hr manual-1

8/2/2019 HR Manual-1

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HUMANRESOURSE

MANUAL

POLYGONPOLYGONPOLYGONPOLYGON invotec


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1. ORGANISATION:

1.1 ORGANISATION CHART & JOB DESCRIPTIONS:

All the functions & their inter-relations are depicted in the organisation chart.

Organisation Chart is updated as and when changes in the organisation reflects the positions markedthere-in.

Job descriptions are defined in Function Allocation Charts which is a part of the organisation chart.

1.2 DESIGNATION LADDER:

The designation Ladder is as follows Workmen Grades-

Helper - H Semi Skill Workmen SSW Skilled Workmen SW Highly Skilled Workmen HSW Inspector - I Group Leader - GL Supervisor - S

Staff Grades Peon - P Office Assistant - OA

Executive Grades Executive-Grade-1 EG1 Executive-Grade-2 EG2 Senior Executive - SE

Middle Management Grades Manager-Grade-1 MG1 Manager-Grade-2 MG2 Senior Manager - SM

Management Grades Chief Manager - CM Deputy General Manager - DGM General Manager - GM Senior General Manager - SGM

Vice President - VP Top Management Grades

Executive Vice President - EVP Chief Executive Officer CEO Director - D Chief Managing Director - CMD

1.3 AUTHORISATION MATRIX:

Authorisation Martix will be released person specific from time to time. It defines the signing authority of the person in financial terms i.e. Cash Vouchers, Invoices, Purchase

Orders etc. as well as documents like Appointment Letters, Work Orders, Desgin/ drawings, Letters/

communications etc. For example following format will be utilised


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Person Designation ExpenseVouchers

PurchaseOrders

HR Benefits Loans/Advances

KrishnaParker

Manager-Accounts


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2. EMPLOYMENT

2.1 APPOINTMENT:

The candidates desirous of jobs will be selected only through an Interview & selection process.

An offer letter will be given to the candidate which will clearly mention the Training period, Probationperiod and Confirmation terms. It will also mention the compensations at respective stages & theproposed date of Joining. The candidate will sign the offer letter as a token of acceptance. E-mailacceptance can be admitted.

On joining he will be given an appointment letter. All employees will undergo an induction programme on joining.

2.2 TRAINING/ PROBATION:

Fresh Candidates will undergo a Training Period of 6 months. After which they will undergo a probationperiod of 6 months.

Experienced candidates will directly undergo a probation period of 6 months. In case the candidate previous experience is not related to the job under consideration, he/she will

treated as fresher for the job & will have to undergo Training + Probation period.

The compensation paid for Training & Probation period will be negotiated & indicated to them employeeat the time of Joining. The same will be termed as Stipend.

After successful completion of Training + Probation period the employee will be confirmed in to regularservice & will be entitled for all the provisions of the employment terms.

2.3 CONFIRMATION:

On successful completion of training period, the employee will be confirmed in regular employment. In case the performance during training/ probation period is not satisfactory, the employee will be

intimated from time to time during his appraisal for improvements and will be supported in all possibleways. An extension of training period for further 3 months may be provided if required. If still theperformance is not upgraded, the person will not be confirmed.

2.4 TRANSFER:

The employment of any employee is transferrable to any location in India/ Abroad any time in thefuture.

The Office regulations, pay structure & other terms as in force at the new location will be applicable.2.5 RETIREMENT:

The Retirement Age is 58. In case the company needs & the employee is willing & needy, company may provide him an

opportunity to work on contractual basis.

The terms and conditions of the contract will be framed specific to the situation at that time.2.6 RESIGNATION:

Employee has to give 2 months advance notice before resignation. In absence of such a notice, thecompany will recover the amount equal to 2 months gross salary from him.


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During the notice period, the employee will not be entitled to take CL & EL. He can only take his SL asper the SL rules.

All his CL & EL will be forfeited. It is at the discretion of the company, the nature of work to be allocated to the employee during the

notice period.

2.7 TERMINATION:

Similar to Resignation, the employment can be terminated by the company without any reasons there-off with 2 months notice.

The Notice period can be reduced in lieu of 2 months gross salary. During the notice period, the employee can consume his CL, EL & SL as per normal rules of the

company.

If the employee is Absent ABS without intimation for more than 30 days, then the employeesemployment stands Terminated. An amount equal to 2 months of his salary will be recovered from him.

2.8 EMPLOYMENT BOND / ORIGINAL CERTIFICATE:

The company does not believe in any kind of Bond or restrictive measure on recruitment & employmentof people.

However if a specific training programme/ overseas assignment/ significant expense has to be done ona specific need of the company, and the employee is willing to undertake a bond, the same can beexecuted to both, safeguard the interest of the company, and also enable willing & capable employeesgrab the opportunity to learn.

The Bond may be in a monetary form or deposition of important personal documents in origin likeLeaving Certificate, Ration Card, Pan Card, Original property card etc. as mutually agreeable. Amutually signed agreement will be executed to that effect. All legal expenses will be borne by thecompany.


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3. ATTENDANCE & LEAVE

3.1 TIMING:

9am to 6pm (for Office) Management may allocate a different set of timings/ shifts to a particular individual depending upon his

work requirements & management requirements.

3.2 LUNCH BREAK:

1:00pm to 1:30pm.

3.3 TEA BREAK:

10:45am to 11:00am and 3:45pm to 4:00pm.

3.4 WEEKLY OFF:

Sunday. (For office). Management may allocate a different weekly off to a particular individual depending upon his work

requirements & management requirements.

3.5 FESTIVAL HOLIDAYS:

Festival Holidays = 10 days.

Day Year 2009 Year 2010 Year 2011 Year 2012

Republic day 26/1/2009

Holi 11/3/2009

Maharashtra Day 1/5/2009

Independence Day 15/8/2009

Ganesh Chaturthi 23/8/2009

Dassera 28/9/2009

Diwali Laxmi Pujan 17/10/2009

Diwali Padwa & Bhaubij 19/10/2009Christmas 25/12/2009

Optional 1 day

3.6 LEAVE:

Leave : Total 25 per calendar year (Jan to Dec).

Sick Leave SL = 8 Casual Leave CL = 5 Earned Leave EL = 12

Other Terminologies o Leave Without Pay (LWP)o Absent (ABS)


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o Compensatory off (Comp OFF)

3.7 SICK LEAVE (SL):

Sick leave is for emergency sickness If more than 2 days consecutive days sick leave, employee should bring doctors certificate Sick leave can be accumulated for 3 years i.e. Max ceiling limit = 24 Sandwich sick leave will consume the sandwich days also i.e. 1 SL between 2 holidays or 2 SL between

1 holiday will consume 3 days SL.

For employee joining in between the calendar year, the SL will be computed on pro-rata basis &rounded to the next half day.

3.8 CASUAL LEAVE (CL):

Casual leave is for planned personal work. Needs to be sanctioned 3 days in advance. Can be taken max 2 consecutive days at a time. Cannot precede or follow immediate to SL or EL If not consumed during the year, the same gets converted into EL & gets added in the EL For employee joining in between the calendar year, the CL will be computed on pro-rata basis &

rounded to the next half day.

3.9 EARNED LEAVE (EL):

Earned leave is meant for Long Holidays. EL can be taken min. 3 days and maximum up to available balance EL EL can be taken max. 3 times in a year. EL can be accumulated for 3 years i.e. max ceiling limit = 36. Sandwich Leaves are not counted in EL EL can be en-cashed in excess of 12 days. i.e. while en-cashing EL the employee should be left with 12

Leaves. Also, while en-cashing EL one needs to actually consume equal amount of EL. Example Ifone has 22 days EL balance, then keeping 12 leaves balance he can consume 5 days & en-cash5days; 5+5+12=22

Encashment will be @1.5 times his one-day Basic Salary (1 day basic = Monthly basic / 30 days) EL cannot be en-cashed on resignation. Employee will be entitled for EL after completion of 1 year of service. For employee joining in between the calendar year, the EL will be computed on pro-rata basis &

rounded to the next half day.

3.10 LEAVE WITHOUT PAY (LWP):

Leave without pay is sanctioned only for genuine reasons like long sickness at the discretion ofmanagement if the employee has exhausted all his CL, SL & EL.

LWP can be sanctioned only on advance intimation. It will be deducted @ 1 day gross salary i.e. (Monthly Gross salary / 30 days) x no. of days of LWP. He will not get any of his allowances/ incentives/ performance pay during this period.

3.11 ABSENT(ABS):


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Employee will be deemed Absent if he remains away from work without intimation and he hasconsumed all his CL, SL & EL

It will be deducted @ 1.5 times his daily gross salary i.e. (Monthly Gross salary / 30 days) x 1.5 x no. ofdays of ABS.

If ABS is more than 5 days in a calendar year then the employee will not be entitled for SalaryIncrement due in the next year.

If ABS > 30 days, then the employees employment stands Terminated. An amount equal to 2 months ofhis salary will be recovered from him.

3.12 COMPENSATORY OFF (COMP OFF):

In case the employee is required to work on Weekly off day of Holiday for a full working shift, he cantake a Comp Off.

Comp Off has to be taken within 5 working days, failing which it will lapse.

3.13 LATE COMING:

A grace period of 10 minutes is allowable in the Morning reporting. Similarly it is expected that the employee works at his workplace till 6:00pm. Out punching before 6:00

pm will be treated as early going.

A maximum of 2 Late coming or early going up to 1 Hour (i.e. Up to 10:00am in the morning & 5:00pmin the evening will be condoned.

Any other Late above 9:10 am till 1:30pm or early going after 1:30pm will be deducted as day CL Late beyond 1:30pm and early going before 1:30pm will be deducted as 1 day CL. If CL is consumed, then EL will be deducted. If CL & EL both are consumed, then SL will be deducted. In case all CL, SL & EL are consumed, the LWP will be applicable.

3.14 LATE SITTING:

As a policy, the company does not encourage Late sitting after 6:00pm & wants employees to rest & bewith their families.

However in case of exigencies, an employee may be required to work late at instructions from hissuperior/ management. However there will be no compensation for the extra time.

Such an extra working will be recorded in daily exception report & will be counted during performanceevaluation, increments & promotions.

It is expected that the employee discharges all his responsibilities in the stipulated working hours. If anemployee decides to sit late on his own for completion of his pending work purpose the same shall notbe accounted for and in fact considered as his inefficiency or incompetence.

However an employee may sit late in office for study/ knowledge up-gradation with prior intimation to hissuperiors.


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4. COMPENSATION STRUCTURE.

4.1 SALARY STRUCTURE:

The Gross Salary will be constructed as follows

o Basic Salaryo HRA = 50% of Basico Special Allowance

Conveyance will be reimbursed in cash depending upon the negotiated salary. Monthly conveyance willnot be deducted in case of normal Leave i.e. CL, SL & EL. However in case of ABS or LWP it will bededucted as per (Monthly Conveyance/ No of planned working days) x no of days ABS or LWP.

4.2 PROFESSION TAX:

Profession Tax will be deducted from the employees as per the govt. rules and regulations.

4.3 INCOME TAX:

Income Tax will be deducted at source & Form16 will be provided at the end of the year.

4.4 SPECIAL SAVING SCHEME:

An amount equal to 10% of the Gross Salary will be deducted from the employees salary every month. The same will be paid to the employee with cumulative interest rate of 10% P.A. at the time of

separation.

If the employee successfully completes more than 3 years of employment, the company will pay anadditional amount equal to the principal amount of the employee.

The company reserves the right of not paying the company contribution in case of uncomfortableseparation on account of Fraud, Theft, illegal deeds, divulgence of companies intellectual property,joining direct competitors or any other activity detrimental to the interest of the company.

4.5 EMPLOYEE STATE INSURANCE (ESI):

Company shall enrol into ESI scheme as per the Government rules regarding its applicability to ourorganisation.

All eligible & willing employees as per the rules shall be enrolled.4.6 PROVIDENT FUND (PF):

Company shall enrol into PF scheme as per the Government rules regarding its applicability to ourorganisation.

All eligible & willing employees as per the rules shall be enrolled.

4.7 INCREMENTS:

Increments will be given Annually w.e.f. 1st of April of the respective financial year.


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An average increment figure will be decided by the management based on the last year performance,previous years trends & subsequent year projections. This average increment amount will be distributedamongst employees varying in proportion from 4% to 18% depending upon the performance of theperson & performance appraisal form duly filled by the employee & his immediate superior.

The computation of increment figures may take some time after 1st April in order to compile the financialresults & appraisal forms. Hence announcement of increments may be delayed but not beyond 2months i.e. increments may be announced and distributed in the 3rd Month salary of that year. Arrearsw.e.f. 1st April will be paid to the employees without interest.

If the decision of increment is delayed beyond that, the company will pay 10% simple interest on theamount for a period starting from 1st April till the date of disbursement of the increment arrears.Management reserves the ultimate right to decide whether to pay or not to pay the interest.

Increment may not be given if the employee defaults in absenteeism & disciplinary policies mentionedelsewhere in this manual.

The Managements decision on the amount & disbursement of increment will be final. Management reserves the right to hold the increments for that year in case the company incurs loss due

to circumstances beyond the control of the company example global recession, war, natural calamities,government policies, uncontrolled inflation etc.

Increment will be distributed appropriately in all the three components of salary i.e. Basic, HRA andSpecial Allowance.

4.8 SPECIAL INCREMENTS:

Special Increment are granted under exceptional situations like recognition of extreme performance,retention of exceptional talents etc.

Decision for special increment is solely at the hands of management. Special increment will be distributed appropriately in all the three components of salary i.e. Basic, HRA

and Special Allowance.

4.9 PROMOTION POLICY:

Promotions will be given on the basis of Performance appraisal report & the need of the company. It willnot be time based nor seniority based.

The management will decide on an annual budget of Promotion w.r.t the monetary amount & no ofpositions for promotions needed for proper functioning of the organisation.

Based on the budget, the best deserving personnel will be selected for Promotion. The Promotion may or may not accompany a Designation Change. Increment in Salary on account of promotion will be distributed appropriately in all the three components

of salary i.e. Basic, HRA and Special Allowance.

Promotion may be granted at any point of time in the year. Promotion may not be considered as There will be no favouritism in granting of promotions. Promotion should not be considered as a right of the employee nor may be compared with the other

employee.

4.10 DESIGNATION/ GRADE ELEVATION:

A change in designation is an appraisal of equal stature as Promotion except that it does notaccompany with a Salary Increment.

The Employee may get recognition with a Designation Change based on his Performance appraisalreport.


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4.11 OUTSTATION ALLOWANCE:

Deputation of personnel involving overnight stay will be treated as out station deputation. The person is entitled to Short-term Deputation Allowance.

25% of allowance is towards Food. 25% of allowance is towards Personal Allowance 50% of allowance is towards accommodation. Conveyance will be paid at actual. The employee needs to produce a Deputation Report to claim the allowance. In case the cost of accommodation is more than 50% allowance, he/she can claim it at actual with

proper supporting documents. A prior sanction is necessary for the same.

Departure - If the employee departs before 9:00am he is entitled for 100% of allowance, between9:00am to 1:30pm 75% of allowance, 1:30pm to 6:00pm 50% of allowance & after 6:00pm 25%allowance.

Arrival - If the employee arrives before 9:00am he is entitled for 25% of allowance, between 9:00am to1:30pm 50% of allowance, 1:30pm to 6:00pm 75% of allowance & after 6:00pm 100% allowance.

On the day of return which does not involve any stay, accommodation allowance will be deducted. There will be different allowance structure for Metro & Non-Metro Cities.

Example :

If the Daily Allowance of the person is Rs. 600/-. He departs at 2:00pm on day-1. Travels by train overnight.Reaches site by 11:00am on day-2 & works till 10:00pm. Customer arranges for his stay & food that night. Worksfull day on day-3. Stays in Hotel for Rs. 475/- per night & pays for his food from his pocket. On day-4 he departsfrom site at 3:00pm & reaches Mumbai on day-5 at his residence at 8:00am on fourth day.

His Allowance computation will be as follows

DAYSTARTTIME

END TIMEALLOWANCEPERCENTAGE

ALLOWANCEENTITLED

REMARKS

1 14:00 24:00 50%75 + 75 + 150 =300/-

Start from Mumbai. Travel Overnightby Train

2 00:00 24:00 100%150 + 150 +300 = 600/-

Reached Site at 11:00am, Worked till10:00pm. Customer arranged forLodging & Boarding.

3 00:00 24:00 100%150 + 150 +

475/- = 775/-

Worked at Site from 9:00am to6:00pm. Stay in Hotel. Stay bill Rs.475/- enclosed.

4 00:00 24:00 100%150 + 150 +300 = 600/-

Departure from Site at 3:00pm, TravelOvernight by Train.

5 00:00 08:00 25%37.5 + 37.5 +75 = 150/-

Travel overnight by train & reachedhome @8:00am

TOTAL ALLOWANCE 2425/-

4.12 LTA:


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The company encourages recreation to employees to get out of stress & to foster a better family life. The employees will get a reimbursement of too and fro 2nd class train fare for himself & his family (2

children & dependent parents) subject to a ceiling limit of Rs.3000/-

This has to be taken in conjunction with at-least 3 Earned Leaves (EL). This facility is available once in a year. However the employee can accumulate it for 2 years & can avail

the facility to gather i.e. Rs.6000/- ceiling limits. In case the employee doesnt avail the facility in the next year, the same will be lapsed. This amount cannot be traded off against any other benefit or cash. Only confirmed employees are entitled for this facility.

4.13 BONUS:

The company will follow all the provisions deemed necessary as the Bonus Act as applicable to it. Till the time Bonus Act is not applicable, company will pay 1 Basic Salary as Bonus for the year. The Bonus will be distributed during the Diwali function. This facility is available to only confirmed employees. For trainees and probationaries, company will decide some amount which will be distributed along with

Diwali Gifts.

4.14 PERKS:

As per the needs of the company, the capability of the employee to measurably contribute to the growthof the company, retention of talents and the scenario in the market, the company will give perks as apart of compensation.

All necessary deductions as per the Income Tax rules shall be executed. Examples of perks are

o Car Schemeo Petrol allowanceo Company rented accommodation.o Club membershipso Dinner vouchers.o Etc

The detail scheme of perk will be designed & worked out as and when to be made applicable & will becommunicated to the employee in the form of a Letter. The scheme will be unique to that person & neednot be documented in the HR Manual.

The perks are not grade or designation based but mainly based on the part of negotiation of thecompensation.

Perks granted to one employee shall not be treated as entitlement nor shall be compared with that ofthe other employee.


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5. OTHER BENEFITS

5.1 INSURANCE:

Company may provide group insurance to employees on 50:50 participation in case more that 70%employees vote for the same. The best terms available in the market will be selected so as to give themaximum benefit to the employees.

For employees working in high-risk areas, company shall provide accident & life cover insurance. Thedetails will be formulated when need arise & as per the insurance scheme available from the insurancecompanies.

5.2 SALARY ADVANCE:

Employees can take Salary advance to the extent of 30% of the monthly gross. The same will be deducted from the Salary payable at the end of the month.

5.3 EMERGENCY LOANS:

Company may grant personal Loans to employees in case of urgencies & dire needs say Medicalreasons, education of Kids, personal emergencies.

Employee need to make an application to that effect clearly mentioning the need, duly endorsed by hisimmediate supervisor.

The maximum limit for such sanction is equal to 1 time his gross Salary. The loan will be granted at a soft interest of 6%PA on reducing balance basis. The employee will have to repay this loan within 6 months. The deduction amount will be 1/6th of loan

amount plus 6%PA / 12months = 0.5 % per month interest on outstanding as on that date.

Eg. If the employee takes a loan of Rs.600/- on the 10

th

of this month, then at the end of the monthRs.100 + 600 x (6% / 365days x 21 balance days) will be deducted from his Salary. On the next monthend, Rs. 100 + 500 x (6% / 365day x 30 days) will be deductedand so on for 6 months.

No security is required for this loan. If the employee leaves service in between, the outstanding withaccrued interest will be recovered from his dues.

This facility is available to employees only after completion of 1 year of service.5.4 SPECIAL LOANS:

Company may grant special personal Loans to employees in case of special & dire needs say Housing,Medical reasons, education of Kids.

Employees who have completed more than 5 years of service are eligible for this loan. Employee need to make an application to that effect clearly mentioning the need, duly endorsed by his

immediate supervisor.

The maximum limit for such sanction is equal to10 times his Monthly gross Salary. The loan will be granted at a soft interest of 6%PA on reducing balance basis. The employee will have to repay this loan within 60 months. The deduction amount will be 1/60th of loan

amount plus 6%PA / 12months = 0.5 % per month interest on outstanding as on that date.

Eg. If the employee takes a loan of Rs.60000/- on the 10th of this month, then at the end of the monthRs.1000 + 60000 x (6% / 365days x 21 balance days) will be deducted from his Salary. On the nextmonth end, Rs. 1000 + 59000 x (6% / 365day x 30 days) will be deductedand so on for 6 months.

This is a secured loan & the employee has to provide a guaranter & has to submit at least two originaldocuments of self & guaranter like Ration Card, Passport, Original documents of owned house etc.

The employee has to sign an undertaking in a prescribed format & all the legal charges will be borne bythe employee.


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If the employee leaves service in between, the outstanding with accrued interest will be recovered fromhis dues.

5.5 MEDICAL FACILITIES:

The company has appointed a Panel Doctor to provide medical care.

The Doctor is available for consultations as per his Clinic Timings. Company will bear the cost of consultation & medicines issued from the Clinic. Medicines prescribed by the Doctor to be procured externally will have to be procured by the employee

on his own.

Employees should visit the Doctor in timings other than their duty hours. However in case a sickness orinjury develops during the working hours, the employee may take approval from immediate supervisorto visit the Doctor.

This facility is applicable to all employees, trainees & probationaries.5.6 MOBILE PHONES AND SIM CARDS:

Company will provide SIM cards & Cell phones to employees whose function demands communicationwith the external world & internal coordination while on the move.

Employee needs to fill up a form to that respect duly authorised by immediate supervisor & HR. The SIM card is the property of the company & will be returned at the time of separation. Company will provide a Handset worth Rs. 1800/- max. once in 2 years to the employee. If the employee desires to purchase a higher end phone, company will pay additional amount up to a

maximum of 4000/- Rs. to the employee as an interest free loan to purchase the phone.

This difference of up to Rs. 4000/- will be recovered from the employee salary in 8 equal monthlyinstalments of Rs. 500/- each (interest free). Employee should produce a quotation in order to avail theloan & should submit a photo-copy of the purchase bill as an evidence of purchase.

Employee may however buy a further higher end mobile phone at his own cost & investment. If the employee resigns before completing 12 months after issuance of the mobile phone, Rs.1800/- willbe recovered from his dues. The mobile handset is the property of the individual & he is solely responsible to maintain it and keep it

alive.

In case the cell phone is lost or broken down, the employee has to promptly purchase a new phone athis own cost within 3 days & bring back the SIM card to life.

The employee who has been issued SIM card can claim Rs. 100/- per month recharge for catering toofficial local calls. Any additional usage charges will be borne by the employee.

When on tour, the employee can claim the charges on account of roaming network, Local/STD/ISDofficial calls.

It is the responsibility of the employee to maintain the cell live & recharge the SIM before expiry of talktime.


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6. CELEBRATIONS & RECOGNITIONS

6.1 OFFICIAL CELEBRATIONS:

Birthday Celebrations:

o Employee will be given a birthday card & a bouquet of behalf of the company.o A small felicitation will be performed during the morning tea time.o Chocolate will be distributed on behalf of the company to all employees present during this

felicitation.

Diwali Celebration:o Diwali will be celebrated on the Last working days prior to Diwali Holidays from 5:00pm to

7:00pm.o 1 Diwali Gift & 1 Pack of Sweets will be distributed to the employees.o Diwali Bonus will be distributed on this occaission.o Refreshment will be served to all employees.

Dassera Celebration :o A pooja of all tools & instruments will be performed on Dassera Day Morning from 9:00am to11:00am.o Sweets & Snacks will be distributed on that occaission.o It is optional for the employees to attend this programme. However Service staff required to

organise this programme need to attend.

Annual Day/ Picnic :o Company Annual Day will be celebrated

6.2 AWARDS AND RECOGNITIONS:

Best Employee Award.o Following Criteria will be applicable for selection of Best Employee

Punctuality & Attendance Performance Appraisal Report Discipline & Conduct Special Acheivements. Major Cost Saving. New Business (for Non-Sales employees) Educational Pursuit

o A Score card will be prepared for each employee & Best Employee will be the one with themaximum score.

o It will be in the form of a Trophee plus a Gift.o This award will be given on the annual day.

Best FPY Award.o This award will be given to the employee (workmen) with the maximum First Pass Yield (FPY)o It will be in the form of a Trophee plus a Gift.o This award will be given on the annual day.

Best Engineer Award.o This award will be have following selection criteria

No of Projects Handled Monetory Value of projects turned out. Creativity & application of mind. Innovative Ideas contributed. Team Player


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o It will be in the form of a Trophee plus a Gift.o This award will be given on the annual day.

Best Sales Awardo This award will be granted to Sales Engineer with the maximum sales volumes in Rs. in the

last financial year.o In case a particular product has high quantity & less monetory value, assigned to a particular

sales personnel, the same may also get due consideration.o It will be in the form of a Trophee plus a Gift.o This award will be given on the annual day.

Merit Reward.o Merit Reward is a monetory reward to an employee.o It will be given in extra-ordinary situation where it the employee has..

bagged an exceptionally big order completed an extremely difficult project. worked under extremely difficult conditions with resilience. given a large savings to the company maximised the SM with his skills & ideas. saved the face of the company in a critical situation demonstrated exceptional leadership skills. etc.

o The amount will be decided by the management.o Merit Reward may be given at any point of time in the year.


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7. TRAINING AND KNOWLEDGE UPGRADATION.

7.1 TRAINING & KNOWLEDGE UPGRADATION POLICY:

The Company firmly believes in providing training and learning opportunity to employees.

Every employee will spend a cumulative of 10 days per annum in training. Every week, preferably Saturday, 4 Hours will be spent on Training. This weekly training will be in the form of session by external/ internal faculty, knowledge sharing by any

employee to the group, cross-functional knowledge sharing, formal presentation of successfullycompleted project by respective person, educational films, training from principals etc.

Apart from the weekly training, time to time company will engage external faculty to provide extensivetraining on subjects like Motivation, Leadership, Personality development, specific technical subjects,software etc.

Company will also organise training programmes for Clients & their employees not limited to businessneeds.

Company will also organise at least one one-day programme in a year for social causes like CareerGuidance to SSC/HSC students, Personality development programme etc.

All employees will identify their training needs in their Employee Dialogue forms & Employee HistoryCards duly endorsed by their immediate superior. Based on these needs identified, the company willprovide the training through any of the above mentioned mechanism.

Company also encourages part-time education/ distance learning & will promptly provide any NOC/Clearance from its side if it is a part of the requirement of the Institute. However employee needs toattend such programmes beyond the stipulated working hours.

Company may sponsor external training programmes if it is a part of requirement of the Job of theemployees & the employee is desirous & deserving.

7.2 TRAINING BUDGET:

Company will budget an amount equal to 5% of its annual salary outgoings for training purpose.

7.3 LIBRARY:

As a measure to increase knowledge exchange, the company has provided a library in the conferenceroom consisting of technical books, management books & best sellers. The employee can refer to thisbooks for official use during office hours.

For personal reading, the book may be issued to the employee by HR for a maximum of 15 days afterwhich the employee has to return it.

On separation, books not returned if any, will be recovered from his dues to the extent of purchase priceof the book.


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8. CODE OF CONDUCT:

8.1 DRESS CODE:

Employees should be decently dressed as per the generally accepted attire & customs of the region. Dressing should not reflect a communal inclination. Employees should come to work in a neat and clean attire and decent appearance, well-combed hair,

well shaved or decently bearded.

Dressing should not be Vulgar. Gentlemen should wear Should wear well polished shoes & Ladies formal footwear in harmony with the

dress.

Employees provided with uniforms should maintain their uniforms neat and clean, well washed & ironed.8.2 UNIFORM:

Where-ever necessary, company will provide uniform to employees duly branded. Employee should maintain their uniforms wash, clean & ironed at their cost. Company will provide a set of 2 uniforms once in every 2 years. The old uniform will be returned to the company. The same will be destroyed. In case the uniform is defaced, torn, worn-out due to unusual work circumstances or unforeseen events,

the same will be replaced by the company.

When an employee leaves, he should surrender the uniform.8.3 USE OF TELEPHONES:

Telephones are meant for official use only. It is expected that people keep their conversations brief & to the point. Zero Dialling is provided at selected extensions requiring access to the external world. Personal call may be permitted in case of excegencies & can be made from the reception desk. Incoming personal calls should be kept to minimum to keep the board lines free. Long distance calls should be done with prior intimation to immediate superior.

8.4 USE OF INTERNET & E-MAIL:

Internet is provided to all employees having access to net-work. Internet should be use for official purpose. For downloads above 20MB a prior intimation to immediate supervisor is essential. Objectionable sites like pornographic sites, games, entertainment sites etc. should be strictly avoided. Official e-mail IDs are provided to employees requiring external access & also for internal coordination. All official mails sent to external world will be marked cc/- to immediate supervisor and concerned

people.

While sending official e-mails, one has to take care that it does not damage the image of theorganisation, hurt or disgrace the other person and are in line with the principles & core values of theorganisation.

All important official mails to be forwarded to immediate supervisor as FYIPL. Use of personal e-mail accounts & IDs should be avoided. Internet/ emails should not be used to divulge the intellectual property of the organisation.

8.5 SMOKING/ ALCOHOL:


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Smoking is strictly prohibited in company premises except for designated smoking area. Employees shall not be under alcoholic influence during working hours.

8.6 USE OF WLAKMAN/ IPODS etc.

Company provides music system in its premises to maintain a pleasant environment.

However individual employees are not permitted to play personal devices like IPODS, Walkman whichwill block their attention.

8.7 USE OF OFFICE STATIONERY:

Office stationery should be used for official purpose only. Pilferage of stationery items like Letterheads, staplers, envelopes, hole-punch etc will call for

disciplinary action.

Letterheads should be used under strict control. Only authorised personnel are permitted to useLetterheads.

8.8 USE OF PC/ STORAGE MEDIA POLICY:

Company will provide PCs / Laptops to all employees whose job demands the same. Employees are required to use the Hardware & Software with care. The data will be stored in an organised manner on the server & all employees are expected to follow the

same.

Employees will not carry any data out of the company through CDs, DVDs, Pen Drives, Hard disks, e-mail etc without the prior approval of immediate supervisor.

Employees will maintain the confidentiality of the data to the utmost extent.

All passwords, e-mail IDs, logins will be strictly maintained confidential by the employees & will notshare them with their fellow colleagues & to outsiders.

Employees will not try to hack or access other domains. All are expected to use the PC & the network for official use. No personal data will be stored on

company network.

Employees having access to PLC programmes, Microprocessor programmes will not reveal the sourcecodes to insiders/ outsiders.

8.9 POLICY ON INTELLECTUAL PROPERTY:

The company is in the business of development of innovative products, softwares & services. Thesedevelopments are possible only though employees & support agencies.

All such developments will be treated as the intellectual property of the company. As such employees/agencies have been paid for it and not be a party to the rights of the intellectual property.

As a policy, company will register all its trademarks & patents with the government of India & therespective governments of the countries it will be dealing with.

Divulging of intellectual property to self or others will be treated as theft and will initiate disciplinary &legal action.

All designs, data, softwares have to be treated with strict confidentiality.

8.10 IDENTITY CARDS:


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All employees will be issued I-cards mentioning the name of the employee, roll no., photograph of theemployee, company name, company address, date of joining, blood group, specimen signature &authorising signature.

The I-card is the property of the company and has to be returned to the company at the time ofseparation.

8.11 IT POLICY:

Company believes in IT driven system for smooth and efficient functioning. As the company grows, it will continuously upgrade its IT systems to match with the need of time. ERP

packages appropriate to the scale of its operations will be implement from time to time.

Employees will be encouraged to upgrade their IT skills through systematic training & on-the jobexposure.

8.12 VISITING CARDS:

Employees who are required to be in contact with the external world for business purpose will be issuedvisiting cards.

Employee will fill in the visiting card requisition form duly signed by his supervisor. The HR department will verify the contents w.r.t. Employee internal bio-data and take care of the

descrepancies in order to maintain authenticity of contents.

Visiting cards will not contain personal cell numbers & residential numbers of employees. Visiting card will be printed in multiples of 100 depending upon the functional needs. The quantity will be

indicated in the requisition.

The visiting card is the property of the company and balance cards will be returned on separation. Employee should take care not to misuse the visiting card.

8.13 BUSINESS ADVANCE:

Employees will be given business advance where necessary to perform the deemed activities. Employees will promptly submit the Expense Report/ Voucher within 3 days & settle the same. Any unsettled amount will be deducted from the Salary at the end of the month & will be paid back to

company on settling the vouchers.

Employees should provide valid receipts, evidences to support the claims in the voucher. At the time of separation, any un-settled business advance will be recovered from his dues. The vouchers to be authorised by Immediate supervisor & Authorised signatories as per the

Authorisation Matrix.

8.14 CREDIT CARDS:

As a part of employment terms, all employees joining will be required to have their own credit cards. Employees will use their credit cards for booking train/ flight tickets, hotels and other official expenses

while on tour. The same can be claimed in the expense voucher. Credit Card Charges if any levied bythe credit card company for that particular official transactions can be claimed from the company.

Company will not issue nor take any part in issuing credit card to employees. Company will not be responsible or stand liable to any fraud or loss caused on credit card due to any

unfortunate incident while on official tour.

8.15 INTER-PERSONAL RELATIONSHIPS:


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The Top Management is committed to maintain an environment of peace & harmony within theorganisation.

All employees are expected to maintain good inter-personal & cordial relationships. An environment ofEnergy & Synergy will help people to be more effective & provide internal happiness.

In case of disputes/ misunderstandings, the same has to reported to immediate supervisor. In case it isnote resolvable by the supervisor, he will take-up the matter with the HR.

In case of interpersonal dispute with the immediate superior or a grievance which could not be resolvedthrough the above channel, an employee can fill a Grievance Redrressal form & submit in a sealedenvelope to the HR for subsequent action.

Communal discrimination is strictly banned.

8.16 SEXUAL HARASSMENT:

All the activities that amount to Sexual Harassment as defined in the India Penal Code should be strictlyavoided.

Any matter reported there-of may lead to immediate suspension & even termination of employment. Reporting the matter to the police is at the sole discretion of the victim. The company would not be a

party to the same.

8.17 DISCLIPINARY ACTION:

In case of violation of code of conduct or any conduct or work related matters like insubordination,negligence, sabotage etc. which calls for a disciplinary action, the following is the procedure.

o The employee will be counselled verbally by his immediate Supervisor.o If not settled, it will be reported by the immediate Supervisor to the HR.o The HR will verbally counsel the employee.o If still not settled, HR will report the matter to Senior Management.o The Senior Management will verbally counsel the employee.o Reporting by HR to Senior Management may depend upon the seriousness of the matter and

the grade/position of the employee in the organisation.o If the matter is still not received, the employee will be given a Memorandum (MEMO) & a copy

of the same will go to his record. The MEMO will describe the matter & seek explanation fromthe employee within a stipulated time.

o If the explanation is satisfactory & the employee is not found guilty or the employee gives hisapology with undertaking to correct the same, the MEMO will be deemed resolved.

o If the explanation is not satisfactory or the employee doesnt reply within the stipulated time,suitable punitive action will be initiated.

o The action may amount to actions like suspensions for a few days, non-payment ofincentives, no increment in the coming year, no promotion in the coming year, no-work no-pay,and so on. In the worst condition Termination of employment. A letter to that effect will beissued to the employee. The nature of the action will be decided jointly by HR & Seniormanagement.

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