hr manual version 2

Version: 2, Released on: 01.06.2009

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 of 125

HR Manual

This Manual outlines various policies / procedures to provide the employees a general guidance. The manual would be reviewed on an Annual basis and any amendments / additions to policies / proceduremade, would be communicated to all concerned.



ContentsApplicability of the Manual....................................................................................................................................... 4Management Committee ......................................................................................................................................... 4

1 Knowing Abhijeet Group……………………………………………………………………………………………...........51.1 Abhijeet Group – An Introduction ...................................................................................................................... 61.2 Group Companies.............................................................................................................................................. 81.3 Directors........................................................................................................................................................... 111.4 Top Management Team .................................................................................................................................. 121.5 Vision & Values................................................................................................................................................ 14

2. Recruitment Policy ................................................................................................................................................. 162.1 Philosophy ....................................................................................................................................................... 162.2 Applicability...................................................................................................................................................... 162.3 Manpower Planning Process........................................................................................................................... 162.4 Recruitment Steps between HOD & HR ......................................................................................................... 162.5 Pre-selection Verification................................................................................................................................. 182.6 Joining & Orientation ....................................................................................................................................... 20

2.7 Buddy Programme…………………………………………………………………………………………………….232.7 Probation and Confirmation............................................................................................................................. 24

3. Training & Development Policy ............................................................................................................................ 253.1 Philosophy ....................................................................................................................................................... 253.2 Objective.......................................................................................................................................................... 253.3 Training Need Identification............................................................................................................................. 253.4 Training Plan.................................................................................................................................................... 263.5 Training Feedback........................................................................................................................................... 273.6 Training Attendance ........................................................................................................................................ 273.7 Training MIS .................................................................................................................................................... 27

4. Performance Management Policy......................................................................................................................... 304.1 Philosophy ....................................................................................................................................................... 304.2 Applicability...................................................................................................................................................... 304.3 What is Performance Management?............................................................................................................... 304.4 Why manage Performance?............................................................................................................................ 304.5 Terms used in the Performance Management System................................................................................... 31

5. Compensation & Benefits Policy.......................................................................................................................... 355.1 Philosophy ....................................................................................................................................................... 355.2 Grooming Trainees – In-house Training to freshers ....................................................................................... 355.3 Salary Components ......................................................................................................................................... 385.4 Employee Asset Policy .................................................................................................................................... 395.5 Loans & Advances........................................................................................................................................... 405.6 Benefits for Employees.................................................................................................................................... 41

6. Leave and Attendance Policy................................................................................................................................ 426.1 Philosophy ....................................................................................................................................................... 436.2 Applicability...................................................................................................................................................... 436.3 Attendance Policy............................................................................................................................................ 436.4 General Guidelines.......................................................................................................................................... 456.5 General Leave, entitlements and announcements ......................................................................................... 456.6 Holidays ........................................................................................................................................................... 466.7 Maternity Leave ............................................................................................................................................... 46

7. Travel Policy............................................................................................................................................................ 497.1 Philosophy ....................................................................................................................................................... 497.2 Applicability...................................................................................................................................................... 49



7.3 Definitions ........................................................................................................................................................ 497.4 Mode of Conveyance for official Travel........................................................................................................... 497.5 Local Conveyance Expenses .......................................................................................................................... 507.6 Guidelines for use of transport, travel class and other entitlement................................................................. 507.7 Business Travel: Advance and settlement of tour expenses.......................................................................... 517.8 Boarding and Lodging Allowances.................................................................................................................. 517.10 Tour Report.................................................................................................................................................... 527.11 T A Bills.......................................................................................................................................................... 527.12 Guidelines for Cost Effectiveness ................................................................................................................. 54

8. Relocation Policy.................................................................................................................................................... 568.1 Philosophy ....................................................................................................................................................... 578.2 Applicability...................................................................................................................................................... 578.3 Policy Details ................................................................................................................................................... 57

9. Separation Policy ................................................................................................................................................... 599.1 Philosophy ....................................................................................................................................................... 609.2 Applicability...................................................................................................................................................... 609.3 Resignation...................................................................................................................................................... 609.4 Retirement ....................................................................................................................................................... 619.5 Termination...................................................................................................................................................... 619.6 Death ............................................................................................................................................................... 62

10. Code of Conduct Policy....................................................................................................................................... 6410.1. Compliance Rules ........................................................................................................................................ 6410.2 Workplace harassment Policy ....................................................................................................................... 6510.3 Sexual Harassment Policy............................................................................................................................. 6610.4 Disciplinary Procedure................................................................................................................................... 6810.5 Gross Misconduct & Summary Dismissal ..................................................................................................... 7110.6 Grievance Handling Procedure ..................................................................................................................... 72

11. Technology Use.................................................................................................................................................... 7411.1 Philosophy ..................................................................................................................................................... 7411.2 Applicability.................................................................................................................................................... 74

Versions of HR Manual:

Sr.No. Description Date of Release1 HR Manual Version 1 25.11.20082 HR Manual Version 2 01.06.2009



Applicability of the Manual

The benefits and policies detailed in this handbook shall apply to all staff employed by the Abhijeet Group, unless otherwise mentioned. In cases, where the written offer of employment terms varies from those mentioned in this handbook, the terms of the written offer of employment shall prevail. Employees outside India and on assignment to India will be subject to the policies detailed in both this handbook and those of their primary employing entity or entity they are visiting, as appropriate. However, the benefits detailed in this handbook will only apply if specifically referred to in the assignment agreement.

Management Committee

The Management Committee, comprising of Director (HR and Communication), CEOs, Corporate HR Head, will authorise changes / additions / deletions to these policies as and when felt necessary. HR issues falling within the scope of Committee will comprise of:

● Any major HR policy

● HR and other Processes and Systems

● Organisation Structure

● Salary and Benefits Policy

● Management Reporting (Monthly)

● Performance, Reward and Recognition Policy.

● Organisation Effectiveness of Policy Implementation

● Initiatives to Inculcate Family Bonding and Employee Engagement

Committee will meet quarterly to discuss adequacies, review and suggest modifications in these policies. Committee will take inputs from all Directors and location HR heads. Committee will submit recommendations to MD for approval. Corporate HR is responsible for organising the meeting and circulating agenda in advance amongst the Committee members.



1. Knowing Abhijeet Group



1. Knowing Abhijeet Group

1.1 Abhijeet Group – An Introduction

Abhijeet Group is a Young, Vibrant and Dynamic Indian conglomerate into Industrial and Infrastructure Development. The Group, by virtue of its entrepreneurial skills, innovative strategies and seamless execution has emerged as a well-diversified entity with significant business presence in the five core sectors of Mining, Steel, Ferro Alloys, Power and Roads and is expanding its footprints across the Globe with concurrent projects in all the business verticals.

The Group envisions emerging as Global Leader by continuously creating value for its Stakeholders and Society at large. The Group is driven by the vitality of its Hon’ble Chairman Mr. Manoj Jayaswal, a charismatic industrialist having rich experience of more than 30 years in Core Sectors.

“Vision Unlimited”, is the guiding philosophy engrained in every Abhijeetian. The Group believes that challenges and road blocks only add fuel to the desire to be successful. Every challenge has an opportunity hidden in it; all you need is the Vision to realize the same.

The Group firmly believes that access to raw material is the key driver for the growth of any enterprise. This not only ensures production consistency but also has a major impact on the commercial viability of the industrial venture. In line with this philosophy it has acquired Captive Coal and Iron Ore mines for its Steel and Power projects. The Group has embarked upon to create a world class mining facility and has tied up with Globally renowned Mining Company, Theiss Ltd. In tune with its Global Expansion Plans, the Group has already acquired mines in Indonesia, Philippines and South Africa.

The Group is focused on Iron and Steel sector and has targeted to set up Integrated Steel Plant to produce 10.0 MTPA in the states of Jharkhand and West Bengal. All the plants of the Group will be backed by Captive Coal and Iron Ore Mines thereby ensuring consistent and economic availability of raw materials.

In the Ferro Alloys business the Group is one of the largest producers of Manganese Alloys in India and has a 46 MVA manganese Alloy Plant in West Bengal backed by a 33 MW captive power plant. The Group is setting up India’s largest Manganese Alloy plant of 216 MVA capacity at the Haldia port in West Bengal which will minimize the freight cost and make the facility highly cost competitive in the Domestic and Global market. The finished Alloys are being targeted to the European and South East Asian Markets

In the Power Sector, the Group is aggressively working towards implementing its 'Vision 5000' of setting up thermal Power Plants of capacity 5000 MW in the states of Jharkhand, Maharashtra, Bihar and West Bengal. The Group has started with its project implementation in Jharkhand in full swing and has initiated development activities for its power venture in West Bengal, Maharashtra and Bihar which are in various stages of development. The Group has also ventured into Renewable Energy Sources especially Hydro Power in North Eastern States of the Country.. The Group achieved yet another milestone by being awarded the prestigious Power Project in the Multimodal International Hub Airport and Special Economic Zone (MIHAN) at Nagpur (the Corporate Headquarters of Abhijeet Group) by the Government of Maharashtra.

The Roads division of Abhijeet Group is committed to improve the Infrastructure of India by partnering with the Government in building a prosperous India. The Group has proved its mettle in the infrastructure sector by successful completion of two Toll Road projects on BOT Basis in the states of Karnataka (Nelamangala – Tumkur section of NH 4) and Maharashtra (Toll Bridge on Wainganga River). Expressing confidence in the Group, “IDFC” has invested through equity participation in our Group company operating the Karnataka Toll Road Project. The Group is now enthusiastically moving towards its target of



“Vision 5000” for developing, constructing and commissioning infrastructure projects worth Rs. 5000 Crores (1.2 Billion USD) by the end of 2011.

The Group’s philanthropic arm, Abhijeet Foundation, is committed to empower the communities in the project areas through continuous value creation in the areas of Education, Sustainable Livelihood, Healthcare, Social Upliftment, Infrastructure Development and Environment. This is the Group’s 6 pronged approach with a single minded focus of achieving all-round development and holistic improvement in the lives of the individuals.

The word ‘Abhijeet’ means “Conqueror” and true to its name the Group is all set to conquer the hearts of millions through the dedicated, committed and dynamic workforce. The Group is committed to cerate a legacy which will be a source of inspiration for generations to come.



1.2 Group Companies

CORPORATE ISPAT ALLOYS LIMITED (CIAL)

Corporate Ispat Alloys Limited (CIAL) is the flagship Company of Abhijeet Group engaged in the core sector areas of Ferro Alloys, Iron & Steel, Mining, and Power in the state of Chattisgarh, West Bengal and Jharkhand. The availability of captive coal and iron ore from the mines allocated to the company makes the projects completely backward integrated ensuring cost competitive production.

The Company has commissioned 0.15MTPA Sponge Iron Plant and 12 MW Waste Heat Recovery Based Power Plant at Siltara Growth Centre, Raipur in the State of Chattisgarh.

CIAL has acquired assets of Rajinder Steel Limited at Raipur comprising of 0.4 MTPA Steel Melting shop, 0.4 MTPA Hot Strip Mill along with other associated utilities and the plant is ready for Production after refurbishment. The Company has already commissioned 12 MW Coal Based Captive Power Plant at Raipur.

The Group is one of the large producers of Manganese alloys in India producing Hi Carbon Ferro Manganese (FeMn) and Hi Carbon Silico Manganese (SiMn) mainly for European and South East Asian markets and is using imported ore and coke from South Africa, Australia and South America. CIAL is operating a 24 MVA manganese alloy plant of 0.04 MTPA capacity in Durgapur, and is further adding another 12 MVA facilities which will add an additional capacity of 0.018 MTPA. The Group is set to become the largest Manganese Alloy producer of the country by setting up an export based 105 MVA facility in West-Bengal at the Haldia port. In addition to this, the company is setting up a 33 MW Power Plant comprising 25 MW Coal Based Captive power Plant and 8 MW Rice Husk Based Power Plant at Durgapur.

Further to this, the company is setting up a 1.5 MTPA Integrated Steel Plant in the state of Jharkhand and the project is in advanced stage of implementation.

The Company has been allotted captive coal mines for Iron & Steel Production and Power Generation by the Government of India. This will ensure seamless supply of raw material in quantity as well as in quality and will make the production of iron, steel, power and ferroalloys highly competitive. The Coal Mining Projects are under various stages of implementation.

ABHIJEET INFRASTRUCTURE LIMITED (AIL)

Abhijeet Infrastructure Limited (AIL), another company of the Abhijeet Group has interest in Iron & Steel, Mining and Infrastructure in the states of Chattisgarh and Jharkhand. The allocation of Coal and Iron ore mines for captive usage makes the ventures of the company in Iron & Steel and allied products highly cost competitive.

The company has commissioned 0.1 MTPA DRI plant & 15 MW Coal Fired captive power plant at Siltara Raipur, Chhattisgarh.

AIL is further setting up 1.2 MTPA Beneficiation and Pelletisation plant in the state of Jharkhand and proposes to set up a 1.5 MTPA Integrated Steel Plant. The proposed steel plant will be totally backward integrated due to the availability of captive coal and iron ore from its mines. Thus, the company would emerge as a cost competitive producer by having a fully integrated plant from beneficiation and pelletisation to finished steel and using captive coal and iron ore.



JAS TOLL ROAD COMPANY LIMITED (JTRCL)

Abhijeet Group has proved its mettle in the infrastructure sector by successful completion of the prestigious project of the construction of 32.5 km of the Nelmangala – Tumkur Section of NH-4 near Bangalore in Karnataka state, a part of the golden quadrilateral by its infrastructure company Jas Toll Road Company Limited (JTRCL). The project comprises of rehabilitation and widening of the existing two lanes of NH-4 from 29.5 Km to 62 Km (Neelmangala- Tumkur section) into four lanes, with a provision of six lanes on BOT Basis.

The company exceeded all expectations and was widely recognized for a before time and on budget completion. The project was completed and the collection commenced from February 2004, 5 months ahead of its scheduled completion period of 24 months. The Company had incurred a total cost of Rs. 2356 Mn and has a right to collect the toll from the users of the project stretch for a period up to 21st July 2021 or to a further period as may be extended by NHAI.

In testimony to the company’s performance, Infrastructure Development Finance Company Limited (IDFC) a Leading Financial Institution in India has invested Rs. 655 Mn in equity and has partnered with us in our road venture.

JAYASWALS ASHOKA INFRASTRUCTURE PRIVATE LIMITED (JAIPL)

Jayaswals Ashoka Infrastructure Private Limited (JAIPL) marked the group’s entry into the Infrastructure sector with the undertaking of a BOT project for design, engineering & construction and the subsequent maintenance and operation of a Bridge near Bhandara city on River Wainganga at a Project Cost of Rs. 422.3 Millions with a concession period of 19years. The Project was commissioned for commercial operation in March 2001 and is currently being operated profitably and within projected parameters. The company has securitised its future toll receivables and raised an amount of Rs.430 Mn.

Having gained invaluable experience in the infrastructure sector, the group is now very enthusiastic and optimistic in commissioning some big prestigious infrastructure projects in the country.

CORPORATE POWER LIMITED (CPL)

The Group is aggressively working upon its ‘Vision 5000’ for setting up of pithead based power plants of capacity 5000 MW in the states of Jharkhand, Maharastra, Bihar and West Bengal. Corporate Power Limited (CPL) is a Special Purpose Vehicle of Abhijeet Group incorporated in the year 2006, exclusively for the Power business.

The phase-1 comprising of 540 MW (4X135) of “Matrishri Usha Jayaswal Mega Power Plant”, a 1215 MW Pithead based Thermal Power plant (IPP) in Jharkhand, is under implementation. The EPC contract has been awarded to Shandong Electric Power Construction Company (SEPCO) of China. The order has been placed for 120 KM of Transmission line to connect PGCIL grid in Jharkhand state. The first phase will be completed by end of the year 2010 and subsequently Phase II of 2X330 MW will be initiated. The greatest advantage that the group has is the availability of captive coal mineswhich makes the power generation highly cost competitive.

Power Purchase Agreement with Power Trading Company (PTC) has already been accomplished whereby the company will be selling power to power deficit states of the country.

ABHIJEET MADC NAGPUR ENERGY PRIVATE LIMITED (AMNEPL)

A 225 MW facility will be commissioned by Abhijeet MADC Nagpur Energy Private Limited (AMNEPL), a Special Purpose Vehicle (SPV) promoted jointly by the group and Maharastra Airport Development Company (MADC) for providing reliable, uninterrupted and low cost Electricity to the projects of Maharastra government viz. Special Economic Zone (SEZ) and Multimodal International Hub Airport at Nagpur (MIHAN).



The Group thus achieved yet another milestone by being awarded the prestigious power project in MIHAN by the Government of Maharastra in an International Commercial Bidding whereby the group will generate, transmit and distribute 200 MW Power on Built Operate and Transfer (BOT) basis for a period of 33 Years along with an additional 25MW Diesel Generator Set for the project .It will be a world class facility ensuring excellent quality in generation transmission and distribution of power.

The investment for the Project will be Rs.11000 Million and is set to commission by the end of year 2011.

ABHIJEET INFRA LIMITED (AINL)

Abhijeet Infra Limited is a holding company of the Infrastructure assets of Abhijeet Group, which is engaged in the business of providing Engineering, Procurement & Construction services in Industrial Infrastructure Sector. Thiscompany is being developed to undertake Power Sector EPC & Infrastructure projects of the Group and outside.

Abhijeet Infra Limited has been awarded the EPC contract of the prestigious Mihan Power Project at Nagpur.



1.3 Directors

MANOJ JAYASWAL – Chairman

A true Entrepreneur, Leader and Visionary, Shri Manoj Jayaswal champions critical institution building initiatives, drives key external relations, mentors and develop senior Leaders. He not only lends vision to the group but also ensures that the Vision gets effectively implemented into action by having the right people at the right time.

ABHISHEK JAYASWAL – Managing Director

He is a young, enthusiastic and ambitious force that infuses dynamism in the group. An MBA from Sheffield University, UK, Mr Jayaswal provides leadership to the heads of individual business verticals and corporate functions like Finance, IT and Legal. His strength lies in new Venture creation, financing and project execution to ensure that Group’s Vision is converted into reality.

ABHIJEET JAYASWAL

He is a management post graduate from Strathclyde University, UK with specialization in Project Management and New Venture Creation. He is known in the industry for his innovative approach and out-of-box thinking. His strengths lie in identifying new opportunities, networking, contract mining & scarce resource location and under his leadership the mining division is expanding globally.

SWATEE JAYASWAL

She is actively pursuing the Road and Mihan Power Project and has been instrumental in establishing allies with Theiss, Leighton & GVK for various projects. An Architectural Graduate with Master’s in Construction Management & Infrastructure Development Ms. Jayaswal is involved in Project Conceptualization, Designing, Planning, Implementation and Management.



Dr. VIDYA SAGAR GARG

He is the driving force behind the Global mining operations and regulatory procedures of the Group. He is responsible for the acquisition of mineral resources, seeking approvals to perform the required due diligence and subsequent operations. He holds Ph.D. in Management and rich industrial experience of 31 years. His interesting blend of academic knowledge and industrial experience helps him in effectively putting theory into practice.

RAJENDRA M GANATRA

He is a BE (Mech.), CFA (Chartered Financial Analyst) and CAIIB (Chartered Associate of Indian Institute of Bankers), and is heading the Corporate Finance for the Steel, Ferro Alloys and Road division of the Group. He has over 30 years of rich experience in project Formulation and Financial Structuring, Co-ordination with Domestic and International Lenders and Investors.

P N KRISHNAN

He is an MBA, LLB & CS and is heading the Corporate Finance for the Power division and is involved in raising Private Equity for the Projects. He has over 20 years of rich and varied experience in Finance and is a member of Indo-Japanese Joint Business Council, Federation of Indian Chambers of Commerce and Industry, Bombay Management Association and Independent Power Producers Association of India.

ARUN KUMAR SHRIVASTAVA

He is a B.E, LLB and FIE (India) with over 40 years of experience in the Coal Industry and is an authority on mining relating matters including design and construction of large coal handling plants. He has also attended training program on Coal Beneficiation in Australia under UNDP. He is responsible for exploration, planning, construction and mining operations of the Group.



1.4 TOP MANAGEMENT TEAM

ARUN GUPTA, CEO – Projects

He is the force behind setting up of pithead based power and steel plants of the Group. Mr. Gupta is a Mechanical Engineer having more than 15 years of rich experience in the Power and Steel industry. He has handled many challenging assignments and is an expert in project execution with commitment toward time, cost and quality.

RAVINDRA JAYASWAL, CEO - Ferro Alloys

He provides leadership for the effective functioning of the Group’s Ferro Alloys business. Mr. Jayaswal has a rich hands-on experience of more than 12 years in plant operations. His key insights into the dynamics of the industry have been instrumental in the overall growth of the group.

SUDHIR GUPTA, CEO - Roads and Infrastructure

He is a Civil Engineering graduate having vast experience in projects of Infrastructure,Road, Water, Airport, Commercial Buildings and Mega Power Plants & Refinery Projects. He is heading the Roads & Infrastructure division of the Group and Mihan Power Project. Mr. Gupta is also a member of the Institution of Engineers (India) and Life Members of Indian Road Congress.

B. ANAND KUMAR , President – Ferro Alloys

He is a Metallurgical Engineer having over 25 years of experience in the field of Ferro Alloys. He is an expert in the import policies of raw material from South Africa, Australia and Indonesia. He has been instrumental in the success of all the overseas ventures of Abhijeet Group

N BHARDAWAJ REDDY, President

He is a graduate in Mechanical Engineering with over 30 years of experience in the areas of Design, Engineering, Execution, Operations and Maintenance of various Ferro Alloys Projects in India and abroad. Prior to this, Mr. Reddy has served in many reputed industrial houses at different capacities handling various responsibilities in India and abroad.



1.5 Vision & Values

Vision

Committed to seize all opportunity by virtue of our entrepreneurial skills, innovative strategies and seamless execution and emerge as global leader by continuously creating value for our stakeholders and society at large.

Values

Seven Founding Pillars of Abhijeet Family is ‘FEEL BEST’.

Family Bonding A home beyond home - nurturing an environment of mutual trust, respect, humility and dignity.

EntrepreneurshipWe seek opportunities everywhere by being proactive and innovative in defining, addressing and encashing on situations.

Excellence in Execution:We are committed to convert our dreams into reality by seamless execution of our strategy.

Learning and AgilityWe believe in quickly responding to our environment by taking initiatives in learning, sharing and translating our capabilities in action.

Leadership by Empowerment:We believe in creating and empowering self directed and passionate leaders at every level who are committed to deliver results.

Stakeholder’s Delight We are committed in offering unparallel value to meet and surpass the expectations of our stakeholders.

Teamwork Working synergistically by going beyond personal interests for the achievement of the organizational goals.

At Abhijeet we “FEEL BEST”



2. Recruitment Policy



2. Recruitment Policy

2.1 Philosophy

Abhijeet Group is an equal opportunity employer and does not differentiate right to employment on the basis of person's gender, race, caste, community, family status, religion, age and disability. The Group encourages promoting and developing employees from within; however, recruitments would be required for Greenfield and expansion projects or as per requirements.

2.2 Applicability

This policy is applicable to all employees at all locations.

2.3 Manpower Planning Process

● All manpower requirement(s) along with Recruitment budget will be firmed up by the Business Heads / Department Head / Functional Heads at the beginning of the year and would be forwarded to MD for his approval, with a copy to Corporate HR. Once approved, Corporate HR will consolidate the manpower requirements and initiate the recruitment process.

● There would be a quarterly review of sanctioned manpower and budget by CEO’s to incorporate dynamic changes in the business needs.

2.4 Recruitment Steps between HOD & HR

Manpower Requisition form(MRF):

Duly filled in & approved Manpower Requisition Form need to be sent to HR for sourcing of relevant resumes. Form-01/MRF/Version 1

Resumes to be sent to HOD:

After receiving MRF, HR will start sourcing resumes through different sources.Screening of resumes will be done by HR and the most matching profiles along with an excel sheet (including candidate’s skill set, CTC detail, etc will be forwarded to HODs. Form-02/SRHR/Version 1

Response time from HODs:

HOD will put his/ her comments & follow up plans in the same excel sheet and forward the same to HR within 4 working days from the date of receipt of resumes.

HR follow up:After receiving the feedback from HODs, HR will initiate further action as required.



a) Either co-coordinating interviews out of short listed resumes, orb) Start fresh search for the same position.

● If required there will be telephonic round of interview by Preliminary Interview Panel and in case of outstation candidates telephonic interview is compulsory prior to personal interview. Form-03/IEF/Version1

● In case of recruitment through Advertisements, Corporate HR will advise release of advertisements as per requirements duly approved by Director (HR & Communication). Release of advertisements will require a common identity, descriptions and quality therein. Therefore, Corporate HR will approve its contents for release in News papers / job sites / magazines as the case may be.

● Location HR will get “Employment Application Form” filled in by the candidates before interviews are conducted wherein candidates are required to provide details and if required, proofs of salary, experience certificates etc. Form/04/EAF/Version 1

● The candidates selected by the panel will go through one or more of the following processes, depending on the position and level:

Functional / Technical Interview (Hiring Manager)

HR interview

Interaction with Department Head / CEO / Director

The panel will fill the Interview Evaluation Form. Form/03/IEF/Version 1

2.4.1 The cost incurred on the candidates travel, joining & relocation expenses will be allocated to the respective department costs and adjusted against their approved budgets.

2.4.2 Interview Panel

It is essential that recruitment of candidates is carried-out with proper screening in a structured manner. The candidates will be invited to appear for interviews before panel and their travel, accommodation and return has to be managed by travel desk of admin. department and location HR. The interview panel and issue of offer letter for the recruitment positions will be as per following guidelines:

Position Interview Panel Offer Letter signed byPreliminary Interview

Final Interview

Director / CEO / President

Director / CEO / Head Corporate HR

Chairman and MD / Director

Director

Sr. VP / VP / AVP / / GM / DGM / AGM

CEO / Functional Head / Location HRHead / Corporate HR Head

MD / Director / CEO/ Corporate HR Head

CEO / Head Corporate HR

Up to Senior Mgr Immediate Supervisor / Rep. of HR dept

Function Head / Location Head and Head HR

Unit Head / Location HR Head / Corporate HR Head



Reimbursement of Expenses to Interviewees:

Outstation candidates will be reimbursed travel expenses in the for attending interviews as applicable to various Levels as shown in the table below. They have to fill the form Form/06/IEF/Version1

Levels Admissible Reimbursement

DGM & Above To & fro Air fare / 2nd / 3rd AC rail fare

AGM to Asst. Managers To & Fro 2nd / 3rd AC rail fare

Executive To & Fro Luxury Bus / Chair Car rail fare / 3 rd AC rail fare

Support Staff / Workman To & Fro 2nd class rail / Bus fare (Non Luxury) / Sleeper Class

Higher than applicable limit needs to be prior approval before actual travel by Director / CEO / Head Corporate HR.

No fare will be paid to any candidate residing within the city limits of the place of interview.

Outstation Candidates at level Asst. Manager and above can be provided a local conveyance, boarding & lodging in Company’s Guest House as per requirement and availability. Location Admin deptt. would facilitate the same.

2.5 Pre-selection Verification

2.5.1 Reference verification

References verification on confidential basis will be done by HR department which covers areas such as conduct, professional expertise, performance level, and competencies. HR will fill the information related to verification as per Form 05/RVF/Version1

2.5.2 Selection

● The candidates Selected / not selected in any of the rounds will be intimated by Location HR.

● The selected candidates will be sent an offer letter containing :

o Company Name, Designation, Place of Posting.

o Details of documents to be furnished at the time of joining.



o Probation period.

o Service agreement.

o Reporting relationship

o Salary details

2.5.3 Joining and Relocation Expenses

Joining expenses will include travelling expenses of self and family members and expenses incurred on transportation of house hold goods. For this purpose, candidates selected will be required to seek prior approval from Respective HR head in the Form 07/RECF/Version1

1. The travelling expenses will be reimbursed as per our Domestic Travel policy for the position / level for self, spouse and dependant children below the age of 21 years. Bachelors would get travel reimbursement for self only.

2. The transportation expenses of house hold goods will be reimbursed as per the following limits for various levels of employees:

Distance in KM

Designation < 500 500 - 12001200 & above

GM & above 20000 32000 45000

Manager - DGM 15000 25000 35000

Executives - Dy. Manager

10000 15000 20000

Support Staff / Workman

6000 8000 10000

3. Packing, baggage, transportation & transit insurance will be carried out by professional transporters arranged by the individual employee or it will be arranged by Admin department with prior approval of location HR department as per above policy.



4. Employees deciding to shift their families at later date, exceeding six months, may be given due extension for submitting their claims towards relocation expenses based on an application at the time of their joining. An undertaking to this effect will be signed by the employee at the time of joining.

5. An employee who leaves the company within 1 year of his joining will be required to pay full joining expenses and any other payments made to him / her towards notice period and joining bonus.

2.6 Joining & Orientation

Objective: The basic aim of inducting a new entrant is to facilitate his / her entry into the Group and abreast him / herwith fellow family members and the work culture of the Group.

1. Joining Formalities:

Head of Site / Location HR will be responsible for a smooth and graceful entry of the new Member into the Family. It will be the responsibility of the Corporate HR Department to ensure that the new member joining at the regional / branch offices feels at home. A formal communication of the employee’s joining will be issued from Abhijeet Family email id, briefing his / her profile, interests, past employments etc. along with reporting relationships and contact details.

HR will provide a “Joining Kit” containing JDs, Department Structure, KRAs (if applicable) and a set of various forms, joining gift.

A personal file of the employee with Employee Code and documents will be maintained by the HR department.HR shall also arrange Computer / Laptop, mobile phone, pen drive etc. depending upon his / her entitlement of such items including an E-mail ID for the new entrants.

The new entrants will have to complete the following set of forms;

1. Joining Report Form 08/JR/Version 1

2. Employment Form

3. PF Nomination Form (Form 2A – revised)

4. Transfer of Employee PF Account (Form 13 – revised), If applicable

5. ESI Application & Nomination, if applicable

6. Declaration of Home Town Form 09/DHT/Version 1

7. Declaration of Nominee Form 10/DNF/Version 1

8. Undertaking for Repayment of Joining and Relocation Expenses Form 11/RJRE/Version 1

9. Mediclaim Insurance Policy, if applicable Form 12/MIP/Version 1

10. New Bank Account Opening Application Form

On joining, the new employee has to submit copies of the following documents to HR department;

1. Proof of Age (copy of 10th Class Certificate) / Birth Certificate

2. All Educational Certificates



3. PAN card, Address proof copy

4. Experience Certificates from previous employers (if applicable)

5. Relieving Letter from Last Employer (if applicable), If unable to provide the same then he / she has to signed self

declaration.

6. Passport and Stamp size Colour Photos – 3 each

7. Form 16 (declaration of TDS from previous employer)

8. Form 12 (b) (self declaration of salary and TDS in previous employment)

Location HR will be the single point of contact (SPOC) for facilitating the joining of the new member into the employment. HR along with the respective HOD will ensure that decision making and communication to employee is unified and employee gets speedy disposal of concerns / issues (if any).

2. Roles, Responsibilities and Organization Structure

Head HR will brief the new entrant about Organization Structure and Key executives of the Group.

3. HR Induction Programme

The rationale of having an induction program for new members is to familiarize new employee with information in relation to organisation, culture, members, plants, facilities and future business plans. As a matter of policy, every new recruit would undergo an induction program. For a proper execution of the Induction Programme, Location HR with HOD of new recruit would jointly prepare an Induction Schedule.

Identification Card / Attendance Card:

Every employee must wear his / her Identification Card (ID card) visibly at all times when in or around the Office premises. No employee should use another fellow employee’s Attendance Card for any reason. If case of such incidences the company holds the right to take necessary disciplinary action.

After the new recruit are introduced and entrusted to his HOD / functional Head, they will make him / her aware of the

following functions of Department and related departments-

a) Introduction of Department Members, Functional heads, employees, and important Members including, govt. officials

and other related to the execution of his/her duties.

b) Department's business priorities.

c) Department's role and Accountabilities

d) Accountabilities of each member

e) New member's position and accountabilities in the department

f) Management's expectation from members

g) Performance Management Process



2.7 Buddy Programme

Buddy Program is practical and easy approach in the learning chain. This system is used as part of the induction of newcomers to an organization, to make the newcomer feel comfortable. The less experienced employee learns more quickly from close and frequent contact with the experienced employee than when operating alone.

Buddy is a person:

Who has been working in the organization for a reasonable time of 3 months to possess adequate knowledge about organization’s culture, practices and procedures.

Who has accepted to play the role of a buddy and makes himself or herself available for taking care of the new joinees.

From the same peer group and preferably from other department

Buddy’s Contribution

Making the new joinee feel comfortable and enjoy his work environment by:

Demonstrating positive influences of behaviour, attitudes and skills

Providing support to major needs of new joinee

Buddy would be informed about:

All the relevant details about the new joinee, immediately after the issue of offer letter from the HR Department.

Responsibilities of a buddy: on Day One

Duration Responsibilities

On Day 1 Tour of the office

Introduction to the other employees

Pep talk

For first 15 Days Be involved on daily basis on the progress of the new joinee in his/her job. Being a doubt remover.

Interact & keep him/her comfortable.

Keep in touch with HR and Department Head on the progress of the new joinee in his new job and any other work related issues.

For next 15 Days Make him/her aware of the procedures and systems.

Encourage independent thinking.



Benefits for the new Joinee:

Increased ability to cope with transition into the new job

Networking

Access to experience of others

Increase in level of confidence

Develops an occupational identity/ relationship with another employee during the first few days

Can reach out to some one for his problem.

Benefits for the Buddy:

Recognition in the Organization.

Opportunity to transfer knowledge to work and personal situations

Competency and confidence in handling situations

Increased personal effectiveness

Enhanced challenges/interests

Role of HR:

Ensuring proper implementation of the Buddy Program

Provide ongoing support to all employees

Improvement in the areas of concern

Compiling information on ‘Lessons learned’ and issues improving systems to address high lightened issue

2.8 Probation and Confirmation

All employees will be on probation as per follows:

1. Probation period for all Employees will be 6 months

2. For Trainees it will be as per their terms of employment

During this period the employee performance will be evaluated as per Form 13/ PPR/Version 1, and if found satisfactory, employment will be confirmed on completion of the probationary period. And if the performance is not found satisfactory then the probation period of the employee may be extended in writing or the services may be brought to an end. Until letter of confirmation is issued, the services of the employee on probation will not be treated as confirmed. To evaluate the performance of an employee under Probation, an objective assessment will be carried out by respective HOD’s.



3. Training & Development Policy



3. Training & Development Policy

3.1 Philosophy

The Abhijeet Group believes that learning and development is the responsibility of both the organization as well as the employee. It is viewed as an investment and not as a cost.

3.2 Objective

To have trained manpower, which is competent to meet the present needs and future requirements of the business.

Continuous Investment in training and development is essential for improving the performance of the workforce and enhancing the quality of work provided by them. Training and Development is essential in attracting and retaining a knowledgeable and talented manpower.

Applicability:

This policy is applicable to all Employees and Trainees at all locations.

3.3 Training Need Identification

Training Need Identification (TNI).

The responsibility of identifying training and development needs and carrying out agreed training and development activity is with the HOD of concerned employee. HR will facilitate the entire process. A formal process would be followed for identifying the existing skill gaps and skill set needed for future business requirements. Such identification shall be based on:

Job description vis-à-vis the individual profile. Feedback from the HOD/ immediate superior on the basis of on the job performance of an individual. Training needs identified through Performance Management System. Career Planning/ Potential Appraisal.

Training need identification form Form 14/TNI/Version1 filled by HOD should be submitted to the respective HR preferably within a week of being issued to them.



3.4 Training Plan

Training Plan

On basis of above HR shall recommend advance plan required in the Training and Development activities. Location HR would finalise training calendar on a quarterly basis. Form 15/TC/Version 1

3.4.1 Internal Training

Based on the identification of training needs, internal training programmes are planned on a yearly basis and are classified into the following categories:

Technical Training Induction Training Developmental Training

3.4.2. External Training

External training programmes are planned to address the specialized areas of training, specific to their requirements for those individuals whose training needs cannot be met by internal training.

3.4.3 On the Job Training

On the Job Training will be imparted to the Graduate Engineer Trainees and Junior management. The Weekly report pertaining to their learning will have to be submitted to their respective HOD’s who shall forward it to the HR Department.

3.4.4 Types of Training

There are certain skills required which are common across all the businesses. Such programmes shall form a part of the organisations’ training need requirement. Some of them are as follows:

Technical Skills Behavioural Skills IT skills Budgeting skills Cost Control and Management skills Problem solving skills. Accounts & Finance Sales & Marketing Man management skills Communication/ Presentation skills Time management Safety & environment management Inter-personal & leadership skills Laws relating to factory administration



3.5 Training Feedback

Training Feedback

Training and development activities will be assessed, in respect of their effectiveness from both an Organisational and an individual perspective. Training Feedback Form will be filled by each trainee after every training session.

Feedback or evaluation process covers the following features

Quality of the training session Relevance of the Training session Feedback of the trainer Impact of Training

Training should be evaluated several times during the process. Employees should be evaluated by comparing their new acquired skills with the skills defined by the goals of the training program. Any inconsistency should be noted and adjustments should be made to the training sessions to enable it to meet specified goals. Feedback would be taken from the employee and their HOD’s in four steps as follows;

Immediate after the session Form 17/TFF/Version 1

Learning Feedback (To be provided by Trainer)

On the Job feedback Form 18/TRS/Version 1

Feedback on KRA achievement Form 19/ETSK/Version 1

HR is responsible for analysing the performance review documentation and training and development evaluation forms with regard to the effectiveness of training and development activity, and where necessary taking follow up action. The evaluation data will inform future practice.

3.6 Training Attendance

Attendance of every session will be recorded and maintained as per Form 16/TA/Version 1

3.7 Training MIS

The MIS provides qualitative and quantitative information about the training sessions conducted for the month and also the rescheduled programmes for the next month.

It provides information regarding the upgrading of training in terms of man-hours and cost wherever feasible. Form 20/ MLTP/Version

Records of Feedback received after each training session will be maintained

Responsibilities of Trainer

All the training sessions should be substantiated with presentation. Trainer can take the help of communication department to prepare it.

Questionnaire on every training session would be essential so as to evaluate the effectiveness of training on trainees.

Reading materials along with references is essential to be provide. Feedback of Training Session from trainees would be compulsory.



Responsibilities of Trainees

a. Internal Training:

Trainees should assume personal accountability for aligning training initiatives to achieve desired results. Trainee’s responsibilities include:

TNI form should be duly filled in by all trainees to get proper training whenver required. All trainees should fill the Feedback form and Questionnaire after each training session. All the trainees should be attentive during the Training Session.

b. External Training: Materials should be shared with HR and respective Department HOD Presentation to be made to Top Management and all concerned / invitees within a week of his return

from the Training Programme. A note on the feedback and a Feedback form should be filled by the every employee. Form 22/ETFF/

Version 1

Responsibilities of HR Department

HR will facilitate the training programs in the organization and is responsible for; Finalisation of training calendar Setting priorities for training of employees every year both for in-house and external nominations and

also evaluating the effectiveness of Training and Development initiatives Budget allocation and approval Review of training activity on monthly basis



4. Performance Management Policy



4. Performance Management Policy

4.1 Philosophy

Abhijeet Group believes in effectively enhancing employee performance by:

- Giving direction! - to employee efforts by agreeing on expectations about their performance

- Seeking feedback! - from those employees who they work with

- Guiding development! – by providing opportunities to develop

- Sharing rewards! – with the employees for their effort and contribution to the Groups performance and growth

4.2 Applicability

a) All confirmed employees of Abhijeet Group at all Loocation

b) The PMS scheme as detailed here below is applicable to all employees in level of AGM & Above for 2008-2009

This policy is applicable to all confirmed full time employees at all locations.

4.3 What is Performance Management?

A performance Management system is a HR tool that provides an organization with the essential framework to identify, formulate and implement best practices in management and development of people. The system constitutes:

Defining performance objectives in form of Key Result Areas (KRA’s) for employees in line with the business goal of the Group.

Assessing employees actual performance relative to these KRA’s Providing reward and feedback to employees, Identification of training and skill development needs.

4.4 Why manage Performance?

Managing performance is essential:

To establish the current level of performance in the job over the period since the last formal review. To identify potential for development (in order to place the right person in the right job at the appropriate time.) To link compensation and rewards realistically with performance.

The concept of Performance Management at Abhijeet Group is based on the basic premise of the 4C’s and is aimed at:

Building a COMMON Understanding of Organizational Goals and Objectives. Helps you answer the question: “Where is Group going?”



Setting CLEAR Expectations by communicating to you your role and how it contributes to the Group’s success.

Building CAPABILITY by providing ongoing feedback and coaching, training and development which will help you build further capability to grow.

Building COMMITMENT by ensuring that the rewards you receive match your performance and the effort you make.

4.5 Terms used in the Performance Management System

4.5.1 Appraisee: Self, the person whose Performance is being assessed.

Your role is to be an active partner with your Appraiser during the entire process. You are also expected to complete parts of the form earmarked for you, such as your details, dates, objectives, measures and self review. But, of course, your most crucial responsibility in the performance management cycle is to demonstrate outstanding performance during the year and achieve success for yourself and for the Group.

Key Point;

Prepare for the Goal Setting at the beginning of the year

Prepare for the mid-year review discussion and feedback

Complete Self-appraisal and gather all information and support materials (job description, relevant reports, notes, project summaries, etc.) before the year-end appraisal

Identify areas of strength, interests and development opportunities as well as areas where you can contribute to the organization

Communicate freely and bring forth your point of view. And at the same be direct and specific, discuss specific incidents instead of general statements

Avoid comments on personal aspect of a person and keep discussion job centered.

4.5.2 Appraiser: Person authorized to do Performance Appraisal of a junior employee

Your Appraiser is the person to whom you are accountable and to whom you normally report to on a regular basis. He is responsible for your work allocation. Your Appraiser will be closely associated with you in all aspects of your performance management - performance planning, ongoing feedback, learning & development. Your Appraiser’s responsibility is to decide, after discussion with you, your Individual Goals for the year, as well as your ratings on KRAs at the end of the year. A key role of the Appraiser is to guide you in fulfilling your Performance Plan, provide assistance, give regular feedback and ensure that your development needs are met.

If as an Appraiser, you need to:

Familiarize yourself with the Job Responsibilities of the Appraisee



Cascade your KRAs to the Appraisee

Provide sufficient time to Appraisee for Self-Appraisal

Set out interaction time well in advance and ensure interaction sessions are free of any interruptions.

Create an open, supportive atmosphere from the beginning of the meeting.

Conduct the discussion part of the meeting first then follow up by reviewing together the written performance appraisal document.

Curtail the tendency to allow one good / bad trait or characteristic of the Appraisee to influence the Overall Rating assigned to the Appraisee

Identify Strengths and Competency gaps for the Appraisee.

Be direct and specific, discuss specific incidents instead of general statements.

Avoid comments on personal aspect of a person and keep discussion job centered.

Make a balanced choice of words that are used to describe an employee's performance

Avoid criticism and use constructive feedback as an intervention tool. Clarify, coach, counsel and provide feedback.

Encourage appraisee to talk in order to motivate and develop commitment and enhance clarity of issue being discussed.

Plan a follow up session, if needed

Begin and end the Performance Appraisal on a positive note. Even in case of poor performance, the appraiser can end on a positive note by focusing on the year to come and the opportunities to improve.

4.5.3 Reviewer: Person who is authorized to act as Reviewer to Appraiser

Reviewer is an employee who is senior to the Appraiser and who is responsible for ensuring that PerformanceAssessment has been conducted objectively and takes note of any disagreements voiced by you during the process. Along with HR, the Reviewer decides what to do incase disagreements have been voiced or any other objections have been raised. He is however not present during the Performance Appraisal discussions.

As a Reviewer, you need to

Objectively review the assessment and change the rating only after joint consultation with the Appraiser and the appraisee

Redress grievance, if any

Moderate the scores, if required.



HR: This is the department to help you through the Performance Management process.

It is HR who maintains all your performance records and ensures that the process is conducted as per schedule and as per norms and regulations of the Organization. HR also helps your Appraiser in performance related decision making. Whenever you are dissatisfied with the feedback or rating you have received, HR will analyze the matter and take a decision along with the Reviewer whether another feedback session needs to be scheduled. Jointly with your Appraiser, HR takes decisions regarding your increments, bonus, training and development and career progression.

The HR department needs to:

Serve as the policy making role

Monitor the implementation of the Performance Appraisal System

Ensure that Appraisers are equipped to carry out the Appraisal Process efficiently and meaningfully

Goal Setting and PMS policies are under preparation and would be circulated later.



5. Compensation & Benefits Policy



5. Compensation & Benefits Policy

5.1 Philosophy

The compensation program is designed to attract, motivate and retain the best talent in our area of operation. The employees are encouraged to make a performance difference either individually or through teams. The compensation and benefits policy recognizes achievements or accomplishments that contribute to the overall objectives of the Group. The policy also provides both monetary and non-monetary awards and is designed to provide employees with various options that enable them to meet certain personal obligations.

The purpose of the policy is to:

- To recognize and promote positive behaviours that support individual, work group, unit, team, department, company, and/or institutional mission and business goals and objectives

- To provide timely recognition to employees either as planned or immediate recognition;

- To provide multiple-levels of monetary and non-monetary recognition based on the significance of the contribution

- Meeting individual and organization needs

- To extend certain facilities to every employee that enables them and their families with support in certain areas/circumstances.

5.2 Grooming Trainees – In-house Training to freshers

The Abhijeet Group has a policy of inducting fresh professional graduates (without any experience) at entry levels on need basis. The recruitment could be through campus placement or direct recruitment. As per their qualifications, Trainees will be groomed up at specific areas under following guidelines:

(A) MANAGEMENT TRAINEE (MT) Objective:

1. To attract, recruit, induct and groom up managerial talent for future leadership positions in the Group.

2. To develop a cadre of managers with cross-functional experience and an aptitude to take up leadership positions with our in-house expertise.

Recruitment:

1. The MT will be recruited from the business schools / universities.

2. The minimum qualifications for MT will be MBA / CA / ICWA / CS / LLB / MCA qualifications.

3. A preliminary short-list will be made based on Application details. All short-listed candidates will go for written test, group discussion (if required) and HR interview.

Appointment:

1. Appointment will be at any of the Abhijeet Group Companies.



2. MT will be on training for the period of one year.

Assessments:

1. There will be periodic appraisals at the end of each project and at least each quarter.

2. There will be a mid-year review where presentations of the first two projects will be made by each MT to a Senior Panel, followed by an individual feedback session.

Confirmation:

The MT may be confirmed at the end of training, after being duly appraised. The training period shall end on confirmation.

(B) GRADUATE ENGINEER TRAINEE (GET) & DIPLOMA ENGINEER TRAINEE (DET)

Objective:

To induct talented, qualified Engineering Graduates and help them develop into outstanding front line engineering with broad based knowledge, analytical ability, team ability and interpersonal skills that are necessary to meet both, present and future challenges so that during the course of training all round performance capabilities can be imported to fresh engineers.

Recruitment:

1. Short-list best candidates from reputed institutes / universities / Polytechnics based on their academic background & discipline.

2. Assess them through written test, group discussion and HR interview.

Appointment:

1. Appointment will be at any of the Abhijeet Group Companies.

2. The selected Candidates will undergo One Year training program.

Confirmation:

The GET / DET would be confirmed at the end of training, after being duly appraised and would be placed in respective levels as per the Company Policy at that time.

(C) ITI (Under Apprentice Act)

Recruitment:

1. The minimum qualifications will be ITI (any trade).

2. A preliminary short-list will be made based on Application details, percentage (%) of marks achieved in previous exam and HR interview.



Appointment:1. Appointment will be at any of the Abhijeet Group Companies.

2. The selected candidates shall undergo Apprenticeship Training for a period of one year.

3. On successful completion of Apprenticeship, candidates may be absorbed in the company if there are vacancies for the respective trade.

Remuneration:

Remuneration to all above trainees is payable as per annexure – 1 below:

Sr. No.

Level Grade Designation QualificationTraining Period

Stipend in

Training

After Training,

Confirmation

Project Milestone Payment

1 TR- 1 MT – 1Management

Trainee

MBA with Engineering / CA / ICWA /

CS / LLB

6 Months 14000

2 TR- 2 MT - 2Management

Trainee

MBA without Engineering / CA / ICWA /

CS / LLB

1Year 12500

3 TR- 3 GET – 1Graduate Engineer Trainee

PGD (any stream - 1

year course) after

Engineering (any stream)

1Year 12500

4 TR- 4 GET - 2Graduate Engineer Trainee

Engineering Graduate (any

stream) 1Year 10100

Rs.25000/-to Rs.

30000 (one time

amount payable

upon completion of 1 year of

regular service

5 TR- 5 DETDiploma Engineer Trainee

Diploma in Engineering (any stream)

1Year 7500

Rs.10000/-to Rs.

12000 (one time

amount payable

upon completion of 1 year of

regular service

6 TR- 6 ApprenticeTrainee -

TechnicianITI (any trade) 1Year 5000

As per company

policy appointment at

that point of time

NA



5.3 Salary Components

Compensation structure is classified for each of categories in various levels /cadre and locations.

Compensation is divided into two parts i.e. (a) monthly/annual salary & reimbursements and (b) perks and benefits. Monthly Salary is credited to the employees through their bank account at the specific bank as prescribed by the company. On joining, an employee is required to open an account in the prescribed bank for crediting monthly salary directly. Monthly/annual reimbursements are given against submission of bills as per entitlement of the employee.

Basic: Basic Salary is the prime component of salary on which most other components are calculated. A quantum increase in the salary can be affected by increasing the basic salary.

Conveyance: Executives at all locations and Staff and Sub-staff at HO/RO are entitled to Conveyance Allowance the quantum of which varies across levels.

House Rent Allowance: Executives at all locations are entitled to house rent allowance, which is fixed at a certain percentage of the basic salary. The percentage varies across levels.

Medical Allowance / Reimbursement: Executive cadre employees are entitled to Medical Reimbursement the quantum of which varies across levels.

This is payable along with the monthly salary against submission of original bills pertaining to employee or dependent family members. Only bills obtained during the current financial year will be considered for reimbursement and the expenses should have been incurred against purchase of medicines / consultation / tests only. Form 25/MRF/Version 1

Special Allowance: All executives are entitled for Special Allowance, the quantum of which varies individually.

Leave Travel Assistance: The Company provides assistance towards leave travel (for going to the tourist places for self and family by paying LTA as an annual salary the quantum of which varies across levels.

For claiming LTA, one must take minimum 6 days EL consecutively. LTA can be claimed on completion of leave travel by filling the prescribed LTA form. However, Advance could be drawn in cash / cheque up to 80% of the entitlement for booking tickets etc in the prescribed format. LTA Advance can be taken within one month of commencement of the approved privilege leave. Such request should be submitted along with a copy of the sanctioned leave application. Balance amount could be claimed on completion of travel.

In case the employee takes advance against the LTA claim, the settlement should be done by submitting the LTA form on rejoining from the leave so as to release the balance of entitlement along with the next monthly salary and close the account. If the employee doesn’t submit the LTA form accordingly, the advance amount released would be recovered from the next month’s salary in full.

The tax implication will follow from the current provisions of the IT Act. Entitlement for the entire year may be claimed any time during the year. LTA has to be claimed as per Form 24/LTA/Version1

Employees leaving the company within one year of joining will not be eligible for LTA entitlement, even though LTA component is part of his overall CTC.

Project Milestone Payments: This payment is part of CTC of the employee and is applicable to employees on specific projects as per evaluation & achievement of predefined Project Milestones. Employees leaving the company within one year of joining will not get be eligible for Project Milestone Payment even though this is part of his overall CTC.



Variable Pay: Variable Pay is a performance based payment given to employees which is linked to evaluation and achievement of predefined KRA’s. Employees leaving the company within one year of joining will not get be eligible for variable pay even though this component is part of his overall CTC.

Retirement Benefits: The Company will participate and contribute to government’s programme to provide social security and retirement benefit to its employees. The Provident Fund contribution shall be @ 12 % on basic salary for every employee and contribution will be from the date of joining.

OT Payments: OT is applicable to employees in general shift staff of the cadre of the level workman, drivers, and peons, subjected to maximum of 100 hours per month. OT will be calculated on the amount of Basic and DA (if applicable).

Gratuity payments will be made to all employees with a minimum of 5 years of service, in accordance with the payment of gratuity act, 1972. Only if the employee is dismissed for fraud, misappropriation, moral turpitude or grave misconduct, or has not returned organization property; can the function head and HR jointly decide not to pay gratuity. Gratuity paid is tax exempt upto the limit of Rs. 10, 00,000/-

5.4 Employee Asset Policy

Asset Allocation policy is as follows:

Designation Blackberry MobileLaptop (Max. Limit in Rs.)

PC Printer Pendrive

Data Card

Director / CEO Yes (Global)Additional (As per requirement)

Yes (60000) Yes Yes

President / CFO / COO

Yes - Global / Domestic (As per requirement)

N.A. Yes (50,000) Yes Yes

Sr. Vice President / Vice President

Yes - Global / Domestic (As per requirement)

N.A. Yes (45,000)

N.A

Yes Yes

Asstt. Vice President / General Manager

1. At Corporate Office:-Yes (Global) / (Domestic) -As per requirement 2. At Unit / Plant Level:-Yes (Domestic) - With prior approval of Management

N.A. Yes (40,000) N.A. Yes Yes

Dy. General Manager / Asstt. General Manager

Yes (Global) / (Domestic) at Corporate Office With prior approval of Management

Yes (Rs.5000 -7000)

1. At Corporate Office:- Yes 2. At Plant / Unit Level:- As per requirement

(35,000)

Yes at Plant / Unit Level

Yes Yes

Sr. Manager / Manager

N.A.Yes (Rs.4000 -5000)

N.A. Yes

Dy. Manager / Asst. Manager

N.A.Yes (Rs.3000 -4000)

N.A. Yes

Sr. Executive / Executive / Engineer / Sr. Engineer

N.A.

Call Reimbursement up to max. Rs. 700/- p.m

N.A. Yes

Graduate Engineer Trainee / Management Trainee / Jr. Executive

N.A.Fixed: Call Reimbursement of Rs. 400 p.m

N.A.

Additional (As per requirement)

Generally Common Printer would be used, however AGM and above could be given individual printer as per approval from Director

One to each department

Yes (With prior approval of Management)



In case of loss due to negligence of employee, depreciated value of the asset as per table below would be recovered from the employee. Re-issue of asset in such cases will be with the specific approval of HOD and Location HR-Head.

Loss of Asset Policy

Assets During 1st Year During 2nd Year During 3rd Year

Black Berry 80% 60% 40%

Laptop 80% 50% 25%

Mobile 80% 60% 40%

Data Card 80% 50% 25%

Note: These percentages are related to recovery from the employee towards the purchase price of the asset in the company.

Replacement of any asset on account of non functioning or completion of its shelf life will be done as per approval from HOD.

All employees who have been provided with Company Mobiles phones would be required to self certify the personal long distance (STD and International) calls in their telephone bills, the amount for the same would be deducted from their monthly salary.

Visiting Cards:

Employees beyond Manager & above are entitled to corporate visiting cards in their own name.

Other employees who are involved in public dealing may require visiting cards in their day to day work. Such requests may be sanctioned if the respective function heads recognise the need for it.

Design and format of the visiting cards to be finalised from corporate HR

Respective department head is the final authority in deciding all related matters.

At the time of separation, employees are required to surrender the unused cards.

Every Employee has to fill form Form 30/AIR/Version 1 on acceptance of Asset from company

5.5 Loans & Advances

1. The objective of this policy is to provide financial assistance to employees during

a. An emergency related to Medical.

b. Marriage (self & children).

2. Loans will be available to only confirmed Employees. The application of Loan should be sanctioned as per table below.

3. The loan amount can be requested once in 2 years equal to max. Six times basic salary or Rs. 1.0 lacs, whichever is lower, recoverable in maximum 12 equal instalments.



4. Loan Application of the concerned employee has to be recommended & forwarded by his HOD to Admin department along with the evidence/ proof of the requirement.

5. Advances can be given maximum twice a year equal to one month basic and should be recoverable from next month’s salary.

6. Loan limit for Temporary staff is One month salary. Minimum tenure of working should be 6 months in the company before availing loan and would be recovered in maximum 6 months period.

5.6 Benefits for Employees

Marriage gift for Employee worth Rs. 2100 from the Company.

As per requirement or exigencies Management may take separate policy decision and all such proposals would require the approval of MD.

Authority Scope

Director / CEO / Unit Head Employees at AGM level and above

Unit Head and Head HR Employees below AGM level



6. Leave and Attendance Policy



6. Leave and Attendance Policy

6.1 Philosophy

This policy provides the employees of the Abhijeet Group with time to rejuvenate them from the stress of work, balance their work & personal lives, and recover from illness.

6.2 Applicability

This policy is applicable to all full time employees and trainees at all locations.

6.3 Attendance Policy

Objective

The objective is to have a system that ensures accurate recording and easy compilation of attendance records and toclearly define the working hours for employees at various locations to enforce discipline at work.

Policy

As the nature of work is different for production activity and the support, the days and hours of work applicable in each category are different. Production activity at plant is carried out round the clock on all days except for planned periods of shutdown. However, each employee involved in production is entitled to a weekly off on a rotational basis such that few employees go on leave while others remain on official duty. The objective is to ensure continuous production with minimum interruptions.

Shift working will be regulated in accordance with the provisions of the Factories Act 1948. Detaining of personnel in each shift will be done by the authorised personnel only.

All employees are expected to be present at the beginning of each shift and be at work till end of the shift.

Days and Hours of work

Corporate Power Limited

a. Chandwa

Days : Site office is operative on all six days a week including Saturdays for 8 hours

b. Support functions at Ranchi Office

Employees involved in administration / office work / support functions work in general shift.

Days : Six days a week including all Saturdays

Hours : 9 AM to 5:30 PM



Lunch : 1 PM to 2:00 PM

c. Jas Toll Roads and Company at Sites

Days : Toll plaza activities are 24x7x365 activities.

Hours : Complete work is carried out in 3 shifts.

Shift A : 6 A.M. to 2 PM

Recess 10 AM to 10.30 AM

Shift B : 2 P.M. to 10 PM

Recess 6 PM to 6:30 PM

Shift C 10 PM to 6 AM

Recess 2 AM to 2:30 AM

General Shift 10AM to 6:30 PM

Lunch Break 1:30 PM to 2 PM

d. Corporate Ispat Alloys Limited (Ferro Alloys Division)

Days : Plant is operative on all 7 days (Being a continuous process plant)

Complete work is carried out in 3 shifts.

Shift A : 6 A.M. to 2 PM

Shift B : 2 P.M. to 10 PM

Shift C 10 PM to 6 AM

General Shift 9.30 AM to 6 PM

Lunch Break 1 PM to 2 PM

e. Corporate Office - Nagpur

Days : Six days a week including all Saturdays

Hours : 9.30 AM to 6:00 PM

Lunch Break : 1.30 PM to 2.00 PM

Attendance System

Card punching system of attendance is followed at all offices. Each employee is assigned an individual attendance card, bearing a unique employee code number, which is punched while entering and leaving the office.

In case an employee loses his ID card, a request may be made for issue of a duplicate card against payment of Rs. 100 towards replacement charges.



6.4 General Guidelines

1. For the purpose of all provisions under this policy, the calendar year January 1 to December 31, will be considered applicable. Persons joining in the middle of the calendar year will be eligible to leave entitlements on a pro-rata basis.

2. In all cases, the employee must leave his contact details with the immediate superior/SH/HOD.

3. Except in case of emergencies, all leave will be granted subject to exigencies of work. A situation will be deemed an emergency on the discretion of the skip-level superior.

4. Leave, except for medical reasons and emergencies, must be planned by filling the leave application Form23/LAF/Version 1 & approved 7 days in advance by the immediate SH/HOD/superior with notification to HR. No leave or extension of leave will be considered granted unless the approval has been formally communicated to the employee.

5. An employee remaining absent without leave or without permission for 7 consecutive days or more shall be liable to lose his lien on his appointment unless he explains to the satisfaction of the authority on his inability to resume his duty.

6. When the employee ceases to be in employment only Earned leave standing to his credit will be encashed and paid along with full & final dues.

7. Prior approval by HOD is pre-requisite before taking into leave record and approved leave will qualify for payment of salary.

8. CL can not be clubbed with any other Leave.

9. Maximum 2 CL can be taken at a time.

10. Beyond 2 days of SL medical certificate is mandatory.

6.5 General Leave, entitlements and announcements

1. Location HR will submit proposal of leave entitlements for the various levels of employees.

2. The proposal of leaves along with recommendations of Location Head will be sent to Head Corporate HR.

3. Head Corporate HR will obtain necessary approvals and intimate with the same to location HR.



6.6 Holidays

Eligibility All employees Entitlement Based on notification by Concerned State Govt. of the site locationPurpose National holidays, celebration of festivals of own or country Process A list of holidays will be prepared by the HR department, as per the state labour department

guidelines in the beginning of the year and will be notified to all employees

Extension Not permittedEncashment Not permittedAccumulation Not permitted

6.7 Maternity Leave

Eligibility All female employeesEntitlement 12 weeks each for first two pregnanciesPurpose Maternity leave can be availed of for pre & post natal care during pregnancy & confinement Process Can be availed of (or extended) with prior approval of the immediate superior.

HR must be notified of the approval in both cases

Extension An extension of up to 8 weeks of unpaid leave may be permitted for medical reasons with approval from the skip-level superior

Encashment Not permittedAccumulation Not permitted



Following are the Leave Rules for the Employees:

Leave Type

Entitlement (Annually)

Accumulation Remarks

CL 7 No Accumulation

SL 10upto 30(beyond this will lapse)

1 EL on 12 days of working for Asstt. Manager and above level

EL1 EL on 20 days of working up to Sr. Executive Level

Upto 60,(beyond this can be encashed)

Maximum can be Accumulatedupto 90 EL

C.Off

Compensatory Off will be given to employees working in shift only against extra working of 8 hours of shift duty / working on National Holidays / weekly offs.

To be availedwithin 2 months

Paid Holidays

10

1. Number of Paid Holidays would be uniform across all locations of Abhijeet Group. Out of 10 Paid Holidays 3 are National Holidays and are compulsory i.e. 26th Jan, 15th Aug & 2nd Oct. Each Location Head has the flexibility to choose balance 7 days.2. CL & SL will not be encashed at any point of time.3. Trainees will be eligible for CL & SL only during their training Period4. Eligibility of leaves CL, SL, EL starts with the date of joining on pro rata basis, but leaves has to be pre approved from his reporting HOD

Leaves can be applied as per guidelines below and Location HR would monitor the application of leave of any employee to ensure compliance.

Type of leave For Past Availed For Current For Future PlanCasual Leave YES YES YESComp Off NO NO YESEarned Leave NO NO YESSick Leave YES YES NOSpecial Leave NO NO YES



7. Travel Policy



7. Travel Policy

7.1 Philosophy

We encourage business-related travel for work within group companies & inter-office business interaction (where the use of technology is inhibitive or cost-efficient) and also to meet development-related needs of our employees.

Travel is a controllable expense at the Abhijeet Group and it is the responsibility of each employee to exercise discretion towards this end.

7.2 Applicability

All employees of the Abhijeet group except those on deputation.

7.3 Definitions

Important definitions are listed below:

Business Travel: Official journeys to destination involving overnight stay or without stay

Destination Station: A place at which a journey is broken for more than 4 hours for official work or onward transit.

Travel Day: Time segment between successive mid-night hours during a business travel.

Transit Day: A travel day during which no journey is broken at any place for more than 4 hours.

Stay with rented accommodation: Arrangements made at a destination station, including accommodation in exchange for payment towards rent tariff etc.

Stay without rented accommodation: Arrangements made at a destination station, not including accommodation in exchange of payment towards rent tariff etc.

7.4 Mode of Conveyance for official Travel

Employees in the various levels are eligible for the following types of facilities while on tour for the official purposes including pick-up and drop to sites/office/ guest house / hotels. (As per Annexure I)



7.5 Local Conveyance Expenses

A) Entitlement:The Local conveyance form should be filled by the respective employee and got approved from his HOD before submitting to admin Department.

Employees who are having their own vehicles and they need to move out for business purposes, they are expected to use their vehicles (Car/ Scooters/ Motor Cycles) and the reimbursements on per Kilometre run basis as per following rates:

I. Two wheelers @Rs.2.35 per KMII. Four wheelers (Non AC) -

Petrol @Rs. 5 per km.

Diesel @ Rs. 4 per km

Four wheelers (AC)Petrol @ Rs. 5.75 per km. Diesel @ Rs. 4.75 per km

Employees at AGM & above covering a distance of about 25 Kms (to & fro) within city limits would not be eligible to claim local conveyance.

B) Employees availing public transport will be paid on the basis of actual or prescribed expense incurred depending on the mode of travel for which they are entitled.

7.6 Guidelines for use of transport, travel class and other entitlement

1. The governing principle is most economic mode of travel. Wherever, two or more persons are travelling together, it is advisable that they share taxi and wherever shared taxis are plying, touring persons should avail services of shared taxis.

2. Employees in Mangers and below levels will be required to share rooms in Hotel or in guest house.

3. Admin /travel desk will make tickets and stay arrangements at available economic rate and mode after receiving a requisition duly signed by immediate superior at least minimum 4 days in advance so that ticket and guest house or hotel bookings can be bid at cheaper rate. The peak hours booking are costly and at times hotels are not available nowadays in cities like Bangalore, Delhi, and Mumbai if booking is not intimated sufficiently in advance.

4. Guide lines will be observed for entitlement of class and mode of travel by employees in various levels as per Annexure II:

If an employee is not entitled to travel by Air and in a situation if difference between Air Fare and Train Fare is less than Rs.1000/, then HOD can permit travel by Air on verification of difference amount from Admin.



7.7 Business Travel: Advance and settlement of tour expenses

An employee, who undertakes business trip, is eligible to draw TOUR ADVANCE payment only when they are on business trip for more than one day. In exceptional cases of one day trips, such an advance will be permitted.Employee must apply tour advance in form Form 28/AFA/Version1. He can get travel advance of 75% of his total expected expenses.

An employee, who is proceeding on business trip, must get Tour Plan approved along with advance payment required for this business trip.

Amount of Advance: Generally time period in the business trip as well as distance and apprehended expenses be judged by the touring employee and put his proposal to Department Head.

It will be the responsibility and obligatory on the part of the employee, who has undertaken the business trip to submit the bill to the Accounts Department to adjust his advance money within 1 weeks after returning back from tour.

No further tour advance will be given to such employees till the earlier tour advance is settled and the outstanding amount will be deducted from the employee’s current month salary with pre-notice signed by the Head of Accounts Department.

The employees drawing tour advance shall maintain date wise record of the amount drawn and expense bills in prescribed format for claiming the same.

The travel expenses statement will be required to be submitted with all details of travel, time, and expenses details to Admin. /Travel desk for verification and forwarding to Accounts to release/ adjust the money.

In case an employee does not comply with advance settlement procedures, the Management shall have the right to deduct the advance taken by such employee for undertaking the business trip from his salary.

7.8 Boarding and Lodging Allowances

(1) Boarding and Lodging expenses will be allowed as per limits and entitlement in shown in Annexure–IIBelow.

(2) A list of hotels will be circulated and details from Travel Desk/ Admin. Dept. can be confirmed / updated regarding corporate discount arranged for employees of Abhijeet Group. For staying in hotel, it must be ensured that actual rent is less than or equal to entitlement and same is according to the class of city.

(3) Where the Company’s Guest House is available, employees should stay there as per availability and use the lodging facility. In this case employees can claim Boarding and other allowances @ 40% of this limit. Employees at the level of below GM are encouraged to share the rooms as per requirements. Preference would be given to allot Guest House facilities to employees at Senior designations as compared to Junior employees.

(4) In cities where company Guest House is not available and the employee does not stay in a hotel and makes his own stays arrangement he can claim 150% of Boarding and other allowance.

(5) In case of journey of short duration to a nearby station which does not involve overnight stay, employee will be entitled to Boarding and other allowance as shown in the Annexure at the following rate:a. Upto 6 hrs - 25%b. More than 6 hrs. but less than 12 hrs - 50%c. More than 12 hrs - 100%



7.10 Tour Report

On completion of tour, a brief tour report should be submitted to his tour sanctioning authority through respective HOD along with Travel Expenses Statement within 2 weeks of the completion of tour.

7.11 T A Bills

1. The employee shall pay hotel bills etc. and obtain receipts. In case tickets / accommodation is arranged by the company, the employee shall make the notation in the expenses report to that effect and attach boarding pass or rail tickets as the case may be.

2. Safe custody of the amount of advance, personal and office belonging, while on tour, shall be the sole responsibility of the concerned employee.

3. Unutilized Air/Train tickets should be surrendered to Admin. Department and acknowledgement should be obtained.

4. Following are not admissible under the travelling expenses and company will not pay on this account:-

Cigarettes Alcoholic beverage Entertainment of Personal Guests or Employees of the Company.

Annexure-I

Destination Stations (Domestic): Various Stations / Towns in India have been classified as under:

Sr. No.

Class of City Cities

1 A-1 Mumbai, Delhi, Bangalore

1 A Kolkata, Chennai & Hyderabad, Pune

2 B

Other state capitals & Union Territoriesexcept those mentioned under cat - ‘A’, Gurgaon, Noida, Faridabad, Gaziabad &Nagpur

3 CAll other cities than those mentioned in cat – A1, A & B



Annexure II

SCHEDULE OF TRAVELLING ENTITLEMENT ON OFFICIAL TOURS

Below rates are in Rs / Day

LODGING CHARGES BOARDING & INCIDENTAL

ALLOWANCES

Mode of travel for Local Conveyance

Mode for Travel for Outstation

(Maximum Limit For Rent Per Day Including Taxes) (Fixed Amount)

A-1 A B C A-1 A B C

Designation

Mumbai, Delhi and Bangalore

Kolkata, Chennai, Hyderabad, Pune

Other State Capitals, Union Territories, Gurgaon, Faridabad, Noida, Gaziabad and Nagpur

All other cities than

those mentioned in A-1, A &

B

Mumbai, Delhi and Bangalore

Kolkata, Chennai, Hyderabad, Pune

Other State Capitals, Union Territories, Gurgaon, Faridabad, Noida, Gaziabad and Nagpur

All other cities than those mentioned in A-1, A & B

Director / CEO Actual Actual Actual Actual Actual Actual Actual ActualToyota Corolla or Equivalent

Air (Business / Economy) / Rail (AC - I)

President / CFO 4500 3800 3000 2500 1100 1100 1000 900Honda City or Equivalent

Air (Economy) / Rail (AC - I)

Sr. VP/ VP / AVP 4000 3500 2800 2200 1000 1000 900 800Indigo or Equivalent

Air (Economy) / Rail (AC - II)

GM / DGM / AGM 3500 3000 2400 2000 800 800 700 600Indigo or Equivalent

Air (Economy)* / Rail (AC –II/III)

Sr. MGR / MGR 2500 2000 1500 1300 700 700 600 500Indica or Equivalent

Rail (AC - III)

Dy. MGR/ Asst. MGR 2000 1500 1200 1000 550 550 450 400

Taxi (Non AC)

Rail (AC - III)

Sr. Executive / Sr. Engg./Executive/Engineers

1500 1200 1000 800 500 500 400 300 Auto/ BusRail (AC Chair Car/ Sleeper Car)

Trainee / Technician 1200 900 800 600 400 400 320 300 Auto/ Bus Sleeper class

Workmen / Support Staff 1000 800 600 400 350 350 300 275

Auto if Bus is not available

Sleeper class

* Air (Economy) class Travel is applicable from level DGM and above only)



Important Instructions:

1. Employees at all levels are required to stay in Company Guest House and avail food facility as per availability.

2. Boarding and Incidental Allowance payments would be made to all employees as per above entitlement without any supporting documents i.e. no bills are required to be submitted for claiming the applicable Boarding and Incidental Allowances.

2.1 If any Employee on official duty does not avail Lodging facility as per above entitlement then he / she is entitled to claim 150% of Boarding and Incidental allowance

2.2 If an employee stays in Company Guest House and avails food facility in Guest House then he / she will be entitled to 40% of Boarding and Incidental Allowances.

2.3 Boarding & incidental allowances is divided into following ratio:Breakfast: 20%Lunch: 40%Dinner: - 40%If an employee on official tour had breakfast / lunch / dinner with official guests and the expenses for the same is being claimed separately, then he / she will be entitled to the above relevant deduction.

3. In case of Air travel by employees on official work, excess of baggage charges paid would borne by themselves except Directors & CEOs

4. In case of journey of short duration to a nearby station which does not involve overnight stay, employee will be entitled to Boarding and Incidental Allowance as per following rates:

a. Upto 6 hours 25%

b. More than 6 Hours but less than 12 hours 50%

c. More than 12 hours 100%

7.12 Guidelines for Cost Effectiveness



Following are the guidelines for making journey comfortable and cost effective-

Item Guidelines

Travel Cost 1. Use of fast, overnight trains instead of aeroplanes.2. Use of chair cars for entirely day time train journeys.3. Return unused tickets for claiming refund

Local Conveyance 1. Use of local trains / metros for intra-city travel.2. Sharing of taxis / auto-rickshaw when travelling in groups.3. Route planning to reduce cross-cross journeys.4. Use of Airport’s City Coaches.5. Use shared taxi services

Hotel Room Tariffs 1. Tour planning to reduce overnight stays.2. Scheduling check-ins/check-outs to avoid overlap costs.3. Sharing of rooms when travelling in groups.4. Negotiating for discounts in tariff rates.5. Use Hotel pick-up and drop facilities

Cost of Food 1. Selection of restaurant/.menu to avoid fancy costs.2. Acceptance of client hospitality without active solicitation.

General Tickets/Hotel charges through company or Travel Agents or though Credit cards for deferment of payment.



8. Relocation Policy

8. Relocation Policy



8.1 Philosophy

As per business exigencies, the organization might need to relocate an employee to any of the offices in the country. Hence there is a need to have a policy that specifies all guidelines and entitlements. The relocation policy detailed below aims at providing a comprehensive and consistent benefit that will be applicable for moves within and across locations in India. It covers transferred employees and new joinees.

8.2 Applicability

This policy is applicable to all full time employees at all locations. Only the necessary and reasonable expenses which are incurred as a direct result of the move and which are covered by this policy are eligible for reimbursement. Expenses not addressed in this policy and business-related expenses are not eligible for reimbursement under this policy. No exceptions to this policy will be honoured unless such exception is in writing and approved by the Head HR.

8.3 Policy Details

Employees are entitled to the following expenses as part of relocation:

Travel

Transportation

Resettlement

Boarding & Lodging

Family Assistance

(i) Travel

The organization will bear expenses incurred on travel to the place of transfer for the employee, his/ her spouse and dependant children only. The entitlements will be as specified in the Travel Policy.

(ii) Transportation expense

This would include costs of packing & unpacking, loading, freight and insurance

All relocation expenses will need to be pre-authorized by local HR. The employee will be allowed three (3) months from their date of transfer to complete and submit relocation expenses for reimbursement. In case the employee has requested the transfer and if the employee resigns from the services of the organization within twelve (12) months of transfer, the total cost of the transfer will be retained the full & final settlement.

(iv) Boarding & LodgingThe organization will reimburse boarding & lodging costs, subject to a maximum period of 1 week, during which the employee is required to finalize his / her accommodation. The entitlements for stay will be as specified in the Travel Policy and can be claimed for the employee, his spouse, dependant children and dependant parents. In the event of reimbursement of employee’s boarding & lodging costs, the organization would not provide HRA for the same period.

The above duration for availing hotel / guesthouse accommodation includes days when the employee is out of station on business travel.

In case the accommodation is not finalized within 1week, the organization may, at its discretion, choose to reimburse the boarding and lodging for an extended period.



(v) Family Assistance

In order to help our employees families settle into the new location, we also provide the following kinds of assistance:

- School search assistance

- Accommodation search

- Familiarization with the city

Note: The responsibility to facilitate employee Relocation is to be handled by the Administration department



9. Separation Policy



9. Separation Policy

9.1 Philosophy

At the Abhijeet Group we value loyalty and maintain a positive, challenging and exciting work environment to help minimize the rate of turnover. However, there are occasions when the relationship with an employee cannot continue. Separation can occur due to resignation, retirement, termination, or death.

9.2 Applicability

This policy is applicable to all confirmed, trainees and employees on probation at all locations.

9.3 Resignation

Resignation is a voluntary separation initiated by the employee if s/he is desirous of leaving the services of the organization. All employees are required to notice in writing as per following chart if they wish to terminate their employment relationship with the organization. An employee may be relieved at sole discretion of Management on fulfilling the contractual terms.

Designation Notice Period while on Probation Notice Period on Confirmation

Manager and Above 3 Months

Below Managers 1 Month 1 Month

Process:

The employee needs to submit a written resignation to her/his HOD/Location HR mentioning his preference for reliving date and reason for resignation. The HOD/Location HR will discuss his/her reasons for resignation and try and evaluate different options with him/her. If, however, after full consideration the employee decides to leave, the HOD/ Location HR head will recommend andforward the resignation to the HR department for processing full and final settlement.

The Location HR and admin needs to ensure that the separating employee returns all organization property (literature, samples, equipment etc) before s/he leaves. Form 31/HOE/Version 1The compensation of the employee will be stopped from the date the resignation takes effect. Final Settlements will be managed by the Accounts department within one week of an employee leaving the organization provided the employee has returned all organization property and has handed over the charge to the designated person. In a case where the separating employee has not returned any organization property, the manager will inform the Accounts department to stop payments of the amount due to him/her.

The HOD/SH along with a member of the HR department will conduct an Exit interview and fill the Exit Interview Form Form 32/EIF/Version 1

Note: HR to collate exit interview on a quarterly basis and prepare suitable action plan based on the analysis.



9.4 Retirement

All employees retire on the last day of the month in which they complete the age of 58 years as per the organization’s records.

Process

The HR department will inform the employee and the Accounts department about his/her last day of employment one-month prior to retirement.

The HOD and HR needs to ensure that the separating employee returns all organization property before s/he leaves.

Settlements will be managed by the Accounts department to ensure that all financial obligations are settled before the employee leaves. In a case, where the separating employee has not returned any organization property, the manager will inform the Finance department, to stop payments of the amount due to him/her.

9.5 Termination

The organization initiates termination of employment when an employee is unable to meet the organization’s performance, conduct, ethical and policy standards. Performance related terminations have been dealt with in the Performance Management section.

In case of disciplinary breach, the employee may be called for a counseling session depending on the nature of the breach. Despite counseling, if the employee's current behaviour persists, the employment may be terminated. The duration that the employee is undergoing counselling will be treated as notice period. If no improvement is seen, the employee’s services will be terminated without any further warning. In case of a serious disciplinary breach, the organization may terminate the services of the employee without counseling or notice.

The following list covers representative types of activities that may result in termination. It is not exhaustive, and is not intended to be comprehensive:

If the position ceases to exist

Being declared medically unfit for the position

Breach of trust or dishonesty

Acceptance / giving of bribes

Conviction of a felony

Wilful violation of an established company policy or rule

Falsification of personal information related or organization records

Gross negligence

Insubordination

Violation of the Harassment & Discrimination Policy

Undue and unauthorized absence from duty

Coming late to work on a regular basis without authorization

Deliberate non-performance of work

Possession of dangerous weapons on the premises



Unauthorized possession, use or copying of any records that are the property of the organization

Unauthorized posting or removal of notices from bulletin boards

Marring, defacing or other wilful destruction of any supplies, equipment or property of the organization

Fighting or serious breach of acceptable behaviour

Violation of the policy on substance abuse

Engaging in trade within the organization’s premises or engaging in any other employment without written permission of the management or found working during the period of leave or off-duty

Theft, gambling, conducting games of chance or possession of such devices on the premises or during work hours

Process

If it is found that an employee is unable to meet the organization's conduct, ethical, policy or performance standards, the manager will arrange for a counseling session with the HR department.

Before any action is taken to terminate employment, the HOD will discuss the matter with the HR department. If no change has been observed in employee behaviour, the HOD will take the decision of termination of employment.

The HOD will forward the last date of employment of the employee to the HR and the Accounts department

The compensation of the employee will be stopped from the date the termination takes effect.

The HOD needs to ensure that the separating employee returns all organization property before s/he leaves.

Settlements will be managed by the Accounts department to ensure that all financial obligations are settled before the employee leaves. In a case, where the separating employee has not returned any organization property, the manager needs to inform the Finance department, to stop payments of the amount due to him/her.

9.6 Death

In case of the death of an employee, the HR department will communicate with the beneficiaries/relatives of the deceased for any outstanding matter pertaining to the settlement of the dues. After receiving the deceased death certificate, the Finance department will process all dues.

As applicable in case of any of the above mentioned separation cases the HR department will provide the following documents to the employee after submitting duly completed Form 31/ARCF/Version 1 to the HR Department:

Relieving Certificate

Experience Certificate



10. Code of Conduct Policy



10. Code of Conduct Policy

10.1. Compliance Rules

1. Abhijeet Group is committed to a work environment that is safe and hazard free. It is the policy of the Group that employee participation in the manufacture, distribution, possession or use of any narcotic, illegal drugs, alcohol any other controlled substance, or being under the influence of a controlled substance or alcohol in the workplace, will subject the offender to discipline, up to and including termination.

2. Abhijeet Group prohibits discrimination on basis of race, creed, colour, gender, age, national origin, sexual orientation, disability, or status in connection with all activities associated with our business. We expect employees to bring potential infringements of this policy to the attention of their HOD and/or Human Resources.

3. Abhijeet Group ensures an environment that keeps all the employees focussed. Personal calls must be limited to emergency calls and the duration of these calls must be kept to a minimum. Meetings with personal visitors or even personal mails must be avoided unless absolutely necessary. All personal meetings must be brief and may only be held at the reception area so as not to disrupt the functioning of other employees.

4. We respect that our employees are individuals with their unique preferences. Dress code therefore is business casual or the company uniform, as the case may be. When making client calls and attending business meetings, employees are expected to dress in business formal clothing.

Personal grooming is essential and employees are required to present a neat and tidy appearance during working hours. This applies to attire, hair, nails, and beards.

5. Abhijeet Group may employ qualified relatives or partners of employees, as long as such employment does not, in the opinion of the Company, create actual or perceived conflicts of interest. For the purposes of this policy, "relative" refers to spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, niece, nephew, first cousins”. Abhijeet Group will use sound business judgment in the placement of relatives and partners, according to the following guidelines:

Relatives or individuals involved in a partner relationship may work in the same legal entity, as long as no direct reporting or supervisory/management relationship exists that could influence either employee's work responsibilities, salary or career progress.

Relatives and partners may not work in the same department or in any other position for which the Company believes an inherent conflict of interest may exist.

Employees who marry or become involved in a partner relationship will be treated in accordance with these guidelines. If a conflict (or apparent conflict) arises as a result of the relationship, the Company will make every effort to transfer one of the employees concerned. However, placement is not guaranteed. If placement within the Company cannot be arranged and the conflict is not resolved, separation may be required.

Abhijeet Group recognises that employees and their relatives or partners eventually may be assigned to positions that create a co-worker or supervisory/subordinate relationship. In this event, the Company will exercise sound judgment when placing employees to avoid conflicts of interest.



6. It is the responsibility of each employee to recognise and avoid all situations involving conflicts of interest. The following activities are regarded as examples of typical conflict of interest, and a violation of company's code of ethics.

● Holding company property outside the work place without prior approval by management ● Engaging in activities, advising, or working with or for a competitor / supplier.● An ownership of financial interest held by an employee or his / her family in business, which act as a

competitor, customer or supplier. (Financial interests in publicly held corporations which do not influence business dealings are not considered a conflict of interest)

● Acceptance of gifts, entertainment or other favours by an employee or members of his family from present or prospective competitors, customers or suppliers.

● Sharing sensitive company information with unauthorised outsiders, either during the period of employment or thereafter

7. No employee shall participate in media broadcast or communication with the press in order that he does not reveal business / technical information of the company which he has not been authorised to disclose.

8. No employee shall accept any pecuniary advantages for any work done by him for any public body / private organisation without the written permission of the management.

9. No employee shall accept gifts from any supplier, contractor, customer or from any person / organisation with whom the company has business dealings. However, it excludes gifts of a very nominal value.

10. No employee shall engage in any trade / business or consultancy during the course of his employment with the company.

11. Any employee convicted by the court of law or arrested on any charge must report the facts to the management.

12. No employee shall attempt to bring political, government or outside pressure to bear on the management to further his interests in matters connected to his employment in the company.

This policy applies to all categories of employment, including regular and temporary classifications.

10.2 Workplace harassment Policy

Abhijeet Group is committed to equal employment opportunity and the absence of discrimination and harassment of employees.

Harassment may take many forms, including but not limited to:

- Unnecessary/unwanted physical contact- Display of offensive material- Threat of dismissal, loss of promotion, etc, on sexual or racial grounds or other protected status- Conduct of a sexual, racial or other nature which has the purpose or effect of unreasonably interfering with an

individual’s work performance or creates an intimidating, hostile or offensive working environment- Threatened or actual violence - Offensive Jokes- Abuse- Intimidation- Victimization, humiliation or any unwanted attention- Threatening/offensive/lewd emails/SMSs/letters of any other forms of communication



Abhijeet Group recognizes the right of employees who believe they have been unlawfully harassed by a supervisor, peer, client, or vendor, to report the conduct without fear of retaliation. Such matters would be investigated in accordance with the local law/policies. Employees in violation of the law/policies are subject to disciplinary action, upto and including termination of employment.

10.3 Sexual Harassment Policy

Protection from sexual harassment and the right to work with dignity is a universally recognized basic human right. Our goal is to have an environment, which supports mutual trust, promotes fairness and harmony and reduces disruption and conflict. By eliminating discrimination and harassment we create fair procedures and practices, which complement rather than undermine the principles of merit and good management.

10.3.1 Sexual Harassment- Definition

It involves the misuse and abuse of power inherent in the status of the harasser to negatively affect an employee’s modesty, work experience or career opportunities. Superiors, subordinates, colleagues, co-workers, agents and customers: sexual harassment cuts across all lines.

Sexual harassment is a serious criminal offence, which can destroy and shatter human dignity, confidence and freedom. Sexual harassment can occur in a variety of circumstances wherein the victim as well as the harasser may be a woman or a man. In addition, the victim and the harasser need not be of opposite gender.

The Supreme Court of India defines sexual harassment as “including such unwelcome sexually determined behaviour (whether directly or by implication) as:

- Physical contact and advances;- A demand or request for sexual favours;- Sexually coloured remarks;- Showing pornography;- Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

10.3.2 Avoiding Sexual Harassment

The Company will not tolerate sexual harassment of any kind. Prevention is the best tool to eliminate sexual harassment in the workplace. Employees are advised to refrain from sexually harassing or offensive conduct in the workplace. Undesirable behaviour, for example, passing unsavory remarks, lewd comments or jokes, innuendoes and gender-based insults could be construed as sexually offensive as also unwanted physical contact of any nature that is likely to violate one’s privacy, for example, unwelcome patting, hugging, touching a person’s body, hair / clothing, originating or sending demeaning, insulting, intimidating or sexually suggestive written, recorded or electronically transmitted messages included SMS/text. The aforesaid are mere examples and do not constitute an exhaustive list.

Employees are urged to keep themselves acquainted with this Policy. Inappropriate behaviour should be discouraged at all times to make the work environment harmonious and productive for everyone. It is necessary to draw the distinction between a certain conduct that might be tolerated socially but may constitute harassment in the premises of the Company. Socially acceptable behavior is hard to define; hence our suggestion to employees is to exercise abundant caution.

10.3.3 Employee Rights



Employees have the right to stop what they find offensive and to take action to stop unacceptable and unwelcome behaviour. If the employee believes such behaviour towards them should stop:

They need to tell the person exactly what they find offensive and make it clear that it is unwelcome - silence and passiveness could be taken for tacit consent.

If the employee finds the above difficult to do, or despite warning the behaviour continues or even where one incident of such behaviour is totally unacceptable, bring the situation to the notice of HR immediately.

10.3.4 Complaints Procedure

All complaints of sexual harassment are treated seriously.

All complaints would be treated consistently regardless of the level of employees involved.

In case an individual from HR or any senior person is involved, the incident should be reported to the CEO / Director of the Company.

If after the intervention of the Head of Human Resources / CEO / Director of the Company, the employee is not satisfied with the situation or does not see any improvement in the situation then the complaint has to and the following procedure would be followed

A detailed description of the incident(s) and the relevant details would need to be submitted to Chairman of the Group.

Once the complaint has been brought to the notice of the Chairman, a Committee, of minimum 3 members with 2 female and 1 male member and 1 female member who does not belong to the Group, would be formed.

The appointed committee shall take immediate action by way of an enquiry.

The alleged perpetrator would be interviewed to inform him / her of the complaint and ascertain his/ her version of events.

After examination of the complaint the committee shall submit its recommendations to the Chairman who would direct the HR Head to take action as per directions of Chairman

If a complaint is valid, immediate action will be taken to resolve the situation.

Depending on the nature of offence, disciplinary action will be taken which may include- A spoken or written warning- Demotion- Suspension- Transfer- Reduction in bonus, personal training and hence growth.- Termination of service- Any other appropriate course of action as the situation may call for

Under extreme cases employees subject to sexual harassment may seek their own department transfer. In the event that the sought department transfer is not possible due to business exigencies or other factors, the Company will exercise sound judgment in determining the next course of action as appropriate.



If a complaint proves to be untrue or malicious, this would be regarded as a very serious matter, and would lead to serious disciplinary action.

10.3.5 Third Party Harassment

There exists the possibility that people from outside the Company are sexually harassing the employees or vice-versa.

No matter where the employees are, they should not be subjected to crude comments, suggestions or implications of a sexual nature.

Should such a situation arise, adequate action will be taken to assist the affected person with the complete cooperation and support of the affected employee. The employee needs to report any such incidents to HR.

The harassed employee must talk in concrete terms such as identifying the person harassing him / her.

The harasser’s employer will be notified about the misconduct and their help will be sought in disciplining the harasser. In extreme cases where the harasser may belong to an organization that is an important client / customer of the Company, the Company would take appropriate action, including the possibility of severing the relationship with the alleged harasser and / or the company of the alleged harasser.

If an employee of the Company is harassing a third party and this is brought to the notice of the Company, the employee will be dealt with on the same lines as detailed earlier in the document.

In conclusion, while it is in the interest of the Company to promote a productive work environment, this policy does not intend to inhibit spontaneity and communication. We want to ensure that that we can all enjoy a healthy and harmonious working environment, based on mutual respect.

10.4 Disciplinary Procedure

10.4.1 Principles

The principles of the procedure are as follows:

No disciplinary action will be taken until a case has been fully investigated. It may be necessary to suspend an employee on full pay pending a full investigation. This will be for as short a period as possible and carries no inference of guilt.

At every stage of the procedure, the employee will be advised of the nature of the complaint and will be given the opportunity to state their case before any decision is taken.

The employee (victim) has the right to be accompanied by another employee during each disciplinary interview.

The employee (victim) will have the right of appeal against any decision made.



The Company reserves the right to go to any stage of the disciplinary procedure at any time during a disciplinary matter.

Minor concerns about conduct and performance can normally be resolved informally between employee and Managers.

The purpose of the Disciplinary Procedure is to ensure that serious concerns about performance or conduct are dealt with fairly.

10.4.2 Disciplinary Procedure Stage One - Formal Verbal Warning

1. A formal verbal warning will normally be given for a minor offence, or if informal discussions have failed to resolve a problem.

2. The employee (alleged offender) will be invited to a formal meeting during which:-- The HOD will explain the nature of the conduct or work performance which has given rise to the

problem; and- The employee will have the opportunity to state his/her case and explain his/her actions.- If the explanation is not considered satisfactory, his/her HOD will warn him/her, that repetition of the

offence will lead to further disciplinary action;- His/Her HOD will explain the action he/she must take to resolve the situation;- Employee will be required to make an undertaking not to repeat the offence, or to achieve the

necessary standard within a specified period of time;- Where appropriate, the employee may expect to receive help or further training; and- A record of the discussions will be made.

A verbal warning will normally remain active for 12 months.

If there are complaints about other unrelated aspects of the employee’s work or conduct, the active verbal warning will be taken into account in determining the disciplinary action to be taken.

10.4.3 Disciplinary Procedure Stage Two - First Written Warning

If the misconduct is repeated, or work performance continues to be unsatisfactory, or if the alleged misconduct is sufficiently serious to warrant a written warning, but insufficiently serious to justify a final written warning, the employee will be requested to attend an formal meeting with his/her HOD and the HR Head, during which:-

The HOD will explain the nature of the conduct or work performance which has given rise to the problem; and The employee will have the opportunity to state his/her case and explain his/her actions.

If the explanation is not considered satisfactory,

The employee will receive a first written warning. It will state that if he/she does not reach the required standard of performance, or if the misconduct is repeated, he/she will be subject to further disciplinary action, which could lead to his/her dismissal. The written warning will normally remain active for 12 months.

If there are complaints about other unrelated aspects of the employee’s work or conduct, the active written warning will be taken into account in determining the disciplinary action to be taken.



10.4.4 Disciplinary Procedure Stage Three - Final Written Warning

If the misconduct is repeated, or work performance continues to be unsatisfactory, or if the alleged misconduct is sufficiently serious to warrant a final written warning, but insufficiently serious to justify dismissal, the employee will be requested to attend a formal meeting interview with his/her HOD and the Human Resources Head, during which

The HOD will explain the nature of the conduct or work performance which has given rise to the problem; and The employee will have the opportunity to state his/her case and explain his/her actions.

If the employee’s explanation is not considered satisfactory,

He/She will receive a final written warning. It will state that if he/she does not reach the required standard of performance, or if his/her misconduct is repeated, he/she will be subject to further disciplinary action, which could lead to his/her dismissal. The written warning will normally remain active for 12 months. However, this may be extended, depending on the nature or seriousness of the offence. If, during this period, there are repetitions of this aspect of his/her conduct or work, the employee will be dismissed.

If there are complaints about other unrelated aspects of employees work or conduct, the active written warning will be taken into account, even though the complaint, if viewed in isolation, would not normally lead to dismissal.

10.4.5 Disciplinary Procedure Stage Four – Independent Enquiry

Before taking the final decision on dismissal of the employee, an independent enquiry committee, comprising of the nominated members (Lawyers, Arbitrators, Heads of Departments, and HR representatives), reviews the case and prepares its report. On the basis of this report and other evidence, the decision on the termination of the employee is taken.

10.4.6 Disciplinary Procedure Stage Five - Dismissal

Stage Five is the final stage of the procedure and, if the employee’s conduct or performance is still unsatisfactory, or if alleged misconduct is sufficiently serious to justify considering dismissal, the employee will attend and interview with a senior manager and the Human Resources Head.

If, as a result of the interview, it is decided to terminate the employee’s contract of employment, he/she will be informed of the reason for his/her dismissal and the effective date.

10.4.7 Procedure for Appeal

If either employee feels that he/she has been unfairly treated, or he/she is not satisfied with any decisions made, he/she may appeal against the disciplinary action taken.

Unless the employee is advised otherwise, they should lodge their appeal in writing with the Human Resources Department within three working days of the disciplinary decision.

The employee’s appeal will be heard by the next level of management.

If the Department Head has been involved in determining the disciplinary outcome, then the appeal will be heard by another senior manager of equal standing.



The employee has the right to be accompanied by another employee.

The employee will be informed of the findings of the appeal hearing, which will either:

- confirmed the action already advised- alter it to more appropriate action- reverse it, thereby cancelling the action against which the employee is appealing- Whatever the outcome, the decision is final, and no further appeal within the Company may be made.

Copies of all written communications and records kept of the appeal hearing will be retained in the employee’s personal file.

10.5 Gross Misconduct & Summary Dismissal

Gross misconduct is misconduct which, in the opinion of the Company, is serious enough to prejudice the business or reputation of the Company or which irreparably damages the working relationship and trust between an employee and the Company. It constitutes fundamental breach of contract and may, therefore, lead to summary dismissal, i.e. dismissal without notice or payment in lieu of notice. The following are examples of behaviour, which are regarded as gross misconduct:-

- Theft, fraud, providing false or misleading information or any act of dishonesty,

- Any act or attempted act of violence or abusive behaviour towards people or property,

- Conviction for an offence which the Company considers detrimental to the Company’s reputation or which the Company considers may adversely affect the relationships of Company with employees or clients,

- Contravention of the Group's Compliance Regulations or compliance regulations issued by the external regulatory bodies,

- Improper dealings in securities and breaches of dealing rules and /or insider trading rules,

- Serious act of insubordination,

- Serious neglect of duties, or a serious breach of the Conditions of Employment.

- A deliberate breach of the Employment Policy or designated operating procedures.

- Unauthorised use or disclosure of confidential information.

- Gained or attempts to gain unauthorised access to confidential or proprietary information pertaining to the Group, its clients or those of other employees of the Group.

- Harassment on grounds of sex, race, religion or disability.

- Possession, use, supplies or attempted supply of non-prescribed drugs.

- Acting or purporting to act on behalf of the Company without proper authorisation.

- Failure to disclose any of the information required by the employment rules or any other information which may have a bearing on the performance of the duties.



- Deliberate breach of the policies laid out in this employee handbook.

- Any other misconduct as stated by the law or the Standing Orders.

10.6 Grievance Handling Procedure

The Company has a defined Grievance handling procedure to ensure Employees are engaged and satisfied in their jobs.

10.6.1 Stage One

If employees have a problem or grievance relating to their employment, they should discuss it informally with their immediate superior. Most grievances are likely to be resolved satisfactorily at this stage.

If the grievance is of a kind that an employee feels unable to raise with his/her immediate superior, then he/she should raise it with the HR.

10.6.2 Stage Two

If the employee is not satisfied with the outcome, or has not received an acceptable response within one week, then the employee may refer the problem to someone at higher level of management i.e. their Department Head. This person should not previously have been involved.

The employee will then be invited to attend an interview. Following the interview, and possibly after further consultation with appropriate management and their HR, he/she will be given a reply within a week.

10.6.3 Stage Three

If the employee still feels that his/her grievance has not been resolved satisfactorily, he/she may write to CEO / Directo of the Company in which the employee is employed. The employee should give fully details of the problem including the reasons why he/she feels dissatisfied with the response that he/she has received so far. The employee will then be invited to attend a formal meeting with the CEO / Director who after proper discretion on the referred grievance which will be final and binding.



11. Technology Use Policy



11. Technology Use

11.1 Philosophy

At the Abhijeet Group we share information on a need-to-know basis. This is reflected in the way we use technology in work & communication.

We understand that employees may have access to certain information during the course of their employment. All information must be dealt with discretion to protect the interests of the organization, its customers & shareholders.

11.2 Applicability

This policy applies to all employees of Abhijeet Group in all locations.

General Guidelines

Overview

In addition to these guiding principles, we believe that the best guides to appropriate use of technology are our core values, the employee’s conscience and good common sense. With this in mind, always consider potential safety hazards and possible breaches of security and confidentiality of proprietary information when using our technological tools.

In the following, computer system includes all PCs, laptops, shared network services, proprietary software & all related technology that can access or be accessed through them. Technology includes, in addition to the above, all other devices or software. Employees are expected not to use Abhijeet Group technology for personal financial gain or profit.

All new joinees if their job requirement is such that work station is a must then they will be given workstations equipped with the necessary software/ hardware. Additional software/ hardware can be requested and will be allocated once the relevant authorities/ HOD approves the ‘need’.

Guidelines:

1. All information will be shared on a need-to-know basis. Each user will be given necessary (and restricted) access to the computers / shared network. It is mandatory to follow the access limits strictly.

2. Employees will be held responsible for inappropriate use of information which they have access to. All passwords must be kept confidential and computers must be locked/logged out from while away from them.

3. Carrying information in printed or soft copy is prohibited without prior sanction from the HOD. No information should be copied illegally by any employee.



4. No software may be installed on the computers by any employee. All software required for business purposes will be installed and upgraded by the Technology Department.

5. Abhijeet Group has the right to monitor any and all of the aspects of its technology.

6. Using technology for entertainment is prohibited.

7. Abhijeet Group is an equal opportunity employer. We will not tolerate the use of our technologies for any actions that are harassing or discriminatory.

8. Employees are required to read and follow the Technology Updates sent from time to time. These will include tips for effective use of technology, information security, new technology and upgrades.

9. Technology is linked. Inappropriate use of one technology can cause unintended consequences in another. Always consider the availability of resources for others as well as the overall operational efficiency of the technology system.

10. All personal greetings, displays or messages on any technology must be formal and professional.

11. Not following the policy guidelines on Technology Use will immediately result in disciplinary action.

12. All questions on this policy may be directed to the HR Department.

13. A breach of any of the above guidelines may lead to strict disciplinary action against the concerned employee.

14. The IT department may send out pointers for efficient use of technology or tools, new guidelines, tips for efficient mail/ data management etc. Employees are expected to read and action the same as appropriate. All information requirements, queries, complaints, etc. should be directed to the IT help desk as described in the accompanying process map.

Appropriate usage of:

PCs and Laptops

Keep in mind that the primary purpose of Abhijeet Group-owned PCs and laptops is to conduct business in line with its values, objectives & policies. Employees must maintain Abhijeet Group’s professional image and reputation in their use of the PCs & laptops.

They may store only work-related programs or information on their PC, laptop or the Abhijeet Group’s servers. They must at all times be conscious that the hardware is networked and others may view files stored on their computer. Employees will be held responsible for the data stored on their machines, its security & use.

Employees are expected to strictly comply and must never share Abhijeet Group hardware (PC or laptop) with friends or family members.

Employees must not install unauthorized hardware devices or software on the machines that they have been assigned.



Abhijeet Group reserves the right to replace, remove or recall hardware at any time. Separating employees who have been assigned PCs or laptops must return them prior to leaving.

The Internet

Certain employees may be provided with access to the Internet to assist them in performing their assigned tasks. Use of the Internet, however, must be tempered with common sense and good judgment. Abhijeet Group advises discretion in the material viewed or downloaded by users from the Internet.

Sending mass mails or chain letters, playing games, engaging in online chat groups, printing multiple copies of documents, or otherwise creating unnecessary network traffic etc. is not permitted. Because audio, video and picture files require significant storage space, files of this or any other sort may not be downloaded unless they are business-related.

Employees should not have an expectation of privacy in anything they create, store, send, or receive on the computer system. The computer system belongs to the organization and should only be used for business purposes.

Abhijeet Group’s Email System

All messages distributed via the organization’s email system, even personal emails, are the property of Abhijeet Group. Employees should not have an expectation of privacy in anything they create, store, send, or receive on the email system.

Emails can be monitored without prior notification if Abhijeet Group finds it necessary. If there is evidence that the employee is not adhering to the guidelines set out in this policy, the organization reserves the right to take disciplinary action.

Users must take the same care in drafting an email as they would for any other communication. Confidential information should be encrypted prior to being sent via email.

It is strictly prohibited to:

Send or forward emails containing offensive text or images.

Send unsolicited email messages or chain mail.

Forward a message or copy a message or attachment belonging to another user without acquiring permission from the originator first.

Forge or attempt to forge email messages, or disguise or attempt to disguise one’s identity when sending mail.

Although the organization’s email system is meant for business use, Abhijeet Group allows personal usage if it is reasonable and does not interfere with work and is in line with all above guidelines.

Software

The primary purpose of our software is to conduct business.



Abhijeet Group owns all software and makes it available to employee according to need, under the terms of licensing agreements between Abhijeet Group and individual software vendors. This means that all software provided to employees remains the property of Abhijeet Group. If an employee leaves Abhijeet Group, any organization-owned software in his or her possession must be returned to the firm.

To use resources wisely, employees are expected to learn what existing software can do. Abhijeet Group reserves the right to revoke access to software applications or remove, delete or destroy any non-approved software on our systems at any time.

Voice mail

The Voice Mail system is the property of Abhijeet Group and has been provided for use in conducting organization business. All communications and information transmitted by, received from, or stored in this system are organization records and property of Abhijeet Group.

Employees have no right of personal privacy in any matter stored in, created, received, or sent over the Abhijeet Group Voice Mail system.

Abhijeet Group, in its discretion as owner of the Voice Mail system, reserves and may exercise the right to monitor, access, retrieve, and delete any matter stored in, created, received, or sent over the Voice Mail system, for any reason without the permission of any employee and without notice.

Even though Abhijeet Group reserves the right to retrieve and read any Voice Mail messages, those messages should still be treated as confidential by other employees and accessed only by the intended recipient.

Users should routinely delete outdated or otherwise unnecessary Voice Mails. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs.

In order to avoid accidentally disclosing message contents to unauthorized listeners, employees should not listen to Voice Mail messages while using the speaker phone feature.

Remote Access

In cases where individual, job and manager characteristics are best suited to such an arrangement, employees may access the network from home, on the road, or in a satellite location for all or part of their regular workweek.



12. Forms Directory



Index of Forms

1. Man Power Requisition Form

2. Summary of Resumes send by HR

3. Interview Evaluation Form

4. Reference Verification Form

5. Employment Application Form

6. Travel Reimbursement Form

7. Relocation Expenses Claim Form

8. Joining Report

9. Declaration of Home Town

10. Declaration of Nominee

11. Undertaking of Repayment of Joining and Relocation Expenses

12. Details for Group Mediclaim Insurance Policy Form

13. Probationary Performance Review Form

14. Training Need Identification From

15. Training Calendar

16. Training Attendance

17. Training Feedback Form

18. Response Sheet to be filled by HOD after Training session Form

19. Training MIS Form

20. Evaluation of Training session with KRAs Form

21. Weekly Learning Form for Trainees

22. External Training Programme Feedback Form

23. Leave Application Form

24. LTA Claim Form

25. Medical Reimbursement Form

26. Travel Requisition Form

27. Travel Expenses claim Form

28. Asset Issue Receipt Form

29. Application for Advance Form

30. Handing Over of Office Equipment Form

31. Exit Interview Format

32. Relieving Clearance Form



Form No: 01/MRF/Version 1

HOD/ Functional Head HR Head Director / CEO

Manpower Requisition Form ( MRF)

Job Profile For Candidate To Be Hired

Requisition Date: Requisition raised by:

Company Name:Position Title :Location :Reporting To :

Nature Of Vacancy:

New Position :

Replacement againstExisting position :

New Project:

Brief Job Description:

Desired Candidate Profile:

a) Educational Qualification:

b) Technical Skills:

c) Behavioural Skills:

d) Other Skills required:

Work Experience (No of years):

CTC Range(Annual ):



Summary of Resumes Send by HR Form No: 02/SRHR/Version 1

Sr no

Position Title

Requisition Date

Candidate's Name

Skill Set & exp Required

Present Company

Present CTC

Expected CTC

Notice Period

Total Exp

Location

HOD Response(Plz write yes in the appropriate column)

Shortlisted

Rejected

On hold



Form No: 03/IEF/Version 1

INTERVIEW EVALUTION FORM Date:

TELE INTERVIEW / PERSONAL INTERVIEW

Name of the candidate: Post Applied for: Location:

Department: Organization:

ASSESSMENT

Sr.No. Traits A B C D Comments

PERSONAL TRAITS

1 Confidence2 Communication Skills3 Adaptability

JOB RELATED TRAITS

1 Subject knowledge2 Related Work Experience3 Initiatives taken4 Team Management(Above parameters indicate the given ratings - A=Excellent B=Very Good C= Good D=Average )OTHER FACTORSSr. No. Factors Comments 1 Location Constraints2 Salary Expectations3 Reason for change in

current job4 Problem Solving Ability5 Fitment to Job

Requirement

Other Remarks: ____________________Selected /Rejected / Hold ___________________

Interviewer(s) Name: 1) ______________ 2) ________________ 3) __________________

Interviewer(s) Signature 1)_____________2) _________________ 3)__________________

Write Present Company & No of Year of Experience:



Form No: 04/RVF/Version 1

REFERENCE VERIFICATION FORM

Name of the employee: __________________________________

Job Title in previous organization:

Dates of employment: Start: dd-mm-year End: dd-mm-year

Person & title of person providing reference info:

Former employer organization name & address with contact details:

Reporting Head:_____________________________Contact Person in HR________________________

Overall Performance Rating? Excellent Very Good Good Average

Comments:

Is he/she a good team member? Yes No Comments: ________________________________________________________________________________

Would you Re-hire him/her if opportunity arises? YES/NO (If no please explain) Yes No

Comments:

What are his/her Strengths and Weakness?

Verified By

Name: ……………………………. Designation:……………………. Date :………………



Form No: 05/EAF/Version 1

Employment Application Form

<Company Name>Abhijeet Group of CompaniesRegus Business Centre,5th floor, Landmark Building,Ramdaspeth,Nagpur – 440010. IndiaTel: Website: www.abhijeet.in

Please complete all sections in the form. Application for the Post of:

1. Name:(Surname First)

2. Father’s name:

3. Date of Birth 4. Sex 5. Nationality 6. Marital Status

M F

7. Address for Correspondence with pincode:

Phone Nos. (with STD Codes) (Office)

(Residence)

(Mobile)

Fax E-mail

Affix one copy of recent passport size photograph



8. Have you been interviewed for recruitment for any post in Abhijeet Group of Companies earlier? If yes, for which position & Year:

9. Academic & Professional Qualifications (beginning with Graduation)

Examination / Degree

Name of the Institute/ Board University

Main Subject / Specialization

Year of Passing Percentage of marks in aggregate and Division

Rank / Distinction, if any

10. Field of specialization:

11. Work Experience (Latest First): (Please use additional sheets, if required)

Period of ServiceOrganization Name

Designation & Grade

Total Salary Drawn From To

Nature of Work



12. Details of present employment:

i) Designation of the post held:

ii) Scale of pay of the post:

iii) Whether present post is held on regular tenure / deputation or adhoc basis and since when:

iv) If on deputation, details of post held on regular basis / scale of pay and since when:

v) Name of the organization with address: 13. Achievements in the career which may support your candidature:

14. Presentations/ papers/ publications:

15. Association & Affiliation with Professional Bodies :

16. Please furnish two references • References from relatives, friends, etc. should be avoided.

(1) Name:

Address:

Tel. No.: (Off.) (Res.)

Fax Number

E-mail :

How does referee know you:

(Mobile)



(2) Name:

Address:

Tel. No.: (Off.) (Res.)

Fax Number

E-mail :

How does referee know you:

(Mobile)

17. Please provide any other information that may have not been covered in this application form, to support your Application.

(Use extra page if space is insufficient)Declaration:1. I certify that all information provided in this application is true, complete and correct to the best of my knowledge and belief. I understand that any false information or omission of information may disqualify me from consideration for employment and may result in dismissal from the job, if discovered at a later date.

2. I understand that this application does not create a contract of employment nor guarantee for employment.

3. I have read and understood the above declaration before signing this.

Signature:

Place: Date:

Note: Please do not attach any original Certificates. Copies of Certificates in support of Educational Qualifications, Age, Current Employment and salary may be attached.

Overall Recommendation: Selected /Rejected / On Hold ______________

Interviewer(s) Name: 1) _______________ 2) ______________ 3) ________________

Signature(s): 1) _______________ 2) ______________ 3) _________________

(Note: Panel is expected to arrive at a common rating if more than 1 interviewer is there)



Form No: 06/TRF/Version 1

Travel Reimbursement FormTo,

The Head – HR

Subject: Reimbursement of Travelling Expenses

Dear Sir,

Kindly arrange to reimburse travelling expenses incurred by me towards attending interview in your organization

Interview Date: ________________________ Unit: _________________

Name of Position: _________________________ Location:_______________

Destination details:

From: _______________________________ to: _____________________________ & back___________

Mode & Class of Travel Details (Tickets/ Bills to be attached with this form)

By Air : Business / Economy class _______________________________________

By Rail: 1st AC / IInd AC / IIIrd AC / IInd Sleeper _______________________________________

By Road: Bus / Taxi / Own Vehicle ________________________________________(In case car is used with prior approval, reimbursement @Rs.5.00 per KM is permissible)

Total Amount claimed: Rs ____________________________________

Applicant’s Name & Signature -----------------------------------------------

Approved (Rs. /Amt.) ____________________ Signature of Head – HR_______________________

Accounts department for paying Rs. ---------------------------to Mr. ----------------------------------

Cashier- -------------------------------------------- Received by---------------------



Form No: 07/RECF/Version 1

Relocation Expenses Claim Form

Date: ___________ Unit: _________________

Designation: ________________

Name: ________________

Location: _______________

Date of Travel: ____________________

Mode & Class of Travel: ____________________

Total KM _______________

Particulars:

Sr No Name Age Relationship Destination Details Approx fare

From To

a) Total Fare for shifting family members: Rs _________

b) * Transportation charges for shifting of household goods: Rs ___________

Total Amount: A+B Rs ______________

(Attach original copies of Ticket’s / Bills)

Claimant Name & Signature: Approved Amount: Rs____________

Head HR



Form No: 08/JR/Version 1

Date:

The Personnel DepartmentCompany Name__________________________ (Base / Location)

JOINING REPORT

Under the conditions and terms communicated to me in the Offer Letter No. ___________ dated ________________; I join duty as of today, as _______________ in ________________ Department/ Training.

Signature: __________________

Name: _____________________

Date of Joining: _____________

Signature of HR representative:

Name :

Date :



Form No: 09/DHT/Version 1

DECLARATION OF HOME TOWN

For the purpose o f Leave Trave l Ass is tance , my Home D is t r i c t i s____________ , th is is based on the criterion, which has been ticked below:

1. The place declared by the employee is one which required his physical presence at intervals for discharging various domestic or social obligations and if so after his entry into services he had been visiting that place frequently:

or2. The employee owns residential property in the place or is a member of the joint

family having such property there:or

3. His near relations are residents in that place:or

4. Prior to his entry into service, he had been living there for some years. orThis is for your information & record please.

Signature of Employee

Name of Employee Designation

E m p l o ye e C o d e

P l a c e o f Po s t i n g

Date



Form No: 10/DON/Version 1

DECLARATION OF NOMINEE

I declare that Mr. / Ms. / Mrs. ______________________________________ is my

nominee for all the statutory purpose. Other particulars of the nominee are given hereunder.

Age & Date of Birth

Relationship

Address for Communication:

Purpose of Declaration: For settlement of all statutory dues including PF, Superannuation, Gratuity, Bonus, Insurance Benefits etc.

Signature of Employee

Name

Employee Code

Date



Form No: 11/RJRE/Version 1

Undertaking for Repayment of Joining & Relocation

Date: ____________

The HR DepartmentAbhijeet Group____________ (Base Location)

I hereby declare that in the event of my leaving the services of the company within a period of 12 (Twelve) months from the date of my joining the organization, I would surrender expenses claimed by me from the company as joining expenses as total.

Yours truly,

Signature

Name

Designation

Employee Code No



Form No: 12/MIP/Version-1

Details for Group Mediclaim Insurance Policy

Sr.

No.Name

Relationshipwith theEmployee

Date Age Sex

1

Pre- existing disease /injury to be excludedfrom the policy________

2

3

4

5

6

7

8

9

10

Signature of Employee Employee Code No Date



Form No: 13/PPR/Version-1

PROBATION PERFORMANCE REVIEW(To be filled in by the Reporting Incharge)

Name: Designation: Department:

Date of Joining: Date of Probation Completion: Emp Code :

(A) PERFORMANCE EVALUATION:

KEY RESULT AREAS(to be filled in by appraiser)

WEIGHTAGEOBSERVATION

BASED EVALUATION*

( ( To be filled in by the appraiser)

PERSONAL CHARACTERISTICS

DEMONSTRATED BEHAVIOURAL ASPECTS BY THE EMPLOYEE DURING THE PROBATION PERIOD

SUPPORTING EVALUATION

OBSERVATION BASED

EVALUATION*

Accountability/Reliability

Initiative

Team Work



Quality/Process

Improvement

Flexibility

Judgement/Decision Making

Communication

Leadership Skills

Setting a Development

Climate

SELF DISCIPLINE(Attendance, Punctuality, Organizational Processes/ Systems compliance, etc)

OVERALL PERFORMANCE EVALUATION – E E / M E F / M E C / J M E / B E

(C) AREAS OF IMPROVEMENTS:

SUGGESTED ACTION PLAN

AREAS

OBSERVED IMPROVEMENT/ DEVELOPMENT NEEDS

WHAT IS TO BE DONE

BY WHEN BY WHOM



NATURE OF THE REPORTING INCHARGE __________________________________ DATE:_______________

COMMENTS OF HEAD OF DEPTT:

FINAL RECOMMENDATIONS:

TO BE CONFIRMED FROM DUE DATE

PROBATION TO BE EXTENDED FOR MONTHS

EMPLOYMENT CLOSURE WITH EFFECT FROM

SIGNATURE OF THE HEAD OF PTT._____________________________________________DATE:_______________

OBSERVATIONS BY H.R.

ACTION/ DECISION:

TO BE CONFIRMED FROM DUE DATE

PROBATION TO BE EXTENDED FOR MONTHS

EMPLOYMENT CLOSURE WITH EFFECT FROM

SIG Signature of HR Head _______________________________________________DATE:_______________



Form No: 14/TNI/Version-1

Training Need identification

TO BE COMPLETED BY IMMEDIATE SUPERIORJob Title / Role Description Dept

Provider/Training Organisation Course Title

Proposed Dates Duration Costs Location

What do you want to achieve from this training, and how will you measure and support this? Continue on reverse side and list Key Performance Indicators (KPIs) and other measures of success.(If training not budgeted for, please include financial justification for the training)

What are the consequences of not doing this training? When would these consequences be felt?

Training budgeted for? Does this training need arise from Capability review Other (please tick)

Please list any other roles or departments that may have an interest in this training

Signature(manager)

Date



List any KPIs and other measures you expect to be impacted/improved as a result of this training course

List major actions to be taken to ensure the maximum value will be extracted from the applicant attending this courseAction By Whom Deadline



Form No: 15/TC/Version-1

Training Calendar

Month

Topic of Training Program

Faculty 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Oct

Nov

Dec



Form No: 16/TA/Version-1

TRAINING ATTENDANCE

Training Program on :

Venue :

Date : Time:

Name of Faculty and Designation: Signature:

Name and Signature Training Coordinator

Sr. No

Name of Employee Designation & Department

Signature

12

345678910111213

14

15

16

17

18

19

20

21

22

23

24

25



Form No: 17/TFF/Version-1

Training Feedback Form

Topic of Training Session: Date:

Name of a Trainee (Optional):_________

Request you to provide feedback as below:

1 2 3 4 5

Unsatisfactory Below Average Average Very Good Excellent

Course Objectives and Content

1. The training met my expectations. 1 2 3 4 5

2. The topics presented relevant to my work 1 2 3 4 5

3. The training objectives for each topic were identified and followed. 1 2 3 4 5

4. The curriculum content was organized and easy to follow. 1 2 3 4 5

5. The materials distributed were pertinent and useful. 1 2 3 4 5

INSTRUCTORS

1. The concepts and techniques explained clearly by instructor 1 2 3 4 5

2. How was the quality of instructions. 1 2 3 4 5

3. The presentations were interesting and practical. 1 2 3 4 5

4. Class participation and interaction were encouraged. 1 2 3 4 5

5. Adequate time was provided for attendee questions. 1 2 3 4 5

APPLICABILITY TO WORK

1. The ideas and information will improve my effectiveness and my result 1 2 3 4 5

2. Training gives me innovative ideas 1 2 3 4 5

PROCEDURES AND FACILITIES

1. Training session time was adequate for topic 1 2 3 4 5

2. The training and related facilities were comfortable 1 2 3 4 5

3. Good training aids and audio-visual aids were used. 1 2 3 4 5

4. Overall training rating 1 2 3 4 5



What additional training would you like to have in the future?

How you intend to apply the concept learnt in today’s session in your work?

Append additional comments:



Form No: 18/TRS/Version-1

RESPONSE SHEET TO BE FILLED UP BY HOD WITHIN ONE MONTHS OF TRAINING SESSION OF EMPLOYEE

Name of Employee :

Designation and Department :

Date :

1. How far employees successful in transferring their learning into practice.

a) Very effective b) Effective c) Not effective

2. Please state constraints, if any, which prevented employee from implementing Training plans

- Inadequate support from superiors/ peers/ subordinates- Lack of opportunity to use skills/ learning- Inadequate infrastructural support-

Kindly evaluate the Training SessionsName of Training Session Applicability in Job

Excellent Very Good

Average Below Average

Unsatisfactory

1.

2.

3.

4.

5.

3. How far has this learning helped Employees in their development/ growth?

Comments by HOD

Signature ---------------------------



Form No: 19/TMF/Version-1

Training MIS Format

Sr. No Date Topics Venue

Duration of Training Program Faculty

No. of Participants

Profile of Participants

Man Hours of Training (Hours)

Over all Rating

Major Comments



Form No: 20/ETSK/Version-1

Evaluation Of Training Sessions with KRAs

Name:____________________Designation: ______________

Department:___________________

Reporting To:_____________Work Location:_____________

Date of Joining:________________

Period:___________________

Sr. No

Training Sessions attended

KRAsPerformance Parameters

Self PerceptionSuperior's Decision

Rating

Performance Ratings %

Did not Perform 0 - 59 0

Met Very Few Objectives 60 - 69 60

Met Some of the Objectives 70 - 79 75

Met most of the Objectives 80 - 89 90

Met all the objectives 90 - 100 100

Exceeded all the objectives 100+ 100+



Form No: 21/WRF/Version-1

Weekly Learning Form of Trainees

Name of Trainee:____________________ Name of HOD:_____________________

Date: From __________ to _____________

Please give feedback on following parameters in detail(To be Filled by trainees)

On the Job skills/ Technical Skills Learning and Development Remarks of HOD

Signature of Trainee:______________________

Signature of HOD:___________________



Form No: 22/ETFF/Version-1

External Training Programme Feedback Form

Name of Employee:Department and Designation:Topic of Training:Duration of Training Programme:

Questions:

1. The Training Programme met your expectations:a. Strongly Agree b. Agree c. Disagree d. Strongly Agree

2. Presentation & Course contents of the Training programme was:a. Very Good c. Average d. Below average e. Unsatisfactory

3. The Training Programme would help me in improving my job performancea. Strongly Agree b. Agree c. Disagree d. Strongly Agree

4. Would you like to attend a future programme by the same organisationa. Yes b. No

5. Would you recommend this training session for othersa. Yes b. No

6. Overall Rating to the Programme:(Scale of 1 to 10, 1 being lowest)

7. Additional Comments and remarks:

Signature of Employee: ________________ and date



Form No: 23/LAF/Version-1

LEAVE APPLICATION FORM

Name: ________________________Token No. ___________Designation: ________________

Department: _________________ Leave date: from _________ to _________ ( _____days)

Type of leave requested – EL / CL / SL / Comp. Off / Leave Without Pay _____________

Reason for leave: _____________________________________________________________

Address & Contact No. during leave: ____________________________________________

_____________________________________________________________________________

Date ________________ Signature of the Applicant_____________________________________________________________________________

Privilege/Casual/Sick leave/Comp. Off days Employee can/Cannot be spared

Balance Date__________ Sectional Head ______________________________________________________________________________Privilege/Casual/Sick/Comp. Off/ Leave without Pay granted from _______to _____ ( ___days )

Privilege/Casual/Sick/Comp. Off/ Leave Without Pay refused for reason No.________________

Date_________ Director/ I/c HOD ______________________________________________________________________________1) Exigencies of work 2) No Leave balance 3) Not entitled 4) Not applied in time 5) Cannot be combined with ______________ leave.

Note : Duly approved form must be submitted to Time office / Pers. dept. for further action


110

Form No: 24/LTA/Version-1

Date _____________

Name __________________________________ Employee Code _____________

Designation ____________ Basic Salary _____________ Dt. Of joining _____________ Dt. Of Confirmation _____________

Leave Period __________________________ LTC. Block Year _____________

LTA. Advance (if any) _____________________ Advance Date _____________

Place Of Destination _______________________ Travel Mode _____________

Particulars Fare Mode To & Fro FareSelf

Spouse

Children 1.2.

ParentsGrand Total

Total Claim (in words) _____________________________________________________

_______________________________________________________________________

L.T.A. CLAIM

Personnel Dept. Accounts Dept.

Received the approved leave application for the period specified above & forwarded to A/C Dept. for payment.

Signature

Last Claim Rs. _________

Details Paid on _________

Current Eligibility Rs __________For Block Year Rs __________

Signature Signature

Signature of employee


111

Form No: 25/MRF/Version-1

Date: __________

Name _______________________________________ Employee Code _____________

Designation __________________ Grade _________ Basic Salary _______________

Dt. Of Joining __________________ Dt. Of Confirmation __________

To,Accounts Dept. Please reimburse my medical expenses as the enclosed Reports/Bills/Receipts, for the period from _________________ to ______________.

Nos. Doctors / Pharmacy Name Bill/Receipt No. Amount

GRAND TOTAL: _________________

Total Claim (In words) ____________________________________________________

_____________________________________________________

Signature of employee

Accounts Department Sign.Bill passed for Rupees ________

Net paid Rupees ________

For period ________

Balance on A/c ________

Checked by

Passed by

MEDICAL REIMBURSEMENT FORM


112

Form No: 26/TRF/Version-1

TRAVEL REQUISITION FORM

Date:

Name: Function:

Designation: Purpose of Travel:

Age: Gender:

Travel Schedule

Date Time Place (From) Place (To) Mode of transport Remarks

Accommodation Schedule

Place Hotel Date & Time (From) Date & Time (To) Remarks

Employee Manager

Manager's comments:


113

For use of Admin/ Travel Desk

Ticket Booked By

Travel Agent

T A Bill No.Amount

Incase of cancellation:

Cancellation By

T A Credit Note No.Amount


114

TRAVELING EXPENSES BILL Form No: 27/TEB/Version-1

Company Name:Date

Name: A/c Voucher No.

Designation: Total Tour Days

Grade: From: To:

Purpose:

TRAVELING BOARDING AND LODGING

Description Rs. Ps. Class of City Total

Total Fare : To & Fro A B C D

Boarding & lodging Days

Conveyance Charges Rate Fixed

Fixed Allowance Rate Claimed

( For Stay without voucher)

Misc. Exp.

Total Date Signature

Less Advance taken Balance payable / refundable

DIRECTOR'S APPROVAL IN CASE OF EXCESS OF AMT.

To Be filled by Accts. Travel Authorized By HOD

Debit Verified & Passed for Account Dept.

Credit Passing Authority Signature

Balance Dr / Cr. Sanctioning Authority Signature


115

EXPENSES DESCRIPTION

Conveyance Date_____________ From ____________To _______________

Amt.(Rs.) Remarks

Total

Misc. Expenses.

Date : Signature Grade Total

ANNEXURE -B

TOUR DIARY - FORM

Unit____________________________

Name __________________Token No.__________

Designation ___________________

Grade________________

TOUR DETAILS

Date Place Office Visited Official ContactedNature of Work

done


116

Signature & Date

Note: Approved Tour Expenses Form (with original Tour Bills) to be submitted through Admin. Dept.to Accounts Department for Settlement of Advance.


117

Application for Advance Form

Form No: 28/AFA/Version-1

From: To,

Employee Code:

Date:

Subject: Application Form for Imprest / T.A. / Salary Advance / Loan

Kindly allow me imprest / T.A. / Salary Advance / Loan of Rs._________________In Word Rs.

________________________________________________.

Purpose of Imprest / T.A. / Salary Advance / General Advance:

______________________________________________________________________________________________

______________________________________________________________________________________________

_________________________________________________

Previous Balance with Accounts (If any): _____________________________________________

Amount (Rs.) ____________________.

Thanking You!

Signature of Applicant Verified By

Head of Department Accounts


118

Form No: 29/RST/Version-1

ABHIJEET GROUP

Requisition Slip for Taxi / Car

Company Name Date on which vehicle required :

Name of the Guest/s Time from-

Coming From Time to-

Vehicle Type Non-AC

AC

Requisitioned By(Name) Signature of requisitioner-

Deptt.Approved by HOD

Date

Action Taken by Admin Deptt.

Name & Signature Date

Note: Approved Taxi / Car Booking slip to be submitted to Admin. Dept. well in advance.


119

Form No: 30/AIR/Version-1

ASSET ISSUE RECEIPT

It is hereby declared by me that I have received following assets dated on…………….. From Abhijeet Group of Company, 5th floor, Landmark Building, Ramdaspeth, Nagpur-4400010 with good working condition. I will take all the responsibility of the same as long as it is with me.

ASSET DESCRIPTION

a) Laptop/Desktop

Brand : ………………………………

Model : ………………………………

Number: ………………………………

b) Data cardBrand : ………………………………

Model : ………………………………

Number: ………………………………

c) Pen DriveBrand : ………………………………

Model : ………………………………

Number: ………………………………

d) Mobile / BlackberryBrand : ………………………………

Model : ………………………………

Number: ………………………………

e) Digital cameraBrand : ………………………………

Model : ………………………………


120

Number : ………………………………

f) Others Brand : ………………………………

Model : ………………………………

Number : ………………………………

ASSET RECEIVED BY

Name : ………………………………… Designation: …………………Address : ………………………………… ………………………………...

: ………………………………… …………………………………Email: ………………………………………………………………………………..Issue date: ………………………………

Issuing Authority

Name : …………………………………

Designation : …………………………………

Signature of issuing authority Signature of Receiver


121

Form No: 31/HOE/Version-1

Handing over of Office equipments

To Date:Administration DepartmentAbhijeet Group,N A G P U R

During the period of my stay in Abhijeet Group, company had provided me following gadgets:

a) Laptop /DesktopBrand : ………………………………

Model : ………………………………

Number : ………………………………

b) Data cardBrand : ………………………………

Model : ………………………………

Number : ………………………………

c) Pen DriveBrand : ………………………………

Model : ………………………………

Number : ………………………………

d) Mobile / BlackberryBrand : ………………………………

Model : ………………………………

Number : ………………………………

e) Digital cameraBrand : ………………………………

Model : ………………………………

Number : ………………………………


122

f) Others Brand : ………………………………

Model : ………………………………

Number : ………………………………

As I am leaving the company, I am surrendering the above cited items in working condition.

Thanking you,

Name of Employee : _____________________

Designation : _____________________ Signature : _____________________

Signature of Admin Authority: _________________


123

Form No: 32/EIF/Version-1

Exit Interview Form

Name: Employee Code :

Date of Joining : Date of Exit:

Company : Place :

The objective of this questionnaire is to elicit your honest feedback using which the organization can learn from its shortcomings. All information provided by you will be kept confidential and used only for the purpose of organizational improvement. Consider this feedback as a parting gift to us.

1 What are the two most crucial

reasons for your quitting?

2 Is there any thing that could have been done differently that may have affected your decision to leave?

3 Would you like to rejoin the organization in the future? Are there any pre requisites?

4 How did you find the morale in your team and the Company?

5 What are the major areas that need improvement in the organization?

6 What were the three positive elements you saw in the organization?

7 Did you experience growth in terms of level and responsibilities with adequate inputs/training?


124

8 Was the job Satisfying? Did it add value to your knowledge base / career?

9 Were you respected as an individual?

10 Do you feel that you were fairly compensated for your position?

11 Did you feel your manager / organization provided you with enough freedom and space to allow your creativity to blossom?

12 How does your new assignment / job compare with that in Envision, in terms of job specifications, designation, and compensation?

Additional Comments

Signature of Employee: ______________________ Date: _________________


125

Form No: 32/RCF/Version-1

Relieving Clearance Form

Name:

Designation: Employee Code:Department:

Permanent Address:

Personal Contact No: DOJ : Date of Resignation :

Personal Email ID: Notice Period : Last day at work :

Department Items

Name of a Person Responsible to take the Charge Signature Remarks

Work / Activities HandoverConcerned

Dept

Employee Hand BookCompany ID CardHR Dept.

Attendance / LeaveAdvance taken (if any)Expenses settlement (if any)Accounts

Loan (If any)Locker Keys

CarCell phone

Data CardAccommodation

Administration

Laptop / PC

After completion of this form it should be handed over to Human Resource Department for working out the Full and Final Settlement

Signature of HR Representative:_______________ Signature of Employee:______________________

hr manual version 2

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