Professional Documents
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Dear Consultant,
Congratulations!!
Regards,
Mallareddy,
SAP HCM Lead
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Company Profile:
The Reliance Industries Limited was founded by Dhirubhai H. Ambani is
Indias largest private sector enterprise, with businesses in the energy and
materials value chain. RIL has spread its wings across India and has various
companies under its flagship. The two main companies under its flagship
which are currently implementing SAP are:
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doesnt have any regional offices, but all the RCL operations are carried out
in RPLs regional offices and branch offices for their sales activity. The head
office of RCL is located in Bangalore having Manufacturing and R&D unit.
HUMAN RESOURCES
ORGANIZATIONAL MANAGEMENT:
The employees are identified by the employee number, name and
Designation. The Organizational units are broadly classified as Locations,
Division, Department and Cost Center. Regional offices look after both Sales
and Product distribution. Positions are clearly defined in the organization.
At present all the Employees Master data, Job details are maintained in HR
Plus, whereas, Employees Administration and Recruitment details are
maintained in TALEO software.
Applicant data will be transferred between TALEO to HR PLUS in the
following way:
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Managing Directors
CEO
Directors
GM
Middle Management:
Managers
Sr. Engineers/Leads
Supervisor/GET/Mgmt Trainee/Exe
L9
L8
L7
L6
-
LB
L5
L4
Workers:
Specialist Workers
Workers
Trainees
L2
L1
Utilities:
Sweepers
S1 & S2
L3
As and when the new staffing requirement arises the man power planning
requisition is sent to approving authority for approval by departmental head
of a department with job name and job description.
In Mumbai Head office, each and every department is headed by one
Director and also having two GMs, four Managers, eight Leads and forty
eight Executives.
Under Purchase department, we are having Domestic and International
purchases.
Especially Regional office Lonawala is headed by the separate Director and
all the remaining regional offices are headed by the GMs.
All the regional offices GMs will report to RIL Sales Director.
Lonawala sales unit GM will report to both Lonawala Director and RIL sales
director. Lonawala Manufacturing unit GM will report to only Lonawala
Director.
Lonawala Manufacturing unit having four Technical Sr. Engineers and four
Non-Technical Sr. Engineers are under each Manager.
Under each Technical Sr. Engineer, there are four Specialist workers and
four specialist technician workers.
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Under each Non-Technical Sr. Engineer, there are four Supervisors and
each supervisor will have eight workers.
In Mumbai, RIL has the following work areas, namely
Manufacturing Plant RPL
RPL Plant
Corporate Office
Ambani House
Every regional office of RPL and RCL will have their own work areas
namely
Lonawala
Divine House
Pune
Pune House
Nasik
Nasik House
Roha
Roha House
Mahad
Mahad House
Chennai
Chennai House
Hosur
Hosur House
Gurgaon
Gurgoan House
Durgapur
Durgapur House
Employees will report to the immediate superior within the department
and sometimes depends upon the requirement, employees will report to the
other Department superiors.
Superior Designation within the Department acts as a Head of the
Department, where all the employees will report to him.
The Roles and Responsibilities of an individual position is approved by the
HOD and assigned by the immediate superior.
Each branch office under Regional office is headed by the Managers. Each
and every Branch office is having one S2 level employees. Each and every
regional office is having one S1 & 0ne S2 level employees.
Lonawala Manufacturing unit is having one S1 & one S2 level employee
under each Manager. Each and every Department in Head Office has one S1
& one S2 employee.
RCLs Organizational structure is similar to that of RPLs Structure except
R&D Center in Bangalore.
R&D unit is headed by a GM, followed by four Managers under him.
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Under each Manager there are two Sr. Engineers and each engineer there
are eight Engineers.
Under each Engineer there are GETs (Graduate Engineer Trainees)
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PERSONNEL ADMINISTRATION:
In both RPL and RCL, Employees Administration and Recruitment details
are maintained in TALEO software.
The following Data are maintained in Talio:
Employee Joining Date :
Date of Birth
Personnel Information
Family Information
Language Known
Medical Information
Employee Family Doctor
Emergency Contact No.
Academic / Qualification
Experience
Salary detail
Loan Detail
Loan Repayment Detail
Dependent included in policy
Salary history
Asset detail given to the employee (eg. Mobile, Laptop etc.)
The Personnel Administration procedures of RPL & RCL includes as follows:
Hiring
Confirmation
Transfers
Deputation
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HIRING:
As and when the new staffing requirement arises, the manpower planning
requisition is sent to approving authority for approval by departmental head
of a department with job name and job description.
In RIL it is necessary to have a system and to map the established business
process to manage the Hiring of a New Employee in the organization:
Ensuring the employee is medically fit before joining
Ensuring the employee is joining on mutually decided date.
Displaying Welcome Note on notice board
Collecting the following documents.
Birth certificate
Professional certificate
Other Qualification certificate
Relieving latter
Salary Proof
Passport size photograph
Latest Address proof
Filling the following forms
Employee Joining form
Gratuity form (nomination)
Superannuation form (If required)
E.S.I. declaration (if required)
P.F. Nomination
New Bank A/C opening.
Issue leave card, Identity Card, Quality policy, Environment policy,
Safety policy, Computer usage policy.
Issue temporary Swiping card
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CONFIRMATION:
Confirmation is a process by which a probationer becomes a confirmed
employee. Confirmation is applicable only to regular employees. This process
results into, either:
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For Trainees:
This exercise is carried out by the Reporting Officer of the candidate and
reviewed by his HOD. Final Discussion at the end of the year is held by the
Trainees Reporting officer who in turn will recommend/forward it to HOD to
decide whether if HR needs to intervene for some development
programs/Counseling.
To absorb in to company as a regular employee and Put on Probation, extend
the training for some more period or discharge from service in case trainee is
found to be non-acceptable.
TRANSFER:
Manpower Planning and business requirements necessitates the requirement
of Organizational reassignment and Transfer process to be in Place. The
Process should allow the business to transfer employees. Transfer of an
employee from one Location to other Location, or region to region, or intraregion or inter- region but in the same location.
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DEPUTATION:
Employees are deputed to different locations if there is any requirement of
certain skills for short term assignment. If the duration of deputation exceeds
six months then the employees are transferred or relocated to the respective
locations.
PROMOTION:
Promotion is a process by which a regular employee is promoted from one
grade/ designation to another. This process is initiated with the creation of
the vacancy because of:
Organizational/business expansion.
Transfer of key people in the function.
Cessation of the employment on account of Resignation/
Retirement/Death/Dismissal of the employee
Recognition of the performance
Resultant effect of the process is witnessed in the following areas:
Promotion to a higher grade / designation
Increase in Salary and benefits
Promotion Process for Managerial Employees:
The HOD will identify the vacancies to be filled through promotions. He
prepares the job description and complexities and sends the same to HR, HQ.
Criteria for promotion:
Promotion will result from exceptional performance by employees and should
be based on: Business Needs
Increase in Responsibility
Evolution of new Job
Potential of employee to handle a bigger job
Rating of at least 3 in the previous two PMS ratings (Appraisals)
Minimum of one year service in the current position
Purely on merit and opportunities available in RPL
Based on the job complexities, available vacancies in the function in a
particular function, HR, HQ prepares the list of the eligible employees
matching with job complexities and meeting the above-mentioned criteria for
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promotions. The list of such candidates is sent to the HOD. HOD recommends
the employees ensuring that criteria and eligibility as laid down by this policy
are met. The employees so recommended will be required to undergo
following selection process:
a) A Promotion Committee/Assessment Center, which have representation
from each function is formed for this purpose and meets at the end of the
year (at the end of the appraisal cycle) to discuss the cases so
recommended for promotion after Assessment Centers and functional
interviews as the case may be.
b) The eligible employees competencies to be mapped with that of the
given job position and the employee whose competencies matches most
closely, will be considered for promotion.
c) A final scorecard is prepared by HR for all the candidates who were
earlier recommended by HOD and have gone through the selection
process. Management will then deliberate on all these names. The
respective HOD will also be involved in the discussion with the
Management. Human Resource and HODs will jointly release an
organization announcement about the promotions.
Promotion Process for Non Supervisory Employees:
No Promotion for the workers categories. Operators might get the Supervisor
category.
Execution of Promotion Orders and Process Administration:
HR, HQ issues the Promotion Letter mentioning the position to which the
employee is promoted and compensation attached to that position.
Intimation of the promotions is given to the following;
RE-ENTRY:
An employee who has previously associated with the company who had left
the job and is joining once again and the process involved is managing reentry process. The document covers process of Re-entry of the employee
into organization. Following actions are broadly performed in this process,
The details of the candidate are captured from Recruitment Process by
HR.
The HR should verify the credentials of the employee from the HOD of
the group company where the employee has last worked.
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SEPARATION:
This process covers the management of Separation of employees arising out
of retirement, Superannuation and Transfer (Within Group Company) an
employee from the services of the company.
The Separation happens due to following reasons.
Retirement
Death
Resignation
Termination
Retrenchment
Termination:
This process covers the management of termination of employment of an
employee arising out of Death of an employee, Dismissal of an employee
from the services of the company. Intimation to HR, HQ in case of deceased
employee posted in Region/Branch and Branch HR.
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DISCIPLINARY:
This process basically covers the following two punishments,
Withholding of increment
Reversion to the lower level i.e. demotion
This starts with the issuance of punishment order or communication of the
decision to HR Department by Disciplinary Authority for type of punishment
to be awarded to an employee as a result of inquiry conducted against him
for any indiscipline or misconduct, stating the punishment and the effective
date.
Any misconduct/indiscipline on the part of employee is referred to HR. The
HR will look in to all the allegations leveled against the employee by any of
his/her co-workers and conduct an enquiry. In the enquiry if the employee is
found to be guilty, then an order will be passed for implementation of the
same. The disciplinary proceedings will be as per the standings orders/
Factory Act. Disciplinary Authority/HR sends the copy of the order to the
Employee. Concerned HR makes the necessary entries in the Personal file of
the employee.
In case of the employees posted in Branches/Regions, HO HR sends the copy
of the order to the employee and is being recorded in the personal file.
Intimation to Payroll/FI by concerned HR for giving the effect into salary.
In absconding cases, two warning letters will be sent to an absconded
employee to his/her Permanent address within the time span of two months.
If there is no proper response from that concerned employee, his/her name
will be deleted from the employee database.
In RPL and RCL, employees are mainly categorized as follows:
Regular Employees
Contract Employees
Permanent
Temporary
Trainees
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TIME MANAGEMENT:
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22.
23.
24.
25.
Medical examination
Secrecy
Display of notices
Entry and exit
Leave: Our Mumbai Manufacturing plant is covered under The Factories act,
1948 only earned leave statutory. As per this act 1 day leave for every 20
working days maximum scope for only 15 days. But we are giving 24 days
which are more than the act says.
Remaining other business units covered under Shops and establishment act.
This act defined Earned leave, casual leave and sick leave. But these leaves
are variant to state to state. These business units are not following as per
law, only for our standing orders.
Casual leave: As per our standing orders we are providing 7 casual leaves
to every employee.
Payment of wages: Coming to this concept the following acts deals this
subject. The payment of wages act, 1936 The act main focus is Pay period
- Not More than one month.
Payment date Where in 1000 or more employees employed in any
organization the payment date is not expiry of the 10th day of pay period.
Where in below 1000 employees employed in any organization the
payment date is not expiry of the 7th day of pay period. The shops and
establishment act The act main focus is Pay period - Not More than one
month.
Payment date It is variant to state to state. This act says the payment
date in our Mumbai Manufacturing plant is covered under Payment of wages
act.
And other Business units are covered under Payment of wages act and
respective Shops and establishment act.
But as per or standing orders for workers pay period is By monthly and
payment date is 1st 16th of every month for Top and Middle management
levels pay period is monthly and payment date is last working day of the
pay period. We are following and giving more than the act says.
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MUMBAI
LONAWAL
A
PUNE
NASHIK
CHENNAI
HOSUR
GURGOA
N
DURGAPU
R
DELHI
BANGALO
RE
HOLIDAYS
NATION
AL
HOLIDA
YS
FESTIV
AL
HOLIDA
YS
4
4
4
4
4
Not Defined
3
3
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The Paid holidays are part of the time Management that also forms as a
part of employee working times. The employee will be allowed to have 9 paid
Holidays in a year.
Ability to maintain Paid
provision to store different
upon the business needs.
changes in Holidays have to
Also have a facility to have fixed and Movable holidays. Different holiday
calendars are observed in different Locations and branches. All nonproductive (office) employees will have weekly off on Sunday and all
productive employees will have staggering weekly off. In RIL the Holidays for
the next calendar year will be declared last week before the end of the year.
NATIONAL HOLIDAYS: Republic Day, Dr B. R.
Independence Day, Mahatma Gandhi's Birthday.
Ambedkar Jayanthi,
RIL provides nine paid holidays to all employees and if a Public Holiday
falling on a weekly off shall be considered as a weekly off.
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TIME RECORDING:
In RPL manufacturing unit (Lonawala), there are three terminal points
where Employees attendance is captured by using CRYPTON Biometric
Time recording Machines (Thumb Impression).
All the recorded data of the employees at all terminals will be stored in
one server.
In RCL manufacturing unit (Bangalore), employees attendance is captured
by using BESEEN Time recording machine and HSY time recording
machine for R&D unit employees.
Apart from manufacturing units, all Regional offices, Branch offices and
Departments of RIL will maintain Time Sheets for capturing attendances.
Start
Time
General
Shift
09:00
(GDWS)
AM
Morning
Shift 06:00
(MSFT)
AM
Afternoon
Shift
02:00
(ASFT)
PM
Night Shift (NSFT) 10:00
PM
End
Time
05:30
PM
02:00
PM
10:00
PM
06:00
AM
Break Time
1:00 PM
PM
11:30
12:00 PM
7:30 PM
PM
4:30 AM
AM
1:30
AM
8:00
5:00
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Employees working in Grade L2, L1, S1 and S2 have rotating shift. L4 & L5
employees can have night shifts. All others have general shift pattern.
RIL manufacturing units runs 24X7 where Employee Shift changes for
every week and they will get one day week-off.
Employee working times are to be defined in advance. Every shift is
defined by its planned starting time, planned ending time, planned break
start time and planned break end time, tolerance times, working hours and
the working times form part of employee discipline.
The department head prepares the weekly/monthly shift schedule and
inform the time office accordingly. It is likely that the schedule may get
changed as per the production requirements and the same will be informed
to time office by the concern authority. The deviations are stored in the
attendance system for attendance calculation.
All the employees working in factories are covered under the provisions of
factory act.
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Accumulation of
the PL
Up to 30 days
Up to 42 days
Min. 42 & Max. 60
days
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Actual
Days
Worked
240 249.59
250 259.59
260 269.59
270 279.59
PL
Eligibility
12 Days
14 days
16 days
18 days
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280 313.00
21 days
Availing:
PL can be availed of at any time by applying leave. Allowed only as per the
available balance in PL quota on the day that leave starts.
PL cant be availed for a quota to be generated in future. Beyond the quota
limit, the period may be converted as Advance PL by the sanctioning
authority for approval and it will be deducted from next years PL quota.
An employee should apply for PL in the prescribed form (Leave Card) at least
one week in advance. The leave sanctioning authority should inform the
employee at least one week before commencement of the leave asked for
whether the leave is granted, refused or postponed. In case the leave is
refused, the reason for refusal shall be recorded in writing and
communicated to the employee.
The leave sanctioning authority at the first stage itself will sanction the leave
as due (or will not sanction, as the case may be) and forward the
application/Leave Card to HR Department for updating the leave records of
the employee. HR Department updates the records and Leave Card. Leave
Card is sent back to the concerned employee.
Overstay beyond sanctioned leave shall be treated as Absence unless the
concerned employee has got extension of his leave sanctioned before the
expiry of the leave already sanctioned.
Weekly off/ Paid holidays as declared by the company may be prefixed and/or
suffixed to any kind of leave. For Ex: If employee is going on leave from
Saturday to Monday and if Sunday is a weekly off/ Paid Holiday, it will be
treated as weekly off or paid holiday.
Personnel Department will make a note of the leave granted and make debit
entries in the leave record card of the employee concerned.
Leave Encashment
The leave encashment rules are same between the plants. The following
calculation describes the various aspects of leave encashment in RIL.
For Staff employees
Gross salary
Less Attendance Bonus
Less Production Bonus
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There are proportionate deductions for separation during the year. The
separating employee may avail his CL applicable to him before separation.
Conversion of CL to PL:
CL will be converted to PL at the end of each calendar year, if not availed.
Treatment in case of Transfer:
In case an Employee is transferred from one Region/Branch to the other in
the middle of the year, CL not availed will be carry forwarded to that
Region/Branch.
Leave during suspension pending enquiry or as an award of punishment
depending upon the period of suspension, proportionate reduction in the
number of days of CL otherwise admissible will be effected as in the case of
employees joining in the middle of a calendar year.
Example: i) if the employee is on suspension on 1st of January, he/she will
not earn CL. However, the decision will depend on the final order of
suspension ii) as an award of punishment No CL will be given iii) in case of
re-instatement no effect on CL.
In case of Bandh Day/Strike:
If it's an organization declared leave for the Bandh Day, CL applied may be
cancelled. If not it may be taken as CL taken on that day. Employees who are
already on leave will be granted extra leave for the above purpose only after
submitting the supporting documents.
MANAGING MATERNITY LEAVE:
The Maternity and miscarriage leave is applicable for female employees of
the company.
For First 2 Children:
A female employee, with less than two surviving children and who has
rendered not less than one hundred and sixty (160) days service, including
service on deputation basis, preceding the date of expected delivery, shall
be entitled for maternity leave of 3 months, and one and a half month
extendable in case of complications. Maternity Leave subject to production of
medical certificate from the date she desires to proceed on such leave or
from the date of actual confinement, whichever is earlier.
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Other conditions:
A great caution needs to be exercised in sanctioning Leave Not Due since in
cases of separation the grant of such leave leads to complications regarding
recovery of the amount of leave salary in respect of unadjusted period of
leave. The separation may be on account of resignation or termination of
services by way of dismissal, discharge, retrenchment etc. Each of these
cases is required to be referred to HR with complete details to facilitate its
proper examination and consideration on merits.
It can also be combined with all types of leave. LND would not be granted to
the employee during Training and Probation period. Its a kind of Advance
Leave, which would get adjusted with future leave to be earned by the
employee.
LEAVE WITHOUT PAY:
The process will explain the details of employee availing Leave without pay
and the process also explains under what circumstances the employee is
sanctioned with Leave without pay.
Leave without pay will be sanctioned, when an employee has no leave to
credit in his Privilege Leave account. As this is leave without pay, employee
will not earn PL during Leave without Pay. While crediting the PL in the
beginning of the next year, the period spent on Leave without Pay will be
reduced from PL credit to be given.
Other conditions:
Leave without Pay is loss of pay and therefore has effects on the following:
PL is not earned during Leave without Pay.
In case of Leave without pay Productivity Link Reward/ Bonus or other
components payable to the employee is proportionately reduced.
It may be combined with all types of absences, leave.
Unauthorized Absence: For earning & crediting of PL, unauthorized
absence will be treated similarly as applicable for Leave without Pay.
MANAGING COMPENSATORY OFF:
The compensatory off is a Leave type which is given to the employees who
have worked on a Public Holiday Day or Weekly off or extra hours in
continuous to normal working.
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Compensatory off will be given to the employee when they have extra
working hours which are over and above the Planned working time as per
Work schedule Rules.
For Workers/Supervisors:
Working on Weekly off with the permission of management and also working
on Paid Holiday.
a) Extra working with the permission of the Management for minimum 8
hours over and above normal working hours.
Sanctioning Authority:
Concern HOD
Employee applies for a leave by filling up a leave form and submits the
leave form to his/her immediate superior /HOD.
If attendance/leave data is not available, the employee will be marked as
absent.
If Absences taken by the employees exceeds their Leave entitlements
then these absences will be considered as unpaid leaves and will be
deducted from Basic salary at source.
Rules for late night shift and overtime are monitored as per the factory
act.
Different holiday calendars are maintained for different cities. Every
location follows local holidays and working days calendar.
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PAYROLL:
Payroll Process:
At
present,
payroll
team
receives
data
of
appointments/resignation/transfers/promotion revisions etc. by way of hard
and soft copy from HR by end of month of every month for processing the
payroll for month. On receipt of the data the employees database is
created/updated.
The DA index is received form MCCIA, on the basis of that the DA payable
is calculated considering fixed and variable factors, norms, figure. The details
are stored in to the system as a part of current months salary.
Deduction requests relating to company loans, outside finance institutes
loans (New or Closing) are updated (LIC schemes etc.)
The absenteeism is monitored on day-to-day basis and the leave
applications are posted to clear the absenteeism. In the month end the
attendance is audited and transferred to the payroll system.
In addition to the regular HRA, employees in Delhi and Mumbai locations
are getting additional HRA.
Rs. 1600/- for physically challenged employees and Rs. 800/- for normal
employees is provided as Conveyance Allowance.
Uniform allowance is provided for only Supervisors and workers.
Annual increment process is based on grade and percentages will be
decided by the management.
The data related to variable payments like overtime/shift/ /LWP,
attendance bonus, canteen dues, transport dues, staff advance dues and
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Activity
Data of appointments,
transfers, promotion on
revision` etc. by way of
hard/soft copy from HR
Attendance,
leave,
overtime, LWP etc. by
time office
Various deductions
amounts (like canteen,
advance, transport,
society, rent)
Bills, receipts for
medical,
reimbursements
Payroll processing
RIL Staff
RIL Workers
Before 25th or of every Before 25th or of every
month
month
26th or
month
27th
of
26th or
month
27th
of
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The rate calculation for overtime varies between the plants. The logic
for attendance bonus is same among plants.
PAYMENTS OF SALARY:
PAYMENTS OF INCOMETAX:
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After closing the month within 7 days from the date of payment of the
month TDS for Salary is processed and paid to the Tax Department
within seven days from processing the salary.
Delhi - No P.Tax
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Senior citizens and physically handicapped persons are not eligible for
Ptax deduction. If there are cases where employee is exempted from
Ptax that also can be maintained individually.
PROCESSING OF ESI:
After closing of month we generate report for payment for all the
location (or plant) & sent it to them.
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Employee has to fill a claims form and has to attach all the
corresponding bills to the said form. The form is submitted to the
Accounts department on or before 25th of the month. After checking
the bills the claim is passed for allowable bills and the system is
updated with the passed amount, employee gets the amount in his
salary. Whenever any employee claims, his entitlement reduces to the
extent of claim and simultaneously total claim gets accumulated. At
the end of the financial year i.e. in March, whatever is the rate of basic
salary is the entitlement of that employee for that year. Unclaimed
balance is carried forward to the next year.
Pro rated as per Gratuity Act for the all the employees on annual basis.
RIL has made an arrangement with LIC according to which LIC carries
out actuarial valuation and on the basis of that informs RIL the
percentage of annual wage bill of employee as annual renewal fees.
LEAVE ENCASHMENT:
The leave encashment rules are same between the plants. The
following calculation describes the various aspects of leave
encashment in RIL.
For Workers
Daily salary* leave days
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In this case some allowances are converted into daily allowances and
then calculated from the daily salary to calculate leave encashment.
The bonus period is same for all plants. For RIL the period is June.
Bonus is calculated on the salary of Rs. 2500/- p.m i.e. Rs. 30000/- p.a
PROCESSING LTA:
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In case any employee leaves the company, he/she will be paid LTA
proportionately for the period it is due and payable along with Full and
Final Settlement subject to claim.
PROCESSING LOANS:
Period
Rate
Amoun
t
Housing
10
Years
6%
75,000
Furniture
5 Years
6%
15,000
Marriage
2 Years
Free
10,000
Miscellane
ous
Not
fixed
Not
fixed
Not
fixed
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PROCESSING SUPERANNUATION:
RIL has made an arrangement with LIC according to which LIC carries
out actuarial valuation and on the basis of that informs RIL the
percentage of annual wage bill of employee as annual renewal fees.
RIL is providing superannuation facility to employee who are in
companys permanent employment and are designated AGM and
above including whole time directors, only shall be eligible to
participate in the benefits of the scheme.
Salary Advance:
Festival Advance:
In case of Employees death, as per the clearance from HR the dues are
settled to his/her nominees name. If it is accidental (death) then the
insurance claims through FI on nominees name.
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The personnel department will compute the final dues in the register,
get it audited, prepare the voucher and forward it to Accounts
department for drawing a cheque.
POSTING TO FI/CO:
All branches employee inputs for payroll are sent to Head office by 20 th
evening or 21st early hours from respective HR departments.
Documents like Pay sheets, cheque, PF, Bank statements, ESI, Prof. Tax
contribution statements are sent to Finance team through internal mail
by 25th evening or 26th morning.
Incase if any employees Bank accounts are not working then the
amount is credited back to companys current account.