Report Policy

Working Hours
Philosophy
To ensure discipline and an effective work culture the company would like to establish regular working hours for all its employees.
Applicability
This policy is applicable to all employees at Head Office with effect from July 1, 2005. Working Hours
Monday to Saturday 10:00 am to 6:00 p.m.
Lunch Break 30 Minutes for a full work day
Weekly off Sundays 2nd and 4th Saturdays
Attendance All the employees will be given a swipe card, which has to be carried every day to office. The card has to be punched at the swipe card machines at the time of entering as well as exiting from the office. to carry the swipe card, s/he has to intimate about the same to the administration department as soon as s/he enters the office premises. The company follows a practice of maintaining an attendance In the event when an employee has forgotten
register as per the Shops and Establishment Act.
Late Coming / Absence In the event of any employee reporting to work between 10.15-10.30 am, three times in a month, without authorisation, then the same will be treated as day leave and the same shall be adjusted with the leave balance. Any reporting after 10.30 am, without authorisation,
would be treated as day leave and the same shall be adjusted with the leave balance. If for any reason you are going to be late or absent, you are responsible to keep your immediate manager informed. Reporting late for work is not an appreciable practice and generally never an acceptable style at Pantaloon.
Outdoor Duty In the event that you are required to move out of the office, as a part of the job, you are required to fill up the 'On the Move' slip through HRIS package, which needs to be approved by the HOD or Immediate Manager.
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Dress Code
Objective : To maintain a high standard of personal grooming. To observe proper dress norms and decorum in the office.Consider the requirements of both the organisation and the individual's comforts.
Applicability: To all employees at Head Office. Dress Code: Formal clothes are acceptable as officewear during weekdays. Wearing a tie is notcompulsory.Formal dress is very important when an employee is on official tour or is likely to come in direct contact with suppliers, customers or dealers.On working Saturdays employees can be dressed in Casuals.All employees are to keep in mind that they are the ambassador of the company and thus have to be properly groomed so as to project a professional image at all times in the office .
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Joining Formalities
Objective : To bring about systematisation when an employee joins. of the new recruit. Provides consistency in the guidance provided during To facilitate induction
induction. Facilitates documentation and other administrative activities. Applicability : To all new recruits.
Guidelines : Any employee who is selected and provided with an offer letter will join on either the 1st or the 15th of any month. of these two days falling on a Sunday or a declared holiday then they can join on the subsequent day. On the day of joining the employee is expected to bring with him all the documents specified in the offer letter, subject to which the appointment letter will be given to the employee. It is very important that the employee brings his relieving letter from the previous company. The employee is expected to follow the Induction Schedule before he / she reports to the respective department. In the event of any
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Probation & Confirmation
Objective : To absorb the employee into the company. To give feedback on performance during the probation period. Applicability :
To all new recruits. Process & Procedure : All new recruits will be on probation for a period of six months. period of 12 months. All new recruits, based on the periodicity of probation, will be confirmed on the basis of a performance review that will take place at the end of six months to a year, depending on the designation. The probation period will be used to establish whether the person has acquired the requisite know how and skills for permanent placement in the company. In the event an employee under probation has not come up to the company's expectations after the assessment then the probation period will be further extended by three months. There will not be any revision in salary at the time of confirmation. Management Trainees will be on a Trainee Status for a
Band Definition
A banding exercise has been undertaken, whereby entitlements per band have been defined. Needless to say, the banding entitlements will be in sync with the Compensation
Philosophy of the Organisation. Each band will have the following features: A broad salary range Defined benefits & other entitlements
BandCriteria
Everyone has been grouped under 5 different Bands, based on the position they occupy and the role they play. Band 1 Coordinators Role : Implementation Performs activities that are routine in nature and applies narrowly defined skills. Comprises of every one below the rank of Executive. Band 2 Specialist Role : Highly Capable Individual Makes productive contributions through talent, knowledge, skills and good work habits. Designation: Executive Senior Executive Band 3 Mid-Management
Role : Contributing Team Member Contributes individual capabilities to the achievement of group objectives and works effectively with others in a group setting. Designation: Assistant Manager Deputy Manager Band 4 Management Advisory Role : Competent Manager Organises people and resources towards the effective and efficient pursuit of predetermined objectives. Designation: Manager Senior Manager Band 5 Strategic Role : Directional Provides strategic direction to the functional team, aligning them with the Organisation objectives. Designation: Chief Head
Car Hire
Objective: The objective of this policy is to: Simplify the scheme of car scheme. Provide an opportunity to employees to select their own vehicles as per their aspiration / preferences. To facilitate means of transportation for official and personal travel to eligible employee. Scope: This policy is applicable to all the employees in Band 5. Employees in Band 4 Sr. Manager (Management Advisory) will be considered on need basis.
Eligibility: The revised policy is applicable to: Employees who have joined the Company on or after 01st July 2008. Employees who have been in the company car scheme will continue to be governed by the same Company Car Policy unless and until specified here under. Scheme: The scheme will provide for option of availing Car Hire charges or Car Allowances as per entitlement and the details given below. Process: The eligible employee need to, apply in the attached format to HR on availing his option for allowance / car hire charges.In case of Car Hire Charges, Company will sign a back to back car hire agreement as per attachment with the owner of the car. Car hire charges will apply only in case the car is owned by a person other than the employee and the person should not be our own employee.The Lessor will have to submit copies of following documents to the company for entering into the agreement: Car registration certificate Car purchase tax invoice Insurance - Comprehensive PAN card Hypothecation Certificate if applicable 1 cancelled cheque of car owner 2 passport size photos of car owner
The Lessor will be responsible for all claims & third party insurance. Entitlements:
The car hire charges/allowances will include maintenance charges also and will be paid to the car owner at the end of every month as applicable as per Table no.1 mentioned below. This will be subject to TDS as per Income Tax rules.
Band Position Max. Value of car permissible for Hiring Car Hire Charges / Car Allowance including Maintenance (per month)
Band 5B Head 8 Lacs Rs.28,000 /-
Band 5A Chief 6 Lacs Rs.21,000/-
Band 4B (Need Based) Senior Manager / Area Manager Ops 4.5 Lacs Rs. 16,000/-
For computation of the Car hire charges the Original Purchase value will be considered.In case where the purchase / depreciated value of the car is lesser than the employee s entitlement, then a proportionate car hire charges will be paid. The difference between entitled Car hire charges & the actual car hire charges paid will be credited in salary as Car upgrade allowance (TDS applicable). This revision in policy applies with effect from 1st April 2011.An illustration to explain the above is mentioned below:
Entitlement Availed
A B C D=(C*B)/A E= B-D F=D+E
Car Value Car Hire charges Car Value Proportionate Car Hire charges Car Upgrade Allowance Total
800,000 28,000 700,000 24,500 3,500 28,000
Those not fulfilling the above conditions and also those who do not wish to avail car hire facility will be given monthly car hire allowance, as mentioned in the table with TDS as applicable.The hire agreement will be executed normally for a period of four year.The car hire agreement will come to an end when the employee separates. Accordingly the employee will have all the responsibility of settling the dues / return of the car to the owner. Employees will not be entitled to any local conveyance for any official travel within the local limit if he is entitled for this benefit. Process for Existing Employees (Currently in old scheme): Existing employees who own company car will have 2 options of: Migrating to the new scheme after completion of 4 year tenure.Switching to the new scheme by purchasing the car at a depreciated current value. The maintenance allowance for the car will be paid in the monthly salary as per the following entitlement. This maintenance allowance includes the Insurance, repair, tyre replacement, car parking, toll charges, etc. Any other reimbursements claimed as maintenance or any other charges will not be entertained other than the entitled amount paid per month as per details mentioned in table below:
Band Maintenance Charges (Per Month)
Band 5B Rs.5,000/-
Band 5A Rs.4,000/-
Band 4B Rs.2,500/-
The above maintenance charges will be paid non taxable in salary. However, employees will have to submit valid bills for the same by 31st January every year. The bills should be from Authorized Dealer and the VAT & TIN no should be mentioned on the bill. This revision in policy applies with effect from 1st April 2010.In case of employees who do not submit the maintenance bills by 31st January, the maintenance charges paid will be made taxable. The above amount will be discontinued once the employee gets migrated to the new scheme. In case of promotion, if the employee wishes to avail the higher Band
entitlement he will have to compulsorily purchase the current car at the depreciated value and migrate to the new scheme. Fuel Reimbursement: All eligible employees will be issued Petro Card. Employees will necessarily have to avail fuel through Petro card only.Monthly fuel entitlements as per band eligibility are mentioned below in Table No.III.The monthly fuel entitlements can not be carried forward to the next month.
Band Position Petrol / Diesel / Gas(LPG / CNG) Limit (Litres / KG pm)
Band 5B Head 225
Band 5A Chief 200
Band 4B Senior Manager / Area Manager Ops 150
General The revised Policy is effective from December 01, 2008 All the taxes as applicable will be borne the owner of the vehicle. The safe custody of the car hired will be the responsibility of the employee wholly and solely till the same is handed over to the owner after expiry of the agreement / exit of the employee whichever is earlier. Any liability on account of the hired car will be borne by the owner of the vehicle. There will not be any exception to the above but for the approval of the Head HR. Management reserves the right to alter / review / amend or discontinue the policy. Application form for Car Allowance or Car Hire Charges Agreement for Car Lease
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Mobile Phone
Objective:
To take care of communication needs for business & exigencies Applicability:
The revised policy is applicable to employees at Head Office, Zonal Office & Stores with effect from 1st December 2008. Entitlements:
Band Handset Limit
**Rent / Call Charges Limits per month Maintenance charges (p.a)
Band 05 Upto Rs.12,000 /Upto Rs.1750/Upto Rs.1000/-
Band 04 Upto Rs.7,000 /Upto Rs.1000/Upto Rs.750/-
Band 03
Upto Rs.3,000 Upto Rs.500/Upto Rs.500/-
Band 01 & 02(Need Basis )
Upto Rs.500/Upto Rs.350 N.A
** Amendments w.e.f 01st September 09.
Guidelines: Handsets: Eligible employees will purchase any model of CDMA handset directly from the market from authorized dealers as per entitlements. Employees can get the one time reimbursement towards the purchase of the handset from the company. In the event an employee opts for a handset of a higher value, reimbursement shall be only till entitlements.Employees can replace the existing handset after 36 months from the date of purchase. Employees can get reimbursement towards maintenance of handset which includes battery replacement as per entitlements on actuals. The bills for the same will be approved only if they are from authorized service dealer.Maintenance
charges can be reimbursed maximum two times a year i.e. once during the period January to June & July to December respectively.At the time of separation from the company employees will have to compulsorily purchase the mobile handset at a depreciated value Depreciation will be calculated at 2.78% p.m on original cost of handset or handset limit whichever is lower.On separation, employees can retain the same number if they wish to do so on request to the Admin Dept. In this case, the corporate plan will automatically get converted to retail plan. In case an employee is transferred to a location outside the service providers network area, the current mobile number at the earlier location will be de-activated and a new SIM card at the transferred location will be provided. Bills: The invoice for purchase of handset should be submitted to the Admin Department for approval and reimbursement The monthly usage bills will be sent by the service provider to the Administration department in the name of the company. All phone bills will be approved and settled as per entitlement. Any cost incurred over and above the same is to be borne by the employee and will be recovered from their salary.
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Travel
Philosophy :
The objective of this policy is to lay down entitlement and procedures for travel, boarding and lodging for employees while travelling out of station on official work. This document serves to provide the necessary guidelines governing the entitlement and procedure for claiming outstation expenses.
Purpose : To make outstation visits in a structured and planned manner to enable the assignment to be completed on schedule. To make outstation travel a comfortable experience for an employee. To meet the expenses incurred by the employee in connection with travel, lodging and boarding. This benefit is not considered as Income for an employee and does not form part of the total salary package of an employee. Eligibility : The revised policy is applicable to all employees at Head Office, Zonal Office & Stores effective 1st December 2008.Applicable to all employees on tour. Applicable to all employees who are on the rolls of the company. Entitlement :
COMPANY BUSINESS FOREIGN TRAVEL RELATED LIMITS
Band
Mode of Travel
Maximum limit per day (US$)
Incidentals1
Tel / Fax to office
Lodging
Boarding
Conveyance
Band 05
Air (Economy Excursion Fare)
US$ 130/-
US$ 50/-
Actuals
US$ 20/-
Actuals
Band 04
US$ 130/-
US$
50/-
Actuals
US$ 20/-
Actuals
Band 03
US$
100/-
US$ 35/-
US$ 20/-
US$ 15/-
Actuals
Band 02
Air (Economy
Excursion Fare)
US$ 90/-
US$ 35/-
US$ 20/-
US$ 10/-
Actuals
Band 01
US$ 80/-
US$ 35/-
US$ 20/-
US$ 05
Actuals
COMPANY BUSINESS TRAVEL RELATED LIMITS (WITHIN INDIA) Annexure B
Band Mode of Travel City type Maximum limit per day on actuals (Rs.) Local Conveyance (during Outstation travel) At Actual
Lodging (excluding tax) Boarding (Includes Food+ laundry expenses)
Band 05 Y class (air) / 2a / 3a A+ A B C 6,800/5,500/5,000/4,700/1,150/875/700/600/AC Taxi AC Taxi AC Taxi AC Taxi
Band 04 Y class (air) / 2a/ 3a A+ A
B C 4,700/3,800/3,000/2,100/950/825/700/600/Non AC Taxi Non AC Taxi Non AC Taxi Non AC Taxi
Band 03 Air Y class 2a / 3a A+ A B C 3,000/2,400/1,700/1,300/-
700/550/475/400/Non AC Taxi Non AC Taxi Non AC Taxi Non AC Taxi
Band 02 2a / 3a / Bus A+ A B C 2,000/1,500/1,200/1,000/500/350/300/275/Bus/Train Bus/Train Bus/Train
Bus/Train
Band 01 SL / Bus A+ A B C 1,500/800/700/500/425/300/275/225/Bus/Train Bus/Train Bus/Train Bus/Train
Only in case of non-availability of Bus / Train / Public transport for
a particular location /destination, Autos can be used. This should be duly approved by the HOD / CEO. Expenses incurred towards telephone & fax to office will be reimbursed on actuals. NOTE: Y = Economy Class 2a = 2-tier A/C 3a = 3-tier A/C SL = Sleeper Class Employees who have been provided with data card will not be eligible to claim reimbursement for using internet service. OUTSTATION TRAVEL BY ROAD Employees who are entitled for Company Car benefit and use the same for Outstation travel will be reimbursed their expenses as per the Table below (column 2 ). Employees who are not entitled for Company Car benefit and however, use their own vehicles for Outstation travel will be reimbursed their expenses as per the Table below (column 3 ).
City 4 Wheeler Fuel Reimbursement (in Rs./ km) 4 Wheeler Fuel Reimbursement (in Rs./ km)
A+ 7.00 4.00
A 7.00
B 7.00
C 7.00
In case of Outstation travel, employees in Band 4 & 5 may use vehicle provided by the concerned Admin department. In case of non-availability of the same, they can hire an appropriate vehicle as approved by Admin department.
COMPANY BUSINESS TRAVEL RELATED LIMITS
Band Local Conveyance (within the City / location of work) At Actuals
Band 05 Taxi / Metered Taxi/Auto
Band 04 Taxi/ Metered Taxi/Auto
Band 03 Auto/ Train First Class
Band 02 Train / Bus
Band 01 Train / Bus
In case of non-availability of Bus / Train, in or for a particular destination only, Autos can be used. This should be duly approved by the HOD / CEO.
In addition, in case of needs for frequent travel in a particular location, all employees in Band 1 - 3 need to purchase First Class Season Tickets by train.
In Cities, where Local Public Transport like: Trains, Trams, Buses, etc
are not available, employee may use Autos. However, in Cities, where autos do not ply, employees may use metered taxi only.
FUEL REIMBURSEMENT (during local travel)
Employees who are not entitled for Company Car benefit and use their own vehicles for business related local travel will be reimbursed their expenses as per the Table below:
City 2 Wheeler Fuel Reimbursement (in Rs./ km) 4 Wheeler Fuel Reimbursement (in Rs./ km)
A+ 3.25 7.00
A 3.25
B 3.25
C 3.25
Employees who are availing Company Car benefit will not be eligible to claim fuel reimbursement over and above their monthly fuel entitlement for local travel. Local Conveyance All local conveyance should be approved by HOD.
All local conveyance disbursement will be on fortnightly basis.
Lunch Reimbursement
As per the current practice, employees, who are traveling in the vicinity of the city / location of their Office/Unit, may claim their lunch expenses on actuals, as approved by their HOD / CEO.
The above has been reviewed and it has been decided to reimburse the actual lunch expenses upto a maximum amount per person per meal to: Rs.99/Rs.35/for Band 3 & above for Band 2 & below
Classification of cities / towns : A+: Mumbai, Delhi, Kolkata, Chennai, Bangalore and Ahmedabad A: Other state capitals B: Pune, Nagpur, Nasik, Bhubaneshwar, Kanpur, Baroda C: Other cities Procedure : For Band 3, air travel will not be allowed where the travel by road / rail does not exceed 5 hours and the distance between destinations is less than 250 kms. The tickets for outstation travel by the mode eligible should be booked through the administration department in the prescribed format and duly authorized by the HOD / Zonal Head / Store Manager. The employees can send an email to Admin department with travel requisition form duly approved by HOD.All tours have to be authorized by the Head of Department / Zonal Head / Store Manager. All stay arrangements during official travel are to be routed through Administration department. Staying arrangements for employees on tour will be done at the company guest house. In case of non availability in guest house, the arrangement will be made at a hotel as per boarding limits specified above. Hotel booking will be done by the company for the duration as per travel plans approved by the HOD. Thus, the employee has to ensure that s/he checks out of the hotel as per the hotel check-out time. Any expenses incurred towards stay beyond the approved travel plans will have to be borne by the employee. In case of no show at the hotel without prior intimation, the charges will be debited to the employee. Employee is required to inform either the hotel or the
Administration department of the cancellation 24 hours in advance. Meals served & laundry service at the guest house will be charged as per approved rate card made available through Administration dept. Employees will be issued bills against their payment & they are to claim the same on return as per their boarding entitlement. Any employee who needs a travel advance to cover his/her expenses for the proposed tour has to fill in the advance voucher and get the same approved by his manager. This advance should cover the expected expenditure for the days of stay and for the return tickets, if necessary. A travel advance should be settled by submitting a travel log or otherwise within a week of reporting back to the office. In the event that this is not done, the advance would be deducted from his/her salary as the case may be. All outstation travel bills along with boarding cards (in case of air travel) are to be submitted within one week of reporting back to the office. All expenses should be supported by receipts, bills, boarding pass, etc. and will be based only on the actual expenses. In case of no show or cancellation or change in travel plans after the air tickets are confirmed, the employee will be required to inform the customer service centre of the respective airlines & get the cancellation number. A list of airlines contact number will be made available by the admin dept for this purpose. In case of non-intimation of cancellation of travel tickets, the amount will be charged to the employee. In case of employees traveling on foreign locations, the Foreign Exchange will be given by Administration department & the bills against the same has to be necessarily submitted by the employee within one week of
return from the travel. Expenses on personal account have to be settled by the employee directly while checking out. Employees travelling to any destination should ensure that they settle all the expenses incurred at the destination. Zone / Store will not be liable for settling the same. Cost consciousness should be every employee s concern and room sharing should be encouraged whenever two employees are visiting the same venue. As far as possible, guesthouse facility must be used wherever it has been provided. For expenses exceeding specified amount, due approval has to be taken from HOD / Zonal Head / Store Manager. If an employee loses any asset of the company entrusted to him/her while on tour, the company reserves the right to recover the value of the lost asset from the concerned employee. Any employee found making false claims shall be liable for summary dismissal. It is imperative that all travelling employees carry their identity cards/ visiting cards with them at all times, so that in the event of any emergency, the company will get immediate information. The management reserves the right to amend and / or alter this policy anytime at its discretion. The decision of the management shall be final and binding on the employees in the interpretation of the clauses of this policy. Click here for Travel Requisition Form Click here to view the contact numbers of Airlines
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Visiting Cards
Objective :
Authorize and empower employees to represent the company.
Applicability : This policy is applicable to all employees at Head Office, Zonal Office & Stores effective 1st July, 2005 (Revised on 1st July 2006).Visiting cards will be issued to the following employees:
Band Applicability
Band 3 & above All employees
Band 2 Employees involved in external customer interface / front end roles, dealing with vendors/ suppliers
Standards : All the employees in Band 3 and above become eligible for business cards to be issued along with their names and designations mentioned as per the appointment letter.Employees eligible for visiting cards in Band 2 will be identified by their respective HOD. Blank visiting cards will be available with the reception in order to be given to the visitors.
Procedure : A requisition has to be submitted to the HOD for approval. The sanctioned document will be sent to the Administration Department. Cards will be printed as per the standard format. Administration Department will co-ordinate with the printer for the cards. The Visiting Cards will be delivered by the Printer within 7 days of placing the order.
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Salary Advance
Philosophy:
To provide assistance to the employee to meet his/her immediate financial need or any other financial exigency.
Applicability:
The revised policy is applicable to all confirmed Band 1 employees at Head Office, Zonal Office & Stores, with effect from December 1, 2008. Guidelines : The employee can take advance only after 15th day of the month. The employee needs to make a standard application for salary advance in attached format only. Amount of salary advance should not exceed more than one month s current basic salary amount. The said advance is interest free. Recovery done in the subsequent month's salary. of the full advance amount will be the
No advances can be sanctioned, in case a previous salary advance is to be recovered by the organization.
still pending
In case of an employee leaving the organization, the entire outstanding amount will be recovered in the final dues. An advance on salary can be taken only once in a year.
Procedure And Responsibility : The application for salary advance will be routed through the Department HR and then to Accounts for payment. Head to the
General : There will not be any exception to the above. reserves the right to alter / review / amend or discontinue the
Management Policy.
Employee Joining Date Eligible Credit Amount for the month (Rs.) Credit On
4th August
1,174 i.e. {1300/31 * (3103) }
1st week of Sept.
15th August
713 i.e. {1300/31 * (31-14) } 1st week of Sept.
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Shishya
Objectives :
To encourage Karta Culture
To provide an opportunity to the employees to develop and enhance their skills & knowledge through various educational and learning programs, which will contribute to their role or help them in their career advancement
To assist confirmed employees to finish their education
Eligibility: :
All employees at Head Office, Zonal Office & Stores of FVRL and PRIL.
The applicant to have completed 1 year with FVRL and PRIL (time with group company will be considered ) on the date of application
The applicant to have been rated excellent in the last appraisal (any exceptions to this can be approved by the respective people office on a case to case basis)
Employees of other group companies may apply subject to approval by the respective Business Head and People Office Head
Policy Effective date: 1st May 2010 Entitlement :
Band Position (Store) Amount Eligible In Rs. Position (HO & Zonal Office) Amount Eligible In Rs.
Band 01 Sales staff 15,000/-
Co-ordinator 25,000/-
Band 02 ADM/ DM/ Backend support 25,000/Executive/ Sr. Executive 35,000/-
Band 03 ASM/ SM 35,000/Deputy Mgr/ Assistant Mgr 55,000/-
Band 04 Store
Karta/Unit Head/Area Mgr 1,00,000/Sr. Mgr/ Mgr 1,50,000/-
Band 05
Head/ Chief/General Manager/ Business Manager/President/Vice President 3,00,000/-
Policy Guidelines : The total value of the benefit can be availed once in three years from the date of eligibility. The employee can be recommended to courses whose fees totally add up to his/her maximum eligibility in the span of three years The Eligible employee can apply to programs in the following modes:
Undergraduate/Graduate/Masters program through distance learning
Undergraduate/Graduate/Masters program through evening colleges
Undergraduate/Graduate/Masters program through online learning
Workshop
Seminars
Training programEmployees can be recommended for courses/programs which are relevant to enhancing their skills/knowledge required for their role or career advancement. Employee may choose courses/programs which are relevant to enhancing their skills/knowledge required for their role or career advancement. Employee programs outside their working hours. Extra leave or holidays will not be given to employee to attend any programs. However in the event of workshops, training programs ,examinations etc the employee may avail leave within his/her leave eligibility Boarding and Lodging expenses incurred by the employee will not be reimbursed by the company over and above the total entitled amount. Employees availing this benefit have to continue service with the company for one year after completion of the program. In the event of leaving the services of the company without serving this one year post completion of the program, the employee will be required to pay back the amount availed with 18% interest. The one year service post completion of the program will exclude notice period/leave without pay/long term leave if any. The Employee has to sign an Agreement with the Company for processing the payment of the program/course. The decision of the approving authority regarding the application is final and binding. Clubbing of any unclaimed eligibility not allowed from previous years/block. If must attend these
part amount is claimed for one course/ seminar then the balance claim will be restricted to only the total entitled amount as per band eligibility for that particular block. Any People Officer Application process : A Karta nominates an employee who meets the eligibility to a program as deemed fit. An eligible employee can approach the Karta with a request to be nominated for a program All nominated employees have to fill the Application Form (Annexure I). Verification of the application is done by the respective Store/Zonal / HO people office. HO employees have to get the application recommended by their Karta & submit to Head People office for approval. ZO employees have to get the application recommended by their Karta & submit to Zonal Head People office for approval. The respective People Office should scrutinize the application for relevance of the course to the current job assignment, career enhancement needs & eligibility of the employee. Application for unrelated courses must be discouraged. In case of store employees, Store Karta will recommend the application for Band 1 and 2. However for employees in Band 3 & 4, the Area Manger will have to recommend the employee. All recommended applications for store employees are to be submitted to the Zonal Head people office for final approval after verification by the Store People Representative. The application form with the following supportive documents and with necessary recommendations and approvals will be forwarded to the accounts department for disbursal of funds. A copy of this letter needs to be documented in the employee s dossier. exception to all of the above to be approved by the Chief
Copy of the Educational qualification
Copy of the Letter of confirmation
Service certificate confirming One years of service by Karta / People Office
o Commercial
Performance rating for last two years
will advise on the taxability of the program to the employee based on which employee has to confirm his/her willingness to go ahead with the course.All approved amounts must be disbursed within 5 working days. The respective office will follow up the same In the case of learning & training programs 50% of the course fees will be reimbursed at the time of enrollment, on submission of original fee payment receipt from the institute and photocopy of valid admission documents. The balance 50% will be disbursed on completion of the course, on submission of a photocopy of mark sheet & passing certificate. The originals of the same will be required to be produced to People Office for verification purpose. Advance % of the eligible amt at that band. In payment of 50% of course fee with a cap of 50 people
the case of workshops, seminars etc the complete amount will be reimbursed on completion of the program and on submission of all relevant bills/documents. All payments will be paid by Cheque only
General:
There will not be any relaxation to the conditions laid down in the policy.
The Policy can be revised/ altered as per need from time to time. Any issue/ conflict arising out of the policy will be decided by Chief People Office
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Seekho
Objectives: To encourage employees to complete their higher educationTo develop Internal Talent pool for specific roles and responsibilitiesTo encourage & reward consistent and productive employee by aiding with career development through appropriate higher education Eligibility: All employees at Head Office, Zonal Office & Stores of FVRL/PRIL/HSRILThe applicant to have completed 1 years with FVRL/PRIL/HSRIL (time with group company will be considered ) on the date of applicationThe applicant to have been rated excellent in the last appraisal Employee need to meet the mandatory requirements set for each program on offer under this scheme (any exceptions to this can be approved by the respective people office on a case to case basis)Employees of other group companies may apply subject to approval by the respective Business Head and People Office Head Policy Effective date: 1st May 2010
Policy Guidelines : Employee may choose a course/program from those announced under Seekho scheme which are relevant to enhancing their skills/knowledge required for their role or career advancement.The employee can apply for any of the full time courses/programs which are announced under Seekho , upon fulfilling the eligibility criteria.Interested employee will have to be referred by his immediate reporting authority (Karta) to be eligible to apply to any of the programs announced.The referred employee will have to qualify in the respective selection procedure before being enrolled to the course/program.Selected employee will receive full sponsorship from the company towards the course fee. However, expenses towards accommodation, study material, travel, food expenses & security deposit etc for the purpose of the selected program/course and at the institute during the course of the study would have to be borne by the employee.The selected employee will continue to draw his/her last drawn gross salary (cash component) every month during the course of the program. This salary will be as per last month gross salary earned post the appraisal for the previous financial year. The employee will not be entitled to any other benefits by virtue of being on the rolls of the company. The employee will not be entitled for an appraisal during the course of the program.The selected employee will have to sign a bond to serve the company for a period not longer than the duration of the program/course he/she is enrolled.The employee will have to qualify in all mandatory eligibility requirements for each of the program.The employee will join back the organization on completion of the course/program however role/salary/location will be at the discretion of the respective business/ people office, based on the performance in the respective program and availability of roles.In
the event an employee wishes to leave the services of the company without serving the mandatory service post completion of the program, the employee will be required to pay back the entire tuition fee with 18% interest. The service post completion of the program will exclude notice period/leave without pay/long term leave if any.The decision of the group people office on eligibility and admission to a program/course will be final and binding. Application process : Karta can encourage the employee to apply who meets the eligibility to a program/course as deemed fit.Eligible employees can apply for the program/course in the prescribed format. Employees are responsible to adhere to all the application deadlines.HO employees have to get the application recommended by their Karta & submit the People office for approval and verification. ZO employees have to get the application recommended by their Karta & submit to Zonal People office for approval and verification.In case of store employees, Store Karta will recommend the application for Band 1 and 2. However for employees in Band 3 & 4, must be recommended by the Area Manger. All recommended applications for store employees are to be submitted to the Zonal Head people office for final approval after verification by the Store People Office Representative.All the eligible applicants will have to then qualify in the respective selection process laid down for each of the program announced under this scheme General: The Policy can be revised/ altered as per need from time to time.Any issue/ conflict arising out of the policy will be decided by Chief People Office Programs Offered : MBA Retail/PGPRM Partnering Institutes
1. Future innoversity (View Syllabus) Click here to download the Application Form
For any queries write to seekho@futuregroup.in
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Special Privilege Scheme
Philosophy :
To promote company owned products, to increase brand awareness and to extend the benefit to all employees for becoming member of the club. Applicability :
This policy is applicable to all employees of Future Group from July 1, 2005 (revised on Aug 1st 2011). Eligibility :
For employees in all bands, the scheme applies from the date of joining.
As per revised policy WEF 1st Aug 2011, the following limits for total annual expenditure against the Privileges Card will be applicable.
Band MAX Annual Amount Limit (Rs)
Band 01 50,000/-
Band 02 75,000/-
Band 03 1,50,000/-
Band 04 3,00,000/-
Band 05 Initial 3,00,000/- (to be enhanced on request / exhausting the limit)
Annual Amount Usage :
Gross Amount of BILL will be considered for calculating the limit.
All cards will be enabled to be swiped a maximum of 15 (fifteen) times in a week, across all stores/concepts. If the number of swipes exceeds 15, the card will get blocked. It will get automatically released on the following Monday for further use. Thus, where earlier
card holder was eligible to make purchases with no limit, now s/he can make purchases with only up to a pre defined annual limit & can avail discount as per scheme structure.
Benefits :
Discount structure at various outlets:
Sr. No Concept/Format & Product details Discount Rate on MRP
1 Pantaloons
Owned Brands 30%
National Brands 15%
Nirvana Jewellery 25%
Faces Cosmetics 7%
2 Big Bazaar
Apparels 20%
General Merchandise (Including Footwear) 15%
Faces Cosmetics 7%
3 Food Bazaar
Oil & Sugar 3%
All other food products 7%
4 Central
Pantaloon Owned Brands 30%
National Brands (Apparels) and Footwear 12.5%
Faces Cosmetics 7%
5 Fashion station
All Merchandise As per respective category discount
6 aLL
Owned Brands 30%
Others / Accessories 10%
7 Star & Sitara
On Salon Services 35%
8 Tulsi
All Products 7%
9 Turmeric
All Products 7%
10 Blue Sky
All Merchandise 15%
11
Depot
Books 20%
Multimedia, stationary, Toys, gift items 15%
12 Collection I, Furniture Bazaar & cut-ins at Big Bazaar
Furniture items 15%
13
Dori
Dress Material 20%
Thaans/Fabrics 20%
Saris 20%
14
E-Zone, Electronics Bazaar, cut-ins at Big Bazaar
Consumer durable and Electronics:
15
Koryo and Sensei Brand:
Air conditioner 10%
Other Products 15%
Other Brands 5%
16 Shoe Factory
All products 15%
17 Indus League Brands (at PRIL and Stand alone outlets)
Urban Yoga, Indigo Nation, Scullers, Urbana, Jealous 30%
18 Etam (at PRIL and Stand alone outlets)
Women's lingerie 20%
19 Blue Foods Pvt Ltd*
Bombay BlueNoodle BarCooper ChimneyCream CentreBombay Blue ExpressNoodle Bar ExpressSpaghetti Kitchen Click here to view the list of applicable restaurants 15%
20 Galaxy Entertainment Pvt Ltd *
The Bowling Company The Sports Bar The Sports Bar ExpressThe Brew Bar F-123 Grease Caf
20% across the board ie. on games, food, bev., liq., etc. (for self & upto 5 guests)
The Sports Bar Express(Colaba / Indore/ Blore) 15% discount on Food only - not on any Beverages / smokes / etc. (for self & upto 5 guests)
*In all cases, the discount is applicable on A la carte rates and combos. It is not applicable on Happy Hour Rates and special daily discounts at Bangalore SBX.
21 Following Standalone Outlets*
Planet SportsGuessNextAccessorizeThe Body Shop DebenhamsSports Warehouse
Agency Line Brands:
Guess 25%
Converse
Speedo
Wilson
Callaway
Prince
Spalding
Etonic
Next
Accessorize
Debenhams (No Discount on Cosmetic & Fragrance except The Body Shop 15%)
The Body Shop 15%
Non-agency Line Brands:
Puma 10%
Adidas
Reebok
Nike
Skechers
Disney
Lotto
Tommy Hilfiger
TSF
22 Celio Future Fashion
Men's Wear 30%
This discount does not apply to all concessionaires and Gold Bazaar. The scheme applies on all the products (owned as well as national brands) available at various store formats that include Pantaloons, Big Bazaar, Fashion Station , Food Bazaar,Central, MeLa and aLLIn Mumbai Big Bazaar s, since the development work on the new POS system to configure Special privilege Scheme is still in progress, the discount structure has been configured accordingly. Highlight of the current configuration is that, where earlier it was either promotion
offer or privilege discount whichever was higher was applicable, now privilege discount is applicable over and above the promotion offer. To take this into account the privilege discount percentage has been modified in some areas and can be availed on flat pricing and promotional offers (e.g. offers like Buy 2 Get 1 Free ) only and not on items that already have a percentage discount. This will apply till further notice. For e.g., if a member purchases products worth Rs. 5,000/- at Pantaloons store, out of which Rs. 4000/- is spent on Pantaloon owned brands like Bare, John Miller etc., the total discount s/he can avail will be Rs. 1,200/- (@ 30%). In case the balance Rs. 1,000/- is spent on other national brand like Lee, etc., s/he can avail a discount of Rs. 150/- (@ 15%). Process : The Special Privileges card is a personalised card, which contains cardholder s name on it. At the time of billing, the cardholder who is making the purchase and desire to use the card has to produce the card at the cash counter. The card is non-transferable and should be used only by the holder. The cashier will swipe the card in the Point of Sale (POS) system. The system will verify the card holder s details and will be allowed the discount at privileged rate.The Special Privileges Cards will be issued only from the corporate office.The corporate office will assign the person responsible to maintain complete records of Special Privilege Card members.IT
Administrator at each store will be responsible for imparting training for all the cashiers on the entire process for accepting Special Privilege Card .The Special Privileges Card will be valid for a year and will be renewed every year based on company policy.The Special Privileges cannot be claimed in conjunction with any other discount given by the company unless otherwise specified.The discount at Galaxy Entertainment Corporation Ltd. is not applicable on Christmas and New Years EveThe discount at Blue Food Pvt. Ltd. will be applicable as per the attached list of restaurants. The discount will not apply at banquets & Franchisee outlets.Merchandise that is otherwise on sale or at a markdown from the original MRP or under a running scheme of a vendor will not be eligible for a separate privileged discount.Purchases can only be against cash or credit card. No credit will be allowed.Normal exchange/returns conditions will apply.Purchases made at a particular store, has to be exchanged only at that store.In the event of loss / misplacement of the card, member has to intimate the same to the club office situated at Knowledge House, Mumbai. In such situations, a duplicate card will be issued at a nominal cost.The company holds the rights to modify, cancel and terminate the scheme without any advance notice to the members.For definition of Pantaloon Brands, Company Owned Brands, M.R.P. etc., please contact store manager or HO Corporate office.In case of any dispute Future Group decision s will be final.Any disputes will be subject to Mumbai Jurisdiction.
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Group Insurance
A)Group Life Insurance
Philosophy :
To provide the employee and his dependants with a comprehensive financial security under the Group Life Insurance policy. The benefits under this policy are claimed by the beneficiary nominated by the employee in the event of the latter s death. Applicability : All employees in Band 1&2 who are on the rolls of Pantaloon Retail (India) Limited, Pantaloon Industries, PFH Advisory and Pan India Restaurant and Group Companies, with effect from August 6, 2005. This policy is applicable to all employees at Head Office, Zonal Office & Stores effective 6th August 2005 (Revised on 6th August 2006). Guidelines : All eligible employees are insured by the company. All employees are required to nominate the beneficiary to whom the benefits shall be payable by the company in the event of death of the employee. Employees are required to fill the Beneficiary Nomination form & submit to HR department. In case of any changes in the beneficiary details, employees are required to fill a new beneficiary nomination form & submit to HR department. The change in beneficiary shall take affect on the date of employee signing the beneficiary nomination form. If an insured employee does not designate a beneficiary, or if all the designated beneficiaries predecease the insured employee, any benefit
payable under this policy upon the insured employee s death shall be paid to the legal heirs. Group Life Insurance coverage for employees above the age of 57 years is subject to medical examination. The details of the medical tests will be governed by the policy terms of Insurance company. Entitlement : The Insurance cover for employees in each band will be as follows:
Band Insurance Cover
Band02 Rs. 2,35,000/-
Band01 Rs. 2,35,000/-
The coverage will cease on attainment of 58 years or separation/ retrenchment from the company, whichever is earlier. In case the eligible employee commits suicide, whether sane or not at that time, s/he will be excluded from the benefits of this policy. Procedure :
The claim request form for the Insurance amount is to be forwarded to the HR by the beneficiary along with original death certificate. The HR department will hand over the cheque to the beneficiary (as nominated in the form by the employee) after completion of necessary formalities with the Insurance Company. B) Group Term Insurance Philosophy :
All employers to whom the Employee's Provident Fund and Miscellaneous Provision Act, 1952 applies, have a Statutory liability to subscribe to Employee's Deposit Linked Insurance (EDLI) Scheme, 1976 to provide for the benefit of Life insurance to all their employees. However, under Sec. 17(2A) of the act, the employer may be exempted from consulting to this scheme, if s/he has provided for better insurance benefits through any alternative scheme. The beneficiary or the employee, in the event of his/her death or permanent disability, claims the benefits under this policy respectively. Applicability :
Applicable to all employees of Pantaloon Retail (India) Limited and
group companies who are members of the Provident Fund, effective from July 6, 2005. Guidelines : All employees are required to nominate the beneficiary to whom the benefits are to be paid by the company in the event of the former s death. Employees are required to give the beneficiary s details in the PF form and submit it to HR department. In case of any changes in the beneficiary details, employees are required to fill a new form and submit it to the HR department. The change in the beneficiary s name shall take effect from the date the employee signs the form. If an insured employee does not designate a beneficiary, or if all the designated beneficiaries predecease the insured employee, any benefit payable under this policy upon the insured employee s death shall be paid to the legal heirs. Entitlement : All eligible employees have a uniform Life Insurance cover of Rs. 65,000/-. The coverage will cease on retirement, separation or retrenchment from the company, whichever is earlier. In case the eligible employee commits suicide, whether sane or not, s/he will be excluded from the benefits of this policy. Procedure :
The claim request form for the insurance amount is to be forwarded to the HR department along with the following documents : Claim form Copy of death certificate issued by the local Municipal authority for claims due to death. Copy of Police report, FIR and Post Mortem Examination report in case of death due to accident. The HR department will hand over the cheque to the beneficiary or the
employee (in case of permanent disability) after completion of necessary formalities with the Insurance Company.
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Life Security Plan
Objective : To provide the employee and his dependants with a comprehensive financial security under the Insurance policy in the event that they are no longer there to care for their family. Applicability : All employees in Band 3,4 & 5 who are on the rolls of Pantaloon Retail (India) Ltd. This policy will be applicable only during the tenure with PRIL. Guidelines : The company will cover all eligible employees under the pension plan.The coverage under this plan will be equivalent to employee s last drawn salary for the number of years of service left (retirement age). Pension may be increased/ reduced in case interest rate
change from 8% per annum.The insurance & the insured amount is subject to medical check up.Individual insurance certificates will be issued in favour of the employees.This policy offers cover only on death and there is no maturity value at the end of the term. Benefits : In case of the unfortunate event of the insured employee s death, there will be an option either to get lump sum payment or opt for the annuity (monthly fixed sum).In case of annuity, the family/nominee will receive monthly pension equivalent to the employee s last drawn salary. till the retirement age i.e. 58 years & will be subject to applicable tax deducted at source. claimed in lump sum, allowing flexibility in use by beneficiary. Lump sum payment received will be exempted from Income tax. Procedure : The claim request form for the Insurance amount is to be forwarded to the HR by the beneficiary along with original death certificate. The HR department will hand over the cheque to the beneficiary (as nominated in the form by the employee) after completion of necessary formalities with the Insurance Company. Pension will be paid
Benefit can also be
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Transfer
Philosophy : The company reserves the right to transfer any employee from one department to another, or from one location to another to cope with the exigencies of business. The company will assist the employees in meeting reasonable expenses when they are transferred to a different location on company business.
Applicability : The revised policy is applicable to all the employees at Head Office, Zonal Office & stores with effect from 1st December 2008. This is applicable for transfer within India only. Guidelines : The employee will be informed in writing regarding his/ her transfer. All transfers have to be approved by the HOD/ Store Manager/ Immediate Manager/ Zonal Head. There are two types of transfer: Company initiated transferEmployee initiated transfer The benefits of this policy are not applicable for a transfer that is employee initiated.Where both spouses are working with us are being transferred to the same location at the same time only one entitlement is permissible.All transfer related reimbursements for travel & shipment of goods are to be claimed through Transfer Expenses Reimbursement Form (Annexure I).
The same is to be submitted to administration department after approval by HOD. The payment of the same will be done through accounts at the respective locations. Entitlement : The employee will be eligible for the following transfer benefits: Travel Assistance : When transferred, the employee along with his/her family is entitled to travel from their existing location to the new city as per the travel entitlement detailed in Travel policy.To claim the same the employee has to submit the original tickets & boarding card (in case of air travel). Shipment of personal and household goods : The company will bear the expenses for the following: Shipment of personal and household goods by surface transport for the employee. Shipment of one personal car/ two-wheeler.Premium for insurance cover on household goods.All the above expenses will be as per entitlement listed in Table II. Table II: Shipment of personal & household goods
Band Insurance coverage
Packing/loading/Movement / unpacking/ unloading/rearranging charges (Max. Limit)
Band 5B For value of goods upto Rs. 2.5 lakhs Rs. 35,000
Band 5A For value of goods upto Rs. 2.5 lakhs Rs. 35,000
Band 4B For value of goods upto Rs. 2 lakhs Rs. 30,000
Band 4A For value of goods upto Rs. 2 lakhs Rs. 25,000
Band 2 For value of goods upto Rs. 1 lakh Rs. 20,000
Above mentioned are maximum limits & the expenses will be borne by the company on actual basis.The employee is to use the services of the company approved packers and movers through administration department.After the movers & packers review the employee s requirement, a quotation will be sent to the Administration department for approval. The vendor will do the shipment & bill the expenses to the company directly.If for some reason it is not possible to avail the services of company approved packers & movers, the employee needs to obtain an independent quotation and finalise the same
in consultation with administration department. In such a case the employee has to bear the expenses initially & get the same reimbursed on joining. The claim is to be submitted along with the Tax invoice from the packers & movers along with quotation approved by administration. Guest House/ Hotel accommodation : The employee will be provided with guest house accommodation for self& family for the first 15 days of joining the organisation, in order to allow him/ her to find a suitable accommodation in the new city.In case of non-availability of the guest house, the employee will be entitled to stay at the hotel as per entitlement listed in Travel policy.During the stay at the guest house/hotel, the company will bear expenses pertaining to Lodging & Boarding only (room rent, food & laundry). Any other expenses have to be borne by the employee & settled directly.In case of an employee staying beyond the 15-day period at the hotel, the employee will be charged on actual basis.In case of an employee staying beyond the 15-day period at the Guest house, the employee will be charged rent as follows:
Guest house rent in Rs. per day per person
City classification Band 1 Band 2 Band 3 Band 4 Band 5
A+ 200 300 400 500 600
A 170 255 340 425 510
B 145 220
290 360 435
C 125 190 245 310 370
Classification of cities : A+ : Mumbai, Delhi, Kolkata, Chennai, Bangalore and Ahmedabad A : Other state capitals B : Pune, Nagpur, Nasik, Bubaneshwar, Kanpur, Baroda C : Other cities The 15 days stay at the guest house/ company approved hotel will be arranged by the administration department on intimation of the stay details of the transferred employee by HR department.In case of stay at the hotel, the administration department will make the booking. The expenses as per Travel
policy will be billed to the company directly. Settling Down Allowance :
An employee will be eligible for one month s basic salary (as on the date of transfer) as settling down allowance on his/ her transfer to another city. This allowance is towards all incidental expenses incurred by the employee on his/her transfer and is only a one time payment. Locational Allowance :
To facilitate transfer without actual loss of benefits, a locational allowance has been introduced as per the chart below:
Movement from Locational Allowance per month (In Rs.)
Band 1 Band 2 Band 3 Band 4
Class A to Class A+ 500 2000 2500 4000
Class B to Class A+ 700 3000 3500 5000
Class B to Class A 500 2000 3000 4000
Class C to Class A+ 1000 3500 5000
7000
Class C to Class A 700 2000 2500 4000
Class C to Class B 500 1500 2000 3000
Classification of cities : A+: Mumbai, Delhi,Kolkata, Chennai, Bangalore & Ahmedabad A: Other state capitals B: Pune, Nagpur, Nasik, Bubaneshwar, Kanpur, Baroda
C: Other cities The above allowance is withdrawn once an employee returns to his original city or alternatively increased in case of transfer to a city other than the original city as the case may be. Criteria for Locational Allowance: Transfer from A+ city to any other city at the same position If a Store Manager at Mumbai is transferred as Store Manager at Pune, then the employee will continue to get the Mumbai salary. On promotion the employee will be put in the Pune salary structure.Transfer from A+ City to any other city on promotion If an Assistant Store Manager at Mumbai is transferred as Store Manager at Pune, then the employee will be put in the Pune salary structure. Leave A maximum of 7 days leave can be availed and must be availed within 3 months of transfer to the new location failing which the leave lapses. Travel time from point to point is not part of this leave. In case of an employee (originally appointed in Class A+ city), is transferred from Class A+ city to any other city, then the existing salary continues (i.e. no locational allowance will be given), but during the next increment or promotion, salary raise will be as per that location s scale. Eg. If a Store Manager at Mumbai is transferred as Store Manager at Pune (i.e. transferred to any other city in the same position), then the employee will continue to get the Mumbai salary. On promotion the employee s salary will
be aligned with the Pune salary structure. Eg. If an Assistant Store Manager at Mumbai is transferred as Store Manager at Pune (i.e.transferred to any other city on promotion), then the employee s salary will be aligned with the Pune salary structure. Leave : A maximum of 7 days leave can be availed and must be availed within 3 months of transfer to the new location failing which the leave lapses. Travel time from point to point is not part of this leave. Click here for Transfer Expense Reimbursement Form-Annexure I
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Relocation
Objective :
To assist the new recruit, who are relocating from a city other than
their initial place of joining & to lay down entitlement and procedures for the same. Applicability : The revised policy is applicable to new recruits joining in all bands at Head Office and Zonal Office with effect from 1st December 2008.At stores this policy will apply to new recruits joining in Band 3 and Band 4. The benefits are applicable for relocation within India.
Entitlement : The new recruit will be eligible for the following relocation benefits: Travel Assistance :
When relocated, the employee along with his/her family is entitled to travel from their existing location to the new city as per the travel entitlement detailed in Travel policy. Shipment of personal and household goods : The company will bear the expenses for the following: Shipment of personal and household goods by surface transport for the employee. Shipment of one personal car/ two-wheeler. Premium for insurance cover on household goods. All the above expenses will be as per entitlement listed in Table II.
Table II: Shipment of personal & household goods
Band Insurance coverage Packing/loading/Movement / unpacking/ unloading/rearranging charges (Max. Limit)
Band 4B For value of goods upto Rs. 2 lakhs Rs. 30,000
Band 4A For value of goods upto Rs. 2 lakhs Rs. 25,000
Band 3B For value of goods upto Rs. 1.5 lakhs
Rs. 20,000
Above mentioned are maximum limits & the expenses will be borne by the company on actual basis. Guest House/ Hotel accommodation : The new recruit will be provided with guest house accommodation for self for the first 15 days of joining
the organization, in order to allow him/ her to find a suitable accommodation in the new city.In case of non availability of the guest house, the employee will be entitled to stay at the hotel as per entitlement listed in Travel policy.Company will bear the expenses towards lodging only at the guest house/hotel. Any expenses incurred other than for the room rent + taxes will be borne by the employee.In case of an employee staying beyond the 15-day period at the hotel, the employee will be charged on actual basis.In case of an employee staying beyond the 15-day period at the Guest house, the employee will be charged rent as follows:
City classification Guest house rent in Rs. per day per person
Band 1 Band 2 Band 3 Band 4 Band 5
A+
200 300 400 500 600
A 170 255 340 425 510
B 145 220 290 360 435
C 125 190 245
310 370
Classification of cities : A+ : Mumbai, Delhi, Kolkata, Chennai, Bangalore and Ahmedabad A : Other state capitals B : Pune, Nagpur, Nasik, Bhubaneshwar, Kanpur, Baroda C : Other cities Guidelines & Process : This policy excludes relocation for transfers between twin cities, which are large but adjacent to each other and for all practical purposes are considered one city. Example: No relocation will be provided for transfers between Delhi and Gurgaon or Mumbai & Navi Mumbai.In case of a couple recruited for the same location at the same time only one entitlement is permissible.In case of separation of the employee within one year of joining the organization, the expenses incurred by the company on behalf of the employee for travel & shipment of goods will be recovered from his/her full & final settlement. Any security deposit paid towards house will have to be returned back to the company.All relocation reimbursements are to be claimed through Relocation Reimbursement Form (Annexure
I). The same is to be submitted to administration department after approval by HOD. The payment of the same will be done through accounts at the respective locations. Travel Reimbursement : The new recruit can claim reimbursement after joining as per entitlement listed in Travel policy. To claim the same the employee has to submit the original tickets & boarding card (in case of air travel). Shipment of personal and household goods : The employee is to use the services of the company approved packers and movers through administration department. After the movers & packers review the employee s requirement, a quotation will be sent to the Administration department for approval. The vendor will do the shipment & bill the expenses to the company directly.If for some reason it is not possible to avail the services of company approved packers & movers, the employee needs to obtain an independent quotation and finalise the same in consultation with administration department. In such a case the employee has to bear the expenses initially & get the same reimbursed on joining. The claim is to be submitted along with the Tax invoice from the packers & movers along with quotation approved by administration. Guest house/ Hotel accommodation : The 15 days stay at the guest house/ company approved hotel will be arranged by the administration department on intimation of the stay details of the new recruit by
HR department.In case of stay at the hotel, the administration department will make the booking. The expenses as per lodging entitlement mentioned in Travel policy will be billed to the company directly. Click here for Relocation Reimbursement Form-Annexure I
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The Future Outpost
Scope : This document serves to provide the necessary guidance for the policy governing the running and booking of The Future Outpost, which is a 21 room luxury resort in Alibaug. Applicability :
All Future Group employees at Head Office, Zonal Office & Stores HOLIDAY HOME Objective : To provide a Holiday Home to employees to unwind and recharge
themselves along with their families. Guidelines : Eligible employees will be entitled to use the services of the resort for personal use. Each employee can book a maximum of 2 rooms twice a year (July-June) for 2 days each time. In each room a maximum of 3 adults can be accommodated.The employee will have to be present at the resort during the entire stay
Charges : Room Charges: The room charges will be as follows w.e.f 1st January 2009: Single Occupancy : Rs. 1100/- per room per nightDouble Occupancy: Rs. 1300/- per room per nightTriple Occupancy : Rs. 1500/- per room per night
Food: The food bill will have to be settled as per the Menu List at the resort itself.Laundry, etc.: Payment of Laundry etc. will have to be settled at the resort itself as per the rate chart. Process : Bookings can be made with Mr. Chetan Adurkar (Contact No: 9324278770) from the Admin Dept at H.O. While booking, the employee will have to specify the number of rooms and the number of days. The employee will have to clear all the bills pertaining to room charges, food, laundry or any other services availed by him before leaving the resort in cash. TRAINING CENTRE Objective : To have exclusive Offsite Training Centre for company employees. Guidelines : For the training programmes, the concerned department can book the rooms at the resort upto a maximum of twice
a year (July-June).The rooms at the resort can be booked for upto a maximum of 3 days each time.The number of rooms available will be subject to availability.In each room a maximum of 3 adults can be accommodated.
Charges : Room Charges: The Charges will be extra. room charges will be Rs.2500/- per room per night. Food
Conference Room: The charges for the Conference Room will be Rs. 5,000/- per day.
Process :
The department wanting to conduct training programme will
have to book the venue with Mr. Chetan Adurkar (Contact No: 9324278770) from the Administration Department at H.O. with the prior approval of the HOD. While booking the venue, the concerned department will have to specify the number of rooms and the number of days. prior bookings, the Admin Department will give a confirmation within 24 hrs. If there is a prior booking, the Admin Dept will give alternative dates and the concerned department will have to choose from the slots available. department s budget will be debited The concerned If there are no
with the room charges once the booking is done.The person responsible for training will have to clear all bills pertaining to Conference Room, Food, Laundry or any other service availed before leaving the resort in cash.
RESORT DETAILS Windmill Resort is around 3 hours drive from Mumbai or 1 hour boat ride from Gateway of India.
Resort Address & Contact Number Resort Manager Contact Number
Address: The Future Outpost, Chorande, Post: Mapgaon, Alibag, Dist: Raigad-402201
Tel: 02141- 232885 , 02141- 232630 , 02141-324699
E-Mail: futureoutpost@pantaloon.com Mr. Pradeep Bhardwaj 09371641722
Click here to view the Resort Pictures Click here to download the Out station and Travel requisition form
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Health Check Up
Objective : To help employees to undergo a comprehensive health checkup and take preventive measures where ever required.To ensure that the new recruits joining the organisation are physically & mentally fit to carry out the responsibilities of the job. Applicability : The revised policy is applicable to all employees at Head Office, Zonal Office & Stores with effect from 1st December 2008.Employees will be entitled to undergo health check-up as follows:
Band Eligibility Type of check-up
At HO & ZO At Stores
Band 5 NA For age 35 yrs & above once a year and Below 35 yrs once in two years Executive Health check-up
Band 4 Band 4 Executive Health check-up
Band 3, 2 & 1 NA General Health check-up
Guidelines : EXECUTIVE HEALTH CHECK-UP: For Head Office the company has made a tie-up with N M Medical Centre for the benefit of the employees. For other locations, a local tie-up will be made by the zonal HR with a medical center. The checkup will include the following tests:
Sr.No. Name of the Test
1 Pathology
CBC + ESR
2 Tests for Diabetes
Blood Sugar Fasting
Blood Sugar Post Prandial
3 Tests for Liver
SGOT
SGPT
4 Tests for Heart
Triglycerides
Cholesterol
HDL Cholesterol
LDL Cholesterol
VLDL Cholesterol
LDL/HDL Ratio
Cholesterol / HDL Cholesterol
5 Tests for Kidney
Creatinine
BUN
Uric Acid
7 Urine Routine
8 Diagnostic Tests
Digital Chest X-Ray
ECG
Computerised Stress Test
Sonography Abdomen and Pelvis
PAP Smear (for women above 35 yrs)
Consultations
Physical Examination (History & Risk Factor Review)
Post check-up consultation
Gynaecological examination (for women)
Any 2 of the Following
Eye Checkup / Dental Checkup / Dietician Consultation
10 Additional tests for women (not included in Pre-employment check-up)
DEXA Bone Densitometry Test
Mammography
The appointment can be scheduled at any of the following 4 centers:
Sr.No N M Medical centre Address
Telephone Number Working Hours
1 Chowpatty: Mehta House 36, Pandita Ramabai Road,Opp. Bharatiya Vidya Bhavan, Mumbai-400007 022-2368 8001 Mon-Sat
2 Linking Road:Summerville Jn. Of 14th & 33rd Road Off linking Road Mumbai-400050 022-2600 8484 Mon-Sat
3 Mulund: 820, Corporate Centre, Nirmal Lifestyle L.B.S. Rd., Mulund (W)
Mumbai-400080 022-4342 7777 Tue-Sun
Borivali: Swastik, Chandavarkar Cross Road # 2, Borivali (W), Mumbai -92 022-43424444 Mon-Sun
GENERAL HEALTH CHECK-UP :
For Head Office, the company has made a tie-up with Suburban Diagnostics for the benefit of the employees. For other locations, a local tie-up will be made by the Zonal HR with a medical center. The check up will include the following tests:
Sr.No. Name of the Test
1 Complete physical examination with vision check
2 X-ray Chest
3 Blood Tests:
3.1 General Tests:
3.1a CBC
3.1b
ESR
3.2 Test for Diabetes:
3.2a Blood sugar fasting
3.2b Blood sugar post glucose (75 gms/2hrs)
3.3 Blood group
3.4 HIV (AIDS)
4 Urine (Routine & Microscopic Examination)
The appointment can be scheduled at any of the following 2 centers:
Sr.No Suburban Diagnostics Address Telephone Number Working Hours
1 Andheri: Sunshine, 2nd Floor, Opp. Shastri Nagar Next to Brooklyn Tower Andheri (W) Mumbai-400053 022-26323178/ 26343098 Mon-Sat
2 Kandivali: Row House No.3, Aangan, Thakur Village, Diagonally opp Thakur college of Science Kandivali (E) Mumbai-400101 022-28852624/ 28844204 Mon-Sat
PRE-EMPLOYMENT CHECK-UP :
All prospective employees who have been given a Letter of Offer and who have accepted the same will be required to undergo the health checkup. Only those who are certified as medically fit by the Medical centre would be allowed to join. Procedure The check up will be scheduled by the HR based on the convenience of the employee concerned. A letter from the HR department at respective locations shall be handed over to the concerned employee atleast 2 days in advance before the date of the check-up, with the necessary pre-requisites suggested by the clinic for the check-up. Post check-up, the reports will be forwarded to the HR department and the employee may collect the same from
HR.The employee will not be required to pay any amount towards the above check-up. The bill for the same will be forwarded to HR department by the Medical centre. After due verification, the bills will be forwarded by HR department to the Accounts department for payment to the Medical centre.
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Mediclaim
Objective :
This facility is extended to the employee and his immediate family members to take care of medical expenses under the Mediclaim Hospitalization Policy of National Insurance Co. Ltd. The mediclaim policy with National Insurance Co. Ltd is effective 21st November 2009 & Parents Policy is effective 26th Dec 2009. Applicability : The benefits of this policy are applicable to all employees of Pantaloon Retail (I) Ltd. except those employees whose gross per month (Basic plus allowances) is less
than or equal to Rs. 10,000/- & thus are covered under ESIC. This coverage is applicable from the employee s date of joining the organization. Guidelines : We have a tie-up with National Insurance Co. Ltd. for Group Mediclaim coverage for all employees. The policy number for the same is 260100/46/09/8500000111This policy has family floating cover for self, spouse, two dependant children up to the age of 21 years & Parents upto the age 65 years. The employee can avail this mediclaim facility either through the Network Hospitals (in which case it will be cashless facility) or may get the same reimbursed by availing this benefit through Non-network hospitals. Refer to below mentioned procedure for the same.The list of Network hospitals is provided in Annexure I.All eligible employees & their family members who are covered under the policy will be given a mediclaim card for availing the cashless facility through National Insurance Co. Ltd.The policy does not cover the following: Domiciliary Hospital expensesNon Allopathic medicineCongenital diseasesExpenses arising from AIDS and related treatmentUse of intoxicating drugs or alcohol Room rent restriction is as follow1% sum insured for a normal room2% sum insured for a ICU room In case of hospitalization at non-network hospital, the employee is required to intimate intimate M/S MDINDIA Healthcare (TPA) Pvt. Ltd. 7 days prior to planned hospitalization and within 24 hours in case of emergency hospitalization. medical expenses (as per Annexure IV) Benefits : The employee can avail of the following benefits from the group Mediclaim coverage: List of non payable
Coverage for medical expenses for treatment requiring hospitalization for a minimum period of 24 hours resulting from serious accident or illness Relevant medical expenses incurred during the period up to 30 days prior to hospitalization & 60 days post hospitalization.Immediate coverage of medical expenses during maternity (Limited to Rs. 15,000 for normal delivery & Rs. 25,000 for Cesarean).Coverage of 126 day care procedures as per Annexure IICoverage of pre-existing diseases.Coverage of employee s new born baby from birth (on intimation to the HR Dept) Entitlement : The band wise entitlement for employees will be as follows:
Band Maximum Entitlement Per Annum
Band 05 Rs. 3,00,000/-
Band 04 Rs. 2,25,000/-
Band 03 Rs. 2,00,000/-
Band 02 Rs. 2,00,000/-
Band 01 Rs. 1,00,000/-
Sum insured restriction for parents is as follows1/3rd of sum insured as belowBand 1 - Rs 33333/Band 2 & 3- Rs 66667/Band 4 - Rs 75000/Band 5- Rs 100000/-
Note: The above entitlement is floating cover for employee & family.
Claim Clause : Incase of Parents 40% CO-pay (employee has to bear 40% of the total medical bill.) Procedure : The employee is required to intimate National Insurance Co. Ltd. within 7 days the full details of the hospitalization or day care procedure.
NETWORK HOSPITALISATION AND CASHLESS FACILITY PROCEDURE If planning an admission in a Network Hospital (Hospitals as per the list provided), the employee has to show the mediclaim ID card to the hospital representative indicating his/ her bonafide membership along with an Identification certificate. A Pre-Authorization Letter will be filled in by the hospital representative intimating National Insurance Co. Ltd. regarding the admission. Once MD India Health Care Pvt. Ltd. representatives receive the letter from the hospital, the Authority Letter (AL) will be issued to the Hospital as per the policy terms and conditions and the employee can avail of the cashless facility. NON-NETWORK HOSPITALISATION AND REIMBURSEMENT PROCEDURE In case of an admission in a Non-Network hospital (Hospitals other than mentioned in the list provided), the employee can approach a hospital of his/her choice & avail treatment.After discharge from the hospital, the employee has to submit all the documents received from the hospital to the NATIONAL INSURANCE COMPANY LTD. Mgt who will then forward the same to NATIONAL INSURANCE COMPANY LTD. Mgt for reimbursement of the expenses. The claim for reimbursement is to be sent within 15 days of discharge from the hospital to HR Department. All reimbursement will be processed by National Insurance Co. Ltd. within 15 days of submission of complete documents.The insured must submit the following documents in original along with the Mediclaim Form (Annexure III): Bill, Receipt and Discharge certificate/card from the Hospital.Cash Memos from the Hospital/Chemist(s), supported by proper prescription.Receipt and Pathological test report from a Pathologist supported by the note from the attending Medical Practitioner/Surgeon demanding such Pathological test.Surgeon s certificate stating nature of operation performed and Surgeon s bill and receiptAttending Doctor s / Consultant s/ Specialist s / Anesthetist s bill and receipt and certificate regarding diagnosis.In
case of Domiciliary Hospitalization, receipt from a qualified nurse who attended the patient at his/her residence duly supported by a certificate from attending Medical PractitionerCertificate from the attending Medical Practitioner giving reason for treatment under Domiciliary Hospitalization clause of policyCertificate from the attending Medical Practitioner /Surgeon that the patient is fully cured
Employees are advised to retain Xerox copies of the relevant documents for future reference. For any further information required employees may call:
Contact Details of MD India Healthcare Pvt. Ltd.
Department E-mail Phone No
Authorisation / Cashless authorisation@mdindia.com 1800-233-4505(Toll Free)
1860-233-4446(UAN TEL.)
1860-233-4449(UAN FAX)
General & Claim enquiry Helpline customercare@mdindia.com 1800-233-1166(Toll Free)
Customer Care
1860-233-4446(UAN TEL.)
020-2530 0003(FAX)
Click here for List of Network hospitals - Annexure I Click here for Pre-Authorisation Form - Annexure II Click here for Mediclaim form - Annexure III Click here for Non Payable Medical Expenses - Annexure IV
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Long Service Awards
Background:
We have witnessed immense business growth during the last few years as an organisation. The Retail revolution has also seen us fuelling the industry s growth in India. In this great journey of ours, we believe, our Employees have been the key partners and support for this rapid growth and success. It is the employees who have created Magic with the customers by their dedicated service & commitment. It is therefore imperative that we recognize the Service and long standing
contributions made by our employees through an appropriate Long Service Award mechanism. We already have a policy on the subject, which has now been refined / improved upon to enhance it s effectiveness. Objective: The policy on Long Service Award aims to recognize and reward the employees for their long service, commitment and contribution to the organization. Scope: The policy covers all permanent employees of PRIL and fulfilling the following conditions: On roll employees of PRIL as on the date of completion of the required service period 5 years and/or 10 years Has continuously worked in PRIL and/or any subsidiary / Group company for the required period of service. Entitlement: Each eligible employee will be given a Certificate of Appreciation and a specially designed Memento as a token of appreciation by the Organisation, for the purpose :
Band Completion of 10 yrs service Completion of 5 yrs Service
Bands 4 & 5 10 gms. Gold Coin with company logo
Specially designed Wrist Watch with Company Logo
Bands 2 & 3 7 gms. Gold Coin with company logo
Band 1 5 gms. Gold Coin with company logo
Process: Award Roll Out: Every month employees completing 5 or 10 years of service will be identified by the respective Zonal/Unit HR TeamsAn appreciation e-mail congratulating the employee will be sent out by the HR to the employees of the Unit concerned Store/Zonal Office/HO, on the day of his completing 5 years or 10 years of service. He will also be communicated about the date and venue of the meet in which he will be honoured The employees concerned will be felicitated in the presence of other colleagues at the Office/Store with the Certificate of Appreciation & the Memento by the Zonal/Business/HR Head at the end of every month preferably on the last working day in an appropriate gathering in the officeThe
celebratory moments of the occasion will be captured and every recipient will be handed over a photograph as a memoir by HRThe company intranet will cover the event by uploading photographs of employees completing 10 years of service & names of those completing 5 years of service. Decision and Procurement of Gifts: In order to standardize the Mementos and the Certificate, the HO-HR will decide the specifications of the appreciation Certificate, Gold Coin & Wrist WatchThe HO HR will also finalize on a common Vendor who can undertake the design, printing and fabrication of the items for the companyThe specifications and the Vendor details will be given to all units for procuring the items appropriately based on the requirementThe Zonal/Unit HR will budget the expenses towards this initiative as a part of HR Expenses in their respective ABPs General: There will not be any relaxation to the conditions laid down in the policyThe Policy can be revised/altered as per need from time to timeAny issue/conflict arising out of the policy will be decided by Head HR The revised Policy comes into effect from 3 Dec 07.
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Leave Travel Assistance
Introduction:
Leave Travel Assistance has been introduced as a benefit in line with company s philosophy of having happy employees by facilitating them to spend quality time to spend with their immediate family members outside their regular & routine environment. Objective:
The objective of this policy is to lay guidelines to enable employees to plan and avail leave travel concessions for their vacations. Scope: This policy is applicable to all the confirmed employees of PRIL / HSRIL in Band 3, 4 & 5. Entitlement: The financial year of the Company i.e. 1st July 30th June will be considered as the year for the calculation of LTA.
Band Annual Entitlements (Rs.)
Band 5 30,000
Bands 4 20,000
Band 3 10,000
Guidelines: The amount of LTA will be admissible as per the compensation package.The First LTA will be admissible to the employees after completion of minimum six months in their employment.Eligible employees will be entitled to claim reimbursement of expenses incurred towards travel only, subject to a maximum of the above mentioned amount.The travel should be within the country.The mode of travel can be road, rail, or air.This policy is extended to self & immediate family members (family includes spouse, dependent parents & two dependent children).An employee can avail LTA only if he/she has applied for leave for minimum 3 days and has physically travelled.The LTA reimbursement to the employee can be considered as non-taxable, as per current law, in case: The claim is once in a block of two calendar years.Proof of travel is submitted like: Original boarding passes, railway tickets, bills of private car hire, public / local transport tickets. Employee can either travel alone or with his family to claim the LTA. However, if the family travels without the employee, LTA is not admissible.The LTA for current or previous block can be claimed only twice in a year I,e in the month of December or June.No advance on account of LTA will be permissible.
The LTA reimbursement to the employee can be considered as taxable, in case:
If employee does not wish to travel and wants to claim the amount.When the employee exits from the organization and not claimed LTA, the whole or part thereof
Process: All applications for leave must be made in advance through email.The application has to be approved by the employee's Immediate Manager and passed to HR department.Once the employee is back from leave, he/she must submit the duly filled application form for claiming LTA along with necessary supporting & leave details to the HR department. On approval by the HR department, the application will be submitted to the payroll.The LTA claim will be processed by payroll dept and the amount will be credited to the salary. General The Policy comes into effect from July 1, 2008.Taxes if any will be deducted, as applicable from time to time.Any relaxation in implementation of the policy will only be approved by the Head HRManagement reserves the right to amend / alter or replace the policy at any point in time. LTA Application form
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Laptop and Data card
Background: IT equipments have become a critical and integral part of modern organizations and as we grow rapidly in business, our reliance on
technology support has become inevitable. With growing demands on flexibility of work and mobile access to information, use of appropriate technology enable us to perform in a professional and efficient manner. However, keeping in view, the criticality of overall IT security scenario especially the information security and optimum utilization of our investments in technology, it is important to have a well laid down policy in allocating IT equipments to employees in the organization. Objective: The Policy attempts to clearly state guidelines on entitlement, allocation and custody of different IT and related equipments viz. Laptops and Data Cards. Scope: The policy covers all employees of the company. Process: 1) Desktops: All employees based, on the need of the position, will be provided with a Desktop of suitable configuration & connectivity as decided from time to time. 2) Laptops : Some of the employees will be provided with laptops based on the needs, as given below: a) All Employees in Band 5 - entitled for a laptop which will be given with suitable configuration in accordance with the decisions from time to time. b) Employees in Band 4 and below can only be considered for laptops based
on the following, which requires them to access information while on the move and beyond office hours. Those by them. Handling Call In case of such employees the concerned HOD will put in a requisition recommending for the laptop as per prescribed format attached. The HR Head will approve all such indents. 3) Data cards: who frequently travel as a requirement of the job handled of National responsibilities and requiring constant traveling. of duty beyond office hours.
Data cards are used by employees for accessing internet and intranet while on travel and be always in touch. The following employees will be considered for Data cards with appropriate bill plans based on the need. The HOD can send in the recommendation in the above prescribed format giving justification for the purpose to Head HR. Those who frequently travel as a requirement of the job. Those handling National responsibilities and requires constant traveling. Those who require to access mails and other information beyond office hours as a part of call of duty. After approval, the Admin department will be taking action to issue the same to the concerned.
** In case of employees who have been issued data cards, will be reimbursed their usage charges upto an amount of Rs.650/- p.m. Any charges over and above this limit will be borne by the employee. However, the above limit does not apply to department pool data cards as they will be settled by the Company after due scrutiny. ** Amendments w.e.f 1st April 09.
Security and Safe Custody:
Employees who have been issued with the IT equipments Laptops / Data Cards are responsible for their physical security as well as from improper use and careless handling. They will also be accountable for loss of company s information. (Please refer the IT Security and Usage Policies also in this regard). Transfer:
In case of transfer of the employee to a different unit/group company/location, the employee must hand over the Laptop and Data Card to the current Unit by default. However where , both the units agree for the transfer of the equipments the same may be done with the involvement of HR and Commercial deptts concerned so that proper book transfers /accounting entries take place. Resignation:
In the event of the employee resigning from the services of the company, he must return his Laptop and Data card to the HR/IT deptt in good condition, based on which NOC will be issued by the concerned as per the Exit Policy. General: This policy comes into effect from 20th January 2009. No policy will be considered. All relaxation/exception in the
existing employees in Band 4 and below, who have been issued laptops / data cards will be reviewed in consultation with their HODs The employees will be completely responsible for the safe custody of all IT equipments assigned to them and the same will be recovered from them in
case of loss / damage. IT and HR Department will keep appropriate record of issue of such assets to Employees. The company reserves the right to modify, refine or terminate the policy without prior notice. Indent form
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@ CopyrighEmployee Rehire
Background: During the course of an organizations life cycle, it is inevitable that some employees look for avenues outside the organization for better career prospects or meeting personal/family commitments. It is also seen that some of these employees seek reemployment with the organization due to various reasons. This gives the company an opportunity to consider them for rehire based on merits of each case. Such rehiring should be done in a manner that will maintain equilibrium & ensure that there is
no adverse fallout on account of this amongst existing employees in the organization. Hence, a structured policy governing rehiring of former employees would help achieve a win-win situation for both the organization as well as the rehired employee. Objective: The Policy on Employee Rehire aims to: Define process guidelines & implement a robust/transparent process for rehiring employees who have separated from the organization Ensure that employees are rehired in a manner that does not disturb the internal parity amongst the existing employees Scope: Employees in all positions of Future Group are covered under the Policy. Eligibility: Ex-Employees who fulfill the below mentioned conditions can be considered for Rehire if he/she had: Completed 1 year of continuous service & been a confirmed employee in the previous tenure
Been tenure
Rated 3 or above (on a 5 point scale) in the last Appraisal in the previous Resigned
from the organization on a good standing. Employees who have separated from the organization on account of doubtful integrity, indiscipline, conflict of Interest, dishonesty, unauthorized absence beyond 10 days etc. will not be considered for rehire in any of the group companies Process: Ex-Employees should send their applications to /contact the concerned HR. These applications will be considered for rehiring only incase of availability of suitable vacancies
The HR of the hiring Unit besides doing regular reference check, is required to solicit written feedback from the Group Company where he/she was employed before with respect to the following for an informed hiring decision: Past performance/track record in the company Reason(s) for separation from the company/reason(s) for joining back Any other additional information from his/her former employers/peers The hiring Unit must keep in view the internal salary levels/bands of existing employees at the time of rehiring the former employee. An ex-employee should generally be considered at the same level/band last held in his/her previous tenure. However, in case he/she has spent more than a year outside the organization, he/she could be considered for a higher band/position based on his potential, vacancy, and internal salary parity The hiring Unit will issue a fresh appointment to the employee. He/She therefore not get continuity of service. will
General: Any rehire is to be considered against authorized manning only Relaxation to any of the conditions laid down in the policy will be allowed only with the approval of Head HR The Policy can be revised/altered as required from time to time Any issue/conflict arising out of the policy will be decided by Head HR The Policy comes into effect from August 1, 2008
Exit Policy
Background: It is imperative for organizations today to realize that its Employees are the key differentiators, which would enable them to stay ahead of competition. For an organization to be a preferred employer brand, it is essential to not just effectively hire, motivate & develop employees but also to ensure a professional and smooth transition from the company when they decide to part ways. Objective: The Policy on Employee Exits aims: To projects etc. ensure smooth transfer/handover of responsibilities, insights, learnings, jobs,
To smoothly enable Collection of dues financial/assets where due To provide an enhanced experience to the parting employee by ensuring that his/her exit from the company is carried out in a professional & systematic manner Scope: The policy covers all permanent positions including Management Trainees in all Bands of PRIL Process:
Employee separation can be due to: Voluntary exits - a process initiated by the employee
*Involuntary
exits - a process initiated by the company
The process flow for Voluntary Exit has been enlisted below:
Exit An
Initiation:
employee who has decided to move on, submits a letter of resignation to the Reporting Manager by email/hard copy stating the reasons for the same. The Reporting Manager forwards the resignation letter to the HOD. If the HOD is the Reporting Manager, the resignation letter is directly submitted to the HOD The HOD speaks to the employee to probe possible reason(s) for resigning from the organization & decides on acceptance of the same. He then, forwards the resignation to HR recommending acceptance of resignation and the relieving date.
* The exit Initiation stage is to be ideally completed within 4 days of submission of the resignation Processing: (a) Separation On receiving the acceptance recommendation on the employee s resignation, HR runs a separation action in SAP to alert/flag the system on the employee An auto generated mail from SAP, on the subject, is sent to IT, Admin, Commercial, HR & HOD for information in SAP:
Clearance Form will be generated from SAP only on feeding the separation data like date of resignation, date of relieving etc.
(b) Clearance Each
process:
Office/Unit/Zone should have an Exit Process Owner from the HR who would be the single point of contact for the entire clearance process The Exit Process Owner explains the clearance process to the Resigned Employee & hands over the exit kit containing the Clearance form, FAQ s, and other Documents which will be of use to him Exit Process Owner co-ordinates with concerned depts. & thereby facilitating the employee to get all his necessary clearances (c) Handover of Responsibility: The employee will be required to comply with the below mentioned formalities on a date designated by the Reporting Manager/HOD: Handover charge of his job/duties to his Reporting Manager or any other person designated for the purpose
Handover
all manuals, agreements, process documents, project reports etc.
Provide pipeline
a report on jobs that are completed, pending as well as those in the
The employee is expected to ensure that the Company s assets, interests, project commitments, client-relationships, etc. are fully protected (d) Exit Interview:
Since employees decide to part with the organization due to varying reasons, it is organizationally important to diagnose the concern areas and take appropriate corrective actions to enhance the employee engagement conditions in the organization. Exit Interview serves as a key tool to receive uninhibited feedback on the employees experience with the organization both positive and negative. It is therefore important that Exit Interviews are conducted invariably for all exits and facilitated in a free and non-threatening manner On completion of the clearance process, exit interview is to be arranged by the exit process owner with a senior representative from HR /Business Operations who will not be the direct reporting manager of the employee A suitable date and time is to be fixed for the purpose preferably 2/3 days before the release and certainly not on the last day. The time and date for the exit interview is to be communicated to the employee atleast a day in advance The Exit interviewer should capture the Employee s feedback in the prescribed exit interview form The information on the exit interview is to be forwarded to HR for analysis / sharing with all concerned Business/HR leadership teams (e) Deactivations/Discontinuation All the entitled benefits of the employee will be discontinued with effect from the last working day at the close of business hour De-activation of Access card, EDC Card, Petro Card, email & SAP id (if applicable) will be done by the Admin & IT deptts. respectively as per recommendation of the Reporting Manager/HOD on the last working day at the close of business of Benefits:
hour *Activities from 1.2 (a) to 1.2 (e) should be completed before last 2/ 3 working days of the relieving date
(f) The
Full & Final Settlement:
Exit Process Owner notifies the payroll deptt. and submits the duly filled clearance form along with support documents (if any) for processing the F&F Payroll computes the F&F Settlement & forwards it to the Exit Process Owner for approval & necessary changes (if any) are reported to the payroll deptt Exit computation of the F&F amount Process Owner validates the
Post
Exit: (payouts/recoveries) to the
The Exit Process Owner communicates the F&F status employee In case the company needs to pay any dues to the employee, the payroll
deptt. instructs the accounts deptt. for cheque preparation The cheque is handed over or delivered to the employee at his communication address along with the F&F statement. Salary payable statement will be provided on employees request
Recovery of dues from the employee should be done on his/her last working day
Exit Process Owner fills in the checklist, which is a pre-requisite for issuance of the relieving letter & experience letter from SAP On final settlement, the Exit Process owner issues the relieving letter & experience letter, duly signed by the designated HR Manager, to the employee
*Activities in the Post Exit Stage should be completed in maximum of 15 days from the date of relieving the employee. Note: Notice period will be served by the employees as specified in the appointment letter Shortfall in Notice period will not be waived. However under special circumstances notice period can be considered for waiver subject to approval by Head HR only Payment salary towards shortfall in the Notice period is computed on Basic
(amended w.e.f 1st July 08)
General:
Relieving letter, Experience Letter and the Full and Final Settlement can be withheld at the discretion of the organization, if the employee abandons the services, does not comply with the notice period or the terms of employment contract and/or does not handover his responsibilities Relaxation to any of the conditions laid down in the policy will be allowed only with the approval of Head HR
The Policy can be revised/altered as per needs from time to time
Any issue/conflict arising out of the policy will be decided by Head HR
The Policy comes into effect from April
1, 2008
Future One
Dos on Future One. Dos. Try and keep your own picture as your profile picture. We know you look good. Why hide ?Keep your profile updated, we would love to know more of you.Do follow the company s policies and guild lines, while communicating through this new and exciting medium.Take responsibility for the content you publish on the site. Do protect your privacy. Do participate in the various exciting discussion forums the portal is meant for two way communication. Better, start one yourself.Do personalize your messages. Avoid mass-mailing. Or worse spamming.Do keep a polite and measured tone. Sarcasm never wins friends! Send an email, if you wish to communicate with an individual. However, for a larger audience, do share and post so that everyone benefits. Keep your personal information personal unless it s very important to be shared with everyone.Keep your social profile live and updated. Be the life of the party ! Since we never share anything that is confidential with everyone, the sensitive details of the company and some confidential projects can be kept away from the site.You re free to air opinions but remarks or comments on an individual that may hurt or discourage, could be avoided. Praise in public, reprimand in private applies here, too.Good communication and pleasing words always sound impressive.Do discuss topics that can engage everyone. Religion and politics are very personal and can be avoided as a discussion.Following strange links or installing any unknown application might crash your system... So it s best to avoid.Keep updating as often as possible, relevant information is always welcome. Do avoid clicking on links that don t look familiar to you.
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Gifts & Entertainment Policy
Scope: This policy establishes the management philosophy on business gifts & entertainment and defines guiding principles on the following: Types of gifts & entertainmentGuiding principles for accepting and offering gifts & entertainment Prohibitions on accepting and offering gifts & entertainment Approvals for accepting and offering gifts & entertainment Disclosures and recording of gifts & entertainmentImplementation review of Gifts & Entertainment Policy
This policy is applicable to all the Companies in the Group.
Objective: The policy defines standards and guidelines for accepting & offering gifts & entertainment to ensure that: Business ethics and fair practices are maintained in all business dealingsBusiness decisions are not unduly influencedGifts & entertainment do not result in violation of the law
Policy: Types of Gifts & Entertainment
1. The guidelines in this policy cover all business gifts & entertainment offered to or by the Company employees and would include the following: Gift articles/CertificatesMealsEntertainment including hotel & travel expensesExpense reimbursementsPersonal discounts on products if such discounts are not generally offered to the public Use of facilities & servicesLoans & advances (including below market interest rates on loans)Complementary services/benefitsGiving or receiving money or other cash equivalent as a business gift.
Guiding Principles for Accepting Offering Gifts Entertainment
2. Adherence to the highest ethical standards, honesty and integrity in the conduct of the business shall be the key guiding factor for accepting & offering gifts and entertainment. Offering business gifts is a customary way to strengthen business relationships and is a lawful business practice with a few restrictions. Employees of the Company may give and receive appropriate, lawful business gifts, provided that all such gifts are nominal in value and not given or received with the intent or prospect of influencing the recipient s business decision-making. The following principles shall be adhered to for accepting and offering gifts & entertainment:
A) Conflict of interest Acceptance and offer of gifts and entertainment should not result in conflict of business vis--vis personal interest. Gifts and entertainment should not influence an individual in his decision-making objectivity or in the performance of his duties. B) Reasonableness No gift or entertainment of substantial value shall be accepted or offered. The value of gifts & entertainment should be reasonable to demonstrate the intention of maintaining and enhancing business relationship & goodwill. A guideline on value is that which an ordinary person is not embarrassed to acknowledge receipt in public. The following types of gifts/entertainment could be considered as reasonable:
Gifts of small value, promotional items
Occasional meals of reasonable value
Invitations to cultural events, theaters, social gatherings, etc.
Reasonable travel expenses during business visits, such as hotel, meal, conveyance, etc. C) Apart from the value, the reasonableness of the frequency of the gifts and entertainment shall also be considered. Though, a gift or entertainment may be small in value, multiplicity of such gifts/entertainments added together could be substantial enough to
warrant exercising prudence.
D) Occasion Gifts & entertainment though reasonable in value (limits to be defined), offered on other than a justifiable occasion such as festive season (Diwali, Christmas, New Year, etc.), marriage, etc. shall be viewed carefully before accepting, to ensure that these do not result in conflict of interest. 3. Employees are expected to use prudence in evaluating the offer or acceptance of gift or entertainment. Following guiding principles should be considered: Whether the gift or entertainment is appropriate to the circumstance?Whether the gift or entertainment is appropriate to the business relationship the Company shares with the person offering or accepting gift/entertainment?Whether acceptance of gift or entertainment would be looked upon adversely by other employees and would appear unfair to other stakeholders?Is it possible to share the gift/entertainment with other employees?Whether acceptance of gift/entertainment would impact the quality of business decisions?Possible allegations of misconduct or breach of management trust
4. While offering the gifts or entertainment to customers or other individuals, it should be ensured that such gifts or entertainment are within the Organisation policy the individual represents. Prohibitions on Accepting and Offering Gifts and Entertainment 5. Acceptance
or offer of gifts & entertainment (suppliers, customers, competitors, contractors, consultants, marketing agency etc.) of the following nature shall be prohibited: Gifts/entertainment of unlawful nature resulting in violation of lawGifts/entertainment of immoral nature such as lewd or offensive offersGifts/entertainment offered or accepted in return for awarding a contract for purchase/sale of goods or servicesAccepting offers of expense-paid trips for pleasure from persons or firms with whom the Company/Group maintains or may establish a business relationship.Cash or cash equivalents (including gift certificates, securities, below market interest rates on loans etc.) Approvals for Accepting and Offering Gifts and Entertainment 6. Acceptance or offer of the following types of gifts & entertainment would require prior approval of the Group CEO /Managing Director of the individual Group Company; Unusual & expensive gifts/entertainment, where the employee is doubtful of acceptance/offer. However, such gifts & entertainment should not result in conflict of interest and should not fall in prohibited category as mentioned in this policy. While approving such gifts & entertainment, the principle of moderation and proportion shall be followed.Providing gifts, meals, entertainment, transportation, lodging or facilitating/speed payments to Government officials/departments Disclosures & Recording of Gifts & Entertainment
7. Employees receiving/offering gifts and entertainment within this Policy shall report them to the immediate higher authority. All such gifts
shall be properly recorded and deposited with the HR team.
8. Gifts or entertainment offered to the Company employee not in conformity with this Policy, shall be rejected forthwith and will be reported to the immediate higher authority.
Implementation Review of Gifts & Entertainment Policy 9. To ensure adequate and complete implementation of this policy, internal audit reviews shall be carried out at least annually. Policy Review 10. The policy shall be reviewed periodically for modification based on change in business practices.
Internal Job Posting
Background:
With the rapid growth of the organization in the last few years, we have been able to build a great team, with orientation to our organizational culture, across different businesses and geographies. This has created a potential internal job market with varied
skills/expertise that we can leverage on for fuelling our future growth and meeting our employees aspirations. The organization s philosophy has always been to encourage the employees for their professional and career development. To that end, the Organisation has established an Internal Resourcing process to cater to the growing need of skilled manpower across different businesses.
Objective: The Policy on Internal Resourcing aims to: Provide a platform for internal employees to achieve their career aspirationsEnable the Organisation to leverage on the experienced and culturally oriented internal employees Define eligibility criteria and a clear process guidelines for considering employees as per this policy Scope:
The policy covers all positions in Bands 1 to 4 of PRIL , FVRL,Subsidiaries and the JVs. All employees on the permanent rolls of the company and fulfilling the following conditions are covered under the policy. On roll employees in PRIL, FVRL or Subsidiary companyPossessing at lest 1 year continuous service in the organizationPut in at least a year s service in the current role / locationRated 3 (in the 5 point scale)in at least one of the last 2 Annual Appraisals Process: Posting of Vacancies: All vacancies including the replacements, as per ABP/sanctioned manpower, are to be notified to the HO HR by the concerned business/Unit HR Team. They should provide full details of the position along with Job Specifications. The vacancies will be advertised centrally by the HO - HR only, through e-mail to appropriate groups of employees as well as the Future Bytes. The Jobs will be kept open for a
week for employees to respond. Application: The eligible employees as per the above criteria and those meeting the Job Specs of the advertised position: Can apply directly for the Jobs advertised in the prescribed format.He should send a copy of his application to the Reporting Manager and Local People Officer based at Store/ZO/HO.Separate applications to be sent for different positions in case the employee wishes to apply for multiple vacanciesThe applications are to be sent to the mail id given for each of the positions. Selection Process: All those meeting the criteria will be short listed for Interview by the Hiring Function/ Business Unit , which will be coordinated by the concerned Local People OfficerThe selection of applicants are not automatic - they have to be selected by the Hiring Deptt/Function/Business after meeting/ interviewThe selected employee/his Local People Officer will be informed by the Hiring Unit s People Officer Employees not selected through this programme should also be informed by the People Officer of the Hiring Unit Relieving of the Selected Candidates: Once the communication is received by the Local People Officer of the Selected employee, they need to process for the release of the employee within a reasonable period/within time lines stipulated below: The Selected employee is to be compulsorily released as soon as possible but within 45 days of the communication, to take up the new position.The Originating function of the selected employee will not make any attempt to retain the employee through any Counter OfferIdentification of his replacement and facilitation of a smooth hand over and transitionIn case of a Inter Company transfer, the employees clearance and other formalities for Full and Final Settlement be completed before he is released Appointment at the New Unit:
The Hiring Unit should issue a transfer letter in case there is no company change and a new appointment letter to the employee along with the applicable salary structure of the Company/Unit.The salary is to maintained at the new place and any review can be done only during the subsequent Appraisal/Increment or Mid Year cycleBenefits as applicable to him / new role/location is to be maintained/extendedSelected Employees are to be taken in the same band or equivalent level irrespective of the Band advertised. Any review on this is to be done only during the subsequent Appraisal /Mid Year CycleIn case of relocation of the employee, all Relocation benefits as per policy will be provided to the employee by the Hiring Unit General: All employees selected under this programme are to be invariably released for the new position in the time lines prescribed Employees selected under the scheme will get continuity of service and the resultant benefits as applicable, within the groupRelaxation to any of the conditions laid down in the policy will be allowed only with the approval of Head People OfficeThe Policy can be revised/altered as per need from time to timeAny issue/conflict arising out of the policy will be decided by Head People Office

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Working Hours

Monday to Saturday 10:00 am to 6:00 p.m.

Lunch Break 30 Minutes for a full work day

Weekly off Sundays 2nd and 4th Saturdays

register as per the Shops and Establishment Act.

Probation & Confirmation

Band 5B Head 8 Lacs Rs.28,000 /-

Band 5A Chief 6 Lacs Rs.21,000/-

A B C D=(C*B)/A E= B-D F=D+E

800,000 28,000 700,000 24,500 3,500 28,000

Band Maintenance Charges (Per Month)

Band Position Petrol / Diesel / Gas(LPG / CNG) Limit (Litres / KG pm)

Band 5B Head 225

Band 5A Chief 200

Band 4B Senior Manager / Area Manager Ops 150

To take care of communication needs for business & exigencies Applicability:

Band Handset Limit

**Rent / Call Charges Limits per month Maintenance charges (p.a)

Band 05 Upto Rs.12,000 /Upto Rs.1750/Upto Rs.1000/-

Band 04 Upto Rs.7,000 /Upto Rs.1000/Upto Rs.750/-

Upto Rs.3,000 Upto Rs.500/Upto Rs.500/-

Band 01 & 02(Need Basis )

Upto Rs.500/Upto Rs.350 N.A

** Amendments w.e.f 01st September 09.

COMPANY BUSINESS FOREIGN TRAVEL RELATED LIMITS

Maximum limit per day (US$)

Tel / Fax to office

Air (Economy Excursion Fare)

Air (Economy Excursion Fare)

Air (Economy Excursion Fare)

Air (Economy Excursion Fare)

COMPANY BUSINESS TRAVEL RELATED LIMITS (WITHIN INDIA) Annexure B

Lodging (excluding tax) Boarding (Includes Food+ laundry expenses)

Band 05 Y class (air) / 2a / 3a A+ A B C 6,800/5,500/5,000/4,700/1,150/875/700/600/AC Taxi AC Taxi AC Taxi AC Taxi

Band 04 Y class (air) / 2a/ 3a A+ A

B C 4,700/3,800/3,000/2,100/950/825/700/600/Non AC Taxi Non AC Taxi Non AC Taxi Non AC Taxi

Band 03 Air Y class 2a / 3a A+ A B C 3,000/2,400/1,700/1,300/-

700/550/475/400/Non AC Taxi Non AC Taxi Non AC Taxi Non AC Taxi

Band 02 2a / 3a / Bus A+ A B C 2,000/1,500/1,200/1,000/500/350/300/275/Bus/Train Bus/Train Bus/Train

Band 01 SL / Bus A+ A B C 1,500/800/700/500/425/300/275/225/Bus/Train Bus/Train Bus/Train Bus/Train

Only in case of non-availability of Bus / Train / Public transport for

COMPANY BUSINESS TRAVEL RELATED LIMITS

Band Local Conveyance (within the City / location of work) At Actuals

Band 05 Taxi / Metered Taxi/Auto

Band 04 Taxi/ Metered Taxi/Auto

Band 03 Auto/ Train First Class

Band 02 Train / Bus

Band 01 Train / Bus

FUEL REIMBURSEMENT (during local travel)

All local conveyance disbursement will be on fortnightly basis.

Authorize and empower employees to represent the company.

Band 3 & above All employees

1,174 i.e. {1300/31 * (3103) }

1st week of Sept.

713 i.e. {1300/31 * (31-14) } 1st week of Sept.

To encourage Karta Culture

To assist confirmed employees to finish their education

Policy Effective date: 1st May 2010 Entitlement :

Band 01 Sales staff 15,000/-

Band 02 ADM/ DM/ Backend support 25,000/Executive/ Sr. Executive 35,000/-

Band 03 ASM/ SM 35,000/Deputy Mgr/ Assistant Mgr 55,000/-

Karta/Unit Head/Area Mgr 1,00,000/Sr. Mgr/ Mgr 1,50,000/-

Head/ Chief/General Manager/ Business Manager/President/Vice President 3,00,000/-