accounts will be working on various things such as TDS,
Accounts Tax, Auditing, Payment of Salaries
It holds the responsibility to procure raw materials that are
Stores
required for procurement
This works as a logistics wing in EENADU it transports printed
News Print
edition to distributors
Legal Department will lend it’s hand when any issue of legality has
Legal
aroused pertaining to News published ,Advertisement
9|Page
Classification
of UEPL Departments Division Activities
Operations
This department will set page layout ,do

color adjustment, Sets pictures according
Photo Composing
to requirement that means totally
PRE-
responsible for “PAGINATION PROCESS”
PRODUCTION
This department will lend technical support
Electronics to other departments like Maintenance of
Systems, Telephone Lines etc
This department will ensure uninterrupted
Electrical power supply. It maintains Power
Generators, Renewable energy sources.
PRODUCTION Mechanical Department is responsible for
Mechanical printing, Ink filing, Maintaining the
standards as per directions of PQC.
POST- This department will assess the quality of
PRODUCTION paper by conducting various tests such as
Production Quality
Ink mileage tests with the equipment such
Control
as Dot Meter; Detinometer .It will ensure
ZERO double effect.
Packing Department is responsible for
Packing packing the right amount of published
news papers as per indent.
10 | P a g e
Various Sub- Departments of HR Department
Activities that come under HR Department
Management of Management of
Management of Service Service Training &
Statutory Welafre Legal
Service Matters Matters(Editorial Matters(Mkt,Payroll, Devolpment
Only ) MIS)
HR Department in Unit Setup
Unit In charge
HR INCHARGE
HR Assistant LINO Accounts

(MMPL/MSMS) Operator (For NT)
In very rare cases we follow 1+2 format of manpower in ushodaya rolls.
11 | P a g e
Hierarchy of HR Department
Chairman
Managing Director
President
Assosiciate President
Vice Prisedent
General Manager
Dy Gen Manager
Assistant General
Manager
Chief Manager
Senior Manager
Manager
Deputy Manager
Assistant Manager
Senior Executive
Executive
Junior Executive
Management Trainee
Senior Assistant
Assistant
Senior Office Assistant
Office Assistant
12 | P a g e
My observations about HR Operations in USHODAYA PUBLICATIONS
If we observe, in general, there is a process that will be going on in everything we see. From a simple
manufacturing a pen or running an organization. So as for HR. Employee Management is a process which
is a step by step procedure that is followed when an employee joined in the organization till he leaves.
Hence this is the process I have observed in USHODAYA PUBLICATIONS.
HR LIFE CYCLE IN USHODAYA PUBLICATIONS
This clearly states that no individual function in Employee Service Matters is independent. It ends when an
employee has left the organization and starts again when a new employee joined.
RECRUITMENT EMPLOYEE
& SELECTION EMPLOYEE DEVOLPMENT
EMPLOYEE EMPLOYEE EMPLOYEE
Manpower Training &
MAINTAINANC Devolpment
RETENTION WELFARE SEPERATION
Assesment Compensation Statutory Welfare Displianry Action
Recruitment & E Performance
HRMS Employee Non Statutory Procedure
Hiring Policy Appraisal
Time Office Engagement Welfare Exit Formalities
Employee On Increments &
Boarding Process Promotions
13 | P a g e
EDITORIAL DEPARTMENT
Editorial Department is the heart of the EENADU where news from various sources will be collected,
Edited and sent for printing. The main product of UPPL is designed and devolved through this department.
Every organization has its core functions and support functions. So as in USHODAYA PUBLICATIONS.
Core functions are directly related to production process.
Functions of EENADU
Core Support
Editorial Adminstration
Production
In That Scenario if you have to study the organization’s process then we need have a
clear understanding about the core functioning of the organization.
Functioning of Editorial Department:
In editorial we have desks and Bearue.
In desks there are separate desks for
Main
Mini Edition
Magazine
The main addition will have separate pages. Each page will be edited and designed in separate desks.
Main Page:
It is classified into 3 different Editions
AP Edition
Telengana Edition
Greater Hyderabad Edition
For 3 editions there will be separate desks based on the page
First Page:
The matter that to be published in Page 01 will be taken care in GENERAL DESK. In general desk we
have news related to Nation, Any special events etc . For AP & Telengana there will be respective general
desks. But there is no separate desk for Greater Hyderabad. Any news related about Greater Hyderabad
from TS will General desk will get news feed from Delhi, Mumbai, Bangalore, and Chennai.
14 | P a g e
This is the page that covers jacket ads.

Second Page:
In general Second Page does the follow up for first page.
Third Page:
National /International news will be published in third page.
Editorial Page (Page 04):
The Editorial page is well known for public pulse evaluation .This page is under Central Editorial Board.
Chairman Gaur will directly supervise this page.
Special Feature Page:
Any important issues happened in states AP, TS will come into Page 05 & 06.In case there are any
important happenings in district based upon the spot judgment they will be sent to General Desk
Cinema Page:
Cinema page and cinema desk will give the news related to cinema desk.
Vasundhara:
Vasundhara is special page for women catering health and social needs of women.
Business Page:
In business page we find all the happenings in business world. Business Desk will take care of this
particular page. Everyday 2 pages but on Monday only one page.
Sports Page:
Last two pages are set for Sports. Sports page will take care of sports news. Daily
Last two pages:
International & national news
Page 03, 05 Last Page will be called as premium pages for the purpose of fixation of prices.
There aer both separate prices for Left side & Right side.
15 | P a g e
News Flow in EENADU
News Feeding
Readers Pagination
Closing of News
Units
Feed
Electronicsc
News Print
Department
Circulation Machine
Department Department
PQC
Day of Week Special Feature Pages
Monday వారెవా (Social Services)

Tuesday సుఖీభవ (Health)
Wednesday e-నాడు (Technology)
మకరందం (Devotional)
Thursday
Friday రయ్ రయ్ (Automobiles) / విహారి (Traveling)

Saturday ఈతరం (Students) / విజేత (Interview)
Sunday హాయ్ (Interviews of celebrity) / ఆహా /(Cooking)
 ButMonday – Thursday Education page is Compulsory
 On Monday Business Paper is limited 1 Page only
 For Strasti / Siri there is no specific time in week days
16 | P a g e
LAWS APPLICABLE FOR ORGANISATION
17 | P a g e
Other Laws those are applicable
The Industrial Establishments (National and Festival) Holdings Act, 1974.
The Andhra Pradesh Tax on Professions, Trades, Callings and Employments Act, 1987.
The Companies Act, 2013
The Panchyath and Municipalities Act
The Fire Services Act, 1990
The Air (Prevention and control) of pollution Act, 1981
The Water (Prevention and control) of pollution Act, 1974
The Petroleum Act, 1934
The Press & Registration of books Act, 1867
The Building and other construction Workers Act, 1996
18 | P a g e
My Learning from Laws that is applicable to the organization

 Though all the laws that are applicable to the organizations seems to be of nature, they are not.
 The laws related to Social Security and laws related to employees are brought into existence to
safe guard the interests of the workers. They were intended to create a safe working environment .
 Likewise, The Industrial Dispute Act, 1947 and The Trade Unions Act, 1926 were intended to
create a safe and Non-Hostile work environment.
 The nature of work in the factory is different from that of a corporate office. Hence, the laws
governing them are different.
 Laws that will cover factories exclusively are intended to create a safer and secured work place
and lesser damage to environment.
19 | P a g e
HUMAN RESOURCES MANAGEMENT
1) Man Power assessment

Man power assessment means calculating the number of labor required to work in one shift .In
USHODAYA PUBLICATIONS manpower assessment is done .
For Admin:
Description For administration recruitment will be done in central Level and send to units .
Concerned HOD will send the man power required based on the Job. In General, there will be no need of
excess manpower in case of Admin.
In case if happens, formula for calculating excess manpower is as follows :
Calculation of excess man power needed:
(Total Weekly offs + Leaves +Public Holidays) / No. Of working Days
For Admin Total Number of working Days will be 240
Leaves here Includes CL, SL, EL
For Production
Manpower assessment under other departments than process departments is dependent on the Machine
configuration and the print order.
Calculation of excess man power needed:
(Total Weekly offs + Leaves +Public Holidays) / No. Of working Days
For Factories Total number of working days 361 (Except 4 Holidays that is Sankranti, Ganesh Chaturthi
Deepavali, Dasara)
Leaves include CLs -7, SLs-12,EL s
20 | P a g e
2) Recruitment & Hiring policy

In Ushodaya recruitment is done in following Ways
Recruitment
External Internal
Job Portals Service Manpower Adjustment

(Transfer, Promotion)
Paper Adds Extension
Reasons for vacancies:

These are the possible reasons why there will be a shortage in manpower
Resign
Superannuation
Death
Dismiss/Transfer
Implementation of New system/Technololgy
Formation of new Unit
Succession planning will be done within 15 days based on case to case.
Manpower Acquisition
For the purpose of recruitment employees are classified into 3 categories .They are:
1. Regular Employees
The recruitment of regular employees will be done from central office. Based on the requirement
Concerned HOD will send the request letter to fill up the vacancy. Based on JD in central office
recruitment procedure will be carried on .
Sourcing will be done using job portals and paper ads.
21 | P a g e
2. Contract Labor
While coming to contract labour, in units Unit ‘s HR In charge will take care off the of all the joining
procedure .
3. Apprentice
Apprentice will be taken for Machine and Production Department with Engineering or ITI Degree as
trainees for 2 years. For Electrical Department 1 Year and for photocomposing 2 Years .After completion of
apprenticeship they will be given confirmation on basis of performance.
After Apprentice will be recruited by HR incharge in Unit Level by contacting with principal of local colleges
and paper ads.
4. Casual Labor
Recruitment of Casual Labor is done at unit level only upon the discretion of HR Incharge. Hamalies will
paid daily on the basis of work done.
Recruitment & Selection Process
For Admin (Done in Central Office):
Written Test
Group Discussion
Face to Face Round
After Selection of the particular candidate we will send personnel file to unit to make sure he matches the
job profile HOD . If he confirms we will give appointment.
22 | P a g e
For Others:
Written Test (If needed)
Face to Face Interview with HOD
If selected, send to HR for Negotiation
If OK then Send to Head Office for initial by CHRO
Issuing Offer Letter
*Employee on boarding process starts when he receives offer letter
For Editorial:
Line Accounts Operators are taken on Contract Basis from Savita Enterprises and Freelancers will take in
units through a contract and an agreement with News Today through Written Test. But recruitment process
will be done from Central Office only. Based on performance they will either be taken into EJS or further
training will be given.
*Background verification is mandatory for EJS
Identification of Excess Manpower
Reasons for excess manpower
Up gradation in Technology
Print Order
In such cases, excess Manpower will be adjusted to some other units.
Bond
Department Number of Years
Photo Composing, electronics 2 Years
Machine Department 3 Years
Electrical 1 Years
23 | P a g e
3) Employee On boarding process

a) Types of Employee
Trainee:
Initially when an employee is taken with no experience, he will be given training for a period of one year.
Probationer:
After completion of training he will be given Probation for a period of 6 months. It can be extended for 1
Year if his work is not proven satisfactory. In case of any employee having experience he will be directly
taken into probation period.
Confirmed Employee:
After completion of probation, if satisfied with progress he will be given confirmation
Separate letters of appointment will be given individually at time of joining as

trainee when an employee is given probation and conformation
Contract Employee:
Office Boys Security guards and housekeeping staff are taken into employment as contract labor. Every
year the Agreement of Contract is renewed.
Contractor should also posses license to outsource the employees. It is the duty of the contractor to renew
the license before one month.
The register pertaining to the details of number of employees under each contractor, Date of entering into
contract and renewal date will be mentioned.
b) Joining Procedure & Documentation
At the time of joining the employee is required to submit certain documents to be filed in Employee
Service Files.
Order of Documents to be maintained in Personal File:
Employee’s Service Form
Personal File Checklist
Letter of probation
ESI Forms (IF Covered)
EPF Registration and Nomination Forms (Form 2 & Form11 )
Gratuity Nomination Form (Form F)
Letter of Apprenticeship Training
Joining Report
Offer Letter
24 | P a g e
Interview Assessment Reports

Application Forms
Bio-data
Photocopies of Proof Documents
Once Employee gave all his/her relevant documents the same will be updates in PERSONNEL
INFORMATION SYSTEM >>MASTERS >>EMPLOYEE DETAILS.
For Freelancers:
Joining of the free lancers will be done in unit level. Hey will be issued an ID card under name of News
today Agencies Limited which need to be renewed every year.
c) Intimation to Security, Issuance of Identity Cards:
He will be given with Employee ID, Biometric Etc after which an employee will be given on job training. In
case of late issue of ID card he can sign in the attendance register.
d) Entry in appointment Register:
His details will be written in the appointment register including name, Designation, Department , DOJ ,
Salary break up and checked whether intimated to time office and section in charge or not.
e) Training Period:
During his period of training (Which lasts for 1 year and can be extended further) where he can learn the
skills that are required to be performed in the actual work conditions and also get accustomed to working
situations.
Once when the concerned authority is of opine that the employee is competent enough to carry on the
job by his own he will be considered for a probation period of 0.6 to 1 year after which he will be given
confirmation of employment.
f) Maintenance of Due file registrar
Once an employee has started his training, his particulars such as Date of joining will be entered in the
due file register .At the time of ending of his training period, his performance will be sent for review by
cross checking the due date for review with this register.
 Management may extend the period of training and probation during the period of training.
 The details of any transfers, salary progressions should be duly updated in Personnel
Management System.
Processing Of Due Files:
Every month before the preparation of pay sheet due files register will be verified for any changes that
are to be made .If there are any changes then “ Personnel Master” will be prepared indicating all the
changes like change in position, salary break up his current salary, and details of any action taken
against him.
25 | P a g e
4) Training & Development for new comers and existing employees.

Training may be described as an endeavor aimed to improve or develop additional competency or skills in
an employee on the job one currently holds in order to increase the performance or productivity.
Approaches of Training:
1) Performance based Approach

Key Points to remember:
Before going to start the training program we need to prepare Standard operating procedures.
(SOP’s). For that purpose be specific on what aspect you want to train employee’s egg:
Communication, Behavior. We should make sure that we make to fit people in “STAFF SERVICE”
with proper T&D. For this purpose we will divide entire organizational hierarchy into 3 levels.
 Operational
 Supervisory
 Managerial
Training Life Cycle
Training
Need
Analysis
Evaluati Desiging &

on of devolpemt
training of training
Impleme
ntation of
Training
26 | P a g e
Training Need Analysis (TNA)
TNA is the process of identifying the gap between employee training and needs of training. Training needs
analysis is the first stage in the training process and involves a procedure to determine whether training will
indeed address the problem which has been identified.360 Degree Approach may be adopted for this purpose.
Components of Training Need Analysis
First step of Training need analysis is to study the “STAFF SERVICE” OF THE ORGANISATION. We have to
make sure that we can make the perfect fit of the employees either, existing or new, in the existing outline.
Then we have to identify the roles and responsibilities. For that we can segregate entire STAFF SERVICE into
3 levels. Managerial, Supervisory and Operational based on designation. Often they are confused with one
another but job role might have broader sense than mere designation. Later we have to identify the
competencies to clearly frame TNA.
 In USHODAYA PUBLICATIONS, Identification of training need (TNA) will be done at Reporting In
charge Level. A predefined Training Discussions will be held in case needed) in case JD is not
clearly known.
 Then Training & Development department will consolidate the entire needs so found out into
Technical & Behavioral Aspects.
 Then plan for the training programs accordingly. Format will be sent to Concerned HOD.
 He has to specify the employee name and areas in which training is needed.
 FGD (Focused Group
2. Design & Development of training
Designing and development of training module can be classified into two categories.
a) Modes of Training
These are the different ways or the means to train the trainees. They can be said as medium of training
procedure.
i) Trainer Led Training:
This is like a normal classroom training where trainer be imparting knowledge to the employees directly,
Via face –to-face interaction.. In general this is done for behavioral skills.
ii) On-The job training:
It is a formal way of training the employees with a motto of “Learning while doing”. Here he will be given
tasks and will be demonstrated on the job floor. This can be the low cost means.
iii) E Learning:
In this sort of training where knowledge is transferred electronically. But due to lack of personal touch
information may not be transferred effectively. Eg: Webnars
27 | P a g e
Training for New Employees:

● At first training module is prepared for the ease of understanding regarding what are the facets to be
taught and will be given to the trainers.
● Then Training & Development Team will prepare a “TRAINING SCHEDULE” according to the
availability of the trainers. Trainers will generally be the experienced persons and in very few cases it
would be the HOD of Department Concerned.
● At the end of the Training Period “Training Report ” is to be submitted to the President HR of Ramoji
Group.
● Based on the Report a Face-to Face interview will be scheduled after submission of the report.
● After the interview if the candidate is fit for organization then he will be given probation, if not training
might be extended.
Training for Existing Employees:
Existing employees will give training on various aspects of career growth. Trainer will be the experienced
on the specified area and gives his suggestions and ideas.
Eg: Training Session on “TEAM WORK” is conducted for Editorial Desk Incharges of Various units.
Mr.Jay Shankar gave his valuable inputs to them and evoked team spirit by clearing doubts.
b) Types of training
Training levels are segregated based on the position of the training and need behind the it.
i) Entry Level training :
This will be given to the employees for a small period of time to acquire the knowledge while they are
entering the organization.
iI)Orientation Training:
This will be given to the employees when they are new to the organization to make them familiar to the
organization.
iii) Workshop/seminars:
In USHODAYA PUBLICATIONS training program is both entry level and new joiners. Entry level training is
given for the management trainees about all the activities relating to the particular department for which they
are hired. Whereas orientation training is given to the employees who joining new to the organization.
28 | P a g e
3. Implementation of training
Implementation of training involves deciding the mode and type of training to be given. Trainee Evaluation
for should be decided to ensure the effectiveness of training.
Evaluation of training
Evaluation Levels:
Job Behavioral Level:
When an employee has learnt something it will reflect in his behavior. So this type of Evaluation will be
done after some time period of training to check whether is effective or not.
Program Level:
Collecting the feedback from the trainees.
Learning Level:
In learning level Evaluation we conduct Pre-Training Tests and Post-Training Tests.
In USHODAYA PUBLICATIONS Evaluation done is Job Behavioral Level (For New Employees) and
Program level (For Existing Employees). It is done using the feedback forms with predefined format. A
feedback form will be given to the trainee having various aspects of training and he need give ranking and
as can give necessary suggestions.
Training Evaluation for New Employee:
In USHODAYA PUBLICATIONS Mode of Evaluation is Internal Evaluation. Trainer himself will evaluate the
trainee. “TRAINING EVALUATION FORM” will be sent to the trainer at the end of training period. Trainer
will assess the trainee quantitatively rather than subjective. Evaluation could be based on the learning
capacity, Active Participation, Report Submitted and Face-to-Face interview.
Training Evaluation for Existing Employee:
A feedback form will be given to the trainees after training and their responses will be documented will be
documented.
29 | P a g e
5) Performance Appraisal
Performance appraisal is the review of the individual’s performance periodically, usually for a period of 1
Year.
In USHODAYA PUBLICATIONS, it will be done yearly once in the month of April for the purpose of
increase in increments. Based on performance an employee might get double increment, Special Hike etc
with the approval of HOD.
For Editorial:
Performance Appraisal of the Editorial Employees of Ushodaya Publications will be done through software
Akshara where self appraisal can be done based on the number of news items that are published,
Importance of the news and also any mistakes that were done. Along with this there are also other factors
that are to be considered such as LINE account at the time of appraising.
But along with Akshara 360 Degree appraisal will also be done.
a) Appraisal Format
After checking with the due registers, an employee details will be sent for the review before 19 th of every
month. Once HOD has given his satisfactory report, the review file would be sent to the Managing Director
for approval.
b) Appraisal Enclosures
List of the documents that are to be enclosed:
Appraisal Report
Appraisal Form
Employee Abstract Statement
Loss of Pay, Late Attendance, Faults Reports
Other reports of any disciplinary action taken against him.
30 | P a g e
What I have learnt about HUMAN RESOURCES MANAGEMENT

 Human resource Management is an inclusion of concepts such as recruitment, Training,
performance Appraisal.
 For ease of operations, recruitment of the casual labor, apprentice is being handled over to
individual units because local people can understand the needs better.
 After employee on boarding, maintaining the personnel files will be further helpful at the time of
furnishing labor returns, returns to inspector of factories.
 Training is done before the performance appraisal.
 The main reason to providing training to existing employees is to up bring their existing skills as
required by organization.
 This is also done with an intention to bring behavioral change may be related to work, may be
related to knowledge or may be related to behavior.
 As per my observation performance appraisal system used in USHODAYA PUBLICATIONS is

Forced Check List Method.
31 | P a g e
TIME OFFICE & HRMS PACKAGE

Human Resources Information System (HRIS):
HRIS is basically an intersection of human resources and information technology together. This allows HR
activities and process to occur electronically.
a) Shift Schedules
● No. of Shits in each section
In each department, there will be different shifts for different people based on the nature of work and
Man Power availability.
● Hours of Work
Nature of Employment Area of Working Hours of Work

Editorial 6 ½ Hours / 6 Hours
Working Journalists
Others (Factories) 8 ½ Hours
Uppal & Gandhinagar 5 ½ Hours
Non Working Journalists
Administration 8 ½ Hours
Drivers : 10 Hrs Including Breaks
● Shift timings and Tea Breaks
● No of employees required in each shift
Number of employees required for each shift will be obtained by a formula. Each department HOD
will plan accordingly based upon the production requirement.
● Positioning of shifts
32 | P a g e
● Shift changes
Shift changes can be done for Manpower adjustment, Additional work or for any other reasons as
found by HOD of Concerned Department.
● Shift Rotation
● Daily Shift Statement
Every week each department HOD needs to submit the Shift Statement to the HR department
mentioning the no. of employees working on the specific day in the day of the week and Week off.
b) Attendance & Punching
Whenever an employee completes his punching all the relevant data can be generated through Time
Office Information System through authorized person. This system enables to produce various reports
such as Absenteeism, Late Coming; early out, Weekly off ,Extra time etc Data so generated will be saved
in employee database for future reference for example while preparing payroll.
 In general, 4 hours before the Shift time & 6 Hours after Shift Time will be regarded as “Present Day”
c) Absenteeism
When an employee overstayed in sanction leave an intimation should be sent to concerned Department
Head .Incase of Non-Receipt on any sort of communication show case notice can be issued ,incase leave
extends for more than 3 days. Further disciplinary action can also be taken by the organization.
d) Late attendance
Any late punching after grace time of 15 Minutes is considered as absent unless authorized by Head of
the department.
e) Weekly Offs
In case where an employee is asked to work against his week off due to any other than is own negligence,
he can avail the benefit of compensatory off usually referred as COFF. In such a case it would be
advisable to avail COFF first (Since, unlike other sort of leaves, it could be clubbed with other leaves). But
most importantly an employee needs to get authorization from concerned Department Head and HR In
charge to get this benefit. It is mandated for an employee to work for at least 8 hours.
33 | P a g e
*Once Submitted application cannot be cancelled

f) On duty
When an employee is required to travel to any place within the city to as a part of his duty as directed by his
superior. All the expenses incurred or about to incur will be borne by the organization.
g) On tour
On tour is as same as on duty but it needs to travel from one place to another. For that reason place of tour
and person who instructed the tour should be specifically mentioned.
Colleagues will also be given advance for which bills to be submitted later.
h) Time off Permission
i) Over Time / Extra work
34 | P a g e
Overtime is any additional duty done than the normal working hours . Generally, the pay received for
overtime or extra work will also be referred as overtime.
j) Leaves:
Kinds of leaves:
1. Casual Leave (CL) :
2. Sick Leave (SL) : Clearly shown in table below
3. Earned Leave (EL):
Table Showing Leave Rules :
Nature of Nature of Holidays

Act Applicable
Employment CL SL EL
10 (15 days for 18

The working Journalists (Other
Working Months Worked ) 33 (1 Day for 11
newspapers Employees Act ) 15
Journalists Calculated for 12 of work )
1955
Months
No. of Working
The Factories Act ,1942 7 12
Days / 20
Non-Working
AP Shops & Establishments Act
Journalists 15 for 240
1966, Telangana Shops & 12 12
Working Days
Establishment Act, 1968.
35 | P a g e
(Total Working
Contract If covered under
The Contract Labor Act, 12 Days includes
Labor ESI
w.off, PH) /20
4. Compensatory Leave (C.OFF)

An employee who has worked on the Public Holiday or week off can avail the benefit of compensatory off
on another day.
5. Accidental Leave (AL)
Whenever an employee has met with nay accident he can get accidental leaves as prescribed by Medical
practitioner.
6. Maternity Leave (ML)
Any female employee who salary is above 21000 will get maternity leave before 26 weeks of expected
delivery date.
7. ESI
An employee whose salary is below 21000 will get ESI Leaves as prescribed by the doctor by submitting
the declaration of ESI
8. Loss Of Pay (LoP)

When all the Cl,Sl,El have exhausted an employee will get a LOP to the days so exceeded.
9. Future Leave (FL)
When an employee has not left with any other leaves,he can get a leave from Casual Leaves of
succeeding Year(in special cases only) provided that they will be deducted in next year leave balance .
10. Transfer Leave (TL)
36 | P a g e
These are the leaves that will be provided when an employee is transferred from one unit to another .4-
6 days of leaves will be given
Encashment of EL:
Nature of
Accumulation Encashment
Employment
Working Journalists 90 18
Non Working
105 8
Journalists
Wages for purpose of calculation of EL : Total Salary – Mediclaim Benfit.
Guide lines for Clubbing, Accumulation, and Encashment of leaves
● Casual leaves, Sick leaves, Earned leaves cannot be clubbed with each other.
● Compensatory Leaves can be clubbed with all sort of leaves provided availed first.
● Casual leaves will be lapsed if not availed in a particular calendar year.
● Sick leaves can be carry forwarded for the next calendar year.
● Sick leave exceeding for 3 days need to be accompanied by medical certificate.
● Person covered under ESI Cannot avail SL
● Any CL when extended for more than 3 days will be considered as Loss Of pay.
● Transfer cannot be applied until unless it was not entered in PIS.
● But for Working journalists (that is for editorial) if applied for CL,SL,El,HOP system will taken even
on week off days unlike for Admin Staff.
37 | P a g e
38 | P a g e
TIME OFFICE INFORMATION SYSTEM
Time of information System is a Back-End Software that allows management to View, Alter (with
authorization only) and verifies the change made by the employees. Various functions of Time Office are as
follows:
1. Masters
● Employee Details
After updated in Personnel information system the details of every employee are entered and saved in
Employee details. It is mandated to enter shift details here for the purpose of processing.
● Leave Balance Entry
The provision to enter the balance leaves manually is provided to authorized person incase of any new
joining.
● EL Encashment
Earned leaves that are left over will be encashed up to the limit of 90 days at the time of
superannuation.
● AADHAR Details
AADHAR Details of the individual employee can be entered.
● COFF Extension
2. Process Application
● Leave Form
A backend process to apply leave on behalf of employee (done for outdoor employees)
● On Duty Form
A backend process to apply On duty on behalf of employee (done for outdoor employees)
● Official Tour
A backend process to apply tour on behalf of employee (done for outdoor employees
● Tour Bills Submission
39 | P a g e
When any person is advised to officially tour any part of the organization he can get the amount for
traveling It can be submitted Before or After the date of tour. Any difference amount will be adjusted.
● Schedules
Different set of schedules from each department will be submitted by concerned HOD’s and will be
entered for any shift changes. Usually shift timings of last working day will be taken in default.
● Department Wise Schedules
Here shift schedules of entire department can be entered
● Special Permission
Reports
● Attendance Rectification
Any late punch or forgot punch can be corrected here only when a letter in writing signed by concerned
HOD is submitted.
● Outdoor Employee
A list of all outdoor employees will be generated
● Manual Authorization Entry:
A backend flexibility to submit the authorization form.
● Pay slip / Bonus Permission:
An employee can allow or stopped to generate pay slips.
● Department Wise Shift Allotment
No of employee working in a shift can be known.
● Reports
(StaffStrength,Joinings,Probation,Comformation,Resignation,Transfers,Retairment,Latecoming,Absenis
am,Time office ,Blood Group, Attendance Rectification, Day attendance Etc)
● Muster Roll
40 | P a g e
It is same as the month wise attendance register of an employee we maintain manually which contains
the punch details of an employee.
● Pending Applications for approval
We can here generate a report of number of employees’ applications are pending for approval at an
individual HOD so that he could be informed.
● LTA
LTA (Leave Travel Allowance) is given to the employee and his dependent family members for a block
period of 2 years based on the decision made by wage board. It is calculated as:
(Basic/24) *1 month of salary
Since it is not included in pay sheet separate statement can be generated here.
● Adjustment audit report
4. Payroll
● Daily Punch A daily punch report need to be generated for the purpose of observing any late coming
● Leave report
It comprises of all the reports such as leave register, leave report(opening & closing balances of
leaves),leaves as on date. Leave audit can be done by comparing the number of leaves with leaves
left.
● C.Off Report
Here we can get to know whether particular employee has availed any c.off or not. We can also generate
the report either in detail or the total summary of C.offs availed.
● Reporting Employee Through this we know the flow of authority of an organization.
● Shift wise Schedule
41 | P a g e
● Monthly Reports A consolidated report of number of employees, their leaves and payments.
● Employee Application
● Payroll(NSA,HOP,L0P)
1. Night shift allowance will only be given to the employees .

TIME PERIOD: previous month 16th to current month 15th.
2. Holiday Payment can be given if and only if an employee hasn’t availed the benefit of c.off but need to
check if his authorization is pending. TIME PERIOD: previous month 16th to current month 15th.
3. Any LOP adjustments to be made from TIME PERIOD: previous month 21st to current month 20th.
4. All the reports so generated will be submitted to concerned authority for preparation of payroll.
● Pending Application Through this applications pending at web can be known.
● On tour authorization: Once the employee has submitted his on tour bills approval will be given to
Accounts Department for payment.

5. Password Change
● Web Change Whenever an employee has forgotten his password it can be altered at will be set to
default password. He can also be restricted to login to web.
● Reset Password: It is to reset the password of client.
● Message Board: This is used as an intra communication between clients.
6. Central HR
7. Payroll It is helpful to download the pay sheets of different units.
8. MMPL
9. Help
10. Logout
11. Exit
What I have learnt about TIME OFFICE & HRMS PACKAGE
 Automation that has done in terms of employee maintenance.
 It is amazing to know how Information Technology has revolutionized the pace of HR.
 Learnt about applying leaves, on-duty application and authorization forms without wasting a piece of
paper.
42 | P a g e
 Understood about various rules about leave structures.

 Generation & Maintenance of timely reports of employee like Daily Punches, Absentisam, Pay slip has
been observed.
 It has been observed that time office has to be in line with Payroll Management ,Promotion
Procedures & Exit formalities for smooth functioning of the organization.
COMPENSATION & WAGE AND SALARY ADMINSTRATION

1) Wage Fixation & Structure of scale
43 | P a g e
A wage is the monetary compensation paid by the employer to an employee in the exchange of
work done. Payments of wages Act 1936, Minimum Wages Act 1948, Equal Remuneration Act 1976 are the
laws governing compensation and Wage payment for employees.
In USHODAYA PUBLICATIONS, For the ease of computing wages each and every have a similar Job-role
will be grouped in to a Department code and again those are segregated into groups based on designation.
01. Journalists
02. Administration
03. Factory
2) Wage Components
 Basic Pay: A standard rate of pay before additional payments such as allowances and bonuses.
 Dearness Allowance:
The Dearness Allowance (DA) is a cost of living adjustment allowance paid to employees,. Dearness
Allowance is calculated as a percentage of an Indian citizen's basic salary to mitigate the impact of
inflation on people.
 Variable Pay
Variable pay is employee compensation that changes as compared to the employee salary which is paid
in equal, and expected, proportions throughout the year. Variable pay is used generally to recognize and
reward employee contribution toward company productivity, profitability, teamwork, safety, quality, or
some other metric deemed important by senior leaders.
 House Rent Allowance
House Rent Allowance or HRA is a part of the salary provided by an employer to his employee for his
rented accommodation. HRA exemption can be claimed only if the employee is residing in a
rented house.
 Traveling Allowance
A travel allowance is a payment made to an employee to cover expenses when that person travels for
work. An allowance may be paid to an employee before or after they travel.
 Medical Reimbursement
Medical Reimbursement is an arrangement under which employers reimburse the portion of the health
expenses incurred by the employee. The Income Tax Act allows tax exemption of up to INR 15,000
on medical reimbursements paid by employer.
 Uniform Washing Allowance
Uniform Washing Allowence of 100 Per Month will be given to factory workers.
3) Statutory Minimum Wage
44 | P a g e
As per the recommendations of Manjithia Wage Board each designation is assigned with a group as
1,2,3,4,5,6 and each group is classified as X,Y,Z categories.
4) Concept of VDA
Variable Dearness Allowance is an amount payable as a proportionate of basic with reference to
the index points given by Indian Newspaper Society.
5) Stipend
Consolidated Stipend (Excluding DA) will be given to apprentice as per Apprentice Ship Act, 1961.
Payment of salaries For Freelancers
For freelancers payment will be done on the basis of news items published. Even though they have sent
numerous news items they cannot be considered for payment until unless published.
6) Calculation of monthly salary:
45 | P a g e
A Employee ID
B Name
C Designation
D Category : 01/02/03
E Department : Dept. Code
F Group : 01/02/03/04/05/06
G DOJ : DD/MM/YY
H Probation Date : DD/MM/YY
I Conf-Date : DD/MM/YY
J NSA Days : No of Night shifts worked
Days for which salary
K ADJ Days :
has not credited
L Ded days : Any leaves taken without intimation
M HOP Days : Holidays with pay
No. of hours worked
N OT Hours :
in extra shifts
O Pay Mode : Cash/Cheque/Credit
P Bank A/C No :
1.
Basic Pay : As Suggested by wage board committee
2.
DA : (Baisc/189)*98
3.
Vpay : 35% Basic Wage
4.
HRA : (Basic+VPay)*10%
5.
Tra Al : (Basic+VPay)*5%
6.
Medi. Reimbursement : 1000/500(For Units)
7.
Other P : Other Increments Exceeding Basic
8. Other PB :
46 | P a g e
9.
Other Allowe: other Increments Exceeding Basic
10.
Fixed Alloew : Allowance Fixed for every Year (4%)
11. Addi. HRA

12. Other Allowances :
13. Other Allowence :
14. Total Salary : Add 1 to 13
15. Less LOP Adj :
16. LOP dedeuctions :
17. Earned Salary : Total Salary-LOP Deductions
100 /75/50 (USHODAYA PUBLICATIONS/Units in Hyd
18. NSA Amount :
/Other org in group resp.)
19. OT Amount : Double the actual pay
20. HOP Amt : Any amount pay bale for working on PH
21. Gross Salary : Add 17 -20
22. Balance Salary : Salary for PF Calculation (Basic+DA+others)
23. Washing Allowence : 100
24. Total Earnings : 22+23
25. VPF 12% of Basic
26. EPF 12% of (Basic +DA+Others)
27. FPF*
28. ESI 1.75% of Gross
29. Income Tax
30. LIC
31. Professional Tax
32. Salary Advance Any advance salary given
33. Housing loan Only HDFC and GLIC is allowed
34. Other Deductions : Telephone Allowances
35. GSLIC Deduction : Any premium paid by employer can be deducted
36. Union Subscription : 0.25 Per Year
47 | P a g e
37. Total Deductions : Add 25-37

38. Net arrears
39. Net Pay 21-37
40. Sal Ad Bal Amount after Deduction
41. LIC Bal Amount of premium to be paid
 Conveyance of 4100 will be reimbursed for a holiday not more than 7 days
 On employer’s contribution of 8.33 % will be shown in final pay slip not in employee pay slip.
Pay register
A pay register showing the monthly salary calculation of all employees will be maintained
Increments & Promotions
An Employee should complete 1 year of service on the date of increment being given, to be entitled
for increment. But for marketing Employees Increment will be proportionate to the number of months of
service. After that once the payroll is generated, it will be cross checked at our end for any further
corrections and would be sent to concern HOD. After being approved by HR is related to behavioral
aspects of employee in all dimensions. So it is the responsibility of HR to watch and regulate the behavior
of employee. HOD, Central HR needs to give approval.
Period : January & July
Salary Advances & Loans
Any Salary paid in Advance and Loans out of salary will be deducted from Balance Salary
Payable based on performance. For medical maximum of 100000 and for other 75000.
Pay sheet Preparation
For the purpose of calculation of pay sheet inputs are to be given in numeric .Each file such as Time
Office, Statutory Compliances, Pay register will be created in .txt format as a directory for running the
program. For each individual employee Payroll Software will consider each and every file to create a pay
structure.
For future reference each and every statutory payment will be consolidated into a consolidated pay sheet.
Personal Master
Every Month before 19th, personal master copy will be sent to the central HR for any changes that need be
made for the purpose of salary calculation.
Payroll Reports:
● Provident Fund Report
48 | P a g e
● Employee State Insurance Report
● Professional Tax Report
● Income Tax Report
● LIC Premium Report
What I have learnt about COMPENSATION & WAGE AND SALARY ADMINSTRATION
 Disbursement of wages
 Various components of pay sheet
 Government policies such a Minimum Wage, Wage Board suggestions
 Preparation of pay sheet
 Submission of Inputs
 Writing personal master
 Performance Appraisal Procedure
 Compensation & Wage and salary administration is one such area which is directly related to
employee satisfaction.
49 | P a g e
STATUTORY WELFARE
There are certain labor laws which govern the safety and health aspects of the employees. And welfare
measures suggested by them will be regarded as Statutory Welfare Measures. It is compulsory to follow
these welfare measures as compliance to the laws and we cannot decide whether to follow or not.
a) ESI ACT 1948
ESI is statutory measure provide to give health security to the employee. It is governed by
The Employee State Insurance Act, 1948. Employee State Insurance Corporation (ESIC) is the
autonomous corporation which will manage funds of ESI.
Applicability [Sec 1(4)]:
It is applicable to every organization to all factories and establishments.
Coverage:
An employee (Who is under prescribed wage limit) who has worked for 6 Months out of which 78 days
contribution is mandatory.
Wage Limit:
Any employee who is earning less than 21000 as his gross wage, in any part of the year is eligible for the
benefit of ESI. His wages might be increased in any part of the year which will not disqualify him to enjoy
the benefit of contribution paid.
Wage Component:
For the purpose of calculation, ESI Wage is Gross Wage.
50 | P a g e
Percentages of Contribution:
Employer Contribution: 4.75 %
Employee Contribution: 1.75 %
Recent Amendment :
Employer Contribution: 3.75 %
Employee Contribution: 0.25 %
Monthly Contribution:
On every month before 15th we have file online ESI returns through for the contribution of previous month.
Step 01:
Go to http://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx and click on login . Give
17 Digit Employer Code and Password to login.
Login Page:
Step 02:
We can see the entire page divided into 3 columns as below. Select “File Monthly Contribution”..
Step 03:
After selecting you can see the login page:
 Give Contribution Period (for the month which you are filing returns) in the format MM/ YYYY.
 Select monthly Contribution at the column Contribution Type .Take care not to select Supplementary
Contribution as it may attract penalty
 Give employee code.
 Click on Upload Excel Sheet and upload Excel Sheet in prescribed format.
 If there are any 0 Contributions mention the reason using NUMERIC VALUE.
Numeric
Reason
Code
51 | P a g e
000 Without Reason

001 On Leave
002 Left Service (Mention Date in DD/MM/YYYY Format )
003 Retired (Mention Date in DD/MM/YYYY Format )
004 Out of Coverage
005 Expired
006 Non Implemented Area
007 Compliance by Immediate Employer
008 Superannuation
009 Strike / Lockout
010 Retrenchment
011 No Work
012 Doesn’t Belong to Employer
013 Duplicate ID
And Then Click on “SUBMIT”

Step 04:
 Once you have clicked on SUBMIT, It Will Show PAYMENT HISTORY.
 Make sure the amount shown there is tallied with our calculations and click on box against
DATA VERIFIED and Click SUBMIT.
Then click on CREATE CHALLAN and save the Challan Number for FUTURE REFERANCE
Form to be submitted:
Form 1 : Declaration
Form 2 : Nomination
Form 7 B : Medical Acceptance Card
Form 10 : Verification of Absenteeism
Form 12 : Accident Report
Form26 : Dependent /Nominee
Form 37 : Certificate of Employment
Form 56A : Certificate of Employment
Form 105 : Transfer Form
Issue of ID Cards:
 Before 30 days of Joining it is mandatory to intimate to ESIC.
52 | P a g e
 In case where Employee (Referred as Insured Person ) is not having ESI Number we have to
create ESIC number for the employee.
 To create ESI Number goto http://www.esic.in/ESICInsurance1 /ESICInsurancePortal /Portal Login.
aspx and login with User ID and Password .
 In Employee Column click on REGISTER NEW IP.
 Since IP is new Select NO
 Then you can see the window as below :
 Gives the details of the Insured Person (),His Family Details and Nominee .
 Click on SUBMIT and we can see the ESI Number that was generated in LIST OF EMPLOYEES.
 If the IP is having ESI Number Select YES after clicking on REGISTER NEW IP >>> Give
Number , Date of Appointment click on CONTINUE and UPDATE DETAILS >>>SUBMIT.
 Then Select E-Pehchan FOLLOW UP.
 Without Family Photo and Company Stamp & Seal E-pehchan Card is not valid.
Key Points:
 Date of Joining & Gender Cannot be changed from employer login.
 To change DOJ,IP should submit in writing
 Dispensary cannot be corrected
 It will not show any duplication even if any.
 Our submission of data is final to get the ESI Number generated not like UAN number like it need
to be Approved by Field Office.
53 | P a g e
1. Sickness benefit
While in case of sickness only 70 % of total wages will be received.
Yearly there will be TWO
Contribution periods:
April – September (6 Months)
October – March (6 Months)
Waiting Periods:
For April – September  October, November, December (3 Months)
For October – March April, May, June (3Months)
Benefit Periods:
For April – September  January – June
For October – March  July – December
 For the contribution period in between April to September we can avail benefit only between
January to June.
 And For the contribution period in between October to March we can avail benefit only between
July to December.
 That to 78 Days of contribution is necessary in period of 6 Months.
 It is mandatory to wait for 3 months but not any 3 months.
 For Example, if an IP had made an contribution in April and waited for May, June, July he cannot
avail the benefit in August stating that there is 3 months gap in-between.
54 | P a g e
 Extended benefit can be given up to 2 years for severe diseases but ESI Doctor Need to certify the
disease(In this contribution is not needed ).
 In case where IP has died in treatment he will get funeral benefit but not sickness benefit.
2.Disablement benefit
Employment Injury:
To get the benefit of disablement accident should occur on duty only. And in case where IP is on tour
employer need to give transfer for so that he can submit to the ESI branch office.
Notice of Accident:
Whenever there occurred an accident, employer should give a notice to ESIC with 24 Hours in accident
report form i.e., Form 12 (Regulation 68).
Step 01:
To submit notice of accident goes to:
http://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx and login with User ID and
select as shown in picture.
Step 02:
As and when you click on ACCIDENT REPORT (FORM 12) we can get a form as shown below:
55 | P a g e
In first page details of Employer and Employee need to be given. Click on “NEXT” to go to next page.
Step 03:
Once you have gone to next page you can see the form as below. Details regarding the Shift of the
Employee, No. of hours worked Date of Accident need to be filled. It is also mandatory to give exact
place and location of the accident and the nature of accident. Name and address of 2 witnesses should
be given .If any of them is having IP number it can be provided.
56 | P a g e
*Sometimes, it may happen that the accident may occur in night time .In that case it is possible to have
TWO Different dates for same accident. And click on the NEXT to go to next page.
Step 04:
After that you will be taken to the form as shown below:
Give details such as what the IP was exactly doing at the time of accident, the reason why he went there
and other details as asked. But questions 26(a), 26(b), 26(c), 26(d) are default and they cannot be altered.
And also provide the details regarding the person who is submitting the report.
IP need to get the acknowledgement report to get the benefit .Incase the accident has occurred while he
is On-Duty he will get 90% of the salary and if not he will get only 50% of salary.
Rejoining in the duty:
Once the employee is recovered from the injury he can join the duty as before only after submitting
“PHYSICALLY FIT” certificate.
57 | P a g e
3. Dependent’s benefit
In case of death of IP, nominee as mentioned by employee will get the dependent benefit as a
percentage of his last drawn salary. But they need to submit Form 26.*
4. Maternity benefit
Any female employee who has completed 5 years of service will get a maternity benefit 5000 as
confinement allowance. This will also apply when IP is a male person and his spouse will get the benefit
after submitting Form 56 A .This will be given Only Twice in life time.
5. Medical benefit
Any employee can get medical benefit except for sickness from any pharmacy and superspecality hospital
upon the submission of “Certificate of Employment.”
6. Funeral benefit
In case of death a funeral benefit of 15000 will be given.
Enquiry procedure:
If there any “0” contributions with reason when a reason is note shown Enquiry notice is sent to the
concern person (In USHODAYA PUBLICATIONS, the concern person is MD Garu).
Registers to be shown at the time of enquiry:
Vouchers
Ledger
Balance Sheet
Attendance Register
Payment Register
ESIC may raise a query where there were. There exist a difference between existing Employees and
Contributions. It that case we cannot file returns until unless query is solved.
58 | P a g e
b) THE PROVIDENT FUND & MISCELLANEOUS PROVISIONS ACT, 1952.

Applicability:
As per Sec 1(3) of The Provident Fund & Miscellaneous Provisions Act, 1952 Act is applicable to every
factory & establishment where 20 or more employyees are working.
Coverage:
Each and every employee will be covered under the provisions of the act at default from the date of
appointment.
In UEPL only PF will be applicable from the time of probation
Wage Limit [Sec 2(b)]:

 For the purpose of PF calculation salary is Basic + DA +Other PB , which we refer as “Balance Pay”.
 Though wage limit is 15000, it is not applicable for UEPL except for calculation pension.
Wage Components:
For PF Calculation wage Components are as below:
 Basic (Minimum wage as decided by Manjathia Wage Board)
 DA {(Basic as above * Index points for concern year) / 189 }
 Other PB (Any Increments Exceeding basic )
Percentage of Contribution:
Employer Contribution Employee Contribution
8.33 % Towards Employee Family Pension Scheme

3.67 % Towards Employee Provident Fund
0.5 % EDLI(Employee Deposit Linked Insurance ) 12 % towards EPF
0.5 % Administration Charges
0.01 % Inspection Charges
* But for exempted establishments it is 10 %

* If any establishment is exempted from EDLI , total Pf wage should be considered for the purpose
of calculation of EDLI inspection Charges.
Rate of Interest: 8.55 % Per Annum
Mode of Payment of Contribution:
59 | P a g e
 Any amount relation to PF Contribution shall be payable through Online Mode after submitting PF
Challan.
 Due date for filling EPF returns of Previous Month is 21st of Current Month.
E-Challan Generation
Step 01: E-Challan can be generated through www.epfindia.gov.in
Step 02: Click on “ECR/Returns/Payments” and will be redirected to a fresh tab as seen below:
Step 03: Login with the given Employer Username and password
After login in check you credentials to confirm.
Step 04: Then go to ECR File Upload.

Step 05:
Prepare the document to be uploaded in excel format as Shown below.
Note:
 Make Sure the format exactly matches above.
 Since no Auto Calculation, ensure the accuracy of all calculation.
 Avoid any headings.
60 | P a g e
Step 06:
Save the file in .csv format. If need change the file name to save the master copy for future reference.
Step 07:
Open the file saved in .csv format in notepad. The symbol “,” (coma) is visible. Replace it with “#~#” and
save the file in .doc format. (HASH TILDA HASH )
MAKE SURE THAT ALL “,” SYMBOLS ARE REPLACED AND NO ROWS AND NO GAPS PERSIST IN
THE DOCUMENT.
Step 08:
 Upload and Click on “SUBMIT”.
 If it shows as “FILE VALIDATION SUCCESSFULL” then it can be concluded that there were no
mistakes in the file uploaded.
 Instead if it is shown as “VALIDATION FAILED” once again check the file.
 “SIGNOUT” to save the buffering time
Step 09:
Then login again and check in recent ECR to check whether process is completed or not. If it is
completed click on “VERIFY” to crosscheck the data and to cancel , if any mistakes found click on
“REJECT” .
Step 10:
Convert the file generated into .pdf format then click on “PREPARE CHALLAN”. Here enter details of EDLI
Calculation.
 Account Number 1 : Employer contribution EPF
 Account Number 2: For PF Charges (Inspection & Admin Charges )
 Account Number 10 : Employee Contribution s to EPS
 Account Number 21: EDLI Number. (If Exempted from EDLI Put “0”)
 Account Number 22: Inspection or Admin Charges for Account 21
And then click on “GENERATE CHALLAN” then on “FINALISE”.
* Incase EDLI Exempted establishment, inspection Charges are to be paid .But for others EDLI Admin
Charges will be paid.
61 | P a g e
Note:
 Once the lock symbol ( ) has appeared nothing can be altered, so verify before finalizing by
downloading acknowledgement.
 Make a note of TRRN (Temporary Return Reference Number) for future reference
Step 11:
After clicking on finalize final statement of ECR will be generated. Which will be sent to accounts
department with the signature of the depositor for payment? Status of the challan can be checked using
TRRN number.
Key Points:
 We can submit any number of returns at a time.
 All the returns that submit at once will be generated in single challan.
PMRPY Scheme:
Under PMRPY (Pradhan Mantri Rojgar Protsahan Yogana ) Scheme Employers will get benefit from
government. This Scheme ensures generation of new employment every year.
The employer’s contribution of 12 % will be borne by the government up to 3 years whenever a new
employee is recruited. This scheme has revised on 2017.
Schemes under PF Act
62 | P a g e
The Employee Provident Fund Act, 1952 (Sec 5):

Applicability:
Applies to every employee in the organization.
Declaration:
At the time of joining employee should give Form 2 for PF Nomination and Declaration.
Duties of the employer:
It is the duty of the employer to get the Form 2 Duly filled. Employer has to collect the details of the existing
UAN number if any. Incase Employee leaving the organization she should “EXIT” by mentioning the date of
leaving.
Allotment of number:
If any employee is already having an UAN number, we are not supposed give a new one. If he /she are not
having UAN number, we have to create new UAN through UAN Employer portal by providing KYC Details.
Below is the Process of Registering the New Individual
 Go to “UAN Unified Portal”
 Login with Mail ID & Password
 Go to “MEMBER” in the Menu Bar.
 Select “REGISTER NEW INDIVIDUAL”
 After clicking on “REGISTER NEW INDIVIDUAL” a new window will be open showing options
New UAN
Existing UAN
 Registering New UAN : If employee dosen’t have any UAN earlier they we have to submit
following details for creation
Name
Father Name
Gender
Marital Status
Date of Birth
Date of Joining
Education
AADHAR
PAN
Bank Account Details
63 | P a g e
 Registering Existing UAN : If employee have any UAN earlier they we have to submit following
details for creation
Existing UAN Number
Date of Joining
Date of Birth
Percentage of Contribution, Mode of Payment of Contribution, Fixation of Administration Charges:
Same as discussed above
Current Account:
Voluntary Contribution to PF Fund:
An employee can contribute voluntarily to EPF which can be altered at any time during contribution period.
But Employer is not bound to contribute.
Withdrawal from funds:
 For withdrawal from Provident Fund Employee need to submit Form 31 for advance from PF.
 Employee need to complete to work for at least 6 months in a organization
 Funds from PF Account can be withdrawn for following reasons :
(i) Site Purchase ,House Construction ,Flat Purchase ,House /Plot Purchase :
Min Years of Work : 5 Years
Contribution : From both Employer and Employee Contribution
 But in case of VRS amount will be 36 times more than wages.
 This will be given only once in life of the employee.
 If any employee has taken flat then he cannot avail the benefit for plot.
Percentage Allowed: 90 %
(ii) Marriage Loan : (Employee Marriage, Sibling’s Marriage, Son/Daughter’s Marriage )
Contribution : Only Employee Share
64 | P a g e
(iii) Education Loan (Higher Education Only)

(iv) Medical Loan : (Only for those without ESI Coverage)
Min Years of Work : No Service Limit
(v) Floods ,Natural Calamities Loan :
Min Years of Work : No Service Limit (Earlier 7 Years)
(vi) House Modification
Important Point to be noted here is that there should be at least 10 years gap between loans taken for
Site Purchase, House Construction, Flat Purchase, House /Plot Purchase an House Modification.
65 | P a g e
The Employees Family Pension Scheme, 1995
The employee family pension scheme is a social security scheme under PF Act “The Employee
Provident Fund Act, 1952’’ for the benefit of the employee and his family members of the employee if
something unexpected has happened to him.
Withdrawal Benefit:
Any employee who has completed 10 years of service can apply for pension withdrawal by Form19.
Superannuation:
At the time of superannuation to get the benefits of Employee Pension Scheme:
 Employee need to submit duly filled Form 19.
 Employee need to get a superannuation letter from employer.
 He should give a declaration that he is not getting any other benefits like pension from EPFO issued by
bank manager.
Checklist of Documents Required:
Bank Account Details (Passbook Front Page)
AADHAR
DOB Proof
Card Size Color Photos of Employee Family
Employee Family Photo
Family Member Certificate (By Employer)
Death:
The procedure for claiming the benefits of The Employee pension Scheme in case of death of an
employee is same as for superannuation.
Checklist of Documents Required:
Original Death Certificate
Postcard Size Family Color Photographs
Bank Account Details (Individual Accounts)
Family Members (AADHAR)
Children DOB proofs (If Any)
Family Member Certificate (By Employer)
Declaration (For Dependent Spouse not getting any other pension from EPFO)
Scheme Certificate (Who has completed 10 Years of Service
66 | P a g e
Reduced Pension:
If any employee has taken VRS (when he crossed 50 Years of age), then he will not be entitled to get
full pension. He had to lose 4% per number of years of remaining service.
The Employee Deposit Linked Insurance Scheme, 1976
EDLI (Employee Deposit Linked Insurance) is a policy that secures the lives of the family member of
employee in case of Death of Employee. EDLI will cover every employee irrespective of ESI coverage. It
also covers Sickness, Accident, and Suicide. Employee need to work for at least 1 month to get this
benefit of EDLI.
 If incase employer provide any other benefit which is more beneficial than the existing one then
employer is exempted from ESLI up to 3 years which can be extended after verification.
Group Insurance Scheme
As mentioned above if Employer can provide any other scheme that could be more beneficial, employee
in writing .Under Group Insurance Scheme employee’s family will get a fixed amount of 6,05,000 .In
UEPL we have the insurance policy of JB Borda Life Insurance
Calculation of Premium Amount:
First we multiply total premium amount of 6,05,000 with number of employees insured. Then we will
divide the sum amount with 1000.Later multiplying with 1.95 and adding GST 18 %.
Key Points to remember:
 If there are any joining in between we need to insert and incase of separation employer should show
LEFT.
 In case where employee has resigned, organization will get premium.
 Even if the employee has worked for a single day he will get the benefit.
67 | P a g e
c) THE GRATUITY ACT, 1972

Gratuity is the lump sum amount payable to the employee at the time of separation as a gratitude for the
services he has rendered for the organization.
Eligibility : Any employee who has completed 5 years of service is entitled to receive gratuity.(If worked
in excess of 6 months will be rounded of 1 completed year)
Nomination : Form F should be submitted while giving nomination.
Payable to :
 At the time of superannuation an employee shall receive the gratuity.
 Gratuity is payable within 30 days.
 In case of death of employee, Nominee will receive it.
Salary for gratuity calculation:
In USHODAYA PUBLICATIONS, salary considered for gratuity calculation is (Basic + DA + PB + Vpay)
Gratuity Fund:
Unlike in Provident Fund and ESI, the contribution from employee equals to ZERO. Total amount of
gratuity will be borne by USHODAYA PUBLICATIONS. It is payable from the amount accumulated in
Group Gratuity Fund (GGF) which will be under a trust.
Insurance fund:
For the purpose of paying gratuity insurance fund is maintained if any employee died before attaining the
Age of 58 or 5 Years of Service. In USHODAYA PUBLICATIONS we have a Insurance scheme in LIC
(Life Insurance Corporation)
Calculation of amount of gratuity:
At the age of superannuation or resignation:
When an employee has attained the age of 58, gratuity amount will be paid from GGT to the employee
himself. It can be calculated using formula below:
Gratuity Payable = {Last drawn salary*(15/26)*Number of completed years of service}
Incase superannuation or resignation, we will pay the amount directly to the account of the employee.
At the time of death:
If any employee died before attaining the Age of 58 or 5 Years of Service gratuity will be payable using
both Insurance Fund & Gratuity Fund.
68 | P a g e
At the time of death
For the years worked

From Gratuity Fund
Gratuity Payable = {Last draw
salary*(15/26)*Number of completed
years of service}.
For Remaining Years Service

From Insurance fund
Avarage salary of remining years
 Interest on gratuity fund will be calculated as 7.5 % P.A.

 Whereas in case of death, dependents of the employee will claim and then we will pay.
Gratuity Amount payable in case of editorial employees
Editorial Employees who are working for UEPL will be covered under THE WORKING JOURNALISTS
AND OTHER NEWSPAPER EMPLOYEES ACT, 1955.
Statutory Forms Used

Form F : Nomination Form
Form G: To make fresh Nominee
Form H: Modification of Nominee
Form I : Application for payment of Gratuity
Form J : Application for payment of Gratuity for nominee
Form K : Application for payment of Gratuity for Legal Heirs
Form L : Issued by the employer to the employee
Stating amount and date of payment
Form M: Issued by the employer stating reasons for rejection
Gratuity is receivable by:

 Employee Himself
 His Nominee
 His Legal heir
 His legal Representative
69 | P a g e
d) The payment of Bonus Act, 1965.
Eligibility (As per sec 8 of The payment of Bonus Act, 1965):

Every employee including contact Labor & Apprentice who has worked for Minimum of 30 days in
Previous Financial Year is entitled to receive bonus..
In USHODAYA PUBLICATIONS any bonus is payable at the time of Dussehra Every year.
Wage Limit:
Salary < 21000
If No- NO BONUS
If -Yes -Min Wage < 7000
If Yes -7000 * Bonus%
If No- (Basic + DA) * Bonus %
Up to 21000of salary – Bonus will be paid

For those who has crossed 21000 Exgreatia amount will be paid.
Bonus amount:
Wages considered for bonus:
Basic + VDA (Minimum Wage)
7000
 % of bonus payable: 8.33 % of (Basic + VDA) [Which can be extended up 20 %].
Exgreatia Amount Payable:
Wage for the calculation of bonus will be EARNED SALARY.
Bonus Payable = {Earned Salary * 65%* 10%}
In 10 % -8.33 % is bonus and the remaining is Exgreatia.
Checking of Bonus Amount Payable:

Payroll department will send the details of Basic wages, LOP etc to the central HR. Then Central HR will
decide the bonus amount payable and send to unit for checking. In units Concerned HR will check
whether there were any additions or deletions and send it back to central HR for approval. Central HR will
send an IOM & Bonus Statement to accounts department for final payment.
70 | P a g e
Rules relating to Bonus:

 A special provision in Balance Sheet should be made for payment of bonus before April of every
year.
 Bonus shall always be payable by cheque.
 In case of resignation, retirement bonus will be paid as similar to others. But Exgreatia will not be
paid.
 Bonus will always be payable in cheque.
 Bonus can be paid through bank in some special cases.
 Bonus returns are to be filed every year using Form D. It should show all the details regarding
Number of employees working with names, Designation and wages.
 But as per recent amendment bonus returns can be paid through online also.
71 | P a g e
What I have learnt about STATUTORY WELFARE MEASURES:
 In ESI returns we will give total no of days but in PF we will give NCP (LOP) days.
 We cannot stop the statutory payments even in the context of Disciplinary Action.
 Every document related to the statutory payment is to be filled.
 It is observed that an employee will feel more secured when he is provided with all the social
security that one can provide.
 This will have a positive impact on the morality and loyalty of the employee.
 Compliance of all statutory procedure will build a positive brand image.
72 | P a g e
NON STATUTORY WELFARE FACILITIES

Along with the statutory Welfare Measures organizations will provide additional perquisites or Perks such as
Insurance Policy, Medical benefits. These will help to attract, motivate & retain employees by creating the
feeling of being cared & valued and increase sense of social security.
a) Group Accidental Policy (GPA/RAK):
1) GPA (Group Personal Accident)
In USHODAYA PUBLICATIONS we provide Group personal Accident irrespective of ESI Benefit to give
financial assistance to the employee while he met with an accident so that he can afford his living. At
present we are having Insurance Coverage from TATA AIG Insurance Co., and third party agent is JB
Borda.
Under GPA every personal accident is covered except Road Accident. The employee will be eligible for
the benefit of GPA in both the cases where accident has occurred on duty and off the duty also. But
where an employee is Off Duty in LOP; he cannot get the benefit of GPA.GPA is also applicable to the
employee who joined after retirement.
Amount of Benefit:
Minimum 2, 50,000
(Or) Whichever is higher
24 Months Gross Salary
Premium Payable:
0.67 Paisa for One Thousand Rupees is payable as premium
Benefits of GPA:
 In GPA, Sum assured is CTC of 2 Years.
 In case of partial Disablement benefit will be ¼th of Gross Monthly Wage. It is approximately equals
to 1 Week pay.
 In case of Total Disablement, Medical Board will decide.
 In case of OP (Out Patient), amount of benefit will be 30000.
 But IP (In patient) cannot get any benefit.
Application:
Employee has to make an application to us by submitting all the necessary documents. After checking
the documents we will pay to the employee. Later on we can reimburse from the government.
Renewal:
As soon as an employee has joined we have to send the details of the employee to the insurance co.,
then he will give a policy bond with employee code with particulars such as Date of Joining, Date of Birth,
Name, Age, Designation, Salary Etc., Renewal will be done in every November.
73 | P a g e
2) RAK (Rasta Aapatti Policy)

RAK (Rasta Aapatti Policy) is introduced with an intention to meet the medical expenses aroused because
of accident occurred on duty. It covers Rail & Road Accidents only. To get the benefit of RAK, accident
must have occurred only while employee is on duty.
Under this scheme employee will get a benefit of 1, 00,000 .At present insurance company giving the
coverage is New Indian Insurance.
The employee won’t get any benefit if he was treated as Out –Patient. Payment will be made by cheque.
Premium payable under RAK is 1.35 per 1000.
Checklist of documents that are to be submitted for GPA/RAK:
Claim Forms in prescribed format with Employer Signature.
Treating Doctor Certificate
MRI / X-Ray (If Any)
All Original Medical Reports
Original Prescription & Medical bills
Salary Certificate
Leave Certificate
Timecard (Punch Report of before & after 1 Week of accident)
Accident Intimation copy (Within 24 Hours should be intimated to insurance company )
Medical / Fitness Certificate
After collecting the above documents we will advise the accounts department to make payment as final
settlement.
For GPA & RAK default nominee will be the nominee as per our records.
74 | P a g e
b) Group Term Linked Insurance Policy
It is a life insurance policy for entire group started from 2010 May. Every employee will be entitled to get
a benefit irrespective of his number of years of service. This is applicable to every employee including
contract labor, Trainees and casual labor.
Sum Assured is 5, 00,000 for every employee. Premium is payable @ 1.97 per 1000 to be paid by
employer. At Present we are having insurance coverage from National Insurance Company. As per this
scheme our organisation will pay a fixed amount of premium (As decided by Chairman Garu).
Under this scheme employer will pay the entire premium amount. Employee will get the benefit of
5, 00,000 irrespective of the premium amount paid for him.
But for GTLI it is mandatory to give all the details of the employee like Date of joining, Date of Birth. Date
of Exit etc to the insurance company so that employee will be benefited whenever he met with an
accident.
Premium amount is kept on increasing as decided by chairman garu.
Documents required for claim:
Intimation
Death Certificates
Nomination (Default Nominee will be spouse)
Submit death claim
Bank a/c details and AADHAR Details of family members
c) GSLIC (Group Saved LIC)
GSLIC is deducted only when an employee himself give the willingness in writing. It is being provided
with an intention to provide the social security to employee and his family. The amount of premium
payable will be based on basic salary.
Below 5000 - 150 per Month
5001-7000 - 350 per Month
7000-9001 - 500 per Month
9000- Above - 700 per Month
Premium amount will be calculated as: Total Sum assured / 1000
It will be collected from employee in equal installments.
Superannuation:
At the time of superannuation: Sum Insured + 65% + 8% Compound Interest (The Remaining 35 % will
be termed as risk).
75 | P a g e
d) Salary Saving Scheme:

Under this scheme, employer will not contribute. With an intention to make the process of paying the
LIC premium easy for the employee we introduced this scheme. A group of employees should in writing
need to submit a requesting letter to deduct the LIC premium amount directly from the salary. But it is
mandatory for all of them to have the policy in same area. . So once they gave us the requesting letter
from that particular month we will deduct the premium amount from salary.
After receiving the letter we will advise accounts department to make payment every month. It is also a
necessity to provide details of premium amount, balance amount and insurance company name etc.
But it is the due responsibility of the policy holder to inform the HR department if total premium is paid. He
should inform in writing as soon as amount is paid because amount once paid in excess cannot be
removed. And also in case LOP any blank payment will not be made.
e) Group Medical Policy (Mediclaim) :
Mediclaim benefit is introduced with an intention to provide financial assistance to the employee at the
time of sickness. Those who have crossed the ESI Limit will be secured under this scheme. But for those
who are under ESI Coverage this is optional. This will be given benefits whether employee is on duty or
not. Every year policy will be renewed on August 01 st and will last for 1 year i.e., till July 31 st. 80% by the.
Only for probation. Initially company will pay and then will recover in 18 installments.
Payment of Premium:
Mediclaim is like any other insurance policy where employee needs to pay half of his premium amount
including GST. And company will be pay the 50 %.But only in USHODAYA PUBLICATIONS entire amount
will be paid by the employer.
Insured amount will be based upon the age and salary. Company will pay in lump sum to the insurance
company and recover from the salary in 8 or more equal installments. If not possible it will be recovered from
settlements (Resign/Death/Retire) after submitting no due certificate.
In UEPL Minimum claim amount is 3, 00,000.
Policy Holder: National Insurance Company
Third party: Family health plan limited (FHPL).
Mode of availing benefit:
76 | P a g e
a) Cashless Treatment:
In NETWORK HOSPITALS treatment will be done at free of cost. First FHPL need to get the confirmation
from network hospital
b) Reimbursement
If treatment is not done in non network hospitals expenses will be reimbursed to the extent of Total
premium amount. Intimation is to be given to FHPL and get the reference number. Until and unless
reference number is given to amount cannot be reimbursed.
Room Charges  1% of Sum Insured
ICU Charges  2 % of Sum Insured
Other benefits of Mediclaim Policy
Unlike other welfare measures Mediclaim policy also covers the family members of the employee.
Spouse of the employee, children and Dependent Parents will be covered .But amount of premium
should be paid by employee.
Conditions for claiming the benefit
 Any insured person who is hospitalized for 24 hours will be benefited.
 He/she should have any illness or disease before taking the policy.
 Chronic Diseases will not be covered under this scheme.
 Insurance Company will appoint the third party for final settlements.
Deciding the amount of premium:
Under floater group Medi Claim policy insurance premium amount will be decided on the basis of the
entire amount that is utilized. Any excess of benefit that is enjoyed by any person will be equally shared
among other employees of the group. It will be added up in the amount to be paid for next year. But those
who utilized the benefit will have to pay 10% extra premium.
77 | P a g e
Non monetory welfare
78 | P a g e
What I have learnt about NON STATUTORY WELFARE FACILITIES:

 There is no hard and fast rule that non statutory welfare measures are to be followed. But their
presence will work as a motivating factor for Job Satisfaction.
 These are the extra benefits other than the Statutory Welfare Measures that can make an employee
feel secured.
 Every aspect like On duty Accident, Sickness Benefit, and Medical Benefit is covered.
 Mediclaim extends to the family members also.
 There is no specific law governing these welfare measures.
79 | P a g e
EMPLOYEE ENGAGEMENT PROCESS
Employee engagement is the extent to which employees feel passionate about their jobs, are committed to
the organization, and put discretionary effort into their work.
 Sports Meet
Yearly once sports meet will be conducted among the employees to increase the sportive sprit.
In Units:
In units ATU & HR are the persons who are responsible to conduct sports meet. Key decisions like sports
to be conducted, Dates are taken by them. These dates may vary in different units based upon
availability of personnel and schedule of work. Finale and Prize distribution will be conducted at unit level
only. But funds are to be approved by central HR.
Other than Units:
There will be different games based upon the decision taken by the team of HR’s. Few people will come
voluntarily to organize the event successfully. They will discuss and suggest some games based upon
the participation of previous year. Once approval has come from the authorities they will provide the
prescribed budget .After approved by Central HR it will go to accounts department for payments.
Sports will be different for Male and Female employees. Based on interest they can participate as
individuals and teams also. There will be preliminary rounds with the company. And winners have to
compete with other teams from groups.
Games that were conducted in February,2019 :
S.No MEN WOMEN
1 TUG OF WAR TUG OF WAR

2 CHESS CHESS
3 CARROMS (SINGLES & DOUBLES) CARROMS (SINGLES & DOUBLES)
4 SHOT PUT SHOT PUT
5 CRICKET KHO KHO
6 VOLLEY BALL TENNIKOT (DOUBLES0
7 SHUTTLE BADMINTON (SINGLES) MUSICAL CHAIRS
SHUTTLE BADMINTON (SINGLES &

8 SHUTTLE BADMINTON (DOUBLES)
DOUBLES )
Each sport will have professional judge to decide winners. Total responsibility of logistics, refreshments
and prize distribution will be vested with organizing team.
Employee can enroll himself either as individual or in groups through HRMS.
80 | P a g e
After enrolling himself to the interested sport he need to take the permission of the concerned HOD and
should submit it to the HR Department with in due time.
Shri Kiran Garu , MD of USHODAYA PUBLICATIONS and Shri Gopal Rao Garu inaugurating the
Sports meet 2019
81 | P a g e
 Women’s Day
Every year during the month of February and March international women’s day is celebrated for every
women employee of Ramoji Group irrespective of her designation. This is to spread the message of
strength and bonding among them.
As sports meet people will come voluntarily to organize the event. They will come up with new and
innovative ideas to rejuvenate the energy of women employees.
This will be conducted in two parts.
1) Self Awareness Sessions
2) Games & Competitions
And ends with prize distribution on the March 08.
Some Glimpses Of Awareness Sessions Conducted On Occasion Of International Women’s Day
2019
Session 01 Session 02
Shrimati Latha Sashi giving her inputs about Shrimati Bindu Menon‘s interactive session about
“Nutrition” for women “Work Life Balance”
Mrs.Shika Goel , Chief Guest for Women’s Day Event

Medical Camps
Every year medical camps will be conducted for must in overall UEPL. There is no specific time to conduct
these events will be conducted for 2 days every year. In UEPL a professional is invited to conduct
awareness programs. Knowledge to fight against certain diseases is shared with employees.
82 | P a g e
In units it is whole and sole responsibility of unit manager to successfully conduct these sessions.
Industrial safety week
Every year during the months of April – May industrial safety week is conducted to ensure the safety of
employee while working with machines. A person who is having sound knowledge is invited to share their
views and experiences. For 48th national Safety week Mr.Rajagopal Rao ,Director of Factories is graced
us with his presence. He gave his inputs and suggestions an made our workers to take a safety pledge.
Worker Taking safety pledge in presence of Mr.Rajagopal Rao Garu sharing his valuable
Mr.Rajagopal Rao Garu inputs
 Talk on health Issues

Talk on health issues are conducted for making employees aware of seasonal diseases. Suggestions will be
given to the employees about care that need to be taken .An expert will be called to discuss on these
topics .Distribution of sunstroke preventives is a part this initiative. It is not that mandatory to conduct these
sessions but it is advised to conduct.
83 | P a g e
 Yoga Sessions
It is optional to conduct yoga day. But it is very beneficial to conduct in terms of health and fitness of the
employee. It is always advised to conduct these yoga sessions through a professional yoga trainer
that .Yoga sessions cannot be conducted during working hours. So they can be conducted before or after
the official working .No employee is ever forced to join .those who come up voluntarily can join.
84 | P a g e
What I have learnt about EMPLOYEE ENGAGEMENT PROCESS

 Deciding upon events to be conducted
 Drafting a blueprint ,scheduling
 Contacting Chief Guests & Judges
 Making Logistics & Food arrangements
 Organizing the program
 Employee engagement is an area with personal touch to increase Job involvement.
85 | P a g e
EMPLOYEE RELATIONS & DISCIPLINARY ACTION PROCEDURE

A disciplinary procedure is a process for dealing with perceived employee misconduct. In USHODAYA
PUBLICATIONS we have our own standards to follow. Any deviation from them will be considered as
misconduct.
a) Omissions & Commissions
HR is related to behavioral aspects of employee in all dimensions. So it is the responsibility of HR to watch
and regulate the behavior of employee. So we need to have a better understanding of all the activities
carried out in our organization to exactly understand what has happened. In this regard, HR needs to have
knowledge on NATURE OF WORK.
Actions that fall under the heading misconduct:
Omissions
Eg: Mispublishing the add,placing one add

instead of another
b) Action taking against the Complaint :

Mode of Complaint:
When the section in charge has found out that particular deviation has happened from the actual work to be
done he will send a report in writing to the HR In charge. HR in charge will pursue the whole issue and send
it to Unit Incharge .They will seek explanation of the concerned person
Unit Incharge will collect all the proofs regarding the issue and send it to the Central HR for further action.
Generally all this process will be done in 1 day.
Preliminary Enquiry:
Then statutory wing will contact Unit Incharge about the issue and might even ask about the facts and figures
in that regard. If employee has admitted his mistakes then he need to submit an explanation letter stating
what has actually happened and he won’t repeat it again. Sometimes he might be asked to resign.
Enquiry incase of having alcohol /attending duty after having alcohol:
Every day before entering into factory premise an employee there will be a breathe analyzer test. If he found
to be alcoholic, he will not be allowed to the duty. Likewise if anyone has observed a alcoholic person at
work he should inform to HR.
86 | P a g e
Issuance of Charge Sheet, Show cause notice:

When an employee has not admitted his mistake based on the severity and as per Industrial Standing
Orders we will issue a charge sheet, in other way called as show cause notice. If not we will send the
warning letter saying not to repeat the mistake.
Within 2 days of issue of the charge sheet employee need to present himself in prescribed manner in
prescribed place. But this will not include Week Off and Public Holiday Charge sheet is valid from the date
of issue not from the date of receipt. But in case of severe offence we can directly suspend with a show-
cause notice.
Show cause notice can also be issued by post. In case of non receipt it will returned back to the address
mention on it. But employee cannot claim that he didn’t receive the letter. It is deemed to be received by
the employee. And we have to file it in the Personal File for future reference.
Explanation:
If employee has given adequate explanation the we will consider his admission of mistake and issue a
warning letter with signature of Authorized Person.
Suspension pending at enquiry:
When an employee is found guilty of misconduct but his guilt is not proved employer can suspend him
from duties .In this case employee will not be retrenched from his duties but he will abounded from the
duty till he found guilt/innocence is proved.
We cannot suspend a women employee who is in maternity leave on the basis of misconduct .even
though Show-Cause notice has issued we have to wait till the completion of her maternity period. And at
the same time we cannot withhold other statutory benefits on these grounds.
Parties need to attend enquiry
 Management Representative
 Employee
 Witness
Payment of Subsistence Allowance:
While an employee is under suspension pending at enquiry he is allowed to receive subsistence
Allowance for the period of suspension. Any amount will be payable in cheque.
For first 90 Da – 50 % of Wages
For period up to 90 Days after first 90 Days – 75% of Wages
Notice of Enquiry:
87 | P a g e
After suspension we will issue a Notice of Enquiry asking him to attend the domestic Enquiry .Venue and
time and place of enquiry is decided and informed in the letter itself. We will consult the legal department
before sending the notice as proactive means.
Conducting the domestic Enquiry:
An enquiry officer will be appointed as the incharge of the enquiry. He will conduct the entire enquiry
procedure in the presence of both employer and employee. To give support to the employee within the
organisation he can ask any colleague to present there. It is mandated that enquiry officer should be an
advocate. After listing to both the parties and checking the relevant proofs he will give his enquiry
report .It is not particular that such report need to be submitted in English only. It could be in any language
understandable by employee.
Punishment:
After getting all the report from the enquiry officer management will decide on what sort of punishment to
be given. After consulting our legal advisor(i.e we will send entire case file to legal department )we will
come to an conclusion.
1. Demotion: She/ He might be transfer to a different place
2. Suspension: Suspension from duty which might last from 2 Days to 2 Weeks.
3. Stop Increment: Increment will be stopped. Based upon the severity maximum of 3 years increments
can be stopped.
4. Dismissal: An employee can be dismissed from the job. On the DISMISSAL LETTER it is mandatory
to have the signature of the MD mention the reason for his dismissal.
 Minimum punishment for Domestic Enquiry is suspension.
 Once the notice of Domestic Enquiry has issued, employee has to bear the minimum punishment.
Even though he admitted his misconduct we cannot stop the procedure.
Documents in personal files
 Copies and Original Copies of all the letter sent
 Notice of Enquiry
 Explanation Letter
 Duplicate Copies of the mentioned documents are to be sent to concerned Unit Incharge.
88 | P a g e
What I have learnt about

EMPLOYEE RELATIONS & DISCIPLINARY ACTION PROCEDURE
 HR is related to behavioral aspects of employee in all dimensions. So it is the responsibility of HR to
watch and regulate the behavior of employee.
 Every employee is given a chance before issuing the charge sheet.
 It is observed that sometimes some actions are taken not in punitive nature but to inculcate self discipline
among employees.
 It is mandatory to make every employee to know about the standing orders that are to be followed in the
organization.
89 | P a g e
EMPLOYEE EXIT FORMALITIES

Exit formalities will start when employee serves his notice period. In USHODAYA PUBLICATIONS notice
period is one month but it may vary depends upon the case.
Cases where employee will be separated from organisation:
 Resign
 Retirement
 Completion of Apprentice Training
 Retrenchment
 Death
Settlement Checklist:
First we have to check whether we have received the following documents or not.
 Resignation Letter
 Attendance Details
 Leave Balance
Payment of Leaves:
At the time leaving the organization employee will be paid the amount for the ELs that are left over. For the
number of days actual worked will be taken into consideration than physical working days. Payment will be
made on the basis of present day salary. But to get payment for ELs he needs to serve the notice period. In
any case where employee is unable to work during his notice period his last salry can be deducted from
encashed amount of EL.
Intimation to – ESI, PF, Payrolls, Security
Intimation should be given to Security, Time office and statutory Wing. Once employee has given his
resignation he will be deleted from payroll.
ESI Final Settlement: Refer page number
PF Final Settlement: Refer page number
Gratuity Settlement: Refer page number
Gratuity is not paid at unit level.
Obtaining “No Due Certificate” from relevant departments:
Before stating the process of settlements employee need to get the NO DUE CERTIFICATE from the
relevant department. If he is from Advertisement and Circulation he needs to make sure that the entire due
amount is paid. And from accounts he needs to get the confirmation.
90 | P a g e
Deductions to be made:
If there were any dues we will deduct from EL Salary. Since we cannot recover statutory benefits .If he left
the organization in the middle of the year he will be given ELs in pro rata basis. If Due Amount is more than
his EL’s payment he need remit the amount.
GSLI
Based on designation GSLIC will be paid for those who joined after 2015.In GSLIC 35% will be settled during
separation and 65% is risk coverage.
Refer page number 62 for settlements
Things to be added:
1. Canteen Amount
2. EL Salary
3. Bonus Amount (In case of Death or Retirement )
4. Exgreatia Amount (In case of Death)
Advice to accounts:
Once we receive NO DUE CERTIFICATE from the concerned departments we will advise Accounts
Department for the final settlement.
Issuance of Service Certificate:
Reliving letter will be issued as soon as an employee has resigned. But to get Service Certificate employee
need to get all the dues cleared. In case of dismissal we will mention the reason in the Service Certificate.
91 | P a g e
What I have learnt about EMPLOYEE EXIT FORMALITIES

 Exit formalities will start when an employee served his notice period.
 In USHODAYA PUBLICATIONS we follow the checklist.
 Until and unless guilt is found we will not Suspend or dismiss the employee merely with prima facie
evidence.
 No amount can be recovered from statutory benefits.
 Employee Exit Formalities will gain the same importance as all other employee service related issues
because it is the only are where we can control Whistle Blowing.
 In General, Exit formalities end with Exit Interview.
92 | P a g e
FACTORY LIASIONING WORKS

In order to start a factory there are certain licenses needed. In UPPL licensing works of every unit will be
done by Head Office only. So they maintain a checklist of the Due dates of following months for renewal of
license.
Licenses that are to be acquired:
1) Land Mutation
When any land is acquired for doing a business Mutation of the land is important. Mutation is change in title of
ownership. Transfer should be done by MRO. Once the transaction is completed he will issue PAHANI
(Certificate).
2) Land usage
After getting the license from the MRO we need to get the approval for the usage of land. To get this approval
land acquired should not be in Agricultural Area or in any residential area. In the case of change of land to
Commercial Zone or Industrial Zone government will give new land as and when authorized by SWO (Survey
Welfare Officer).
3) Factory License
Any manufacturing industry to set up the business need to get permission from the
(a)Municipal Corporation
(b) Panchayt
Based on the location. If it is located in urban area then permission needs to be sanction by Municipal
Corporation. While for rural areas Panchayt need to grant permission.
Proposed plan is to be submitted meeting all the compliances of factories Act, 1948. Then inspector of
factories will give approval. He also considers the licenses issued by Pollution Control Board As per The air
(prevention and control of pollution) act 1974 & The Water (prevention and control of pollution) Act 1981.
Various approvals to get factory license
No Objection Certificate from Fire Safety Department.
To get the NOC from Fire Services Department we need submit in legend about the fire brigades, fire
alarms sprinklers according to the plan .In Telangana if Building is above 15 Meters then NOC cannot be
issued if fire safety equipment is not installed. But there is no such rule in AP. It is mandatory to install fire
safety equipment irrespective of height.
No Objection Certificate pollution control board.
Organizations will be categorized and will be given a color on the basis of the Total Investment, Raw
Material used and number of liters of water consumed. Based on color (Orange, Green, Red etc) fee will
vary.
93 | P a g e
No Objection Certificate from airport Authorities (Provisional)
If factories Height should be below 50 Feet 0r 15 Meters to get a provisional Certificate.

After getting the factory license to start the operations separate license for factory operations need to be
applied.
4) License for operations
Once we got approval from Inspector of factories then we get Trade License from Municipal Corporation.
And every year it nedd to be renewen. Incase of Panchayat it is 7 Years and in case of Municipality it is
yearly once.
Before trail production we have to apply following :
a) Trade License : By Municipal Authority to start trade
b) Factory Running License: By Inspector of Factories ensuring the factory bulding is suitable for
running
c) Final Occupancy certificate: By Fire Saftey Department issued by area inspector on the basis of
number of employees and Horse Power of machines.But when the slab has changed or manager is
changed it is mandatory to inform for ammendment in license.
d) Consent for operation from PCB
5)Payment of Property Tax
Every year based up on the value of the bulding we need to pay property tax as per Property Tax
Act.Based upon the location of the factory it need be paid either to Municipal Corporation or panchayat. It
is based upon the Scale of Operations.
6)License under The Press & Registration of Books Act ,1867.
Production cannot be started without getting registered under The Press & Registration of Books
Act ,1867.Chairman need to submit declatraion district megistrate to start production of news paper .This
will attract Welfare Cess of 1 %.
7) License under The Building and Other Construction Workers (Regulation of Employment
and Conditions of Service) Act, 1996
This act applies to the workers working for bulding construction at the time of bulding construction only .It
ensure the saftey of workers at the time of constution .
8)Postal License
Without the postal license we cannot send the Newspaper through the post. Then postal department will
issue a Postal Registration Number .Every year the license need to be renewed.
94 | P a g e
9)Various other licenses to required :

 Canteen License
 Diseal Storage License
 Kerosene License (As per Petroleum Act,1934)
 LP Gas Storage License
 News print Godown Renewal
 Approval of buldiing plans
 Approval by electrical drawings board
10 )Laws applicable to the organisation :
Laws Realting to Factory Licensing :
 The Factories act,1948.
 The Panchayat and Municipalities Act,1957.
 The Fire Services Act,1947.
 The Air (Prevention & Controll of Pollution Act),1981.
 The Water (Prevention & Control of Pollution Act) , 1974.
 The Petroleum Act,1934.
 The Press & Registration of Books Act,1867.
 The Bulding & Other construction workers Act, 1996.
95 | P a g e
What I have learnt about FACTORY LIASIONING WORKS
 For every factory to start it is process it is require to obtain various licenses.

 This is like getting the authorization from the government that all regulations are duly met. And makes
the operations smoother & imply the legality of business.
 This will help in creating branding for the company
96 | P a g e
MMPL (Margadarsi Marketing Private Limited)
Margadarsi Marketing Private Limited is an marketing agency with over 2700 employees which provides it’s
services to UEPL. It sometimes takes orders like Bhakti, Balabharatam and Telugu Velugu for only
distribution. All correspondence will be done from the central office at Somajiguda.
Activities of MMPL
RETA Publication
Main activity of RETA is Publication department

involves in Door to Door
Meeting clients selling the
selling of EENADU & Agents
ads,and colletion of receipts. follow-up
Various Departments of MMPL

Adminstration RETA Publication
Accounts Artists Field Staff
Human Resources Accounts
Sheduling
DTP
Various activities of HR Department in MMPL

Time Office Payroll Abscondings Statutory Non Statutory Exit
Recruitment Welfare
Admistration Mangement Management Welfare Formalities
The policies and procedure which are common all over the group is not discussed in
his chapter. Only employee activities in MMPL are discussed.
97 | P a g e
Recruitment
Units will send manpower requirement. Based on that Recruitment for field staff will be done in the basis of
area they have to cover. Usually Field Staff will be recruited as team based. Each team of field staff will
have 5 members. Anyhow they don’t have any bond for field staff .But for other administrative positions
recruitment process is same as for USHODAYA PUBLICATIONS.
Sources of Recruitment
Internal External
Uplift of Existing Employees /Promotion Job Portals
Referance Employment Exchanges
Press Notes
Campus Hirings
Recruitment Process in MMPL
Giving
Procurem
paper Selection Interview Joining
ent
ADD
Once Employee is joined, after completion of joining formalities Unit Incharge and HR Incharge should
sign on the Checklist.
Note :
We cannot Issue a Show cause notice or dismiss any employee without issuing the appointment letter.
In Unit Level, there is no access for PIS. They will send only save in personnel files. PIS incharge at
HO will enter them. HO does not have any Personnel Files.
In case of Field Staff if they completed 5 years of service they will given CONFIRMATION.
98 | P a g e
TIME OFFICE & HRMS PACKAGE
In MMPL the time Office is different from that of Ushodaya Publications. The option of MMPL will be
displayed in every net but cannot be accessed. Only MMPL TIME OFFICE incharge can access it.
For Field Staff DAILY LOG REPORT should be signed by the Team Lead after cross checking with RO
entries. Sometime it is up to the discretion of the Junior Executive to rely on past performance.
Leave Rules:
Type of Leaves Number of Leaves
Earned Leaves 97
Sick Leaves 90
Casual Leaves 12 Per Year (Issued on pro Rata Basis )
By order : 6 Days (Excluding Week offs & Public Holidays)
Intra unit Transfer : 4 Days (Excluding Week offs & Public
Transfer Leaves
Holidays)
For Trainee : 4 Days
MMPL staff can apply leaves through HRIS but for field staff leave can be applied from Mobile App.
* Transfer Leaves cannot be clubbed with others except C.Off
* Any transfer leaves can be applied in 2 installments.
* Incase of Head Quarters change C.Off can be applied within 60 Days
* Transfer cannot be applied until unless it was not entered in PIS.
C.Off / Holiday Payment:
In MMPL Holiday payment is for some category of employees only. They are
1. Office Boys
2. Building Maintenance Staff
3. DTP Operator
4. RETA (Scheduling/General)
5. Drivers
6. Telephone Operators
Other employees apart from above can avail C.Off Benefit. But to avail C.off they have to apply
authorization within 2 months. But in special occasion it can be extended up to 6 Months.
NSA,OT is double the original rate of wages.
99 | P a g e
PAYROLL PROCESSING
Payroll process starts with employee joining in the organization .There are two types of employees by
nature in the organisation.
a) Contract Labor
b) Regular Employees
Both of their pay statements will be displayed on the Pay sheet Record. On Left Hand Side REGULAR
EMPLOYEES and on Right Hand Side CONTRACT EMPLOYEES.
LOP Abstract:
By 16th of every month MC will give the LOP abstract .In the LOP Abstract we will find employee details
who were having unauthorized absent. After proof reading by comparing with last month it shall be sent to
units. In units any Additions/Deletions will be done. For the purpose of calculation of LOP Days number of
Working days should be taken as 26 including paid holidays. But ESI leave is not considered as a paid
holiday. Main payroll is132 column where as for proof checking we use 80 column payrolls.
Correspondence:
After the proof reading correspondence work will be done
 Resignations:
When an employee is in unauthorized leave we will not immediately delete him from pay sheet. A grace
period of 30 days will be given. This may vary based upon the years of experience and designation.
 New joiners:
Whenever a new employee has joined include in the payments register. And also in the PIS because if new
joinee is not inserted in PIS he will not be displayed in monthly pay sheet. But nay employee has left the
organization 6 days before he has joined then he will not be included.
 Account Number:
Bank Account Details of the concerned employee should be verified.
 VPF:
If any wants to contribute to the Provident Fund voluntarily then he should submit a letter to HR
Department. Salary for this purpose is 15000.
 Salary Advances:
Any salary advance amount received from employee is recovered in 10 equal installments.
 51 Codes:
51 codes are applicable to pay the cell bill of 350 Per Month. Two months grace payment is also made.
 Conveyance:
Conveyance amount is paid only to the managers those who have completed 1 year.
100 | P a g e
 ID Cards & GSLIC

For Admin staff any amount due for their GSLIC and ID cards are deducted from salary. For Admin
staff 200 is deducted and for field staff 50 is deducted.
 Night Shift and Over time Allowance:
Night shift Allowance of 50 is given for Working journalists working after 11:30 PM and non working
journalists working after 12;30 PM .
Overtime Allowance is only given to Drivers and building maintenance staff. Drivers need to work for at
least 1 Hour and building maintenance staff need to work at least 2 hours. ESI will be deducted from NSA,
OT, WO,PH and net amount is paid. But PF is not deducted.
OT for Building Maintenance Staff = (Total Salary * Number of Hours * 2) / (26*8) – ESI Deduction
C.Off Payment = (Salary*Week off*1)/(26*8) – ESI Deduction
Validation Check
Validation check should be done of omission and deletion by cross checking with absconding masters.
Then send to MC for final Pay sheet preparation.
Correction Pay sheet:
They are certain components which are not included in pay sheet. They are Conveyance Allowence, NSA,
OT, WO, and PH which are paid through voucher payment.
Preparation of Final Pay sheet:
After getting confirmation from payroll incharge about the additions and deletions Final Pay sheet will be
sent to MC and from there to bank for final payment.
Payment of Salaries:
For new joiners salary will be paid at unit level (SBI,AB) through cheque if they joined after 15 th.
But for others amount is payable in Head Office (UBI,ICICI ) through banks.
101 | P a g e
ABSCONDINGS
Absconding is the unauthorized from the duty. Based on the nature of employment procedure of dealing
with absconding will be different.
a) Contract Employees
b) Regular Employees
When an employee is in ESI leave it shall not be considered as a authorized leave. So it shows as LOP
only. Due diligence should be applied whether an employee is absconding or in ESI leave.
Absconding dealing procedure:
In case of contract employees:
 A minimum grace period of 20 days is given from the date of absent.
 After which a Letter of Absconding will be duly signed by the HR Head sent to the permanent address
via registered post.
 If employee is reported to his duty and resigned then he will relived from duty by issuing a experience
certificate.
 In case of no proper communication he will be discharged from duty with the approval of MD.
In case of regular employees:
 If a regular employee is absconded then he can join again within 1Month from the date of issuing
absconding letter.
 Absconding letter should be sent on registered post and acknowledgement due receipt should be
collected and documented.
 If the employee is responded for the absconding letter then he is for an explanation letter. With the
intention to regulate his behavior a warning letter is issued.
 If employee didn’t responded for First letter a maximum of 3 notices will be send.
 If he remain unresponded for next two letters then show cause notice will be issued as per Section 19(1)
(d) of Shops & Establishments Act,1988. .Signature of MD is needed for this.
 If employee is not responded for the Show cause notice then notice of enquiry will be issued after
consulting the legal advisor.
 Every time when a new notice is issued it is mandatory to mention the date of the last notice/letter.
 At the time of enquiry there legal representative of the company will present along with the Lawyer.
 If the employee attended the Enquiry and found guilt he will be terminated.
 If not attended the enquiry, he can be dismissed directly without showing any reason.
 But in case of resignation at any time before enquiry letter is issued no need of further enquiry.
102 | P a g e
Other cases:
When daily report is not submitted:
Attendance is considered on when daily report is submitted to the team lead. In case if not submitted a
period of 20-30 days will be given as grace days will be given. After 3 weeks first letter of absconding
will be issued. Further proceedings are based on the nature of employment.
Death in case of absconding:
It is compulsory to get the confirmation from the concerned incharge. After getting the confirmation in
written ESI Benefit and Funeral benefit will be given as given to any other employee.
When left before getting appointment:
When any employee has left the organisation then grace of 2 Months will be give for him to join back.
Since no letter of appointment is given we cannot issue any charge sheet or enquiry notice. So after
getting confirmation from the concerned HR incharge we will dismiss.
Important points to be considered:
 Only after Dismissal or resignation all the statutory settlements will follow.
 We cannot make any final settlement after deletion from payroll .
 so making sure that employee is no more connected with our organisation all claims will be
released and then he will be deleted from pay sheet.
 We also cannot delete someone from PIS directly we can only block them.
103 | P a g e
PERFORMANCE APPRAISAL & INCREMENTS
Period of Appraisal:
For Contract Employees (Below 5 Years of Service) - No Increments
For others –Regular Rate of Increment
For Regular employees – Fixed amount based on Performance
Basis of Appraisal:
Publication people should get a Minimum order of 4 per Day
For RETA Department there will be Monthly Targets Fixed by Team lead
 There is no specific Appraisal Format is followed in MMPL.
 Only increment will be done but not the assessment.
At first Unit Incharge will recommend the candidate eligible for promotion by sending all the achievements
and accomplishments done by him. But final Decision will be vested with HOD whether to promote him or
not.
Increments:
 In MMPL the period of increments is April & October.
 There will no rate of increment instead there will a fixed amount based on Designation.
 In case of LOP, Increment will be based on the Basic of Previous.
 It other cases it will be based on Minimum Wage.
104 | P a g e
STATUTORY WELFARE
Returns relating to PF will be taken care in Head Office only But for ESI they will be taken care in units.
For other procedure relating to statutory welfare refer page no:
NON STATUTORY WELFARE

For all the matters relating to non statutory welfare correspondence will be done from main office only.
For other procedure relating to statutory welfare refer page no:
105 | P a g e
DISCIPLINARY ACTION PROCEDURE

Whenever any issue has occurred regarding any disciplinary action there is a procedure to be followed:
Collecting the evidences:
First without relying upon the primary facts we have to collect the proper evidences from the nearby people
and people who are there at the time of the incident. In case any employee has involved in any sort of cash
embezzlement it is the responsibility of the respective team leader to do the follow and collect necessary
facts.
Send Notice:
Initial action that can be taken after collecting the evidences is sending show cause notice stating the
incident that has happened. For those employees who are having bond, even notices are to be sent to
surety person.
Suspension:
After sending Show-Cause Notice if employee has responded then we will issue a warning letter.
Suspension in any case will not be more than 2, 3 days.
Settlement of Due Amount:
If there is any amounts due then it will be settled in final settlement. If the due amount is from our end then
we will mention it in the Settlement Sheet and remit the amount at the time of Final Settlement.
Other cases
When refused to take notice:
When employee is refused to receive the notice a maximum chance of 3 will be given .And every
registered post will saved into the personal file of the employee Later it is presumed to be taken and we
can directly Dismiss or transfer the employee.
When Employee’s address is improper:
There would be cases when employee will be went missing and will not be found in the address he has
mention to us .In that case also the notice is deemed to be received. In that scenario paper add will be
given mention the same things that are mentioned in Enquiry Notice.
106 | P a g e
EXIT FORMALITIES
Same as USHODAYA PUBLICATIONS
Refer page Number:
107 | P a g e
My Learning as Part of Training & Development Department
During my period of training as a Management Trainee starting from11.03.2019 to 11.05.2019 in Training

and Development Department under Mrs.Anusha Koneti as reporting Authority.
1) Consolidation of Job Descriptions
Initially we collected all the JD’s from all the separate units and started to consolidate them based on the
designation. After collecting the JD’s from units they are separated based on the designation and
department. I found it challenging and leant how to prepare the JD based on the requirement of the
organization.
My Observations:
Any training procedure should start with training need analysis. This is like constructing the basement to
build a tower. TNA encompasses the study of various jobs and job structures which means JD’s inshort.
2) Attending Training Sessions as coordinator
As a training coordinator it happened that I could attend various training sessions of Mrs.Himabindu.
This includes training given to RFC tourism Department on “Guest Experience Management” & English
Training sessions for “USHAKIRON WELLNESS CENTER” therapists etc.
It has been observed that for a trainee to reach the training objective it is necessary to change the
training mechanism based on the target group. Methodology of training should be dependent on the
target group and content to be delivered.
3) Collecting Feedback forms and preparing training analysis reports.
Collecting feedback is as important as conducting the training session. At first all the relevant ratings
given to the corresponding question will be copied into an excel sheet to get the average rating. Then a
final training analysis report will be prepared
Training Analysis report is used to understand the effectiveness of the training program that has done .It
also serves as an effective tool to understand the expectations of the trainees. This also helps to frame
the further training program.
4) Preparing Training Material for induction, Office Etiquette,5S
While working in training & development department I got an opportunity to prepare various PPTs as
training material such as for induction, 5S. While preparing training material it is important to
understand the purpose of the training session. The PPT’s should deliver the objective of the
presentation that it can create a positive impact on the behavioral change .
5) Preparing training Material for Psychometric Tests
Training is given to bring change behaviorally, then the question arises on how to analyse the change in
the behavior pattern of the individual before and after training program. Here comes
108 | P a g e
Physiographic tests which will help to understand, analyses and forecast the behavior of an
individual .This also helps an employee to understand himself better.
6) 5S Technique
5S is a system for organizing spaces so work can be performed efficiently, effectively, and safely. This
system focuses on putting everything where it belongs and keeping the workplace clean, which makes it
easier for people to do their jobs without wasting time or risking injury.
The term 5S comes from five Japanese words: Seiri (Sort) ,Seiton (Straighten, Set),Seiso (Shine,
Sweep),Seiketsu (Standardize),Shitsuke (Sustain).
7)Self Analysis with TA
Understanding oneself is as much as important as understanding others .Throgh Transactional Analysis it

is easy to understand ourselves and others by understanding various Ego Stages. It is a concept
developed by Eric Berne stating every individual will have 3 Ego stages :
109 | P a g e
My learning and observations from Training & Development
 For any training program to be successful, procedure is important.
Delivering content is not the end of the training program it is also equally important to collect the feedback
and conduct the analysis to proceed further.
Altering ourselves as per targeted audiences is the main technique that to be understood by trainer.
110 | P a g e
Training in RFC (Moosapet Unit)
Moosapet unit is earlier used to operate as an individual unit as uppal and gandhinagar which is now
merged into RFC.
Unit Incharge : Ramesh Babu Garu
HR Incharge :Shrimati M Savitri Gowri
Colleagues to be contacted for correspondence:

Accounts Department : Shrimati Jyothi
HR Department:
Shri Rajashekar Garu (Central HR) for Payroll Correspondence of RFC Employees
Shri Madhavarao Garu (Central HR ) for PF Correspondence of RFC Employees.
Respective Unit HR In charges for BRL Contract Labor PF,ESI Follow up.
Time Office Leave Flow :
General Employee
Section Incharge
Unit Incharge
Central HR
HR Incharge
Time office
Shift Timings under RFC
S.No Shift Code Employees Timings

1 57 Photo Composing 05:30 PM to 01:30 AM
2 251 General Adminstration 09:00 AM – 05:30 PM
3 252 Electronics 12:00 PM – 08:30 PM
4 253 Electronics 03:30 PM – 11:00 PM
5 254 Pagination 03:30 PM -11:00 PM
6 255 DTP,Photo composing 04:00 PM- 12:00 PM
7 258 Guna Department 12:00 PM-06:30AM
8 260 Artists 06:00 PM -12:30 PM
111 | P a g e
CHECK LIST OF FILES TO BE MAINTAINED
Files related to statute

 Time office reports
 Payroll
 Consolidated Payroll
 PF Declarations
 PF Challans
 BRL PF Statement
 Consolidated PF
 ESI Declarations
 ESI Challan
 BRL ESI Statements
 RFC PF Statements
 Professional Tax
 Bonus & Exgretia
 Fire Report
 Labor Welfare fund
 Shops & Establishment Licenses
 Accident Reports
 Gratuity
Non Statutory Files
 Personnel Files
 IOM
 Complementary Copies
 Time Office permissions
 Weekly Off Permissions
 LIC Reports
 LTA
 Transfer orders
 Settlements
 Policy Decisions
112 | P a g e
TIME OFFICE
1. Daily Punch Report
Every Day daily punch report will be generated. Report of previous day will be generated in current day.
If there are any absent shown follow up will be done to apply leave.
In case if there is any leave balance there is no LOP.
2. Attendance Rectification
Process  Attendance Rectification  Employee Shift Schedule
Incase of bus late after getting the letter from transport in charge we will make attendance rectification in
Time Office.
In case of shift change that is if there are punches showing and still absent that check the shift number
and enter shift change.
HRMS ATTENDANCE APPROVAL
Leave Approval
While approving attendance check with type of leave and reason for leave then approve. And also check
the schedule.
For Contract Labor and casual labor consider the leave that is applied in writing.
On tour Approval:
While approving on tour check the Starting date and ending date of tour and compare with schedules
and check the amount.
On duty Approval:
While approving on duty check the Starting date and ending date of tour and compare with schedules
113 | P a g e
PAYROLL PROCESSING
Every month before 19th paysheet need to be submitted to MC.
For colleagues working for 5 ½ only payment will on Prorata basis and for those of extended service
only 65 % of past salary is paid.
1. NSA Report Checking

In time office generate reports for NSA, HOP, LOP will be generated from Last Month 16 th to Current
Month 15th.
Reports  PayrollDetails
Safe as Pdf in desk top and compare with the daily punch report. Save file with name ensajun19.rfc
Count PH, W.Off , CL and other leaves and deduct from total number of working days. Double check
with punches incase of PH and w.off because even on those if employee has worked for Night Shift he
will get NSA.
2. HOP Report Checking
HOP Validation: Give Date  Show
Then Put a TICK MARK (For production and Editorial) so that they cannot avail C.off .
*C.off can only be availed only for ADMIN employees only not for Production and editorial people.
Save Click on OK and Exit.
Then generate report a day before and a day after the holiday.
Give Dates
Generate
(Last
Excel and
Month
HOP Payments save on
Reports 16th to
(Details) Only desktop as
Current
EHOPJUN.
Month
19.rfc
15th)
And compare both Details and summary .
114 | P a g e
3. LOP Report
Generate LOP reports.
Both Hard Copy and Soft Copy will be sent to Central HR.
For every report NSA, HOP, LOP both Details and summary report will be generated.
*Weekly Off cannot be availed if previous day or next day of Weekly off is taken as holiday.
4. Correction Paysheet
After that we will check the accuracy of paysheet by randomly checking
NSA (Number of days worked * 100) and
HOP (Total Salary – Medical Allowances) / 31 (Incase of Journalists) and 26 (Incase of others) .
NSA will be given only for following designations :
Artists
DTP Operators
Electronics
Photocomposing
Photography
Advertising pasting
Hyderabad city desk
Medak and rangareddy city bearue.
*NSA will be given even if worked on W.Off provided punches are verified.
5. LIC Report
After receiving LIC payment report from Uppal and Gandhi agar we tally it with the previous month
amount for any additions and deletions. Then prepare a reconciliation statement
Send a copy of following to Accounts
 IOM
 IOM Acknowledgement
 Remuneration Statement
 Supporting Documents
After receiving the Cheque we will send a copy to LIC department which include:
 Covering Letter
 Cheque
 Supporting Documents
115 | P a g e
LTA Approvals
Once employee has applied for LTA (LTA can only applied from EL) check the physical documents provided
in support to LTA form.
When to apply LTA?
It can be applied only when employee has worked in particular block period of 2 years. It means LTA can be
applied for any number of days with a minimum of 4 days to max of 10 days after completion of block
period.But it should be availed with in a time period of 18 Months.
*But if Spouse is working in Our group they will not get LTA.
EDLI Exemption
EDLI Exemption is given when employer is providing any other substituting benefit and employees has to
submit in writing that they voluntary forgo the option.
Supporting Documents to be submitted
 Certificate of Contract Labor
 Two Covering Letters one addressing Central Provident Fund Commissioner and one to regional
Provident Fund Commissioner
 Challan Details of Past 12 Months
 Approval of all the employees with signatures
Once approved in regional office then they will send the same to Central PF Commissioner.
If we apply in current month we can avail the benefit from next month.
UAN Number Creation
Below is the Process of Registering the New Individual
 Go to “UAN Unified Portal”
 Login with Mail ID & Password
 Go to “MEMBER” in the Menu Bar.
 Select “REGISTER NEW INDIVIDUAL”
 After clicking on “REGISTER NEW INDIVIDUAL” a new window will be open showing options
New UAN
Existing UAN
116 | P a g e
Registering New UAN :

If employee dosen’t have any UAN earlier they we have to submit following details for creation
Name
Father Name
Gender
Marital Status
Date of Birth
Date of Joining
Education
AADHAR
PAN
Bank Account Details
Registering Existing UAN : If employee have any UAN earlier they we have to submit following details
for creation
Existing UAN Number
Date of Joining
Date of Birth
After that approve the newly inserted members using Digital Signature
Approving Pending KYC and Claims
Immediately after login it will be showing the pending activity .Then go to
Approve KYC pending for DS
PDF Signature
Sign PDF
Give PIN
Approve
117 | P a g e
 To apply for transfer it is necessary to show EXIT

Once approved we can see the UAN Number in “APPROVED KYC”
ESI Creation
 Login in the site & Go to register New IP.
 IF already having ESI ID then give the ID and check the details.
 If not having ESI Number earlier, enter the name of the IP and other details and give the details of the
nominee.
 After that Click on the SUBMIT button. Immediately ESI number is created .
 Write it down on E-Pehchan Card get it duly stamped & signed by HR and send to IP.
 File the declaration and nomination forms in respective files.
Submission of PF Monthly Contributions
After getting individual contributions data from all units we manually enter the details of BRL Contracted
Employees.
At first we will take one unit for instance gandhinagar. Then using Cntl+F function in excel enter the
respective basic wage and NCP Days
(NCP Days =Total working days- Number of present days).
Round off the PF wages to zero.
Enter the total in the consolidated PF statement below to cross check further.
Do as same for remaining all units.
At last tally both the figures, incase not tallied check with the original document.
118 | P a g e
E-Challan Generation
Step 01: E-Challan can be generated through www.epfindia.gov.in
Step 02: Click on “ECR/Returns/Payments” and will be redirected to a fresh tab as seen below:
Step 03: Login with the given Employer Username and password
After login in check you credentials to confirm.
Step 04: Then go to ECR File Upload.
Step 05:
Prepare the document to be uploaded in excel format as Shown below.
Note:
 Make Sure the format exactly matches above.
 Since no Auto Calculation, ensure the accuracy of all calculation.
 Avoid any heading
Step 06:
Save the file in .csv format. If need change the file name to save the master copy for future reference.
Step 07:
Open the file saved in .csv format in notepad. The symbol “,” (coma) is visible. Replace it with “#~#” and
save the file in .doc format. (Hash Tilda Hash )
MAKE SURE THAT ALL “,” SYMBOLS ARE REPLACED AND NO ROWS AND NO GAPS PERSIST IN
THE DOCUMENT.
Step 08:
 Upload and Click on “SUBMIT”.
 If it shows as “FILE VALIDATION SUCCESSFULL” then it can be concluded that there were no
mistakes in the file uploaded.
 Instead if it is shown as “VALIDATION FAILED” once again check the file.
 “SIGNOUT” to save the buffering time
Step 09:
Then login again and check in recent ECR to check whether process is completed or not. If it is
completed click on “VERIFY” to crosscheck the data and to cancel , if any mistakes found click on
“REJECT” .
Step 10:
Convert the file generated into .pdf format then click on “PREPARE CHALLAN”. Here enter details of EDLI
Calculation.
119 | P a g e
 Account Number 1 : Employer contribution to EPF

 Account Number 2: For PF Charges (Inspection & Admin Charges )
 Account Number 10 : Employee Contribution s to EPS
 Account Number 21: EDLI Number. (If Exempted from EDLI Put “0”)
 Account Number 22: Inspection & Admin Charges for Account 21
And then click on “GENERATE CHALLAN” then on “FINALISE”.

Admin Charges for EDLI Exempeted establishments is 0.005 % and for other it is 0.05%
Note:
 Once the lock symbol ( ) has appeared nothing can be altered, so verify before finalizing by
downloading acknowledgement.
 Make a note of TRRN (Temporary Return Reference Number) for future reference
Step 11:
After clicking on finalize final statement of ECR will be generated. Which will be sent to accounts
department with the signature of the depositor for payment? Status of the challan can be checked using
TRRN number.
Step 12 :
After generation the Challan send to accounts department for further payment. Once the payment is done
generate consolidate PF Statement from Online time Office and file the hard copy in respective file.
Key Points:
 Same as for Ushodaya Casual Labor but for Ushodaya they will be sent to Central HR.
 Only BRL Contracted Labour will be paid under one code
120 | P a g e
ESI Monthly Contribution:

1. On every month before 10th we have file online ESI returns through for the contribution of previous
month.
2. After collecting BRL individual statement from every unit enters the data manually in a single excel
sheet and Final total in a consolidated statement.
3. Likewise enter data of all units by tallying the total amount with that of consolidated statement.
4. If there are any ZERO contributions give the specific code related to it. If there are any LOP Days give
reason as 1.
5. If there is any amount not tallied then cross check with details sent by unit.
6. Since wages are to be paid as per minimum wages make sure that the Wages paid and number of
working days will match.
ESI Challan Generation
Go to http://www.esic.in/ESICInsurance1/ESICInsurancePortal/PortalLogin.aspx and click on login . Give
17 Digit Employer Code and Password to login
Login Page:
We can see the entire page divided into 3 columns as below. Select “File Monthly Contribution”..
Step 03:
After selecting you can see the login page:
 Give Contribution Period (for the month which you are filing returns) in the format MM/ YYYY.
 Select monthly Contribution at the column Contribution Type .Take care not to select Supplementary
Contribution as it may attract penalty
 Click on Upload Excel Sheet and upload Excel Sheet in prescribed format.
 If there are any 0 Contributions mention the reason using NUMERIC VALUE.
Numeric
Reason
Code
000 Without Reason
001 On Leave
002 Left Service (Mention Date in DD/MM/YYYY Format )
003 Retired (Mention Date in DD/MM/YYYY Format )
004 Out of Coverage
005 Expired
006 Non Implemented Area
007 Compliance by Immediate Employer
121 | P a g e
008 Superannuation
009 Strike / Lockout
010 Retrenchment
011 No Work
012 Doesn’t Belong to Employer
013 Duplicate ID
And Then Click on “SUBMIT”

Step 04:
 Once you have clicked on SUBMIT, It Will Show PAYMENT HISTORY.
 Make sure the amount shown there is tallied with our calculations and click on box against
DATA VERIFIED and Click SUBMIT.
 Once CHALLAN is generated send two copies to Accounts for payment. After receiving the
acknowledgement copy file in BRL ESI Challans.
FULL AND FINAL SETTLEMENT
122 | P a g e
PF Transfer
Once any employee is leaving the organization he will apply for transfer or final settlement from member
portal.
Then we can see it in pending approvals.
By clicking on Approve by DS approve the claims by using digital signature.
Incase of Final Settlement MARK AS EXIT before claim for transfer.
Gratuity Settlement
We should submit gratuity form in writing should give a letter addressing the trustee of gratuity which
contains following details as :
Name :
Designation:
DOJ:
DOR:
Period of Service:
Total Years of service:
Salary at the time of superannuation:
Calculation of gratuity:
Gratuity Earned:
Payment Particulars:
Then after receiving gratuity paid in cheque we send the it to employee.
Place the Duplicate copy of the Cheque one in personnel file and another in Gratuity File.
Payment of Bonus
To make payment of bonus in the month of October we start to prepare bonus statement 2,3 months before.
We have submit all the particulars We have to tally Bonus Statement given by MC with relevant paysheet
before and submit for payment before 15.07.2019 (For Current Year ).
Starting from April, Compare the Basic + DA+ Other PB total in pay sheet with the total amount shown in
bonus statement. If amount is tallies then ok if not check if there are any LOP deductions made.
Calculate the LOP amount by:
Basic / No of days in previous month
Incase of Any employee is missing from the paysheet but present in Bonus sheet, he might have joined after.
Incase of Any employee is missing from the bonus statement but present in paysheet sheet, the might have
resigned or attained superannuation.
In both the cases check from that particular month paysheet.
123 | P a g e
My Learning from training in RFC (Moosapet Unit)
 It is observed that there is a big impact on the HR Processes with the up gradation of technology.
 Earlier Payroll is manually maintained. Before Time office, muster roll of every individual employee is
maintained. Where they will put their initials.
 And at the time of payroll all CL,SL,EL and HOP will be counted manually. Imagine how hectic task would
be.
 Likewise there was no monthly contribution of ESI,PF. It used to be half yearly and quarterly respectively.
Developing and implementation of buddy system
124 | P a g e
As a part of training we attended Mr.Jay shankar‘s session on “HOW TO MAKE OUR ORGANISATION
AN EXCELLENT PLACE TO WORK” where we were given a project to develop and implement buddy
system in our organization .
What is buddy system?
Buddy is assigned to every new hire to help him overcome the initial obstacles and assist in cooling
Phase. Initially an employee will have some doubts and inhabitations while joining in the organization.
The motto of buddy system is to MAKE EMPLOYEE FEEL THAT HE HAS MADE THE RIGHT CHOICE
TO WORK IN OUR ORGANISATION.
TEAM of BUDDY SYSTEM
Dr.Gopal Rao Garu
Mrs.Nikhat Unnisa
Chandrika Katupilla Mounika Ramachandruni
Time frame of Buddy system: 0 – 180 Days
125 | P a g e
Who can be a Buddy ?
HOD
Section In charge
If not available, HR or any one from T&D Team of the particular organization.
Traits of Good Buddy:
Self Motivated and Motivator
Good Listener
Open minded & social

Steps in implementation of buddy system
1. Inputs Collection
2. System Formulation
3. Training Buddy
4. Implementing the System
5. Evaluation
6. Reframing
How we planned to implement buddy system
At first we thought of meeting HOD of very individual Organization to collect JD”S .Because of the fact that
the needs and work culture of the organizations are highly independent of on another.
After collecting the JDs we planned to devolve and implement the system.
Training that is given to the buddies is the important aspect .Training will be given on how to handle
change, behavioral aspects etc.
126 | P a g e
CONCLUSION
During my training period of 6 Months in Ushodaya Publications Private Limited, I have learnt about
policies and procedures related to HR that are being used in the organization. I have learned about
various laws that are applicable to an organization.
127 | P a g e

Mouni

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Mouni

Uploaded by

Copyright:

Available Formats

A Report on HR Practices and Procedures – Ushodaya Publications

Purpose of the report: As a part of Training in USHODAYA PUBLICATIONS

Background of the report

S.No Topic Contacted Person

1. Introduction about Group Shri.B.Ravindra Babu

2. Organisation structure and Unit setup Shrimati.K.Anusha

3. Manpower Assessment ,Recruitment & Hiring

4. Employee on boarding process Shrimati.Y. Chaaruseela

5. Training & Development Shrimati .K.Anusha

6. Performance Appraisal Shrimati .Y.Chaaruseela

7. Increments & Promotions Shrimati.Y. Chaaruseela

8. Time Office & HRMS Package Shri.M.Venkateswara Rao

9. Compensation and Wage & Salary Administration Shrimati.Y. Chaaruseela

10. Statutory Welfare Shri.B.Koteswara Rao

14. Employee Exit Formalities Shrimati.Y. Chaaruseela

15. Laws Applicable to organization Shri.B.Ravindra Babu Sir

16. Employee Activities (Editorial) Shri.P.Sriram

1. Introduction about Group Shrimati .Sailaja

2. Organisation structure and Unit setup Shrimati .Sailaja

3. Manpower Assessment ,Recruitment & Hiring Shri.Chandrasekhar

4. Employee on boarding process Shri.Chandrasekhar

5. Performance Appraisal Srimati .Sai Sri

6. Increments & Promotions Srimati .Sai Sri

7. Time Office & HRMS Package

8. Compensation and Wage & Salary Administration Srimati Madhavikatha

9. Statutory Welfare Shri KDR Prasad

10. Non Statutory Welfare Shri KDR Prasad

Employee Relations & Disciplinary Action Procedure

12. Employee Exit Formalities Srimati .Sai Sri

About Ramoji Group:

ABOUT THE PRODUCT

THE LARGEST CIRCULATED TELUGU DAILY

3. EENADU Online Version

Editorial Adminstration Factory

Desk Bearue Human Resourses Pre-Press Post -Press

Electronics Electronics Advertising

CEB Central Editorial Board works on Page 4 of Main Edition.

Printing of EENADU Sunday magazine will be completed a

“Space Selling” is the main activity of

Statutory Man power planning, Recruitment &

The main agenda of circulation department is to make sure that

This department will set page layout ,do

Various Sub- Departments of HR Department

Activities that come under HR Department

HR Department in Unit Setup

HR Assistant LINO Accounts

In very rare cases we follow 1+2 format of manpower in ushodaya rolls.

Senior Office Assistant

My observations about HR Operations in USHODAYA PUBLICATIONS

HR LIFE CYCLE IN USHODAYA PUBLICATIONS

This is the page that covers jacket ads.

News Flow in EENADU

Day of Week Special Feature Pages

Monday వారెవా (Social Services)

Wednesday e-నాడు (Technology)

Friday రయ్ రయ్ (Automobiles) / విహారి (Traveling)

 ButMonday – Thursday Education page is Compulsory

 On Monday Business Paper is limited 1 Page only

 For Strasti / Siri there is no specific time in week days

LAWS APPLICABLE FOR ORGANISATION

Other Laws those are applicable

The Industrial Establishments (National and Festival) Holdings Act, 1974.

The Companies Act, 2013

The Panchyath and Municipalities Act