Employee Handbook

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SAEL Group:

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SAEL GROUP: PROMOTERS

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SAEL GROUP: BUSINESS/FUNCTIONAL HODs

Varun Gupta Ved Ratan Sinha Khalid Nadeem

(CIO & Head CD) (COO - Biomass) (COO - Solar)

Dushyant Kumar Supreet Gupta Air Marshal JS Kler I K Verma

(CFO) (CHRO) (CGA&S) (HOD - Civil)

Biswajit Dutta Yogesh Mahajan Ambuj Mishra

(VP - Corporate Affairs) (VP - Project Mgmt) (VP - ESG)
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1. LEAVE POLICY
Name of Leave No. of Leaves Remarks
Causal Leave 7 It gets lapsed on 31st Dec every year.
Sick Leave 7 It gets lapsed on 31st Dec every year.
It will get carry forwarded till 40 PL, over and
Privilege Leave 25
above it, will get lapsed on 31st Dec every year.
2 short leaves in a month (each of 2 hours) are
Short Leave 2
allowed in emergency.
-Female employees who are not covered in ESIC
Maternity Leave Act are eligible for this benefit.
(As per Maternity 26 Weeks -Applicable for first two pregnancies only.
Act, 1960 -Miscarriage Leave - 6 Weeks.
-Tubectomy Operation Leave - 2 weeks.

Note:
- CL can not be clubbed with any other leaves.
- Medical Certificate will require to avail more than 2 Sick Leaves and it can be clubbed
with PL in case of prolonged illness.
- CL/SL/PL can be prefixed and suffixed with Weekly Off/Holidays.
- PL will get credited at the end of each quarter on a prorated basis.

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2. ATTENDANCE POLICY

Topic Details (Location Wise)

Location Corporate Office Plants/Sites
9:00 AM to 6:00 PM 9:00 AM to 5:30 PM
Office Timing Lunch Break - 30 Minutes Lunch Break - 30 Minutes
(between 1:00 PM to 2:00 PM) (between 1:00 PM to 2:00 PM)

45 Minutes from 9:00 AM to 9:45 15 Minutes from 9:00 AM to 9:15

Flexi Hours
AM in the morning. AM in the morning.

All Sunday’s Off (for Office Staff);

Weekly Off All Saturday’s and Sunday’s Off.
1 weekly off for all others at Plants.
Applicable for All Employees
(excluding General Shift)
Applicable for Manager & below
In General Shift, applicable for Senior
Comp Off grade; will get expired at the end
Engineer/Senior Executive & Below
of calendar year
only, will get expired after 90 days if
not availed.

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3. LEAVE, ATTENDANCE & SALARY GUIDELINES:
- Attendance cycle is from 20th of previous month till 19th of current month; however,
salaries are paid/calculated from 1st of current month till last day of the current month
i.e. employee gets 11 days advance salary every month for which attendance has been
cross checked next month.

- Employee need to ensure their attendance is marked (Check-in & Check-out) in Entry
Gate register and in Biometric machine (as applicable) and they must regularly check
there HRMS portal (if assigned) for anomalies in Leave and Attendance data (if any)
and get that rectify before attendance cycle ends for salary calculations.

- It is employee responsibility to get all attendance and leaves regularized through

reporting manager before attendance cycle closes every month.

- Employee can ask for Leave data from Site/Plant HR Person at the respective location
(if they do not have access to HRMS portal) and check themselves as well on HRMS
Portal.

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CONTINUED…
- Employee can ask for Salary Slips to their Site/Plant HR SPOCs and can
discuss/understand the Salary components in case of any doubt and can download
the salary slips by their own as well (if have access to HRMS portal)

- HRMS portal gives option to declare non-taxable components at the time of joining
(for new employee) and during annual salary appraisal cycle (for existing employee),
they can ask Site/Plant HR to help in this regard.

- All employees are supposed to submit Investment Proofs in January every year on
HRMS portal. Non submission of proofs will lead to tax deduction at source
accordingly.

- Employee who wants to resign from the company, they must put it on HRMS portal
after informing it to RM/HOD/HR. Proper Notice Period is to be served before leaving
the organization else deductions will happen as per terms and conditions.

- Employees who will leave without informing the concerned people and without
serving Notice Period, Notice of Absconding/Recovery will be served to them as per
the appropriate employment laws.

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4. HOLIDAY LIST OF 2024
S.No. Date Day Festival
1 26-Jan-2024 Friday Republic Day
2 25-Mar-2024 Monday Holi
3 29-Mar-2024 Friday Good Friday
4 11-Apr-2024 Thursday Eid-ul Fitr
5 15-Aug-2024 Thursday Independence Day
6 02-Oct-2024 Wednesday Gandhi Jayanti
7 01-Nov-2024 Friday Diwali
Any One Holiday out of following:
09-Apr-2024 Tuesday Gudi Padwa
01-May-2024 Wednesday May Day
19-Aug-2024 Monday Raksha Bandhan
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26-Aug-2024 Monday Janmashtami
15-Nov-2024 Friday Guru Nanak Jayanti
25-Dec-2024 Wednesday Christmas Day

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4.1. TRAVEL POLICY: Modes of Travelling

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4.2. TRAVEL POLICY: Lodging & Boarding Entitlement:

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5. GROUP MEDICLAIM POLICY
1 Policy Start Date
2 Policy End Date
3 Sum Insured Slab
4 Insurer / TPA
5 Hospitalization
6 Family Definition
7 Pre-Hospitalisation Expenses
8 Post-Hospitalisation Expenses
Maternity (Normal)
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Maternity (C-sec)
10 Room Rent
11 Room Rent (ICU)
BENEFITS UNDER THE POLICY
18th November 2023
17th November 2024
INR 5,00,000 (Family Floater)
Oriental Insurance Company Limited / Vidal Health Insurance TPA
24-hour hospitalization with Active treatment is mandatory
Self, Spouse, 2 Dependents Children (up to the age of 25 years Only)
30 Days
60 Days
INR 50,000
INR 75,000
2% of Sum Insured (per Day)
4% of Sum Insured (per Day)

6. GROUP PERSONAL ACCIDENT POLICY

S. No. Grade Sum Insured (in Lakhs)
1 M3 (GM/DGM/AGM) 60
2 M4 (Sr. Mgr./Mgr./Deputy Mgr./Asst. Mgr.) 25
3 M5 (Sr. Eng./Sr. Exe./Eng./Exe.) 10
4 L1-L5 (Sr. Officer/Officer/JE/Supervisor & All) 10
5 Trainee 10

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7.1 CASHLESS HOSPITALIZATION
List of Hospitals in the TPA’s network eligible for cashless hospitalization :
https://tips.vidalhealthtpa.com/vidalhealth/HospNetwork.htm

For Cashless claims against the treatment, please reach out to below SPOCs:

For Reimbursement and Cashless Claims

Name Email ID Contact Number
First POC Pradeep Pandey pradeep.pandey@unisoninsurance.net 9560021606
Level 1 Maheshwar Singh Negi maheshwar.negi@unisoninsurance.net 9717045955
Level 2 Vikas Tiwari vikas.tiwari@unisoninsurance.net 9716132741

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7.2 REIMBURSEMENT CLAIM SUBMISSION:

- Submit all Pre-Hospitalization expenses within 30 days of the date of discharge

- All Post Hospitalization expenses within 7 days of the completion of the post hospitalization period.

- Documents along with completed claim form should be couriered to the address mentioned below:

Vidal health TPA Address:

Vidal Health Insurance TPA Pvt.

515, Phase V, Udyog Vihar,
Sector 19, Gurugram, Haryana 122016

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8. ANTI BRIBERY POLICY

Key points of the policy:

This Policy applies to SAEL, along with its divisions,

subsidiary, and all employees including the board of the
company and any representatives or a person who act on
behalf of the company.

The following processes have been put in place from the Compliance Department in order to ensure that
the Anti-Corruption measures are fully unambiguous:

1. Gifts and Hospitality

2. Charitable Contributions/donations
3. Political contributions/donations
4. Facilitation Payments and payments under duress
5. Compliance requirements of third parties including Third party intermediaries
6. Member Due diligence
7. Joint Ventures, Majority and Minority Investments
8. Financial Controls
9. Non-Financial Controls
10. Risk Assessment

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9. CODE OF CONDUCT POLICY
Key points of the policy:

• This Policy applies to SAEL, along with its divisions, subsidiary, and all
employees, including the board of the company and any representatives
or a person who act on behalf of the company.

• The implementation of this Code of Conduct rests with the respective

Reporting Manager.

• Every member shall maintain absolute integrity and shall conduct himself/herself in the manner which will
enhance the reputation of the organization.

• While there are few rigid rules for personal behavior, there exists a standard conduct for every member of the
company, and it can be maintained by exercising good judgment and moderation at all times.

• No Member will do any misinterpretation, falsification, or destruction of company records such as employment
application form or expense report records, forgery of medical claims or any other company record.

• Member shall not do any violation of criminal laws or have unauthorized use of client’s or company’s property.
Once an illegal act by a Member has been notified to the Ethics and Compliance Committee, the Committee
may assess the sensitivity and accordingly take appropriate Disciplinary Action against the Member.

• Member shall not deceive people in the name of the company.

• A member shall not damage any articles and facilities of the company on purpose and shall consciously take
good care of all facilities and properties of the company and maintain hygiene and good working environment.

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Continued…
Topic Male Female
- During weekdays, wear trousers, formal
- During weekdays, wear business suits,
shirts. Business suits are worn as and
formal trousers, shirts, sarees, salwar suits.
Dress Code when required.
- On last working day of the week, Informal
- On last working day of the week,
attire like jeans, t-shirt may be worn.
Informal attire jeans, t-shirt may be worn.

The following workplace etiquettes are not necessarily intended to be hard and fast work rules with disciplinary
consequences. They are simply suggestions for appropriate workplace behavior to help everyone be more
conscientious and considerate of co-workers and the work environment.

 Keep area around the copy machine and printers neat and orderly.
 Using of slangs and abusive language is strictly prohibited.
 Be careful not to take or discard others' print jobs or faxes when collecting your own.
 Avoid public accusations or criticisms of other employees.
 Try to minimize unscheduled interruptions of other employees while they are working.
 Be conscious of how your voice travels and try to lower the volume of your voice when talking on the
phone or to others in open areas.
 Keep socializing to a minimum and try to conduct conversations in areas where the noise will not be
distracting to others.
 Minimize talking between workspaces or over cubicle walls. Instead, conduct conversations with others in
their workspace.
 Try not to block walkways while carrying on conversations.
 Refrain from using inappropriate language (swearing) that others may overhear.
 Monitor the volume when listening to music, voice mail, or a speakerphone that others can hear.
 Clean up after yourself and do not leave behind waste or discarded papers.
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10. CORPORATE SOCIAL RESPONSIBILITY
Key objectives of the policy:

•Implement sustainable, replicable, and

scalable programs that creates a measurable
socioeconomic and ecological impact in the
communities around SAEL’s operations.

• Partner with development agencies

NGOs/CBOs to implement appropriate
community development programs.

•SAEL Group commits to prioritize its CSR activities around six (6) focus area of work, which include:
a) Rural Transformation
b) Health
c) Education
d) Environment
e) Animal Welfare
f) Disaster response

•Promote appropriately environmentally responsible and sustainable interventions.

•Involve and integrate beneficiaries, employees and stakeholders to maximize impact.

•Advocate transparency and open communication about SAEL ’s CSR initiatives.

•Conduct an annual review of the CSR plan developed as part of the policy.
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11. POSH POLICY
Key points of the policy:
•To create and maintain safe work environment, free from sexual
harassment & discrimination for all its employees.

•This policy applies to all categories of employees of the Company,

including permanent management and workers, temporaries, trainees,
and employees on contract at their workplace or at client sites.

•Sexual harassment may be one or a series of incidents involving unsolicited and unwelcome sexual
advances, requests for sexual favors, or any other verbal or physical conduct of sexual nature.

•A complaint shall be submitted in writing to any member of the Internal Committee mentioned
herein within 3 months of occurrence of an act of Sexual harassment.

•The internal committee members will comprise of Maulishree Gupta (Senior Manager - Legal), Ambuj
Mishra(ESG Head), Supreet Gupta (CHRO) and an NGO member.

•An amicable resolution of the complaint is possible only with the written consent of the complainant.

•All records of complaints, including contents of meetings, results of investigations and other relevant
material will be kept confidential by the Company except where disclosure is required under
disciplinary or other remedial processes.

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 12% (EPF) Deduction of Employee of Basic+VDA.

13% Deduction of Employer.

1. Employee 8.33% goes to EPS (Maximum 15000/-)

Provident Fund
Benefits: 3.67% goes to EPF (Maximum 15000/-)

0.5% Admin Charges (Account-2)

0.5% EDLI Scheme (Employees Deposit Linked

Insurance Scheme in 1976 ( 700000 Lac) - Account-21

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 • Employees Deposit Linked Insurance Scheme or EDLI
is an insurance cover provided by the EPFO (Employees
Provident Fund Organization) for private sector salaried
employees.

• The registered nominee receives a lump-sum payment

in the event of the death of the person insured, during
the period of the service.
Employees Deposit
Linked Insurance • EDLI applies to all organizations registered under the
Scheme Employees Provident Fund and Miscellaneous Provisions
Act, 1952.

• All such organizations must subscribe to this scheme

and offer life insurance benefits to its employees.

• This scheme works in combination with EPF and EPS.

The extent of the benefit is decided by the last drawn
salary of the employee.

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Features of Employees Deposit Linked Insurance Scheme
• EDLI applies to all employees with a basic salary under Rs. 15,000/- per month. If
the basic salary goes above Rs. 15,000 per month, the maximum benefit is capped at
Rs. 7,00,000/-
• There is no need for the employees to contribute to EDLI. Their contribution is
required only for EPF.
• There is a bonus of Rs. 1,50,000/- available under the EDLI.
• Any organization that has more than 20 employees needs to register for EPF.
Therefore, any employee who has an EPF account automatically becomes eligible for
the EDLI scheme.
• There are no exceptions to the insurance coverage provided by EDLI. It protects
the insured person round the clock, all around the world.
• An employer can opt for another group insurance scheme, but the benefits
offered must be equal to or more than those offered under EDLI.
• As per the provisions of the EDLI, the contribution of an employer must be 0.5% of
the basic salary or a maximum of Rs. 75 per employee per month. If there is no other
group insurance scheme, the maximum contribution is capped at Rs. 15,000/- per
month.
• For all calculations under EDLI, dearness allowance must be added to the basic
salary.

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 • The registered nominee will receive a
lump-sum payout in the event of the death of
the insured person.

• If no nominee or beneficiary is registered,

then the amount would be paid to the legal
heir.
Calculation of
EDLI Charge • The pay-out to be awarded will be
calculated as under:
• {Average Monthly Salary of the Employee
for the last 12 months (capped at 15,000/-
p.m.) x 30 } + Bonus Amount (Rs. 1,50,000/-)

• Therefore, the maximum payout under

EDLI is capped at Rs. 7,00,000/-.

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 Duly Completed Form 5 IF

Death Certificate of the insured person

Succession Certificate in case the legal heir files the

Documents claim.

required for a Guardianship Certificate if the claim is filed on behalf

of a minor by a person other than the natural
payout under guardian.
EDLI Copy of cancelled cheque for the account in which
the payment is to be received

Form No 20 (For to Claim the member's Provident

fund dues after death)

Form No. 10-D (For to claim Monthly Pension for

dependent)

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How to claim the benefits under EDLI
The process to be followed by the nominee or claimant to receive the amount under
EDLI is as follows:
The benefits can be claimed by the nominee specified by the insured person. If no
nominee was registered, then the family members or legal heirs can apply for the same.
The deceased person should have been an active contributor to the EPF scheme at the
time of his/her death.

EDLI Form 5 IF has to be duly completed and submitted by the claimant.

The claim form has to be signed and certified by the employer.

If there is no employer or the signature of the employer cannot be obtained, the form
must be attested by any of the following:
 Bank manager (in whose branch the account was maintained)
 Local MP or MLA
 Gazette Officer
 Magistrate
 Member/Chairman/Secretary of Local Municipal Board
 Post Master or Sub-Postmaster
 Member of the regional committee of EPF or CBT
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Continued…

The claimant must submit all the documents along with the completed form
with the regional EPF Commissioner’s Office for processing of the claim.

The claimant can also submit Form 20 (for EPF withdrawal claim) as well as
Form 10C/D to claim all the benefits under the three schemes, EPF, EPS and
EDLI)

Any additional documents required must be furnished at earliest to process

the claim.

Once all the documents are provided and the claim is accepted, the EPF
commissioner must settle the claim within 30 days from the receipt of the
claim. Otherwise, the claimant is entitled to interest @12% p.a. Till the
date of actual disbursal.

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Contribution by the Employee and Employer to the
EPS, EPF and EDLI
• The employer makes the contribution to these schemes on behalf of the employees. The
employee contribution is deducted from the salary before they credit the salary. Employees
themselves need not make any direct payment to these schemes.

• The contribution of employees is calculated as: –

• For EPF – 12%
• For EPS – None
• For EDLI – None

• The contribution of Employer is calculated as: –

• For EPF – 3.67%
• For EPS – 8.33% or Rs. 1,250/-
• For EDLI – 0.50 or max Rs. 75/-

The chief motive of the EDLI scheme is to offer financial security to the family members of
the policyholder (deceased person). Family members mean spouse, unmarried daughter or
son up to 25 years of age. The employee cannot choose which of the three schemes, EPF,
EPS or EDLI, that he/she wants to opt for, but they are transferable with any change in the
job. The new employer will continue to make payment in the existing account only.

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2. ESIC Benefits:

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2. ESIC Benefits (Continued…):

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4. Gratuity Benefits:
• Gratuity refers to a monetary benefit provided by employers to employees as a token of
appreciation for their long and meritorious service. It is governed by the Payment of
Gratuity Act, 1972, and is typically a lump-sum amount paid by the employer to the
employee upon certain conditions being met.

• Key features of gratuity in India:

• Employees who have completed a continuous service of at least five years with the
same employer are eligible for gratuity.

• In the case of death or disablement of an employee, the condition of five years of

continuous service is waived, and the gratuity becomes payable irrespective of the
duration of service.

• The amount of gratuity is calculated based on a formula specified under the Act. As
of my last knowledge update in January 2022, the formula is:
Gratuity=(Last drawn salary×15×Number of years of service)/26

• Here, "last drawn salary" includes basic salary and dearness allowance but
excludes other allowances.
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Gratuity Benefits (Continued…):
5. The maximum amount of gratuity payable is capped at Rs. 20 lakhs (as of the last
update in January 2022), even if the calculated amount is higher.

6. Gratuity becomes payable on retirement, resignation, superannuation, or in the case

of death or disablement due to accident or illness.

7. The employer is required to pay the gratuity amount within 30 days from the date it
becomes payable.

8. Gratuity received by employees is exempt from income tax up to a certain limit. The
exempted limit is determined based on the provisions of the Income Tax Act.

9. The Payment of Gratuity Act applies to establishments with ten or more employees.
It is applicable to employees in factories, mines, oilfields, plantations, ports, railways,
and certain other establishments.

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