Jasmit HR Department Standard Operational Procedure

HR Department Standard Operational Procedure - Manual The HR department of Monarch is located at the corporate office at Monarch House, Ishwar
Bhuvan road, Navrangpura ADI. The HR department at Ahmedabad will foresee all operations nationally. The HR policy framed will be adhered by all branch offices across expect for recruitment and operational issues under the guidance and budgets sanctioned by the Head office at Ahmedabad. The HR department as on date oversees both functions i.e HR and Admin. An additional responsibility is also taken care off by this department and that of maintaining and generating MIS for the organization. The HR Admin & MIS department as on date is managed by the team as under: Head of Department: Mr. Jasmit Shah Reports to: Director Job responsibility The HR Head Reports to the Director and is responsible to oversee all the HR, Admin & MIS related functions of the organization and generate reports. His prime basic responsibility is recruitment ensuring effective selection procedures, quality enrolments in the organization, measuring them and retaining the right talent. Training and Development is also effectively coordinated by him, ensuring that all departments and all employees get trained as per departmental schedule. The HR Head is responsible for the below functions: a. b. c. d. e. f. g. h. i. Recruitment Retention Manpower Analysis Personnel Legal Training & Development Performance Management Welfare Activities Cost Analysis
Apart from the above he has to over see the Admin and MIS function of the organisation Manager MIS: Bharat Pandya Reporting to : HR Head Jasmit Shah MIS He is responsible for the data assimilation and data analysis of the generated data The following area as detailed below is executed by him. a. b. c. d. e. f. g. Data Assimilation Data verification Data analysis Reporting Controlling Tracking and Monitoring Generating report on ROI
Senior Officer Admin: Sandeep Prajapati He is responsible for the smooth functioning of the organization, maintaining inventory, purchase, assets and infrastructure He is also responsible for managing the in - house developed Admin software and its functions and generate reports. He is also responsible for the purchase and related activities. He is also responsible to manage accounts of all infrastructure and facilities extended to employees and office bearers. He is also responsible to effectively manage the Telecom services required by the organization and its employees. He will generate reports on the best plans available and implement cost effective plans. He is also responsible for the maintenance of the infrastructure and assets of the organization Admin a. b. c. d. e. f. g. h. i. j. k. l. m. n. Office administration General Purchase Inventory & Stores Insurance House keeping Dispatch & Couriers Liaison & PR Telecom Booking & Ticketing Event management Safety & security Cafeteria ISO Related activities MIS of the department of HR & Admin
Executive HR: Manan R Shah Assists HR Head in day to day operations and assimilate employee data Executive Admin: Fenil Shah He is responsible for Dispatch and courier services Executive Admin: Harshad Shah He is responsible for vendor developments and Assists Sr. Executive Admin Executive Admin: Jignesh Shah He is responsible for inventory and distributions of office automation and office operational requirement
Policy Number Policy & Procedures Effective Date Revision Date Objective Process
01 Man Power Planning
To retain the right talent and efficiently manage the manpower for executing smooth operations
All departmental heads need to submit their departmental Orgonogram and budgets sanctioned in the beginning of the financial year. The copy of the same should be stored with them and CC to HR and Director Operations. In case of interim requirement of manpower more than the forecasted request the departmental heads should be able to justify and project the sale and expense to director operations and HR. All projections and forecasted manpower requirements are auditable and questionable by the HR head or department for ROI of that department. These audits or checks will be structured and informed by the HR department in advance to the departmental heads.
Procedure
A The HR department is responsible to assist with candidates who have the defined skill set as desired by the organizational needs. The Departmental Heads should every quarter update the HR head with the status and manpower needs of the department in the prescribed format mentioning all details. The HR department on receipt of the request will further assess and take measure in complying with the process in the 30 days from the said date. B In case of any manpower requirement the HOD will have the same understood verified approved through the Director Operations and have the same processed through the CFO and submit the request to HR intimating the need and urgency if. C In case of any Branch requirements the need to be addressed they will adopt the same as above. D For any in between requirements HR should be given a minimum of 15 days to process the entire recruitment process. E Please note any employee to join our organization may take a minimum of 30 days and a maximum of 60 to 90 days depending on the post and cadre the employee is.
Form & Formats Authority
02 Recruitment
To find the best talent and offer the right job, returns and working environment to achieve the desired results. The department that requires to fill in a particular position or positions should approach the HR dept. giving the necessary details in regard to the vacancy in the stipulated form duly signed and approved by the HOD, Director and the CFO. The recruitment should recruitment should be within the approved manpower plan. On receipt of requirements in the predefined format the HR department will process the profiles and submit profile to the concerned departmental heads in 72 hours. The short listed profiles should reach the HR department in 48 hours to initiate the task of recruitment. HR department should ideally finish the requirement in 10 days using the right medium of recruitment process.
Method
Recruitment takes place in case of the following: a. A vacancy created b. A position vacant c. Extra manpower is required. The following methods are implemented a. In - house reference b. Promotions c. Transfers d. Advertisements e. Consultants f. Search engines g. Existing past Data h. Job fairs i. Head Hunting j. Campus recruitments k. Industrial Trainees/ Apprentice l. Management Trainees m. Employment exchange n. Employee Referral scheme
Recruitment Committee Budget Forms & formats
The committee will be as: HR Head, HOD of concerned department, Director Operations (In absence of the above the Second line Managers may conduct the interview) The person under whom the candidate is directly supposed to work must be a considered to chair the interview session. The budgets are decided and agreed upon at the beginning of the financial year by the management and the departmental Heads. However interim budgets are sanctioned in case of rise in market. Designed and available
03 Selection
The selection process be simple, objective and help us recruit the deserving candidate. The candidate short listed from resume would go through preliminary interview conducted by the HR department. HR department will fill the self assessment form and attached with his resumes. Appropriate selection / aptitude / skill tests will be administered for different positions by the HR department / concerned department as the case may be. The results of the assessment of the candidate should be a minimum of 50% to qualify for the final round. Then, further short listed candidate will be invited for the final interview. The dates suggested for the final interview to the panel should be communicated by the HR Head at least 24 hours prior to the interview date and time. In case of senior level interview then the HR department should communicate the panellist at least 7 working days prior to the date & time. In no case should the panel or the HR department fail to represent themselves for the said date and time. In case the Panel member or the panellist who so ever is unable to attend the interview in such case they should make necessary arrangements and inform all accordingly. In case the candidate fails to attend the said date the HR Head should communicate vice a versa to the panel members and reconfirm their schedule and inform the candidate the date he / she should be available. The final interviewing body is the authority and responsible for the selection of the candidate. Outstation candidates called for Managerial positions will be reimbursed second ac rail fare by shortest route. Candidates for non-managerial positions will be reimbursed second class rail fare by the shortest route. Local candidates for managerial as well as non-managerial positions will not be reimbursed any conveyance expenses. Tea & Snacks or food will be provided by us on the date of interview depending on the situation.
On Selection & before offer Letter Forms & Formats Authority Bond
The selected candidate should be congratulated and informed along with a letter congratulating him/her on his begin selected along with annexure listing the documents that he/ she should submit within 7 days from the date of selection. The candidate will be informed to bring all documents along this letter on the said date and collect the offer letter. Self Assessment Form HOD, Director, HR Head and concerned departmental representative The candidate if falls under these criteria will be appraised on the bond policy. a. b. c. d. Fresher One year of service from his date of joining Senior Level Positions - One year of service from his date of joining Research Department - One year of service from his date of joining On Special requirements As decided by the management
04 Pre joining - Offer Letter process
The HR department will welcome the candidate collect the Congratulations letter and verify the documents. On verification and satisfaction of the documents the HR department will issue the letter of offer/intent to the candidate. The HR will take consent of the candidate and process with the filing of Companys Employment Form and other formalities. The new appointees will be given reasonable time to join duty. The HR department will make reference inquiry from last employer by Employee Verification Form for executive and managers. In case of staff, supervisors the concerned department will make reference inquiry and send the personal history and other filled forms to HR for records. 1. Date of Birth proof or School Leaving Certificate 2. Copies of certificates/testimonials duly endorsed. 3. Medical examination report along with blood group. 4. Relieving certificate/acceptance of resignation, salary slips/certificate from the previous employer. 5. Six stamps size coloured photograph for identity card and other needs. 6. Identity Proof (Voters Card, Passport, Driving License Copy etc.) 7. Two References 8. Form 16 9. Pan Card 10. NCFM certificate or Commitment of submitting the same in predefined time by giving the said examination. 11. Bond 12. NDNCA Non disclosure agreement Offer Letter Employment Form (English & Hindi) Joining Report New Employee Requirement Form Bond Temp card facilitating purchase
Requirements & Annexure
Forms & Formats
Authority
The Companys Employment form has to be signed by the Branch Head, Director, HOD of the concerned Department, Departmental reprecentative, HR Head,
Policy Number Policy & Procedures Effective Date Revision Date Joining Process
05 Appointment Letter
Facilities
Forms & Formats Authority
The HR department will welcome the candidate with a flower or bouquet as per levels. The documents to be given by HR department on his DOJ. Statutory compliance a. Appointment letter in duplicate b. PF forms c. ESICS d. Form F e. Bank account f. Gratuity g. Personal Accident as per grade & levels Non statutory procedures a. Company profile b. Industry & product information c. Employee hand Book d. Finger access in attendance system e. Employee code - number f. Job profile g. Job responsibilities h. Accountabilities i. Authority j. Appraisal Criteria k. Identity card l. Professional introduction of Department m. Pan card application n. Self training assessment form o. Permanent card for purchase a. Mobile b. Visiting Card c. Computer / Lap top d. Email ID e. Transportation f. Stationary g. Seating arrangements h. Coupons for first day food. Appointment Letter Employee Verification Form Level : HR Manager & Above :
Policy Number Policy & Procedures Effective Date Revision Date Process
06 Induction
All the new recruits have to undergo the Standard Induction Program as described in the induction manual. Induction program will be held on of every month at the Corporate office. Induction Program will be conducted by the HR Head or the Sr. HR Executive or the Training Manager along with all departmental Heads. Induction Manual HOD, Head HR, Training Manager
07 Probation
The employees will undergo a six month probation period or as mentioned in the letter of appointment. Lady employees will not be entitled for maternity benefits until they are issued letter of confirmation. NO letter of confirmation will be issued to any employee until they complete the six month period and be appraised on their performance. On the completion of the probation period the employee should get his NOC, No Dues certificate and No Bad Debts Certificate from his HOD duly verified by Accounts department in the predefined format. In case of PL his leaves will be accounted for but he would be able to avail the same only on completion of his probation period. On successful completion of probation period and producing of NOC, NOD, NBDC he will be issued the letter of confirmation No dues, NOC HOD, Director , Head HR
08 Confirmation
The employees on successful completion of the six month probation period or as mentioned in the letter of appointment will be certified by the Departmental Head verified by the Head HR and Director and then be issued the letter of confirmation through the HR Department. In case the candidate fails to perform or is not recommended by either of the two his candidature for confirmation will be with held. The candidate will be assessed by the Head of the department and may be either recommended for continuation in probation period or may be asked to be relieved. The confirmation will be considered only in written communication duly recommended by the Departmental Heads. In case of no such recommendations the probation period stands continued Assessment form HOD, Director , Head HR
08 Office Time & Attendance
The standard office timings on Monday to Friday will be 9:30am to 6:30pm and Saturday from 10:30am to 3:30pm Apart from the above timings the departments which do not fall under this need to adhere the time as predefined for the particular departments or concerned employees. In such case wherein the timings differ from the organizational time the concerned departmental Head or group should inform the HR through the Director Operations. This may also be possible that the time may change as per sun set hence notification be given to HR and others concerned by such departments. The work assigned should be complied with and not leave the department without consent. All employees are informed that they need to report at the given time and in case they happen to reach late thrice in a month a days salary will be deducted as a penalty. If an employee is late by 15mts employee is permitted. Late Coming without Intimation or approval: An employee if reaches office 2.5 hours later to his reporting time during the day his half day salary will be deducted. Late Coming with Intimation: An employee if reaches 4.5 hours later to his reporting time will be, marked as half day Early going without approval or intimation: An employee if leaves office without any intimation or approval His two day salary will be deducted as penalty Early Going with intimation: An employee if wishes to avail early going facility before 4.5 hours prior to the closing time will be marked half a day. The employee in case is assigned a job to be complied before office hours his attendance will be considered only if his departmental head issues a clearance by mail. On public holiday or weekly off in case an employee punches in office he needs to work for at least 4.5 hours at a stretch if so he will be credited with a compensatory off. This can be only sanctioned or may be applicable with a prior intimation from his head with a logical reasoning. In case a employee stays more than 10.5 hours he will be provided with food facility up to Rupees Hundred only. This needs to be authorised by the Head with prior notification. If an employee if is travelling out of office for the more than two days and returns on a working day on or before 8:00 am can report on duty taking a rest for 4 hours. If a employee works 14 hours at a stretch he will be compensated with a Comp off. Time machine HOD, Director , Head HR
09 Dress Code
All employees will come in formals Monday to Friday and Saturday will be informal. A special dress code be defined for the reception and L6 and below L6 members. Employee who do not adhere the norms will be fined Rs. 50/- and a negative marking of 1 point will be done for his appraisal.
HOD, Director , Head HR
10 Identity card
All employees should carry their I Cards on them and exhibit as per predefined standards. In case an employee has not displayed is identity may be liable to be questioned and penalised for having not exhibited as per defined standards. If an employee is found misusing or not exhibiting or loosing more than three time in six months it will directly affect his appraisal In case of loss of card employee needs to pay Rupees 100/- as administrative charges.
11 Medical Examination
All employees should submit their medical fitness certificate from an MBBS certified medical practioner certifying fitness by submitting the following reports ECS, Diabetes, haemoglobin every year. All lady employees at the time of joining should submit the above along with pregnancy test report.
Forms & Formats Authority Policy Number Policy & Procedures Effective Date Revision Date 12 E mail
Process Forms & Formats
All All employees above the level of L6 are eligible to get the official Email account generated by the IT department. No employee is allowed to misuse this facility or communicate internally. There is a surveillance check on all mails received and sent from your ID. In case of any non pardonable act from your end will be severly dealt with and can be penalised or employee services may be terminated. In case of data piracy or theft a legal action will be taken. You are not permitted to mail your personal mails or sent your CV or promote this Id to other web addresses or groups apart from the approved sites or groups or messengers by the IT department. In case of discomfort in working or your personal reasons employees will not forward their concerns to group or all departments or any other employee. Email Id is for healthy communication and directly with concerned departments only. If mails found irrelevant and posing bad image will directly affect the performance appraisal of the employee and sever action can be taken against the same. No employee is allowed to access the others email Id if found will be terminated.
Authority
Policy Number Policy & Procedures Effective Date Revision Date Objective Types of Leaves
13 Leave
Leave is to balance work and health and personal needs, but leave is not a matter of right. Leave are defined in the following categories. Employees those who are confirmed and not on probation or contract are privileged to avail the below listed leaves. a. b. c. d. e. f. g. h. i. j. Sick Leave Casual Leave Privilege Leave National Holiday Festive Holidays Week off Maternity Marriage Family Death in case of blood relations only. Compensatory off
Those employees who are on Probation can avail the below listed. Note: The PL cannot be availed but will be accounted for in individuals account and the same will be available on receipt of confirmation letter. a. b. c. d. e. f. g. Sick leave Casual leave National Holidays Festive Holidays Week off Family Death Compensatory off
Those employees or staff members who are on a particular contract, assignment or retainer ship can benefit the following leaves a. b. c. d. National Holidays Festive Holidays Week off Family Death
Those employees who go on official tour are permissible to avail the following pattern of leave a. Employee who is on a tour for more than 10 days is compensated with One day as an extra leave. With the objective of personal management. Those employees who are to get married are facilitated with the following pattern of leave a. Employee is extended a 7 day leave apart from his credits
Those lady employees who are confirmed and on their family way can avail Maternity leave twice during their service tenure. Those lady employees who undergo a miscarriage can be considered for a maximum of Leave Calculation a. Two abortions during their service tenure All leaves for the purpose of accounting are accounted from January to December Table below denotes the monthly credits of leave in individual accounts SL - 6 0.5 CL 6 0.5 PL 21 21 worked days = 1 Comp off If worked on holidays; off; above duty hours Others Marriage once in service period; Family death As per manageme nt Tour As per defined
a. Sick Leave 6 leaves per year Those who are covered under ESICS will not be entitled for the said sick leave Any unutilized leave will not be carried forwarded to the next year or transferable to any other type of leaves or en - cashed. This can be availed to a ratio of minimum 1 day in two months. No sick leave can be granted for half a day it is only in multiples of One. b. Casual Leave 6 leaves per calendar year All employees can avail this facility from the date of joining. He can avail a minimum 0.5 leaves depending on his credits available. This leave can be availed in multiples of 0.5 as per credits available in leave account. Unutilized leaves can be transferred to the PL in the next calendar year. No leave can be considered for without minimum one day prior intimation or approval. c. Privilege Leave Maximum 21 days in a calendar year Those employees who have been confirmed only can avail this leave. This can be availed in multiples of One. To avail leave of more than three days employee should get approval from the concerned departmental Head. This leave will be en cashed after every 24 months or
completing the calendar year which ever comes first. No leave can be considered for without minimum one day prior intimation or approval. In case the employee takes leave without intimation and approval the HOD of the department may recommend the same as LWP and may suggest a penalty of 1 extra day. The calculation of encashment is on the CTC. d. National Holiday National holidays as defined below can be availed a. August 15th b. January 26th c. October 2nd e. Festive Holidays a. Id e Milad 1 day b. Mahavir Jyanti 1 day c. Ganesh Chaturti 1 day d. Dusshera 1 day e. Laxmi Pooja 1 day f. Bhai Bhij 1 day g. Christmas 1 day f. Week off All Sunday will be a week off. g. Maternity Eligibility: Hr should be informed two months prior to applying for leave in regard to pregnancy with certified reports. Eligibility is only for confirmed employees who have completed continuous 180 working days. Pre Maternity Leave can be availed for a period of 6 weeks Post Maternity leave can be availed for a period of 6 weeks Balance PL can be clubbed along with either of the two leaves h. Marriage 7 days leave will be granted only in case of the employees marriage. i. Family Death in case of blood relations only and extempore decisions would taken by management
j. Compensatory off If employee works for extra 4.5 hours at a stretch more than the stipulated working hours he can avail a comp off If employee works on an holiday can avail a comp off If employee works on festive holidays can avail a comp off. LWP Leave without Pay In case an employee does not intimate or seek permission prior to taking leave his absence will be treated as leave without pay. In case an employee calls up from his residence or outside during/or after office hours to his colleague or head conveying his inability to come on duty will be treated as LWP. In case an employee undergoes - Fatal accident Major personal problem / family problem
Ill health May convey his inability to reach office over phone, fax, mail, or a message sent in person through his representative may be considered depending on the verification and genuineness of the problem or reason. In case accepted leave may be considered in any of the available slots.
Forms & Formats Authority Policy Number Policy & Procedures Effective Date Revision Date Objective Process
Note: In case the organization would like to announce a holiday which is not listed in the above the organization reserves the rights to announce. Online and physical HOD, Director , Head HR
14 Warning
Warning is a positive step taken to appraise employee to take corrective measures and act. Employees who are found not up to the expectation level and not delivering as per standards and who have been confronted by their departmental heads will be issued a letter of warning. If not Abiding Rules & Regulation Warning can be issued on the following acts: Category RED, YELLOW, GREEN RED a. b. c. d. e. f. g. FIRE/ TERMINATION/LEGAL/ Manipulating of work & data Loss and theft Code of Conduct Breaking government norms Misappropriation of funds and trust False information or documents submitted. Misappropriation or any personal case with previous employees or in social. h. Breaching of NDNCA
YELLOW STRICT WARNING a. Misbehaviour b. Break of policies c. Misuse of assets d. Wrong reporting or not reporting. e. Not following instructions or departmental decisions f. Breaking SOP g. Submission of expense sheet or bills or clarification of petty cash h. Client servicing i. Wrong commitments to clients GREEN - WARNING a. Timings b. Performance c. Over usage of stationary d. Completion of task within the defined time period e. Lack of communication Email relies and office
communication if not processed within 24 hours Operational Process Communication departmentally or interdepartmentally g. Submission of reports departmentally and individual h. Participative ness in house activities, work, operations, new activity, departmental promotional activity i. Mis use of time and factor of disturbance to others j. Save energy and environment Warning draft/Charge Sheets/ Termination HOD, Director , Head HR f.
Policy Number Policy & Procedures Effective Date Revision Date Objective Process RED / YELLOW/ GREEN
15 Suspension & Termination
To avoid disproportional activities and performance and keep sincere and smart employees motivated to do the right thing at the right time and be productive RED All points listed in Policy No 14 in category RED fall under this purview. It is to the discretion of the Management and HOD of every department to give their honest feed back to the HR Head about the employees who are rated in this category. The HR Head will process the inquiry and understand both sides and give their recommendation against the case to the Director. Process: The employee who is found guilty, the following action course will be adopted a. In case of unpardonable act the employee can be terminated on the same day without any intimation or notice. He will be cleared with / without his dues and in case he needs to pay the company the employee shall remit all the damages and only then would be relieved. b. Under the same the company reserves the rights to take any legal action against the employee. a. Pardonable In case the employee who is found guilty, the following actions course will be adopted a. In case of pardonable actions the management reserves the right to call for explanation, understanding the corrective action plan of the said employee b. In case the employee was not able to achieve the said commitments the employee may be again called for explanation and if not found satisfactory or not
recommended by the departmental in the predefined period will be liable for discontinuation in service. c. In case the employee was not able to achieve the said commitment but has shown some percentage of improvement in such case it depends on the recommendation of the departmental head HR head and the concerned peer group. YELLOW All points listed in Policy No 14 in category YELLOW fall under this purview. a. Employees who are not found complying the norms and said standards or behaviour are liable to be called for explanation and service of notice. b. The employee who has been served notice and asked to improve will be observed by his departmental head and HR c. If the employee not found improving in the act for which he was served notice or found not performing on any ground is liable to either terminated directly or served with a strict warning falling in RED category. d. In such case the employee will be monitored for the predefined time and given all scope and support to improve but in case he fails to he will be terminated and all rules as said in RED category would be applicable
GREEN All points listed in Policy No 14 in category GREEN fall under this purview. e. Employees who are not found complying the norms and said standards or behaviour are liable to be called for explanation and service of notice. f. The employee who has been served notice and asked to improve will be observed by his departmental head and HR g. If the employee not found improving in the act for which he was served notice or found not performing on any ground is liable to either be terminated directly or served with a strict warning falling in YELLOW / RED category. h. In such case the employee will be monitored for the predefined time and given all scope and support to improve but in case he fails to he will be terminated and all rules as said in RED category would be applicable NOTE: TREMINATION All the above may not be applicable in case the Head of the department or the peer group and the Operational Heads find the employee drastically failing on all grounds or his social or professional outlook does not match to the organizational standards in such case under no circumstances the employee would be given chance to continue service Forms & Formats Authority HOD, Director , Head HR
Policy Number Policy & Procedures Effective Date Revision Date Objective
16 Transfer Departmental and Branch
Process
The Employees be given a chance to take up new challenges and exhibit their performance and skills The management has taken measures to upgrade and assist the employee with all professional assistance enabling growth and sustainability in the organisation. Employees with the organization who are capable or not shown improvement or possess skills and are appointed on a different job are likely to be transferred. Such employees will be referred by the departmental Heads to the HR department and the HR will then identify proper profile and place of work for such employees and act. In such case the HR department will review his recruitment and personal file for necessary actions. On basis of the profile the HR department will forward this applicant to the concerned intended HOD and re conduct or take his view and opinion if required for transfer or relocation of the employee. It may not be mandatory to have the concern of the Director in such case but if case of Senior position be the Director operation be involved in the said process. In case of Transfer it is mandatory that the HOD relieving the said employee should give a No objection Certificate in triplicate to the HR reserving a copy of the same for his record. In return the HOD welcoming this employee should send a mail of acceptance and recognize the incoming employee with a standard greeting format. No employee who so ever can refuse the transfer order. This right of transfer is reserved by the Management and HR departmental will be instrumental in issuing the transfer
notice. All transfer orders will be intimated to the employee and the concerned department (both receiving and relieving) one month in advance. During this period of transfer the said employee will be asked to serve at both locations intimated from time to time. The employee by the end of the pre defined period of transfer and joining should take all measure in procuring NOC from all departments and clearing in case of any professional dues, work or assignments. The employee will collect in writing the task given and accepted by the giver and receiver. (i.e all pending task handed over will be accepted by the receiver in writing and similarly the employee who is transferred will as a token of acceptance of charges and assignments will sign and accept the task given to him at the time of transfer.) Out side Transfer In case wherein an employee is transferred to another city branch or branch 200kms away from the city limits the following need to be administered. a. All the above action and procedure be followed as listed in point 1 of the transfer policy. b. The employee be intimated well in advance and be given sufficient time and geographical know how of the location. c. The cities are categorized in as: A Metro Cities B Cities C Cities graded as B Cities D Cities graded as C cities A policy needs to be developed taking in account the following a. b. c. d. e. logistics of the transferred employee Relocation expense of the said employee Reestablishment of the said employee Educational assistance Time frame
In cases of transfers it is mandatory that the employee is given time to adjust all the above on his own, however the management may consider and work on a policy to accommodate the Out station transfers if in case. The cost of living expense varies from city to city and hence we need to develop a policy in case of such situations. Forms & Formats Authority HOD, Director , Head HR
17 Communication -
The objective is to have a smooth communication of message of work/order internally or outside the organization in a predefined format Every employee has access to communicate within and outside the organization as permitted and is restricted to communicate in certain cases. All employees will communicate internally on the intra net or the physical format of communication available within the organization. The branch to HO or HO to branch and Regional office will have access to internet, physical or telecommunication mode of communication. All communication done internally or externally is official and hence carries value and representation of the organization. All employees are hence required to adhere policy norms and not misuse the channel of communications. The forms of communication available with the organization are: a. b. c. d. e. Email Telephone Fax Post & Telegraph SMS
The objective of smooth functioning of operations calls for maintaining protocol and error free environment. No mass mailing of personal concerns and issues will be permitted. In terms of communication we have elaborately specified in the Email
policy and it is mandatory that all communication be in English only. Any communication which brings defame or loss to the organization terms of name or business will be seriously dealt with and is liable to explanation and action. All employees in interest of self and the company should communicate and bring to the notice of the HOD or concerned immediate head in case of the following a. Client status in market and with us b. Colleague act of non conformity c. Mis use or mishaps d. Alerts e. Or any such incidence which may rise a problem or which may be of concern to the growth of the organization Forms & Formats Authority
18 Group Insurance
The organization is of the view that all on board are members of the family and hence shoulders the responsibility of extending insurance coverage to its team The process needs to be defined and policies need to be identified. It is proposed that the following may be considered a. Gratuity b. Personal accident with salary c. Life insurance d. Medi claim
Policy Number Policy & Procedures Effective Date Revision Date Objective Implementation
19 Salary & Remuneration
19 To facilitate systematic implementation of the remuneration plan, various positions in the Company have been grouped and classified RESPONSIBILITY LEVEL & GRADE. It will be the responsibility of the HR to constantly monitor changes in the organization and recommend to the management, changes in the remuneration plan for Managers, Executives and Non-Executives at periodic intervals. Certain benefits/perks may be given to the Managerial staff in the context of the current tax laws in order to minimize the burden of Income Tax on the individual. If however there are any changes in the laws, it should be clearly understood that incident of such taxation, will be to the account of the employee and the Company will not be responsible for higher burden of individual taxation. The income tax on Salary & Allowances payable to non-executives will be borne by the individuals. The salary and perquisites given to an employee are completely personal between him/her and the Company and should be kept confidential. The salary and perks will not be discussed with anyone else in the organization, apart from the immediate superiors and / or the HR department.
Process
Process The salaries of employees will be deposited directly into the HDFC Bank. Salaries will be paid on or before 7 th of every month. HR Department will compute the salaries and forward to the Accounts Department for necessary action as stipulated above. The HR Department will ensure deductions of Provident Fund and Employees Pension Fund as per the provisions of Employees
Provident Fund Act, 1952, and Employees Pension Fund Regulations, Professional Tax, Advances, Loans, Labour Welfare Fund subject to the Company Policy in the matter and will also ensure timely remittance, inclusive of Companys contribution towards concerned Government Authority. Salary Slip is issued to all at the time salary on every month. The Company shall disburse payment of bonus based on profits to all employees in accordance with the Provisions of Payment of Bonus Act 1965 and Company provisions in this regard, as applicable from time to time. First three months of the new joinee and the last working month salary of the employee will be given to the employee directly in form of a Account Payee cheque of the city. The structure of the salary is based on CTC. The awards and rewards will be incorporated in the months salary. Any kind of penalty will be deducted from the salary the deductions are in consent and understanding of the employee. Superannuation The employee shall retire from the service of the company at the end of the month in which he/she attains the age of 60 years. LEVEL L L L L L L L L L L L 1 2 2 3 3 4 4 5 5 6 6 AA B A B A B A B A B RANGE SKILL EXP CAPABILITY
Superannuation
Grade Structure Levels Salary criteria
20 Service Rules
It is a guide line for team members to perform and act in the frame of the organization. The Company expects its employees to conduct themselves at all times in manner that will enhance their image and that of the Organization. No employee shall without the previous sanction of the Management, accept directly or indirectly on his/her behalf or on behalf of any other person/any member of his. /her family to accept any gifts, rewards or services, or any other such offers, on any occasion. An employee shall not, unless specifically empowered by the Management in this behalf, communicate directly or indirectly to any outside party including the press, any information or document that have come into his/her possession or of which he/she has secured knowledge in the course of official duties. An employee shall avoid habitual indebtedness and shall be discharged on being adjudged or declared insolvent, unless he/she proves that indebtedness or insolvency is a result of circumstances beyond his/her control and does not process from extravagance or dissipation. All employees will be covered by the Model Standing Orders of the Industrial Employment Rules, applicable locally (within states) under the Industrial Employment (Standing Orders) Act, 1946 and the Management shall reserve the right to take appropriate action in case any employee is found guilty of misconducts as provided under the Model Standing Orders. The Company should fulfil statutory requirements under the local laws including The Shops and Establishment Act. The registration must be done immediately on commencement of the operations as per the stipulated norms and procedures. The renewal of the registration/license should be applied for, before the same expires, on a periodic basis. All employees of the Company will be issued with personal identity cards, which authenticate their employment and bonafied
including the blood group. The employees are required to carry their identity cards on their person while on duty. The identity cards should be produced for verification, before the concerned authority, whenever required. It is advisable to carry identity cards even while moving out of the establishment. No permission to allow mobile using during duty hours very strictly except for certain departments and individuals of the organization whose names and will be given with the HR department and circulated amongst all HODS Forms & Formats Authority
21 Provident Fund
Is to cover employees and extend them security and a compulsory medium to save and build. Provident Fund & Employee Pension Scheme This is a contributory social security benefit where in 12% of the salary (Basic) will be contributed equally by the employee and the Company. The objective of this statute is to provide adequate monetary benefit post retirement. As per statute, employees drawing salary up to Rs.6500/- per month are eligible for coverage. However the Company can at its discretion extend the benefit to employees drawing salary beyond Rs.6500/- per month, by submitting a joining declaration to the P.F. Authorities for this purpose. Covered employees are allotted individual numbers under the Establishment Code of the Company. The Provident Fund Scheme provides for non refundable advances subject to certain conditions for purposes such as purchase of House/site, Marriage of Self /dependents, advance education of Self / dependents, unforeseen medical contingencies etc. If a person crosses 58 years of age, then no family pension is deducted of total amount debited to P.F. Account. The employees are covered under Govt. P.F. rules. Synopsis of Employees Pension Scheme Employees Pension Scheme 1995 came into force effective 16th November 1995. The detailed are as under : 1. Putting 10 years services as a provident fund member
employee is entitled to get pension. 2. Pension is payable after attaining the age of 58 years 3. After attaining the age of 58 year age employee has a choice to accept the minimum pension in case of leaving the services. 4. The employees having service less than 10 years, as PF member will get full pf contribution in case of leaving the service. 5. The Calculation of pension is decided by the pf authority only. 6. The Pension Scheme also provides certain minimum pension to members who are permanently and totally disabled irrespective of the extent of personable service rendered by such members. Form & Formats Authority
22 Employee State Insurance Corporation
Employees should benefit and remain healthy Process This provides for medical benefits for employees and under certain circumstances to the family Employees drawing GROSS salary up to Rs.10,000 per month are covered under the Scheme. The employee contributes 1.75% of the salary while the Company contributes 4.75% of the Salary towards the E.S.I. Fund. Employees covered under the E.S.I.C. can avail of benefits against their membership Card. The benefits are broadly classified as Medical treatment arising out of illness/accident, Special Sickness benefit, Disablement benefit, Maternity benefit, Funeral benefit etc. In lieu of ESIC, Workmen Compensation Act becomes applicable for which the company takes a W.C.Policy from the insurance company.
Policy Number Policy & Procedures Effective Date Revision Date

Objective Process
23 Gratuity
Is to help employees benefit after a successful association with the organization An employee expects and deserves as a matter of right some reward when he resigns/retires after a long service with the Company. The enactment of the Payment of Gratuity Act, 1972 has fulfilled the expectation of employees. Under this Act, an employee becomes entitled to earn gratuity after putting continues five years of service with the Company. The payment of gratuity is payable to the employee under following terms and conditions. (a) When the service of the employee is terminated or (b) When the employee retires or resigns from the service (c) On his death or disablement due to accident or disease Provided, that the completion of continuous service of five years shall not be necessary where the termination of the employment of any employee is due to death or disablement. Gratuity is calculated @ 15 days last salary drawn i.e. Basic for each completed year of service. (Minimum 240 days is must for each year) The formula for calculating gratuity is as follows: Basic ----------------- x 15 x Number of years of service 26 The limit of Gratuity amount is Rs.3.50.000/- only Procedure:
Procedure
Information
Gratuity letter along with Form F. (Nomination from) in duplicate are issued to the employee on completion of five years of his service. When, an employee retires or resigns from the Company or in case of accident or death, the HR department has to send claim form to Accounts department. They also need to submit his full & final settlement form along with gratuity claim. The employee has to furnish application in Form I under the provision of Gratuity Act. Information This is an Act, which is governed by the Central government. It provides for the payment for the payment of Tax on the basis of Salary income earned during a financial year. As salaried employees the Act provides for tax deduction at source as given below: Income Tax Rates for Assessment Year 2006-2007 & 2007 - 2008 For any other Individual 0 100000 Nil 10% 20% 30% 2 % Educational Cess 800000 & Above 10 % Surcharge
100001 150000 150001 250000 250001 & Above
The income tax provisions are liable for change as per the Finance Bill every year Forms & Formats Authority
24 Professional Tax
Professional Tax Calculation will be affected on Gross salary per month as per rules. & Form No. 10 (Monthly Challan) Yearly Challan
Forms Formats
25 Performance Appraisal
Is a tool to measure, understand and help employees improve their performance and achieve organizational goals Objective Performance appraisal, in this company, is carried out to : Study the extent of results achieved as set by this system. Analyze deviations from the set results. Formulate training programmes to be imparted to develop the employee. Identifying potential for job enlargement or job enrichment. Give promotions and increments, wherever necessary.
The company has a two level performance appraisal system, based on MANAGEMENT BY RESULTS. In the first level, all employees in RL 4 and below grade are appraised as per Appraisal Form. They are appraised in the areas of Quantity of Work, Quality of work, Attitude and Ability & Willingness to learn, Discipline, Punctuality, Guest Orientation. The immediate superior does this. In the second level, employees (Executives/Managers of RL 5 and above grade are appraised as per Appraisal Form. They are appraised in the areas of extent of achievement of Resource Management, Problem Solving, Innovativeness, Openness,
Communication, Attitude, Responsible, and Target Oriented approach. This is jointly done by the appraiser and the appraise. Process In order to facilitate objectivity and systematic evaluation, all executives and managers are expected to interact with their superior or subordinates and carry out setting of key results areas. At the end of the appraisal period, the performance appraisal exercise is carried out and signed by appraiser and sent to the HR through respective department heads. After collection of these forms, they are segregated as per the study requirements to do gap analysis, identify training needs, appraise potentials, decide job enlargement and enrichment, give promotions and calculate increments. To check the competency levels in the following area (Excellent, Good, Low, Inadequate, Not Observed) ..1 Quantity of Work means the amount of work the staff delivers in the stipulated time. The speed with which, he delivers his activities. Quality of Work means the accuracy and the adherence to the standards in ones work. Would also include the cleanliness of the overall area during his/her work. Attitude means the way he behaves towards his work, seniors, juniors, and colleagues, other departments and outside suppliers. The positive ness in ones approach. Discipline means the adherence to company rules, regulations and policies also the general ethics of the person. Punctuality means the time at which he reports on duty, the hours of breaks he takes and the overall duty hours. Ability & Willingness to learn means ability to learn across their area/function. Keen interest or enthusiastic on their work. Grooming means the overall cleanliness of the body and uniforms and the presentation of both. Resource Management means the effective utilization of available resources (staff, inventory, time and finance) in achieving the targets set. Problem Solving means the effectiveness in identifying, handling and finding apt long term solutions to problems and executing the procedures formed as solutions. Innovativeness means trying to do some thing new which would be beneficial to the staff, guest or management. Would also involve executing the same and showing results. Openness means being open to changes, new ideas and suggestions. Also means transparency and representing the right way. Communication means being clear in speaking out and understanding things. Language skills, Upward and downward communication, creation of communication tools and implementing the same. Attitude means the way he behaves towards his work, seniors, juniors, and colleagues, other departments and outside suppliers. The positive ness in ones approach. Responsible means taking responsibility his/her area of
Evaluation
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work. Responsibility towards actions of self and staff under him/her. Also what additional responsibility one has assumed apart from his/her regular responsibility at his/her position. ..15 Target Oriented Approach means creation and achievement of targets in terms of income/expenditure and others such as creation of sops, training etc for their area of work. Breaking targets into achievable ones and delegating the same down the line.
Self assessment Questionnaire
1. What do you see as your major achievement in the last year/since the last review? 2. Which do you feel are areas you need to improve upon / develop? 3. Where do you experience difficulties or constraints, which affected your performance? 4. What kind of Training Development do you require to help you (a) in your present role (b) in your higher role? 5. Do you feel you are being fully utilized in your current position? What suggestions you have? 6. How do you feel you can enhance your job role? What additional responsibility you would like to take? What is an appraisal? An appraisal is a tool to know your self and your colleagues, and it can help to know the scope of work accomplished and / or the probable time. Why it is necessary? It is necessary to understand the strengths and weaknesses so as to improve upon oneself to deliver more or exceed expectations. What does it do to you? It is a confidence building exercise and helps the person to get more focused. How will it be done? This appraisal is a quarterly exercise to be performed by the seniors and it all levels. The immediate boss is supposed to maintain a record of things whether good or bad during his course of work. This will assist in measuring the employee and will eventually be the too to promote, demote, enhance the wages, provide or deprive the facilities and also will give inputs on the training required, if any, and will help the team as well as the management to progress further. What will it do to you? You can judge yourself, can motivate, add value to yourself, know your job role, enhance your potential, identify your vision, mission and dharma, strengths, weaknesses, opportunities, threats, C S I P, achievements
Objective
Performance appraisal, in this company, is carried out to : Study the extent of results achieved as set by this system. Analyze deviations from the set results. Formulate training programmes to be imparted to develop the employee. Identifying potential for job enlargement or job enrichment. Give promotions and increments, wherever necessary.
The company has a two level performance appraisal system, based on MANAGEMENT BY RESULTS. In the first level, all employees in RL 4 and below grade are appraised as per Appraisal Form. They are appraised in the areas of Quantity of Work, Quality of work, Attitude and Ability & Willingness to learn, Discipline, Punctuality, Guest Orientation. The immediate superior does this. In the second level, employees (Executives/Managers of RL 5 and above grade are appraised as per Appraisal Form. They are appraised in the areas of extent of achievement of Resource Management, Problem Solving, Innovativeness, Openness, Communication, Attitude, Responsible, and Target Oriented approach. This is jointly done by the appraiser and the appraise. Process In order to facilitate objectivity and systematic evaluation, all executives and managers are expected to interact with their superior or subordinates and carry out setting of key results areas. At the end of the appraisal period, the performance appraisal exercise is carried out and signed by appraiser and sent to the HR through respective department heads. After collection of these forms, they are segregated as per the study requirements to do gap analysis, identify training needs, appraise potentials, decide job enlargement and enrichment, give promotions and calculate increments. Evaluations To check the competency levels in the following area (Excellent, Good, Low, Inadequate, Not Observed) ..1 Quantity of Work means the amount of work the staff delivers in the stipulated time. The speed with which, he delivers his activities. Quality of Work means the accuracy and the adherence to the standards in ones work. Would also include the cleanliness of the overall area during his/her work. Attitude means the way he behaves towards his work, seniors, juniors, and colleagues, other departments and outside suppliers. The positive ness in ones approach. Discipline means the adherence to company rules, regulations and policies also the general ethics of the person. Punctuality means the time at which he reports on duty, the hours of breaks he takes and the overall duty hours. Ability & Willingness to learn means ability to learn across their area/function. Keen interest or enthusiastic on their work. Grooming means the overall cleanliness of the body and uniforms and the presentation of both. Resource Management means the effective utilization of available resources (staff, inventory, time and finance) in achieving the targets set. Problem Solving means the effectiveness in identifying, handling and finding apt long term solutions to problems and executing the procedures formed as solutions. Innovativeness means trying to do some thing new which would be beneficial to the staff, guest or management. Would also involve executing the same and showing results.
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Openness means being open to changes, new ideas and suggestions. Also means transparency and representing the right way. Communication means being clear in speaking out and understanding things. Language skills, Upward and downward communication, creation of communication tools and implementing the same. Attitude means the way he behaves towards his work, seniors, juniors, and colleagues, other departments and outside suppliers. The positive ness in ones approach. Responsible means taking responsibility his/her area of work. Responsibility towards actions of self and staff under him/her. Also what additional responsibility one has assumed apart from his/her regular responsibility at his/her position. Target Oriented Approach means creation and achievement of targets in terms of income/expenditure and others such as creation of sops, training etc for their area of work. Breaking targets into achievable ones and delegating the same down the line.
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Self assessment
Questionnaire 7. What do you see as your major achievement in the last year/since the last review? 8. Which do you feel are areas you need to improve upon / develop? 9. Where do you experience difficulties or constraints, which affected your performance? 10. What kind of Training Development do you require to help you (a) in your present role (b) in your higher role? 11. Do you feel you are being fully utilized in your current position? What suggestions you have? 12. How do you feel you can enhance your job role? What additional responsibility you would like to take? What is an appraisal? An appraisal is a tool to know your self and your colleagues, and it can help to know the scope of work accomplished and / or the probable time. Why it is necessary? It is necessary to understand the strengths and weaknesses so as to improve upon oneself to deliver more or exceed expectations. What does it do to you? It is a confidence building exercise and helps the person to get more focused. How will it be done? This appraisal is a quarterly exercise to be performed by the seniors and it all levels. The immediate boss is supposed to maintain a record of things whether good or bad during his course of work. This will assist in measuring the employee and will eventually be the too to promote, demote, enhance the wages, provide or deprive the facilities and also will give inputs on the training required, if any, and will help the team as well as the management to progress further. What will it do to you? You can judge yourself, can motivate, add value to yourself, know your job role, enhance your potential, identify your vision, mission
and dharma, strengths, weaknesses, opportunities, threats, C S I P, achievements
Process
On the basis of performance review, increase in salary/allowances will be granted annually (in April every year). Increment for all employees will be based on performance rating as assessed as per employees got the point of every quarterly appraisal. Increments for Executives and Managers will be strictly related to the performance. Increment for Staff and Supervisors will be as per stipulated responsibility level. Increments would not be automatic. Any Merit Increments/Merit Awards will be related to the performance and will be given at the sole discretion of the Management. An average of all four quarterly appraisals would be calculation and multiplies with incremental value to determine the increment of staff. Increments on confirmation will be at the sole discretion of the Management and will be granted only for exceptional cases.
26 Training & Development
To promote employees learn and improve their skills and their personality Process The company strongly believes in developing its employees to take up higher and greater responsibilities by using their skills, knowledge and personal abilities to the optimum level. It imparts
training to the employees to fulfil this objective. There are four broad categories, which are identified, in our training policy: Behavioural training On the job training Product training Skill training
At present following types of training activities are carried upon Induction training Train the trainer By external trainers / Consultants From ISO Consultant Department Head
Training Plan, Training Attendance Sheet, Training Record must have to keep in every department. All HODs have to maintain and monitoring accordingly. Promotions will not be automatic or linked with the length of service. Individuals with good performance records and whose periodic potential assessment indicates ability to shoulder higher responsibilities will be considered for promotion to a senior grade when new vacancies arise or when a new position is created. The Company believers in promoting personnel from within. However, in view of the dynamic situation, it may be necessary to introduce talent from outside for Managerial positions to ensure inputs of new ideas, techniques and specialization for future growth. Implementation The procedure / channels of communication will be similar to that of appointment and confirmation. The promotion of Executives and Managers will be through review by the Management with specific approval thereof. Training Plan Training Attendance sheet Training Record
27 Leaving Procedure
It will be the endeavour of the Company to retain productive employees as long as possible and to examine the reasons for the inability to retain them. Resignations will be submitted in writing to Manager - HR by giving notice as per the terms specified in the
appointment letters. Recently we are proceeding to issue appointment letters to all staff members before March 2007. The following terms & conditions will apply to all staff members with immediate effect, if he/she wants to leave the company. Resignation Those who submit written Resignation He/she will be allowed to leave and clearance would be done up in full after completion of one month notice period from the date of resignation, received & approved by the Management. If he/she does not give a month notice clearance may be done in full as a special case consideration by the Management, provided he/she pays one month basic in lieu of notice. The Management will be give his/her experience certificate after completion of full & final settlement only. Those who dont submit Resignation If any staff leaves the services without any information of department head or without submitting his/her resignation to HR department, he/she will be not entitled for any type of clearance. He/she will not be allowed any experience certificate also.
Forms & Formats
28 Exit Interview
Objective Process
It will be the endeavour of the Company to retain productive employees as long as possible and to examine the reasons for the inability to retain them. Resignations will be submitted in writing to Manager - HR by giving notice as per the terms specified in the appointment letters. Recently we are proceeding to issue appointment letters to all staff members before March 2008. The following terms & conditions will apply to all staff members with immediate effect, if he/she wants to leave the company. Resignation Those who submit written Resignation He/she will be allowed to leave and clearance would be done up in full after completion of one month notice period from the date of resignation, received & approved by the Management. If he/she does not give a month notice clearance may be done in full as a special case consideration by the Management, provided he/she pays one month basic in lieu of notice. The Management will be give his/her experience certificate after completion of full & final settlement only. Those who dont submit Resignation If any staff leaves the services without any information of department head or without submitting his/her resignation to HR department, he/she will be not entitled for any type of clearance. He/she will not be allowed any experience certificate also.
Policy Number Policy & Procedures
29 Welfare Policy
Effective Date Revision Date Objective Process We regard our employees as the greatest assets of the organization and in order to strengthen these assets, the company has formulated policies, which aim at providing welfare to the employees. Get together & Birthday ceremony of our team members in every months Best Employee Awards, Most Wanted Person of the month, and Most Cheerful Person of the month and Honesty awards in every month. Nominations are defined in prescribed form of Award Nomination Form duly filled in every month by department head confidentially and submit to HR department. HR department has coordinate with General Manger for selection Anniversary Ceremony Appreciation Letters Sports Activities, Cultural Programs, Entertainments, Party Farewell, Annual Pooja, compensation in case of loss of life etc,
30 Conveyance Policy
Those who are using the company vehicle/s, he/she will be noted in/out kilometres at the security gate. If he/she can use their personal vehicle than the company will be reimbursed conveyance as per the determined rate policy. For outside of Ahmedabad, the company will be paid to & fro bus, railway or air fare in terms of management approval.
In city Reimbursement Out Station
Rs. 2 per kilometre for two wheeler (If personal vehicle usage) Rs. 4 per kilometre for four wheeler (If personal vehicle usage)
31 Job Abandonment
This policy provides assurance that the company shall continue without undue interruption and allows limited yet reasonable unreported absence in the event of personal emergency. A Team Member shall have abandoned his/her job when the staff member has failed to call in and directly notify the HOD of the reason for absence from work for three consecutive work days. Job abandonment will also occur when a staff member fails to return to work or directly notify the supervisor of the reason for absence within three consecutive working days after any approved leave of absence, disciplinary suspension, or recall form layoff status. When a staff member has abandoned his/her job that staff member shall be immediately terminated from the company. Such termination shall be a voluntary resignation and shall not be subject to the staff complaint and grievance procedure.
Definition
Procedure
Authority
32 Job Posting
Form time to time, the company will post job openings in the area near to the time clock or signing in out place. We encourage employees who have the required skills necessary for these open positions to apply. Required skills and experience will be listed on the job posting to better assist current employees in assessing their qualifications. Occasionally, an employees work experience at out facility will serve to qualify them in particular areas where outside candidates would be required to have professional training. The Company will always try to post positions inside the company before placing ads in local publications. In some cases, the company will not post positions internally as conditions may vary in regard to the level, reason or confidentiality of the position.
Process
Authority
33 Lost & Found
Any items found on the worksite should be delivered to the Human Resource office where they will be available for claiming. To make a claim, an employee must first describe the attributes of the item without seeing the item. Clearly this process discourages inaccurate or false claim requests. In the event an item is not claimed within10 days, the human resource manager will make a posting of such item on employee notice boards.
Form & Formats Authority
Policy Number Policy & Procedures Effective Date Revision Date Objective Purpose
34 Attendance
Any items found on the worksite should be delivered to the Human Resource office where they will be available for claiming. To make a claim, an employee must first describe the attributes of the item without seeing the item. Clearly this process discourages inaccurate or false claim requests. In the event an item is not claimed within10 days, the human resource manager will make a posting of such item on employee notice boards. Employees are expected to report to work as scheduled and on time. If it is impossible to report for work as scheduled, employees must call their concerned HODs before their starting time. If their HOD is unavailable, then they have to inform immediate responsible person who plays role of HOD in the absence of real HOD. And in some case if the absence is to continue beyond the first day, the employee must notify their HOD on a daily basis unless otherwise arranged. Calling in is the responsibility of every employee who is absent. Absence for three consecutive work days without prior information to HOD is considered a voluntary termination.
Process
Form & Formats Authority Reporting structure
Policy Number Policy & Procedures Effective Date Revision Date Objective Purpose
35 Company Confidentiality
All employees at one time or another will received personal, privileged and/or confidential information. That information may concern other employees, the companys operations or other organizations with whom we do business. You are obligated to ensure that this information remains confidential and is not disclosed. This is true regardless of whether you are actively employed, on leave or your employment with the company ends (for any reason). Employees who disclose such sensitive information will be disciplined, up to and including immediate termination. If inquiries are made from outside the company, particularly from the press, you should not answer, but direct all such questions to your supervisor or the Human Resources Department. If your employment with the company terminates, for any reason, you must promptly return to the Company all confidential documents and other materials that you have. You are not permitted to retain copies of any such documents or materials.
Authority
Policy Number Policy & Procedures Effective Date Revision Date Objective Purpose Process Authority
36 Company Property
37 Employee Category
Policy Number Policy & Procedures Effective Date Revision Date Objective Purpose Procedure Authority
38 Re Hire Policy
A former employee who has been rehired after leaving employment for more than one calendar (1) year is considered as new Employee.
39 Vehicle Parking
40 Work Place Security
The company is committed to maintain a safe and secure workplace. In order to maintain a secure work environment, the company strictly prohibits employees and visitors from bringing and firearm on company property. In addition, all employees are asked to check in with the Security personnel of the company. Failure to comply with this policy will result in disciplinary action up to and including termination and will be penalized. Employee is not carrying money more than Rs.250/- on duty.
Authority
41 Bulletin Board / Notice Board
Bulletin boards can be used as a primary and effective communication tool for companys employees. It can be used to highlight some important news regarding some welfare activities, lost and found such things of employees, to recognize some admirable work of any employee of the company, important charges, some important addressable information, to prevent grapevine communication.
Procedure Authority
Policy Number Policy & Procedures Effective Date Revision Date Procedure
42 Policy of Death when on duty
When an employee dies while actively employed all procedures relating to the policy on termination/Resignation should be followed. The concerned HOD are responsible for notifying the office or human resources as soon as possible so that appropriate notification and actions can be taken by HR department. The concerned HOD should prepare and forward a Termination Form and arrange at an appropriate time for the return of keys. 1. Notifies the office of Human Resources of death of an active employee 2. Arranges for return of office Office of the Human Resources: 1. Notifies the insurance company of death of employee contacts employees family and makes arrangements for payment and /or follow through on benefit programs
Procedure of Head
Authority
Policy Number Policy & Procedures Effective Date Revision Date Purpose
43 Company Policy
Hires the best people to help us reach our goals. We believe if we surround ourselves with good people employees to always "do the right thing" when at work and in their communities. Who intend on doing well, the organization can only succeed. It is for this reason we enforce the idea of Company investment in human capital, training and trust to encourage
Authority
44 Visiting Card
Visiting Card will be issued to Above RL-5 level staff. HR Department will be informed to Purchase department by Visiting Card Printing Information at the time of joining of employee. Re-printing visiting card information will be going through HR department only. HOD will inform to HR department for the same.
Authority
45 Settlement of Full & Final
When Employee wants to resign, he/she will submit resignation to concern HOD & concern HOD will pass on to HR department for the further procedures. HR department will send the same to Management for approval. HR Department will send the NO Dues Clearance Form to all departments for the purpose of final settlement, clearance. All HODs will indicate in this clearance form if any clearance due from the employee. After the clearance from all departments, HR department will calculate his balance leave, gratuity, bonus and salary as per the policy and prepared a full & final settlement. The full & final settlement will send to Director (Operations) for approval. HR department will submit full & final settlement notes to accounts department for preparation of cheque. Accounts department will forward this cheque to HR department and HR department will give the same to concern employee.
46 Mobile
The Management has introduced a facility of Mobile for all Executive & managers. The Following policy has been recommended and approved by the Management. This facility is provided for business communication use only. However, subject always to the Managements right to change this policy and to inform to all HODs accordingly. The whole procedures would be through HR department. HR department will be maintaining all the records of users. HR department will be coordinate to purchase and accounts whenever necessitate. 1. You can select any mode, 50% cost of mobile will be paid by company and 50% cost of mobile will be deducted from your current month salary or maximum instalments of two coming months salary . And the same mobile has to be used in duty. 2. In case you want higher model above Rs.4000/- than company will pay maximum Rs.2000/- and rest of amount will be deducted in current month or maximum two instalments of coming months salary. 3. You can avail this facility once every year. 4. Maintenance of your mobile would not be companys responsibility. In case an employee resigns before 12 months of purchase of mobile then the amount paid by company would be recovered from his/her clearance / full & final settlements. Limits Over limit Roaming Forms & Formats Authority
47 Official Conveyance Reimbursement
The Management has introduced a facility of official conveyance for all team members who are using their personal vehicle for companys purpose. Employee whenever goes to outside of the premises, must be filled their Exit pass or make a record of exit time and in time at Security Desk. The company has decided to pay conveyance reimbursement including maintenance and wear tear charges. This facility is provided for business communication use only not means permanent charges. However, subject always to the Managements right to change this policy and to inform to all staffs accordingly. The whole procedures would be through HR department. Conveyance Reimbursement is paid on monthly basis. Employee will submit their conveyance reimbursement form to HR department for verification. HR department will check your record from security desk than after HR will submit to accounts department for payment purpose. 1. For Two wheelers : Rs.2.75/- per km For Four Wheelers : Rs.5.00/- per km
Form & Formats Authority Policy Number Policy & Procedures Effective Date Revision Date Procedure 48 Leave Sanctioning authority
The Management is decided leave sanctioning authority for staffs. They have to submit their leave as per the sanctioning chart. HODS ARE ADVISED TO SEND A LIST OF PERSONS WHO WILL BE WORKING ON FESTIVAL HOLIDAY AT LEASES A WEEK IN ADVANCE OF THE FESTIVAL HOLIDAY. IT IS ADVISABLE FOR ALL TO PLAN LEAVES IN ADVANCE, ESPECIALLY ANNUAL LEAVES AT THE START OF THEYEAR ITSELF.
Authority of limits Authority of sanctioning
Policy Number Policy & Procedures Effective Date Revision Date Applicable Rate & allowance
49 Travel policy
1. Applicability: These TA/DA rules will be applicable all employees who are working in BBHL Group & effected from 01.09.2008. 2. Rates of daily Allowance : Lodging and Boarding allowances will be payable to the employees for tour within India on official work at the rates specified. a. Loading Allowance will cover all normal bonafide expenses of lodging only required during the period of tour at various places. Lodging allowances will be paid at the specified rates, subject to maximum of actual expenses as per bill. Submission of bill is compulsory. b. Boarding Allowance will cover all normal expenses while on travelling & at stay (Such as Meals, Refreshment, Laundry Charges, Local Conveyance)
Policy Number Policy & Procedures Effective Date Revision Date Policy Number Policy & Procedures Effective Date Revision Date
The admin functions are governed and headed by the HR & Admin Head. The Senior Admin Head is directly responsible for the below: He is responsible for the smooth functioning of the organization, maintaining inventory, purchase, assets and infrastructure He is also responsible for managing the in - house developed Admin software and its functions and generate reports. He is also responsible for the purchase and related activities. He is also responsible to manage accounts of all infrastructure and facilities extended to employees and office bearers. He is also responsible to effectively manage the Telecom services required by the organization and its employees. He will generate reports on the best plans available and implement cost effective plans. He is also responsible for the maintenance of the infrastructure and assets of the organization Admin a. b. c. d. e. f. g. h. i. j. k. l. m. Office administration General Purchase Inventory & Stores Insurance House keeping Dispatch & Couriers Liaison & PR Telecom Booking & Ticketing Event management Safety & security Cafeteria ISO Related activities
Executive Admin: Fenil Shah He is responsible for Dispatch and courier services Executive Admin: Harshad Shah He is responsible for vendor developments and Assists Sr. Executive Admin Executive Admin: Jignesh Shah He is responsible for inventory and distributions of office automation and office operational requirement SOP
Office Administration: Office administration covers all facilities that are extended by the organization to employees for smooth working and executions of jobs allotted
Policy Number Policy & Procedures Effective Date Revision Date Objective Purchase Classification
1 General Administration -
Purchase Procedure
The purchase policy is to understand verify and deal to buy a commodity or service at a competitive price meeting organizational predefined standards. The products and services are categorized in as: Office automation Stationary & printing IT Vehicle and transportation Capital Goods Services All requirements are to be routed to the Purchase Head through the HR & Admin Head in the prescribed requisition format. The process of requisition and approvals is online. The requisition should be forwarded by the Head of the concerned department to the purchase department. The purchase department will check availability of the goods if there will dispatch the same to the requested department on consent and approval of HR & Admin Head in case of all operational requisitions. If the requested goods are not available then the purchase department will put in their remarks and forward the same to Director approval on the remarks of the director action will be taken by the Purchase department. Herein if it is not approved than the concerned department is appraised within 24 hours. If in case the request is approved the purchase department will inform the concerned department and intimate the time that it would take to deliver the same. The Requisition will be received and a copy of the same be acknowledged and given to the concerned department with the date by which the request be delivered in the requisition format. The purchase department will assess the requirement and look into the existing stocks and then take the following steps. All purchases will be routed through the purchase order book and a PO will be generated. Purchases below Rs 1000/- will be treated as petty cash expense. All purchase above rupees 1000/- will be paid by account payee cheque All purchases will be through the registered and approved list of vendors All purchases will be made only for approved brands, quality and
Purchase Process
budgets. All goods should be received and verified by the security stamped on the Challan and then forwarded to the stores. The stores will check the goods, price, quantity and call upon the departmental representative in case of a technical or special specifications. On approval of the product the bills will be stamped and forwarded to the department for acknowledgement. On acknowledgement the said bill will reach the Accounts thorough the HR & Admin Head. a. Check whether it is a operational purchase, capital purchase or a new purchase. b. If Operational Then check listed regular suppliers c. Call for quotes from three suppliers - or check with quotations received last d. Place order with the lowest giving delivery details terms and conditions All vendors be invited those who wish to provide us a particular commodity, service or products they have to register themselves with the organization by filling in the predefined format. The vendor selection criteria is enclosed in Annexure I product wise. Based on the requisition and approvals of the HOD and the Director operations the request reaches the Purchase head through the HR & Admin Head The following measures will be taken into consideration a. Check for goods available in stores if available route it through pre defined channel. If not.. then point - b b. Check for the specification and quantity capital or operational purchase if operational OPERTARTIONAL PURCHASE PROCESS All operational purchase need to be requested before by the 15th of every month listing existing stock and stocks required by every department to the stores and in return the stores should list the stocks on hand with the last purchase price and discounts offered then with remarks on usage and usage remark to the purchase head. In case the branch dose not have a separate section of stores the Branch head will assign this responsibility of maintaining inventory to a particular support staff who would be responsible and accountable for all purchases, storage and distribution. In case of departments the departmental head will be responsible for the accounting of all requisitions its use and stocks on hand. Based on the stores report the Purchase head will prepare an requisition indent and verify the same with all branches and departments and communicate the date they would receive the requested material. The Purchase head will get all operational requisitions forwarded through the HR & Admin Head to the Director for his approval. The requested goods should reach the concerned branches and departments on or before the 10th of every month. On approval
Process for Selection of Vendor Process of placing order
c. Vendor identification Existing and non existing d. Call for quotations form at least three registered suppliers e. Place orders as per requisition giving details an date of delivery and locations where to be delivered. f. Samples may be called for in case of any new item or product. g. Price and quality to be tabulated and specified whom to place order with h. The tabulated Exl sheet should be approved by the HR & Admin Head and forwarded to the Director for his final approval to place orders. All suppliers to be notified the terms and conditions of payment and delivery. The payment will be made by cheque on the predefined date and time. No supplier is to call for payments to our office. CAPITAL PURCHASE The requisition for capital purchase in regular operations may be untimely due to an urgent requirement or for extension of multiple services. The process of requisition will remain the same but not on the 15 th of every month. Heads of departments are requested to mail their requests as per the defined policy of purchase giving date and justification as to why they have this need. The Head HR & Admin will scrutinize the requirement and add his comments before forwarding the proposal to the Director for approval. The Director will give his consent in 24 hours to the HR & Admin head and a copy to the concerned head who has requested. If it is Yes the request will be forwarded to the Purchase head and if no then the concerned person will take it from there. Note the approval procedure should complete in 2days. In case it is approved than the purchase department will a. b. c. d. e. f. g. h. i. j. Identification of suppliers existing and non existing Sampling Approval of samples Approved sample to be tested and verified Price and terms to be negotiated Maintenance contracts Warranty and Guarantee Assembly and fitting Transportation Delivery dates
On basis of the above process the lowest three or the best should be forwarded to the Director for his approval. On his consent Purchase order to be released. On receiving/installations/ using of services of the product or service The departmental head should certify the same as received and found in working condition. On receipt of this the bill will be processed to the accounts department for payments. For all capital goods the purchase terms may be as negotiated and
mutually agreed. This process should be given priority and should be completed as per terms agreed and date of delivery. Resource Allocation The Admin department will coordinate with the HR and update the HR with infrastructure and resources available. The coordination within help utilize the resources and allot accordingly. The employee and the departmental head is accountable for the proper utilization of resources allotted. The resources allotted will be monitored by the HR & Admin dept. and may call for explanation in case of misuse or no use. At the time of separation or leaving it is the employee or the departmental heads responsibility to verify and give his report and if found unused underutilized not in proper shape penalty or recovery will take place during settlement. Note: all employees are requested to make optimum utilization of the resources available Forms & Formats Authority Payment of Bills Electricity, water, telephone, Mobiles, statutory Forms & Formats Authority Rent Agreement
All bills to be paid before the due date All verification process should be complied within the said period. In case of over use or misuse the concerned employee or department should be called for explanation.
All commercial spaces if taken on lease a rent / lease agreement should be made. The agreement be made in two parts a. Furniture b. Space The above be done to cut on tax
Forms & Formats Authority Storage & warehousing
It is the responsibility of the Purchase & store head to deal and follow up or make provision of transportation / shipment and delivery until the goods reach the company premise. The goods on reaching the organization it is the responsibility of the purchase and HR Admin head to route it to the concerned department and coordinate until installed satisfactorily.
Forms & Formats Authority Insurance Claims
The HR & Admin head should ensure insurance on Capital goods and assets a. Fire b. Theft c. Natural calamities
d. Data e. Employee group insurance An awareness workshop should be organized once a year for employees and Heads Forms & Formats Authority Office Boys and support staff House keeping & maintenance Should report to the head Admin and coordinate on a day to day basis. The staff should be give duty on rota basis except few who are assigned high risk jobs. The Admin Head should allocate the responsibility of Housekeeping to one of the admin executive and assist with a team of cleaners for office space and cloak rooms. The appointed supervisor will comply with the predefined check list and monitor cleaning two times in a day. He will observe cleaning of cloak rooms frequently and guest lobby and areas four times a day. He is responsible to manage and ensure smooth working of all electrical, electronic, furniture and working environment. He will maintain a proactive maintenance process and work on predefined monitoring format. He will coordinate with all maintenance contractors and will be responsible to renew and establish new maintenance contractors in coordination with the Admin head. He will arrange duties of peons and staff members and ensure presence of al peons at all times. In case of visit of important guest and events he will be responsible to take care of all process of cleaning standards and coordinate with the HR & Admin Head. Forms & Formats Authority Cafeteria
The admin head should allot the responsibility of the cafeteria to one of the Admin Executives and monitor smooth operations of the cafeteria ensuring hygiene, quality, quantity and taste. The menu should be a balanced diet and cyclic. The cafeteria working staff should report to the admin executive and all HOD should coordinate with the executive to procure coupons and other instructions as laid from time to time. Fixed hours for services are exhibited and circulated to all departments and departments should adhere the same. Service of tea/ coffee for guests and Directors and employees should be made in allotted cutlery and crockery. The accounting of kitchen equipment its maintenance and inventory of all service equipments is the responsibility of the Admin executive. The designated pantry or dining area should be kept clean and well attained for service of water and other requirements. The statement of expense should be prepared and log be maintained for consumption of tea and coffee served to guests and employees department wise.
The statement of accounts for coupons should be generated. Policy Number Policy & Procedures Effective Date Revision Date Courier & dispatch
The Admin head should delegate this job to a admin executive to monitor the functions of this department. The head courier and dispatch should coordinate with all departments All departments to be notified in regard to Inward Circulation of mail: Ordinary mails - Time of circulating mails inward for the day morning 10:30 am and afternoon 3:00pm Urgent mails / Couriers / Register AD or By hand Delivery to be immediately sent to the concerned department or individuals All mails on receipt should be acknowledged by the receiver in the defined register or format. Outward Dispatch of mails Ordinary Mails to be dispatch at 6:00 pm Urgent mails to be dispatched with utmost priority Courier To be dispatched on time ensuring it is delivered as per standards of the agency and the receiver would receive it in the given time. Time of courier to be announced and exhibited in all departments. No courier to be accepted late than 10minutes than the pre defined time. Speed post, Money order or any telex or any government postal service will be catered during city postal timing only. Only in special case will the 24 hour speed post postal service be utilized.

Jasmit HR Department Standard Operational Procedure

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HR Department Standard Operational Procedure - Manual The HR department of Monarch is located at the corporate office at Monarch House, Ishwar

01 Man Power Planning

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Recruitment Committee Budget Forms & formats

04 Pre joining - Offer Letter process

Requirements & Annexure

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08 Office Time & Attendance

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HOD, Director , Head HR

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HOD, Director , Head HR

HOD, Director , Head HR

Process Forms & Formats

HOD, Director , Head HR

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15 Suspension & Termination

16 Transfer Departmental and Branch

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19 Salary & Remuneration

Grade Structure Levels Salary criteria

22 Employee State Insurance Corporation

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Policy Number Policy & Procedures Effective Date Revision Date

100001 150000 150001 250000 250001 & Above

Self assessment Questionnaire

and dharma, strengths, weaknesses, opportunities, threats, C S I P, achievements

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26 Training & Development

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Policy Number Policy & Procedures Effective Date Revision Date

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Policy Number Policy & Procedures

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In city Reimbursement Out Station

33 Lost & Found

Form & Formats Authority

Form & Formats Authority Reporting structure

40 Work Place Security

41 Bulletin Board / Notice Board

42 Policy of Death when on duty

45 Settlement of Full & Final

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Policy Number Policy & Procedures Effective Date Revision Date

47 Official Conveyance Reimbursement

Authority of limits Authority of sanctioning

Process for Selection of Vendor Process of placing order

Forms & Formats Authority Storage & warehousing

Forms & Formats Authority Insurance Claims

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