HUMAN RESOURCES POLICY MANUAL

Neuva Restaurants LLC. & Nippon Bottle

Facilities Management Company LLC.
Dubai,
United Arab Emirates
January,

2015

PREFACE

In

consonance

with

the

Vision

of

transforming

our

Neuva

Restaurants LLC. & Nippon Bottle Facilities Management Company

LLC. into something thats Larger Than Life, we recognize our
Employees

are

our

biggest

asset.

To

assist

and

facilitate

transparency, it is imperative to streamline processes across all

functions and hierarchies which are accessible to all.
The issuance of this Human Resource Manual is an attempt to bring
transparency in all that touches our daily life at our workplace and
thus help us synchronize what is expected of us with what we
expect of the system.
This HR Manual is the first building block of this journey on which we
are all aboard.
This HR Manual provides all information and guidelines but is not a
contract and the information contained herein is not to be
considered contractual promises.
The Policies laid down in the Manual are effective from today and
supersedes all previous instructions. The Management reserves the
right to modify the provisions of this manual as and when required

Adithya Iyer
Human Resources Manager

Inde
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Contents
OBJECTIVE OF HR POLICY MANUAL
CORPORATE VISION
CORPORATE PHILOSOPHY
OUR CULTURE
HR VISION
HR MISSION
HRD QUALITY OBJECTIVES
HR STRATEGY
CLASSIFICATION OF GRADES
RECRUITMENT
Internal Recruitments at HO / Sites
External Recruitments at HO / Sites
Recruitment of GET, MT & DET
Offer of Appointment Letter of Indent
Employee Referral Program
Travel Fare Reimbursement of Candidates

Recruitment, Training & Regularization of Regular Trainee

Medical Examination
Joining Formalities
Reference Checks/ Antecedent Verification
Induction
Probation Period & Employee Confirmation
Reimbursement of Expenses on Joining
TRANSFERS
Transfers between Departments & Functions , Site to Site
Intra-Group or Inter-Company Transfers
RECORDING OF ATTENDANCE
Working days
Punctuality

Sl. No.

Contents
RESIDENTIAL ACCOMMODATION

Page No.

35 - 36

Company Leased Accommodation

35

Adjustment of Rent from the Employee

36

Housing Loan Interest Subsidy (Proposed)

COMPANY GUEST HOUSE

Guest House at Corporate Office & Guest House at Site

TRANSPORT

37 - 38
37
39-42

Road Tax of Company Buses

40

Insurance of Company Vehicles

40

Vehicles policies

41

Local Travel Conveyance Reimbursement

41

UNIFORM & DRESS CODE

42

CAFETERIA & CANTEEN

10

43 - 46

Provision of Meal & Tea for Employees

44

Provision of Guest lunch

44

Food Subsidy at Plant Site

44

Rates

45

TRAINING & DEVELOPMENT POLICY

46 - 56

GETs & MTs Training Scheme (NGTS)

46

Growth Pattern & Common Policy Clause

46

Induction

48

On The Job Training

48

Competency & Skill Development

49

In Service Training & Education Policy (INSTEP)

51

TELECOMMUNICATION
Mobile Phone Eligibility, Usage & Reimbursement

57 - 59
57

Sl. No.

11

12

13

14

15

16

Contents
TRAVEL & TOUR ALLOWANCE

Page No.

60 - 64

Outstation Travel/ Tour Allowance Reimbursement

61

Classification of Cities for Traveling Allowance

63

List of Hotels Not To Be Patronized

63

Allowance for Outdoor Duty

63

FOREIGN TRAVEL

65 - 71

Travel Requisition

65

Eligibility for Class of Travels for Foreign Travel

66

Entitlement of Expenses

67

COMPENSATION & GRADE RELATED POLICIES

71 - 75

Leave Travel Assistance

72

Reimbursement of the Cost of Brief Cases

74

Banking & Payment Facility

74

LEAVE

76 - 78

Leave Entitlement

76

Leave Availment

77

Leave Accumulation & Encashment

78

Maternity Leave

78

MEDICAL

79 - 89

Medical Reimbursement

79

Medical Facility

80

Health Checkups & Camps

81

First Aid Centre

81

Mediclaim Policy

82

Group Personal Accident Policy (GPA)

Compensation on Minor/ Fatal Accidents as per
Workmen
Compensation Act & Welfare Policy of Company

86

PERFORMANCE MANAGEMENT SYSTEM

89

90 - 92

Key Result Area Setting/ Target Setting

91

Self Appraisal

91

Review

92

Sl. No.

Contents

17

PROMOTION

92 - 93

18

LOAN & ADVANCE POLICY

93 - 95

SALARY ADVANCE

19

REWARDS & RECOGNITION

93
96 - 100

Award Amount

96

Types of Awards

97

Types of Employee Recognition

98

Levels of Employee Rewards & Recognition

99

Management Responsibility

100

20

SUGGESTION SCHEME

100 101

21

DISCIPLINE MANAGEMENT

101 116

22

Code of Conduct

102

Discrimination & Harassment Policy

104

Harassment

105

Discrimination
Guidelines for Formulation of Grievance Redress
Committee

107

Maintenance of Positive Discipline in the Company

110

Misconducts

110

Process of handling cases of misconduct

113

Appeal

117

SEPARATION & FULL AND FINAL SETTLEMENT

109

117 125

Resignation

118

Termination

119

Separation Due to Death

120

Exit Interview

120

Full and Final Settlement

121

Gratuity

121

Statutory Deduction of Income Tax

122

Provident Fund

123

Retirement Policy for regular employees

124

Sl. No.

23

Contents
WORKING HOURS & SHIFT PLANNING

125 127

Working Hours

126

Weekly Off

126

Late Entry

127

24

VISITING CARDS

127 128

25

UPDATE OF PERSONAL DATA

129

26

OFFICE INFRASTRUCTURE

130 - 131

27

INFORMATION TECHNOLOGY USAGE

131 - 134

Policy-Clause Guidelines

132

Usage of Personal Computers & Laptops

133

Usage of Internet

133

Usage of Outlook

134

Software Usage

134

28

SAFETY

135 - 136

29

COMMUNICATION

136 - 137

30

SECURITY & VIGILANCE

138 - 140

Movement of Goods-Vehicle

139

Movement of Visitors

139

31

FLEXIBLE BENEFIT PLAN

140 - 142

32

HIV AIDS POLICY FOR INDUSTRY

142 - 143

33

CONFIDENTIALITY AGREEMENT

144

34

ADHERENCE TO POLICIES

144

Amendments
Sl.
#

Policy/
Clause #

Contents

Effective
from
Date

Amendmen
t
Date

Pag
e
#

1.
2.

3.

4.

5.
6.

OBJECTIVE OF HR POLICY MANUAL

The Objective of the Human Resource policy manual is to provide support its
employees through:

Continuity and consistency of Service.

Better Communication, Internal & External, in the Group.

Enhancing Orientation & Focus.

Mentoring reference.

Improvement of in house customer services on time.

Development is an ongoing process and it is so for our Neuva Restaurants

LLC. & Nippon Bottle Facilities Management Company LLC. too. The attempt
of putting together this HR Policy Manual is part of this initiative keeping in
perspective the size that we have grown to. We, today, have around 50
employees spread across the two outlets and it is important that we are all in
tandem and on a common page.
The Privileges and Amenities mentioned in the Manual are the current set and
obviously will undergo changes as we progress in our journey.
Amendments in the Policy will be communicated to all colleagues from time
to time.

CORPORATE VISION
To be a Leader in our chosen Market Segment by 2016 by building a strong
bond with our Customer, our Stakeholders and Our Employees.

CORPORATE PHILOSOPHY

1) Managerial Ethics
Our Business ethics are based on Integrity and Commitment towards
achieving organizational goals. Our code of Ethics is enshrined in the
values of good Humanity and Governance.

2) Leadership
Will encourage & foster Leadership with a Vision to focus on leveraging
Opportunities and meeting Challenges.

3) Customer Satisfaction
We

are

committed

to

benchmark

our

success

with

Customer

satisfaction by attaining, delivering and maintaining the highest

standards of Quality & Cost effective Services and Products.

4) Employee engagement
9

Ensuring fair Recruitment, enhanced Performance, Promotions, and

improved Quality of Life for employees and their family members.

Ensuring Care for each other, Transparency & Trust with focus on
streamlining the collective Initiatives of all.

Ensuring Job Rotation, Job Enrichment, Training and Re-training,

Career & Succession Planning, across the hierarchy.

Enabling each employee to develop to his or her full potential with

a shared sense of direction with a well-defined accountability and
responsibility.

Enabling each employee to evolve into a self-starter Team Leader

and meet the fast changing business environment and maintain a
competitive edge.

5) Communication
Our focus is to facilitate free flow of communication with trust on
People and Policy and evolve a participative work environment.

6) Passion for Excellence

We strive for Excellence with passion in all of our businesses and with a
focused approach - aptly captured in our companys tag line
Eminence through
Finesse.

7) Concern for Environment

We are committed to preserve & protect our ecological environment
and our heritage. We will do this by adopting an environment friendly
attitude and promoting practices that enhance our esteem.

8) Entrepreneurship
We are committed to develop an Entrepreneurial work culture by
fostering an in-depth knowledge of our core businesses and then
attendant opportunities so that all our employees can be trustees of
our Stakeholders. We will develop Entrepreneurial Managers.

9. Group Synergy
We will build and leverage business synergy in our various Companies
and Business Verticals to ensure overall optimization of cost, improved
Quality and Customer Service so that we gain market dominance. We
will adopt State-Of-Art technologies to suit Business needs and

priorities.

1
1

OUR CULTURE

We believe in TTEF and these three words define our commitment to both our
Internal and External customer.

Transparency

Trust

Entrepreneurship

Finesse

HR MISSION

Our mission is to support our Corporate Leadership, Department Heads and

employees in the achieving their personal and strategic goals. We intend to
achieve this by attracting, recruiting, training, developing and retaining high
caliber staff and constantly revitalizing the employees of Neuva Restaurants
LLC.

&

Nippon

Bottle

Facilities

Management

Company

LLC.

through

Benchmark policies and practices.

HR QUALITY OBJECTIVE
18.3 Demonstrate a compelling modesty and act with quiet & calm

determination to create an atmosphere of self-motivation across all

levels.

18.4 Facilitate people to build a congenial working environment.

1
2

Promote a culture of Teamwork amongst employees.

Strive for continuous improvement in upgrading the competencies of

employees through focused initiatives.

Focus on defined Values and Principles.

Facilitate people towards a multi skilled and multi-tasking approach.

HR STRATEGY

Our HR Strategy is encompassed by:

You can Count on
Reliability
us

R E S P E C T

Is our Standard
Customer is First. Exceed meeting his
Service
needs
Serve people with fairness and
People
firmness
Enabling each to attain his / her
Empowerment Potential.

Caring

Care for all as we wish to be cared for

Teamwork

Foster a spirit of Teamwork

Excellence

13

CLASSIFICATION OF GRADES
& CTC COMPONENTS
Clear distinction shall exist between each level of the Organization and
likewise Role
Clarity shall be distinctly manifested for each level.
GRADE

DESIGNATION OR POSITION

CMD/M
D/JMD

Chairman /Managing Director /Joint Managing Director /Director

Level-1
P-4
P-3
P-2
P-1
Level-2
M-3
M-2
M1
Level-3
S-6
S-5
S-4

CTC COMPONENTS

Basic, HRA, Retirement benefit, FBP

President/CEO

Basic, HRA, Retirement benefit, FBP

COO/Senior VP /Group VP

Basic, HRA, Retirement benefit, FBP

Basic, HRA, Retirement benefit, FBP
Basic, HRA, Retirement benefit, FBP

Vice President / Executive VP

Associate VP /Assistant

Basic, HRA, Retirement benefit, FBP

Basic, HRA, Retirement benefit, FBP
Basic, HRA, Retirement benefit, FBP

Sr. GM
General Manager
Assistant GM / Deputy. GM
Sr. Manager/Project in charge
Proj. Manager/Chief Designer/Chief Engineer/Gen.
Superintendent.
Deputy Manager/Deputy Superintendent/Sr. Exe. Secretary

Basic, HRA, Retirement benefit, FBP

Basic, HRA, Retirement benefit, FBP
Basic, HRA, Retirement benefit, FBP

S-3

Assistant Manager/Exe. Secretary/Asst. Superintendent

Basic, HRA, Retirement benefit, FBP

S-2

Sr. Engineer/Sr. Executive/Sr. Designer

Basic, HRA, Retirement benefit, FBP

Engineer/Executive/Designer/MT

Basic, HRA, Retirement benefit, FBP

S-1
Level-4
O-3
O-2
O1
(HSK)

Asst. Engineer/officer/Exec. Secretary/Sr. Surveyor/Sr.

Foreman/GET
Jr. Engineer/ Jr. officer/Foreman/Sr. Secretary/Surveyor/Deputy
Designer/EDHT
Supervisor/Secretary/Spl. Assistant/Sr. Storekeeper/Sr.
Draftsman/
Accountant/Asst.
Surveyor

Basic, HRA, Retirement benefit, FBP

Basic, HRA, Retirement benefit, FBP
Basic, HRA, Retirement benefit, FBP

Level-5
W3
(SK)

W2
(SSK)

W1(USK)

Locatio

Assistant/Asst. Storekeeper/Stenographer/Asst.
Draftsman/Chaser /
Sec. Supervisor/Sr, Operator/Sr. Welder/Sr. Mechanic/Sr.
Electrician/
EHVD/Sr. Auto Electrician/Sr. Painter/Sr. Chaser/Sr. Plumber
Sr. Daftari/Head Security Guard/Electrician/A.C. Plant Operator/
Mechanic/Plumber/Driver/Operator, Welder, Mechanic,
Electrician,
Painter, HVD, Auto Electrician/Sand Blaster/Grinder/Str. Welder/
Denter/Chaser
Sweeper/Peon/Daftari/Gardner/Rigger/Insulator/ Jr. Sand
Blaster/Jr. Painter/Tyreman/Jr. Grinder/Jr. Denter/Jr. Chaser/
Helper

Basic

HRA

CTC Components
Retirement benefit

As per statutory
rules

As per statutory
rules

As per statutory
rules

FBP (Flexible benefit pay)

CTC

n
HO &

50% of CTC

Capital cities
Other
location
s

40% of CTC

50% 0f
Basic /

12% of Basic /

20% of CTC

6 % of CTC)

40% of
basic /

12% of Basic /

16% of CTC

4. 8% % of CTC)

24 % of CTC
Choice of components will be
with
the concerned individual.

100%

39. 2 % of CTC
Choice of components will be
with
the concerned individual.

14

GRADE

COMPETENCE REQUIREMENT

DESIGNATION OR POSITION

Qualifications
Strategic
Role

Experiences/Competencies

P-4

President/CEO

B.Tech / M.Tech / CA /MBA/Post

Experience 20-30 years with

P-3

Executive VP/Group VP/COO/Sr.VP

relevant field

P-2

Vice President

P-1

Associate VP

two years in same position.

Holistic & effective leadership skills.
Visionary & having sound
networking.

Graduate Degree/Diploma in the

EPC/Manufacturing company. At least

Level 1 (Managerial Role)

M-3
M-2
M1

Sr. GM
General Manager
Deputy GM /Assistant GM

Must have professional Degree,

B.Tech / M.Tech / CA /MBA/Post
Graduate Degree/Diploma etc. in

the relevant field

Experience of 18-22 years with

Steel /
Manufacturing /EPC company/.

Well aware about business deliverables

in the respective field. Effective

leader,
communicator, Well versed in
system &
process development &
implementation.

Leve
- 2 (Supervisory Role)
l

S-6
S-5

Sr. Manager/Project in - charge

Proj. Manager/Chief Designer/Chief
Engineer/Gen. Superintendent.
Deputy Manager/Deputy

S-4
S-3
S-2
S-1

O-3

/ Dip.Engg. /Graduate/Post
Graduate etc. in respective
field

Asst. Engineer/officer/Exec. Secretary/Sr. Engineering Degree/Graduate /

Surveyor/Sr. Foreman /GET/Control room Dip Engg./any Diploma in

Jr. Engineer/ Jr. officer/Foreman/Sr.

Secretary/Surveyor/Deputy
Designer/Dip.
Engineer/ Field Operator

Relevant post qualification exp. of 5

15
years in respective field of
operation.
Well versed in SOP preparation
/modification, cost consciousness &

Superintendent/Sr. Exe. Secretary

Assistant Manager/Exe. Secretary/Asst.
Superintendent
Sr. Engineer/Sr. Executive/Sr. Designer
Engineer/Executive/Designer/MT/Shift in
charge
Level 3 (Operative Role)

operator

O-2

Professional Degree
/Diploma ,BE

respective field.

good communication skills. Must

have
Effective leadership qualities.
Must be confident & sincere.
Good learning ability.

Relevant post qualification exp. of

4 10
yrs in respective field of operation.
Sound operative knowledge,
fairness
while dealing with subordinates,
must
have front line leadership skills
Sincere, & keen to learn.
Sound understanding of deliverables.

O1
(HSK

W3
(SK)

W2

Supervisor/Secretary/Spl. Assistant/Sr.
Storekeeper/Sr. Draftsman/
Accountant/Asst. Surveyor/MW
Fitter/Pipe welder/ /DET/Asst.Foreman
Level 4 (Workers category As maximum as possible engagement through outsourced agencies /
Registered contractor)
Assistant/Asst.
Graduate/ITI in relevant field.
Relevant experience of 2 6 years.
Storekeeper/Stenographer/Asst.
Sound Operative Knowledge.
Draftsman/ Security Supervisor/Sr,
Sincere & keen to learn.
Sound understanding of
Operator/Sr. Welder/Sr. Mechanic/Sr.
deliverables
Electrician/Sr. Auto Electrician/Sr.
Painter/Sr. Plumber / Rigger
/Sr.Mechinist/Data Entry Operator
Security Guard/Electrician/A.C. Plant
ITI / Secondary/Higher
ITI with one year or 3 8 years
Operator/
Secondary/ Under Matric /any
experience in respective field.
Mechanic/Plumber/Driver/Operator,
other equivalent qualification.
Sufficient Operational Knowledge,

(SSK)

W
1(USK)

Welder, Painter, Auto Electrician/Sand

Blaster/Grinder/ Denter/ Gardner/
Insulator
Sweeper/Peon/Daftari/Gardner/Insulator/ Non ITI/ Secondary/Higher
Jr. Sand Blaster/Jr. Painter/Tyreman/Jr.
Secondary/ Under Matric /any
Grinder/Jr. Denter/ Helper, store or
officeother equivalent qualification
boy Helper etc.

Sincere & keen to learn.

Sufficient understanding of
deliverables
3 8 years relevant experience
Fair Operational Knowledge,
Sincere & keen to learn.
Fair understanding of deliverables

15

1. RECRUITMENT
1. 1

CORPORATE HR POLICY
The Recruitment Policy at Jain Group aims at enriching its talent pool
by acquiring skills and functional expertise that strengthen its goal to
become a Leader in its chosen verticals on the pivots of a set of
committed, motivated and empowered employees.

1. 2

OBJECTIVE

The objective of the Recruitment Policy is to source the best

talent from Internal and External resources to achieve the
Business Objectives and Goals of the Company.

1. 3

INTERNAL RECRUITMENTS

1.3.1

SCOPE
New vacancy

1.3.2

Replacement

Demobilization / transfer

RESPONSIBILITY
Requirement identification SBU head/Operational Head/Project
Head

Demobilization /Transfer plan Concerned SBU head/Oprs.

Head/Project head / Corporate HR

New vacancy approval Corporate HR -> VCMD/CMD

Identification of Interviewer Corporate HR.

Other Activities in the process Corporate HR /Site HR

1
6

1.3.3

KEY POLICY-CLAUSE
a. Internal vacancies shall be posted on MS Outlook and displayed on
the Notice Boards.

b. Eligible employees may apply for any vacancy.

c. All applications shall be sent through CORPORATE HR HELP
DESKe-mail at (info@jaingroup.co.in)

d. Databank of potential candidates profiles shall be scanned, and

Corporate HR will hand over these to the concerned Site HR/Ops.
Head.

e. In case of non-availability of suitable internal candidate(s), external

sources shall be approached.

f. The process of selection shall include (i) Panel interview (ii)

competency matching and (iii) a skill test shall be administered.

g. The decision of the panel shall be binding and final.

1. 4

EXTERNAL RECRUITMENTS

1.4.1

RESPONSIBILITY
Requirement identification SBU head/Operational Head/Project
Head

Demobilization

/Transfer

plan

Concerned

SBU

Head/Project head / Corporate HR

New vacancy approval Corporate HR -> VCMD/CMD

Identification of Interviewer(s) Corporate HR.
Other Activities in the process Corporate HR /Site HR

head/Oprs.

1
7

1.4.2

KEY POLICY-CLAUSE
a.

In case of non-availability of suitable internal candidate(s) with

requisite talent /expertise for the vacant post(s), external
sources shall be approached.

b.

Referred

candidates

through

existing

Employees

may

be

considered as per EMPLOYEE REFERRAL PROGRAM/ SCHEME.

c.

All

Job

Advertisements

shall

indicate

JD,

Role

Summary,

Location, required Experience and the Last Date of Application

d.

Decision of the Interviewing Panel shall be Obligatory and Final.

1. 5

RECRUITMENT OF GET, MT AND DET

1.5.1

OBJECTIVE

To garner a proper blend of Skill & Knowledge and to ensure that

balance is maintained in terms of the Age-mix, the Qualificationmix & the Skill-mix.

1.5.2

SCOPE
Final year students from the top 50 Engineering & Management
Institutions scoring CGP of 6.5 or above.

1.5.3

RESPONSIBILITY
Requirement identification SBU head/Operational Head/Project Head

Vacancy approval

Selection of Institutions

Corporate HR -> VCMD /

CMD

Selection of Panel

Corporate HR
Concerned HOD /Corporate
HR

Written test -> GD -> PI

Selection method

Other Activities in the process

Corporate HR

1
8

1.5.4

KEY POLICY-CLAUSE
a. The Campus Visit(s) for recruitment shall be done in NovemberDecember each year.

b. Corporate HR will initiate the Campus Recruitment with a Corporate

Profile presentation followed by other selection process.

c. Letter indicating the names of short listed candidates shall be

handed over to the institution on the spot or a day after selection.

d. The absorption of the GET, MT and DET shall take place only on
successful completion of their final semester examination and
strictly in accordance to companys policy.

e. GET, MT and DET shall undergo a training period of ONE YEAR and
on successful completion of the training period, they shall be
absorbed in regular grades.

f. The management will be within their rights to regularize such

trainee without making it compulsory regularization.

1. 6

LETTER OF INTENT

1.6.1 SCOPE
All candidates selected for employment with Jain Group.

1.6.2

RESPONSIBILITY
Corporate HR.

1
9

1.6.3

KEY POLICY-CLAUSE
a. Only Candidates who qualify for the Final Stage of selection shall be
issued

Letter of Intent (LOI)

b. Corporate HR shall have a duplicate copy of the LOI duly signed by

the

candidate in acceptance of offer.

C. Offer shall be VALID FOR A PERIOD AS STIPULATED.

1. 7

EMPLOYEE REFERRAL PROGRAM

1.7.1

OBJECTIVE
To make recruitment cost-effective.

1.7.2

To encourage
candidate(s).

To recognize employee efforts.

employee

involvement

in

sourcing

potential

SCOPE
Employees on permanent role.

Prospective employees who have been offered employment with

Jain Group and are yet to join.

1.7.3

RESPONSIBILITY
Corporate HR.

1.7.4

KEY POLICY-CLAUSE
a. Employees on permanent roll and on direct contract are eligible to
participate in the program.

b. Prospective employee who have been offered employment with Jain

Group and are yet to join will also be eligible.

c. No obligation on Management to recruit All Referred Candidates.

2
0

d. All Referrals shall be entertained only if Referring Employee

specifies his /her Name and Employee Code.

e. Resume shall contain personal details of the candidate, educational

qualification, skills & competencies with experience profile.

f. Employee referral scheme is not applicable to HR department

employees,

HOD & above.

g. The policy is not valid for Trainee recruitment.

h. The program is applicable for qualified Engineers (S-1 grade) and
above.

i. The qualification for which this scheme is valid as below:

i. BE/B.TECH/B.SC (Engineering)
ii. ME/M.TECH/M.SC (Engineering)
iii. MCA/MBA (with Engineering)
iv. Diploma (Engineering)
v. Diploma (Safety), BGAS, CSWIP, AWS
vi. CA, ICWA, CS, MBA

j. The CVs submitted by the employees will be valid for three months
from the date of registration.

k. The candidate shall be contacted directly if considered appropriate

for any position.

l. On selection, corporate HR shall mark the resume as Referred by

..

m. The Referring Employee shall be given a Certificate in recognition of

his /her participation in building the team.

n. If case of prospective employees too the Certificate will be given on

joining.

2
1

1. 8

TRAVEL FARE REIMBURSEMENT OF CANDIDATES

1.8.1 SCOPE
All candidates who would attend interview for the regular posts at
Jain
Group.

1.8.2

RESPONSIBILITY
Process Owner Corporate HR
Approval - Head HR
Reimbursement amount encashment Corporate HR / Accounts
Department.

1.8.3

KEY POLICY-CLAUSE
a. Corporate HR shall sanction all the reimbursements.
b. No reimbursement shall be allowed if candidate is from same city /
town in which the interview is being held.

c. The Travel Fare reimbursement shall be made STRICTLY FOR THE

SHORTEST ROUTE.

d. The claim for reimbursement shall be entertained on prescribed

form.

e. The Travel Fare Reimbursement shall subject to the submission of

authentic Traveled Tickets only.

f. NO CLAIM FOR LODGING SHALL BE ENTERTAINED.

g. For senior position guesthouse may be provided, on availability.
h. Candidates claiming for Air Fare must submit their BOARDING PASS
for reimbursement.

i. The Entitlement for Reimbursement shall be strictly as per the

following table specifications:

2
INTERVIEW ATTENDED AIR/ RAIL ELIGIBILITY
LOCAL TRAVEL ELIGIBILITY
FOR GRADE
AVP & Above (Grade
PAir (Economy class) / AC Ist
Hired Car
class
1 to P-4)
Air (Low fare Economy class
for
distance 1000 or
more
AGM to Sr GM
kilometer
& AC 2nd class
(Grade
s)
(For Taxi point to point
M-1 to M-3
less than 1000 kilometers
distance)
Engineer to Sr.
Manager
(Grade S-1 To S-6)

AC Sleeper Class

Taxi point to point

All others

Sleeper Class

Auto OR Bus

1. 9

REGULARIZATION OF TRAINEES

1.9.1 SCOPE
All regular trainees.

1.9.2

RESPONSIBILITY
Regularization Corporate HR
Extension of training period Concerned HOD /Corporate HR
Other Activities in the process Corporate HR

1.9.3

KEY POLICY-CLAUSE
a. All Regular Trainees shall be engaged on an induction Training for three
days at respective work place.

b. All Regular Trainees shall be engaged on a Training Period of ONE

YEAR.

c. Trainees will be provided with a Training Dairy wherein they

shall maintain an Activity Schedule and Tasks done on daily
basis.

d. The Reporting Officer shall review the Training Dairy and

submit a monthly report to Corporate HR by 10 th of every

month.

e. It is mandatory for trainees to maintain the Training Dairy and

keep it up-to-date.

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3

1. 10 MEDICAL EXAMINATION
1.10.1 OBJECTIVE
To ensure the medical fitness of the New Entrants.

1.10.2 SCOPE
All permanent Employees including Trainees

1.10.3 RESPONSIBILITY
Corporate HR / Site HR

1.10.4 KEY POLICY-CLAUSE

a. All appointments in the organization shall be subject to being found
medically fit.

b. A new entrant may obtain a Medical Fitness Certificate from a

Certified Medical Centre before coming to join Jain Group.

1. 11 JOINING FORMALITIES
1.11.1 OBJECTIVE
To verify all required credentials of the candidate

1.11.2 SCOPE
All Employees including trainees.

1.11.3 RESPONSIBILITY
Corporate HR / Site HR

1.11.4 KEY POLICY-CLAUSE

a. No Candidate shall be entertained for joining without presenting
authentic
LOI

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4

b. Copies of testimonials and photographs shall be submitted by the

new entrant on the day of joining.

c. Following authentic documents shall be verified:

Appointment Letter

Copy of Interview Evaluation Sheet

Resume

Employment Application Form

Compensation Package

Medical Report

All other documents as mentioned in letter of intent

d. Verification shall be carried out of all documents.

e. Any nonconforming issues shall be communicated immediately to
the corporate HR head.

f. Relieving Letter from previous employer shall be submitted by the

new entrant.

g. Welcome Note with Introduction and Photograph of new entrants

shall be circulated among all staff members through Outlook.

1. 12 REFERENCE CHECKS
1.12.1 OBJECTIVE
To validate the information provided by the New Entrant or the
prospective candidate(s) in the process of recruitment.

1.12.2 SCOPE
All candidates

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5

1.12.3 RESPONSIBILBITY
Corporate HR

1.12.4 KEY POLICY-CLAUSE

a. Reference Check through appropriate authority like last employers (at
least

two), etc.

b. Professional Reference(s) shall be requested in the Employment

Application Form.

c. Professional Reference(s) shall be networked via telephone etc.

d. No one shall disclose or share the information and feedback
extracted from the previous employer and professional references
to the New Entrant.

e. Reference Check shall be processed only on the prescribed format.

1.13

INDUCTION

1.13.1 OBJECTIVE
To familiarize the New Entrant with Organizations Operational
processes, System & Practices and other crucial aspects.

1.13.2 SCOPE
All New Entrants

1.13.3 REPSPONSIBILITY
Initial Induction Program Corporate HR
Respective HOD
Other Activities Corporate HR
1.13.4 KEY POLICY-CLAUSE
a. Induction Program shall be organized every month.

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6

b. It shall be mandatory for New Entrants to attend Induction

Program.

c. Induction Inputs provided to the New Entrant shall be:

About the Company (Company Profile)

Vision and Mission & Values

Achievements & history of the Company

Organization structure and introduction with Key role

Executives

HR and other related Policies

Understand the Challenges that face the company

New Initiatives

Organizational Culture

Induction Kit

Roles & Responsibility

Telephone Directory

d. The Inputs during Induction shall be provided through classroom

presentations, discussions and sharing of experiences that shall
be followed by visit to sites & interface with cross functional
team members.

e. Heads of concerned Departments shall chalk out their own

Departmental Induction Program.

f. One Officer from HR department shall accompany the New

Entrant while site Induction.

1.14

PROBATION PERIOD & EMPLOYEE CONFIRMATION

1.14.1 OBJECTIVE
To encourage and facilitate the performance of the New Entrant or

Probationer.

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7

1.14.2 SCOPE
All employees appointed for regular Positions

1.14.3 RESPONSIBILITY
Assessment - Concerned HOD
Confirmation Corporate HR.
Other Activities Corporate HR
1.14.4 KEY POLICY-CLAUSE
a.

New Entrants appointed against regular positions shall be kept on

Probation

for a minimum period of SIX MONTHS.

b. Performance of Employees on Probation shall be assessed only

using the prescribed Probation evaluation format.

c. Probation Evaluation Form shall be sent to the departments 15

DAYS BEFORE the due date of confirmation.

d. Evaluation form shall be sent back with necessary remarks to HR 7

DAYS BEFORE the due date of confirmation.

e. Concerned HOD shall keep a track on the performance of the

concerned probationer periodically.

f. Extension of the Probation Period at the time of final assessment is

not allowed without valid reason.

g. Probationers shall be confirmed subject to all round performance of

the probationer being adjudged satisfactory by respective HOD.

h. As deemed fit, the Probation Period shall be extended for THREE

MONTHS at a time and not more than TWO TIMES.

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i. In case probationer is not confirmed even after the second

extension

of

probation

period,

shall

be

issued

written

communication on removal from the services.

j. A reasonable time, maximum of SEVEN DAYS shall be allowed in

regard to removal.

k. In absence of written communication in regard to the confirmation

after SIX MONTHS probation period, the concerned probationer shall
automatically be confirmed.

1.15

REIMBURSEMENT OF EXPENSES ON JOINING

1.15.1 SCOPE
All New Entrants joining in Regular Employment with Jain Group
subject to
agreed upon during selection of candidate.

1.15.2 RESPONSIBILITY
Corporate HR.
Amount Reimbursement Accounts department
1.15.3 KEY POLICY-CLAUSE
a. New Entrant residing within the radius of five hundred KM of the
place of

posting, wherein the concerned shall not be eligible for

reimbursement of
joining expenses.

b. New Entrants from any location beyond five hundred km from

the place of posting shall be entitled to claim for Joining
Expenses incurred for self and Family by the mode and class to
which they are entitled and for Travel &

2
9

Transportation of Household Articles which shall be reimbursed at

actual
subject to a maximum of ONE MONTHS Basic Salary.

c. All reimbursements are subject to submission of Transporters Bills,

Delivery receipts, any other relevant receipts, and Travel Tickets.

d. Transportation Bills to be raised from the Present Location (i.e., the

location from where the shifting has to take place). Information in
this regard to be communicated in writing to HR department at
least SEVEN DAYS in advance from the date of transportation.

e. Claim in this regard will be entertained through prescribed format.

f. The concerned employee shall claim the said reimbursement within
THREE MONTHS of joining along with the required documents

g. No claim shall be entertained after three months.

h. In case an employee after getting reimbursement of Joining
Expenses leaves the services of the organization before completing
twelve Months, 100% amount reimbursed to the concerned shall be
recovered from the Full & Final settlement.

2. TRANSFERS
2. 1

OBJECTIVE
To relocate or reassign the services of the employee or trainee from
one project to other, from one location to other, or from one
department to other etc.

2. 2

SCOPE
All Employees

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2. 3

RESPONSIBILITY
Request of Transfer Concerned HOD.
Approval of Transfer Corporate HR and/SBU Head.
Other related Activities Corporate HR.

2. 4

TRANSFERS BETWEEN DEPARTMENTS OR FUNCTIONS

2.4.1

KEY POLICY-CLAUSE
a. Transfers between different Departments and/or Functions in the
same office / project sites shall be covered under this head.

b. No Transfer shall take place without prior mutual agreement

between the concerned Heads of Department and/or Function(s)
with intimation to the concerned employee well in time.

c. All Transfers shall be made strictly using the prescribed Transfer

Requisition Letter Format.

d. Transfer from one site to another site is also as a part of

demobilization plan time to time.

2. 5

INTRA-GROUP OR INTER-COMPANY TRANSFERS

2.5.1

KEY POLICY-CLAUSE
a. Only such transfers shall be considered Intra Company, which
shall be between Project site to HO or HO to sites and other group
company.

b. In case of Transfer from one establishment to other or site to HO,

New Employee Number & PF Number shall be allotted from the
establishment Transferred to.

c. Preparation of Transfer Advice Details shall indicate the following :

Leave Status,

Date of Joining,

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Salary details,

Date of transfer,

Loan dues, etc.

3. RECORDING OF ATTENDANCE
3.1

OBJECTIVE
To record the attendance and bring discipline at work.

3.2

SCOPE
All Employees.

3.3

RESPONSIBILITY
Ensuring the attendance Each individual, HOD /Corporate HR / Site
HR

Other related Activities Corporate HR/Site HR

3.3.1

KEY POLICY-CLAUSE
a. Recording of attendance shall be compulsory every time any
employee enters or leaves the relevant premises. With a view to
suffice with this requirement, the company shall introduce &
implement the electronic attendance recording system wherever
feasible.

b. Otherwise employee shall follow the attendance marking system

established at respective places.

c. All new entrants must sign the attendance register till the
Permanent Identity Card issued.

d. Permanent I Card shall be issued within thirty days of joining.

e. Every employee shall carry I Card all the time during working hours.

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2

f. Employees shall produce their I Card at any point of time on

demand by the authorities while in transit in the company vehicle
or any place in the sites or offices.

g. In case any employee loses /misplaced his or her Personal Identity

Card, shall need to inform the Administration dept., and a new card
shall be issued

h. Actual cost of the card shall be recovered from the individual.

i. When the employee leaves (gets relieved from services of the
company), shall return the Personal Identity Card to Corporate
HR /Site HR.

j. Any change in scheduled off shall be effected from the first day of
the month and intimation must reach the Corporate HR / Site HR at
least two days before.

k. Concerned HOD shall inform HR / Site HR for abnormal absenteeism

of any employee.

3.4

WORKING DAYS
The workdays in Corporate Office is 6 days from Monday to Saturday
with Saturday second half and Sunday being holidays.

3.5

PUNCTUALITY
a. To maintain punctuality in attendance the following shall be
observed:

To debit one day Casual Leave (CL) for three late comings /
early leaving in a month. (Mention timings of late coming).

If the employee has no Casual Leave to credit, a days of

other Leave would be deduceted. (First CL then ML and then
PL).

3
3

b. Any employee having an urgent reason for leaving work must

obtain permission from respective HOD /department chairperson
prior to leaving the designated duty station.

c. Late attendance / leaving office early for an hour, and not more
than two occasions in a month may be allowed if prior permission of
the HOD is obtained. Similarly

d. If employee goes out during Office hours on account of Office Work,

shall fill-in prescribed Out Door Duty slip duly approved by the
HOD and submit with the Reception.

e. An entry will also be made in the register maintained at the

Reception / Gate for the purpose. On return after Office Work, return
time shall be entered in the register.

f. For employees posted on certain types of jobs, such as Dispatch,

House Keeping, Maintenance etc. flexible working hours has been
prescribed, but in any case the total working hours will not be less
than eight hours a day (excluding half an hour for lunch).

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4

4. RESIDENTIAL ACCOMMODATION

4.1

COMPANY-LEASED ACCOMMODATION

4.1.1 OBJECTIVE
To provide residential accommodation to the regular Employees.

4.1.2

SCOPE
All Project heads deputed at sites.
Other staff members deputed at project sites of infra division.
Case to case basis.

4.1.3

RESPONSIBILITY
Proposal Concerned HOD / Corporate HR
Approval VCMD / CMD

4.1.4

KEY POLICY-CLAUSE
a. The company leased accommodation shall be provided on the basis of
need

duly approved by VCMD /CMD.

b. The Rent Amount of Company-Leased Accommodation shall be

directly sent to the House-Owner. A Security Deposit @ maximum
Three Months rent shall be provided by the Company.

c. Security Deposit shall be considered as an Advance against

Employees Name. He or she has to organize for the refund of the
same while vacating the leased accommodation.

d. Security Deposit if not returned by the House-Owner within a period

of one month of vacating the Leased House, the entire amount shall
be recovered from the Salary of the concerned employee.

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5

e. At the time of Lease, in regard to ownership of security deposit, the

concerned Employee shall submit a Declaration through the
prescribed format.

f. Security deposit is not payable to those employees who are having

own house in the name of spouse or parents.

g. Residence will be provided by the company to Employees posted at

project site and covered by separate scheme as per Annexure A.

4.2

ADJUSTMENT OF RENT FROM THE EMPLOYEE

4.2.1 SCOPE
Employees who are accommodated as per Company-Leased
Accommodation.

4.2.2

RESPONSIBILITY
Adjustment Corporate HR.

4.2.3

KEY POLICY-CLAUSE
a. If the Rent is more than the amount of HRA, the difference between
HRA

and Lease Rent Amount shall be recovered from the Salary of the concerned
employee.

b. If the Rent is less than the HRA amount, the balance amount shall
be given to the employee as Special Allowance or additional HRA.

c. In case of rent free accommodation provided as per terms of

employment no HRA adjustment as per this policy.

d. Tax liabilities as per income tax act shall be borne by the employee
concerned.

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6

5. COMPANY GUEST HOUSE

5.1

OBJECTIVE
To provide hospitality to visiting guests and dignitaries.

5.2

SCOPE
This facility shall be for Housing Expatriates, Visiting Executives of
Sister

Concerns,

Employees

of

different

Sites

Branches,

Consultants, Out-stationed Dignitaries, VIPs, Auditors.

5.3

RESPONSIBILITY
Proposal Concerned HOD
Approval Corporate HR Head / Project Head
Facilitation - Administration Department/Site HR

5.4

GUEST HOUSE AT CORPORATE OFFICE & GUEST HOUSE AT

SITE

5.4.1

KEY POLICY-CLAUSE
a. No charge is applicable for Guests.
b. Allotment of rooms would be made based on the requisition
originating from executives not below the level of GM of concerned
Department. In absence of GM, the next hierarchy can raise the
requisition.

c. Accommodation at suitable Hotel is to be made in case the

occupancy of the Guest House is full with the approval of MD or any
other MDs designated person.

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d. Allotment of accommodation would be made to the following

categories of individuals on priority by prescribed Guest House
Accommodation Requisition Slip TWO DAYS in advance.

Expatriates during the duration of their official stay in the

Company Guest House.

Consultants and Official Guests (other than that of company)

on special permission from concerned HOD (not below than
the rank of GM), subject to availability of accommodation.

e. Official Guests and Host Officials accompanying guests are to be

treated as Official Guests and no charges levied as per first clause.
However, concerned Officials are required to sign Guest House
Accommodation Requisition Slip.

f. Intimation regarding meals for guests must be conveyed to the

caretaker at least FOUR HOURS in advance by the Host Officer.
(Intimation Consumption Order Slip)

g. The Guest House has standard Furniture & Fixtures to be

maintained as per Inventory in serviceable and presentable state.

h. Regular maintenance of Fixtures, plumbing, and electrical jobs is to

be carried out immediately on receipt of complaints.

i. Company Guest House is a privilege offered for executives and

visitors. Occupants must maintain and observe due decorum and
discipline at the Guest House in keeping with their status and
position.

j. All above clauses followed at HO Guest Houses shall remain same

for all Guest Houses at Plant / Project sites.

6. TRANSPORT
6.1

OBJECTIVE
To provide adequate facilities (in case of non-availability of public
transport) to the employees for commuting to and fro from their
residence to the place of work as well as for business related local
travel.

6.2

SCOPE
As per the sub policy specified below.

6.3

RESPONSIBILITY
Critical and Final Approvals for transportation Concerned HOD.
Administration Department.

6.4

EMPLOYEE TRANSPORT

6.4.1

SCOPE
Employees who are staying at a distance of more than five kilometers
from the Plant /project site where regular public transport facilities are
not available.

6.4.2

KEY POLICY-CLAUSE
a. Hired / Company vehicle shall be utilized for pick and drop from a
particular common place to plant / project site. Stoppages of vehicle
shall be designated / determined by the local management.

b. In case any empty company vehicle is returning to site, the pick-ups

facility shall be managed in that vehicle.

c. All Employees shall abide timings of all vehicles subject to change

from time to time

d. On the day of availability of public transport this facility will be

withdrawn automatically.

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6.5

ROAD TAX OF COMPANY VEHICLE

6.5.1 SCOPE
All Company vehicles.

6.5.2

KEY POLICY-CLAUSE
a. One time Road Tax shall be paid otherwise Road Tax shall be paid as
per the start date of usage of the vehicle (because vehicles may
have different purchase date and their insurance due dates may
vary).

b. As and when the Due Date comes up the Road Tax shall be paid on
the completion of ONE YEAR.

c. Road Tax shall be paid for all Company vehicles only.

6.6

INSURANCE OF COMPANY VEHICLES

6.6.1

KEY POLICY-CLAUSE
a. Company shall pay all the charges or amount of renewing the
Insurance Policy of all Company Vehicles.

b. Insurance Policy shall be renewed for all company vehicles at least

two weeks before the due date.

6.8

LOCAL TRAVEL CONVEYANCE REIMBURSEMENT

6.8.1

SCOPE
All regular Employees including Trainees

6.8.2

KEY POLICY-CLAUSE
a. LOCAL TRAVEL for this policy shall mean traveling for official
purpose from either residence or company location to another
company location or to the premises of external agency located
within the radius of less than 80 km.

b. Local Conveyance Reimbursement shall be made with Full

details in the prescribed form Reimbursement of Local
Conveyance, duly approved by respective departmental head

to Accounts department.

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REIMBURSEMENT ENTITLEMENT FOR EMPLOYEES & TRAINEES

LEVEL
VEHICLE

Level-1

Company
provided
Own
Car

Level-2

- do -

Level-3

4 or 2
-Wheeler
personal
vehicle

Level-4

Level-5

Non-taxi
Public
Transport
and/or
3-wheeler or
2Wheeler
personal
Vehicle
Public
transport
or 2-Wheeler
Personal
Vehicle

RS.
RATE
PER KM

DESCRIPTION
Eligible for NO Reimbursement over
and

-Nil-Nil-

above the eligibility

All official journey by company car
Travel can be made wholly or in

4.00
/2.00

2.00

2.00

combination of the Vehicle eligibility.

Claim reimbursement after due approval
of
Functional Head.

Travel can be made wholly or in

combination of the Vehicle eligibility.
Claim reimbursement after due
approval of
Sectional-in-charge.
Claim reimbursement after due
approval of
Functional Head.
Reimbursement of Parking and Toll
Charges would be done on Actual.

c. In case an Employee goes on duty within the city from residence

directly, to & fro distance between the residence and work place
shall not be considered as distance traveled and shall be deducted
from the total distance traveled. The balance distance shall be
taken for calculation.

d. Employees who do not own company provided vehicle shall be

entitled for Local Conveyance Reimbursement as per specifications,
if travel by same mode.

41

e. Employees who shall travel for official work using their own vehicle
as per their entitlement, they shall be eligible for Local Conveyance
Reimbursement on the rate per km specified in the table subject to
a limit of 15 KILOMETERS.

f. Entitlement of FOUR Wheeler shall be for the Employees who are in

Level - 2 and above subject to using their own Four Wheeler for
official purpose only.

g. For the Travel Destination of more than 15 KILOMETERS, Employee

shall travel by any mode and may claim for only BUS.

1. ENTERTAINMENT EXPENSES of Company Guests are reimbursed

on actual.

2. Management shall have rights to mainly alter, add or delete any

part of the Travel Allowances or Reimbursements.

NOTE: Wearing of Crash Helmet is mandatory while driving

any two-wheeler.

7. UNIFORM & DRESS CODE

7.1

OBJECTIVE
To have Safety of the employees, induce homogeneity & evolve a
sense of belongingness amongst the employee for the company.

7.2

SCOPE
All Permanent Employees including Trainees.

7.3

RESPONSIBILITY
Each employee concerned.

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7.4

COMMON POLICY-CLAUSE
a. Jain Group staff members are expected to be in Business Casual
dress from Monday to Friday.

b. It is advised that during business meetings with customers,

employees should be dressed in formal attire.

c. While we do not wish to limit ones expressions of taste and

individuality, we must all be aware that what we wear to work is a
reflection of our own professionalism and that of the organization.

d. Examples of unacceptable attire would be clothing that are Jeans,

Kurtas, T-Shirts, Sport Shoe, Short Skirts /Slacks etc.

8. CAFETERIA & CANTEEN

8.1

OBJECTIVE
To provide hygienic clean environment to have food / refreshment
at cafeteria / canteen

8.2

SCOPE
All regular Employees including Trainees

8.3

RESPONSIBILITY
Administration Dept.
Plant / site HR.

8.4

PROVISION OF MEAL & TEA FOR EMPLOYEES

8.4.1

KEY POLICY-CLAUSE
a. Pure vegetarian food shall only be allowed in the Cafeteria /
Canteen.

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3

The company shall provide free Lunch, Dinner, in the canteen to the
regular Employees including Trainees only at project sites.

Employees including trainees shall bring their lunch and have it in

cafeteria at HO / branch Offices and Plant.

Employees including Trainees shall procure their requirement of

coupons for Lunch from the authority as decided by local
management.

Coupons shall be available with Cafeteria /canteen personnel /

Administration Dept / Sites HR.

Issue of the coupons shall subject to maximum limit per month as

prescribed by local management.

8.5

PROVISION OF GUEST LUNCH

8.5.1

KEY POLICY-CLAUSE
a. Official Guest shall be provided food facility at the canteen in
addition to Apprentices, Vocational Trainees, Visiting parties and
other non-employees at plant / project sites.

b. The Cost of Food facility given via Guest Slips shall be exclusively
borne by the Company.

c. An Employee in level 3 & above/ Section-in-Charge/ Head of the

Department shall be the authorized signatory for approving Guest
lunch.

8.6

FOOD SUBSIDY AT PROJECT SITES

8.6.1 KEY POLICY-CLAUSE

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 Food subsidy will be payable to the following categories of

employees posted at project sites.

Free food facility will not be provided at HO / brunch offices /plant.

8.6.2

RATES
a.
Regular Employees
i)
The rates of food subsidy are as under where food not
provided by the company at JIL Project sites.
All respective employees : Rs. 40/- per day

ii)

The above food subsidy will also be payable to the

employees at Project sites residing with their families
in the accommodation / leased accommodation either
arranged by them or the company.

iii)

Employees in the levels of Managers & above staying

in the companys guest house at Project sites on
bachelor status may be provided free food facility, at
the discretion of the management. In such a case, food
subsidy will not be payable.

b.

Temporary / Contract Employees

i)

Temporary / Contract employees in the levels of Managerial /

Supervisory and Non supervisory staff employed by the
company on its roll for duration of project / specific work
assignment will also be paid food subsidy as per the rates given
above.

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ii)

Workers / Cooks / Messengers / Couriers / Chowkidars etc. those

who are employed at site through contractors roll will not be
eligible for food
subsidy.

e. Regulating Payment of Food Subsidy

i)

Employees getting food subsidy will not be allowed free food

facility.

ii)

Food subsidy will not be provided, if an employee remains absent

/ on leave from the work site.

9. TRAINING & DEVELOPMENT POLICY

9.1

GRADUATE ENGINEER TRAINEES

TRAINEES
TRAINING
SCHEME
Generation Training Scheme)

9.1.1

OBJECTIVE

& MANAGEMENT
(NGTS
Next

NGTS have been formulated with a view to ensure full utilization of

the inherent skills of the new entrants and provide them with
comprehensive foundations needed for successful performance in
the first job and in subsequent career progression.

9.1.2

GROWTH PATTERN & COMMON POLICY CLAUSE

a.

Adequate emphasis shall be given on developing the essential

knowledge and required to perform as a Front Line Manager, i.e.

Knowledge in terms of:

- Process Parameters
- Setting and Maintaining Standards
- Man Management

- Line and Function Relationships

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6

Skills in terms of:

- Investigation and Analysis

- Problem Solving and Decision-Making
- Preparing and Presenting a Case
- Presentation & Report Writing
b.

The company has a system of Project Based Training (PBT) as a

part of NGTS wherein each trainee is assigned a number of
projects his/her core area of education as well as from other
functions. Hands-On Training is also included in the curriculum with
a view to strengthen technical base of the Trainees.

c.

Induction of Graduate Engineer Trainees (GET) & Management

Trainees (MT) in company shall be done each year on the basis of
requirement.

d.

They shall be trained within the company for a period of one year
and the training shall include the subsections (9.1.3, 9.1.4 &
9.1.5).

e.

The trainees shall be absorbed into regular grades based upon the
Project presentations, personal interviews (by a panel comprising
of

Departmental

Representative,

Training

Manager

&

representative) and assessment by the Project based Mentor.

f.

Trainees shall be absorbed into regular grades as under.

QUALIFICATION

GRADE

CA / CS / ICWA / ME / M Tech

S-2

BE / B Tech /MBA

S -1

BE + MBA / MBA / MCA

S -2

HR

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9.1.3 INDUCTION
9.1.3.1 KEY POLICY-CLAUSE
a. The Trainees shall undergo the Induction training during the first
week wherein they shall be given inputs about the group companies
and orientation of various functions in respective place of posting.

b. Second phase of training is departmental induction and lasts for

one to two months as required.

c. The Trainees shall undergo departmental orientation wherein they

shall be associated with different departments on a rotational basis.

d. They shall be associated with a mentor and are required to

undertake an in-depth study of the departments.

e. The trainees shall also undergo critical equipment training.

Industrial tour to other companies is a part of this module (if
required).

f. Assessment of performance shall be done through project reports,

presentations, report by the mentor & performance in tests.

9.1.4 ON-THE-JOB TRAINING

9.1.4.1 KEY POLICY-CLAUSE
a. This shall form the third phase of NGTS and shall last for the
balance six months of the training period.

b. The trainees shall be allocated departments based on the generic

branch of their study, performance in the tests & counseling
interview.

c. They shall then undertake project-based handson training in the

respective department.

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9.2

COMPETENCY & SKILL DEVELOPMENT

9.2.1

OBJECTIVE
The basic objective of competency and skill development is to
ensure continuous development of skills and competencies of
employees.

9.2.2

SCOPE
All regular employees including trainees.

9.2.3

IDENTIFICATION OF TRAINING NEEDS

9.2.3.1 KEY POLICY-CLAUSE

a.

Training needs are identified on an annual basis.

b.

For the employees in grades O - 2 & above, training needs

are derived from the performance management system and
assessment

of

Competencies

through

the

Assessment

Centre.

c.

For the Operation, Maintenance & Support Services Staff (O-1

& below Grades) the needs are projected by the Supervisors/
Controlling Officers through the Annual Appraisals.

d.

Assessments of Skills are also done annually to ascertain the

skill gaps.

e.

Over and above that there are organizational interventions

like Multi-skill wherein the Supervisor identifies the skills that
need to be learnt by the employee in order to form multifunctional workgroups.

f.

The company also has organizational initiatives wherein the

target population is identified for the purpose of each
initiative and the same is included in their training need.

4
9

9.2.4

ASSIMILATION OF TRAINING NEEDS & DRAFTING THE

ANNUAL TRAINING PLAN

9.2.4.1 KEY POLICY-CLAUSE

a. Projected needs are assimilated and groups are formed on the basis
of level, function, skill / competency, initiative, etc. and an annual
training plan is drawn accordingly.

b. This plan contains the dates for each program, venue, target
population, number of participants per program, Training Hours per
program, Faculty for the program, etc. (Training Calendar)

9.2.5 CONDUCTING TRAINING PROGRAM

9.2.5.1 KEY POLICY-CLAUSE
a. Faculty is identified for each program from Internal Sources,
External Sources or Experts in respective fields.

b. Employees are nominated for program / seminars/ workshops/ visits

conducted by leading institutions or professional bodies.

c. Study of effectiveness of training is done every 3 months wherein

the trained personnel as well as the respective supervisor respond
about the benefits accrued out of the training in terms of skill/
competency up gradation and the resultant tangible/ intangible
benefits.

d. Skill / Competency assessment is also done to measure the

effectiveness of training imparted.

e. Retraining is imparted to an employee if after assessment it is

found that his/her skill or competency level has not improved to the
benchmarked standards.

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0

9.3

IN SERVICE TRAINING & EDUCATION POLICY (INSTEP)

9.3.1 OBJECTIVE
To encourage and provide for employees, an organizational support
system for enhancing their technical, managerial and professional
abilities through the special courses available for this purpose at
recognized and eminent institutes in subject area, which is mutually
rewarding to the Company and the employee.

9.3.2 SCOPE
Regular Employees of the company in grades O - 3 & above and
shall be applicable
for recognized professional courses.

9.3.3

COMMON POLICY-CLAUSE & COVERAGE

a.

b.

The courses covered shall be in the areas of:

General Management.

Engineering and technology, and

Any other functional disciplines applicable to Jain Groups line

of business.

The subsections mentioned below are all policy clauses & subclauses of this main policy.

9.3.4

TYPES OF SPONSORSHIP
Sponsorship

shall

be

considered

under

the

categories

mentioned in foregoing points.

9.3.4A INDIVIDUAL INITIATED
i) Part-time/ correspondence courses where continued long absence
from duty is not required for pursuing the course.

5
1

ii) Study Leave for prosecuting higher studies or for specialized

training in India or abroad on the basis of external scholarship or
fellowship received by the employee.

iii) Sponsorship with no financial commitment from the Company with

own study leave as in the previous statement.

9.3.4B COMPANY INITIATED

i) Sponsorship shall be given by the Company for special courses/
training in India or abroad based on Company's needs and career
plan of the individual.

ii) Sponsorship with no financial commitment and paid leave up to the

limit of individuals credit balance of leave, by the Company for a
specialized subject of relevance to companys business.

iii) This is the discretion of the management to allow such sponsorship

to any one and employee will have no right for such sponsorship.

9.3.5

INSTITUTIONS & COURSES

a. Sponsorship without any financial commitment from the Company shall
be made only for the following courses/categories of institutes:

i) Management courses at IIM, XLRI, TISS, XISS etc. (This is an

indicative list only)

ii) Graduation/Post-Graduation in Engineering/ Technical courses at

IIT and NIT or any other institutes of national repute, according
to national ranking within top ten.

iii) Company also may have tie-ups with leading institutions for a
fixed number of seats in different courses for executives of the
Company in future on the basis of business growth.

9.3.6

ELIGIBILITY FOR SPONSORSHIP

a. Employee shall be sponsored for /allowed to undertake any parttime OR correspondence course subject to the number as may be
decided by the respective SBU head so that the Company's working
is not hampered and duly approved by CMD.

b. For full-time regular courses not supported financially by the

Company, the following eligibility shall be required:

i) Minimum

years

of

length

of

service,

excluding

training/probation period.

ii) Less than 40 years of age.

iii) Employee during training/probation will not be eligible for the
same.

iv) Consistent Excellent/ Very Good performance on-the-job, in

consecutive six years.

v) Demonstrated potential for growth in the Company (as decided

by the SBU Head of the concerned Area).

vi) Displays ability to acquire new knowledge and use it effectively

at work.

9.3.7

CRITERIA FOR SELECTION / AUTHORITY

a. Employee desirous of availing sponsorship would, apart from
meeting the requirements of the institution in which they intend
to pursue the

5
3

course have to undergo such screening/interview for

selection for
sponsorship.

b. Cases of grant of leave for part-time or full-time courses and

sponsorship

without

financial

commitment

shall

be

recommended by respective SBU Head and forwarded to the

Corporate

HR

for

final

approval.

In

case

of

such

recommendation(s) no substitute shall be provided. The position

will stay vacant for the period. Internal job allocation can be
done, as may be the case.

c. Cases of sponsorship (part/full/stipend/grant) from the Company

shall be decided by VCMD / CMD on the recommendation of
respective SBU Head & Corporate HR head.

9.3.8

PERIOD OF STUDY OR EXTENT OF LEAVE

a. Sponsorship/extent of leave for pursuing any course shall be of
maximum one-year duration.

b. Extension of study period or extent of leave beyond initial

approved period will be discouraged.

9.3.9

GRANT OF LEAVE / OTHER ASSISTANCE ON SPONSORSHIP

a. For part-time/correspondence courses, the Company shall grant
no leave and financial assistance.

b. For normal study leave, executive may be granted leave up to

12 months, which shall first consume all paid, leave in credit and
the uncovered period as leave without pay. In general, no
financial assistance shall be given.

5
4

c. While on study leave with pay, the term pay is defined as

basic, special pay (if any), medical, LTA, HRA (or lease for family
or hostel fee up to HRA limit), retrial benefits.

d. Phone/mobile/car to be surrendered during this period.

9.3.10 NUMBER OF EMPLOYEES TO BE GRANTED THE STUDY
LEAVE / SCHOLARSHIP / SPONSORSHIP
a. The number of sponsorship shall not exceed two at a time.
b. Normally not more than 1% of the executive strength shall
at any time avail sponsorship/leave for full-time courses
including a maximum of two sponsorships without any
financial support as mentioned above
9.3.11 BOND / GUARANTEE / BOND PERIOD
a. The employees, who are granted study leave or who are sponsored
or pursuing higher studies shall, before proceeding on leave have to
execute a bond to serve the Company for minimum three years of
service after returning back to job or in default, pay the Company
an amount in lieu thereof, so that the Company's efforts and
resources on the development of individual are gainfully utilized.

b. For any type of full sponsorship with salary/benefit for course in the
country/abroad, the individual shall have to give appropriate bank
guarantee/guarantee equivalent to the bond money.

5
5

c. An employee who is under a bond to serve the Company for a

stipulated period shall not be eligible for any other study leave
during the duration of the bond.

d. The details of the bond period and amount for different types of
sponsorship shall be applicable as given below:
PERIOD OF
STUDY

TYPE
OF BOND
SPONSORSHI
P

Partcours
time
es/
correspondence
courses
duration
)

Full
cours
time
es/
training for
less
than a semester
in

side.

India
(One semester
shall
be treated to be
of 6
months
duration)

(IN RS.)

No
bond

Nil

gran
No t
leav
e
involved.

No
bond

Nil

of

typ
Any e
externa
l

of

sponsorship

Own
study
leav
e
1 year
and
financi
al

Six months
course
or
training

PERIOD

No financial
commitment
from
Company

(any

BOND AMOUNT

no 2 year

50,000.00 or double
the
cost to the
company
whichever is more

support

Own
leav

study
with

1,00,000.00
OR

e
stipend
gran
t
finance

or 3 years
of

Double the costtocompany,

whichever is
more

5
6

10. TELECOMMUNICATION

10.1

OBJECTIVE
To assist employees in making business related calls.

10.2

SCOPE
All regular Employees in all Grades on the basis of need.

10.3

KEY POLICY-CLAUSE
a. GM & above are eligible for mobile connection, while for others, this
shall be need based with due approval of respective HOD.

b. The employees eligible for mobile connection shall be required to

purchase the hand set of their own or company will provide as per
eligible matrix mentioned below.

c. In case of an employee leaves the services of the company the

mobile handset provided by the company will have to return or the
purchase cost of the handset would be adjusted from the final
settlement.

d. In case of loss of Mobile handset, no reimbursement /claims shall be

entertained till the period of 24 months from the date of purchase
of the lost mobile handset.

e. The employee shall purchase new handset by his / her own along
with the cost of procuring New SIM Card and reactivation charges, if
any within a week of such loss and 50% of the value of lost handset
will be recovered from the concerned.

10.4

DIRECT LAND LINE / MOBILE PHONE ELIGIBILITY, USAGE &

REIMBURSEMENT

10.4.1 SCOPE
Providing phone facility to employees, irrespective of grades.
Need based subject to recommendation of respective HOD and duly
approved by VCMD / CMD.

10.4.2 KEY POLICY CLAUSE

a. Eligibility matrix of company provided mobile handset.

Grades

Value of Mobile phones

(in Rupee)
Actual
Rs.8000/- (Max)
Rs.3500/- (Max)
Rs.2500/- (Max)
Rs.2000/- (max)

President & above

P -1 to P - 4
M 1 to M - 3
S 1 to S - 6
Others

b. Mobile phone usage matrix (Max. limit p.m.)

Grades
President &
above
P -1 to P - 4
M 1 to M - 3
S 1 to S - 6
Others

Corp. Office
Plant
Actual
Actual

Project Site
Actual

Actual
Rs.1200/Rs.500/Only incoming
calls

Actual
Rs.1000/Rs.400/Only incoming
calls

Actual
Rs.1000/Rs.400/Only incoming
calls

c. All Employees eligible for Mobile reimbursement shall be approved

and/or sanctioned not more than the amount they are entitled for.

d. Employees will have to certify personal calls they have made from
their mobile phones. 100% recovery will be made through pay slip
for the same.

58

e. Mobile phone facilities shall be provided on four categories, (A)

Mobile without roaming - Need for continuous accessibility. (B)
Mobile with national roaming Need for frequent travel within the
country for official purpose.

(C) Mobile

with

international

roaming

Need

for

frequent

international travel for official purpose. (D) Mobile for departmental

use Based on occasional need.

f. Managers in the grades Sr. GM & above are eligible for having Office
Direct Line Telephone Connection through 0 dialing.

g. This shall be need based for other category of employees and needs
due approval of VCMD / CMD.

h.

Monitoring of telephone calls is with Administration Dept.

i. All should Keep call duration as minimum as possible.

j. Alarm in regard to excessive usage of phone calls shall be provided
to concerned individual by Admin Dept. time to time. Mobile phone
provided to other category of employees under CUG, will not be
covered under this policy for call charges.

k. Respective HOD is liable to control calls of the department.

l. Each individual is entitled for official phone calls only.
m. All STD & ISD calls shall be made from the reception desk only
through front office executive.

n. Telecommunication facilities at a glance provided at separately.

5
9

11. TRAVEL & TOUR

11.1

OBJECTIVE
The Objective of this Policy is to cover all business related tours and
exigencies.

11.2 SCOPE
As per sub-policy specified below.

11.3

RESPONSIBILITY
Final Approval VCMD / CMD
Departments Approval Head of Department.
Booking of Tickets or Travel Arrangements Travel Desk.
Administration department.

11.4

COMMON POLICY-CLAUSE
a. Entertainment Expenses of Company Guests shall be reimbursed
on actual subject to the approval of VCMD / CMD

b. Employees on Tour shall settle their hotel bills directly and not
through the company.

c. Managing Director and above are eligible for business class air
travel.

d. Employees in the grade GM (M-2 grade) and above are eligible

for economy class air travel.

e. Employees up to M - 4 Grade will be eligible for travel as per

applicable mode / class of travel, as mentioned in the table.

6
0

f. Adequate Advance notice must be given to the Travel Desk to

take them advantage of concession fares available for advance
or group bookings. In any case, the MINIMUM PERIOD OF
ADVANCE NOTICE HAS TO BE FIVE DAYS.

g.

Employees

not

eligible

for

travel

by

air

under

normal

circumstances may travel by air to minimize the loss of personal

productivity subject to approval of VCMD / CMD.

h.

For short journeys and planned journeys (up to 10 hours

overnight) train should be preferred.

i.

11.5

Only Train shall be used for all Traveling related to Training.

OUTSTATION TRAVEL/ TOUR ALLOWANCE REIMBURSEMENT

11.5.1 SCOPE
All regular Employees including Trainees.

11.5.2 KEY POLICY-CLAUSE

a. OUTSTATION TRAVEL for this policy shall mean traveling towards an
area beyond 150 KILOMETERS from the place of work.

b. OUTSTATION ALLOWANCE prescribed for reimbursement is inclusive

of Boarding & Lodging.

c. Outstation stay beyond 15 days will reduce outstation allowance

and incidental expenses to 75%.

d. During Traveling no other allowance shall be admissible except as

specified in Travel Allowances Table

6
1

e. Any outstation business tour not require night stay, the employees
shall be entitled for Day Travel Allowance only.

f. Where travel time is more than 24hrs by train, employees in

category 4 may be allowed least cost economy air travel / no frills
air travel.

g. Employees may be encouraged to book the tickets online with their

credit cards, which shall be reimbursed later after necessary
approval.

h. All the payments are subject to submission of bills except for own
arrangements /day travel allowance / out of pocket expenses.

i. Out of pocket expenses (without bills) will be paid to cover

miscellaneous expenses while on outstation tour, requiring night
stay.

j. No out of pocket expenses will be paid in case of day travel.

k. The employees can make their own arrangements for lodging and
boarding while on tour and claim a lump sum amount prescribed for
"own arrangements allowance" without bills. No other allowance
shall be paid apart from that.

l. The above rates are dependant upon current market rate. These
rates will be revised every 3 years, subject to market conditions.

m. Any deviation on mode of travel will require approval from VCMD /

CMD.

n. Employees need to submit the bills for claiming actual for Day
Travel Expenses else would be entitled for a fixed amount as
mentioned without bills.

o. No claim will be entertained for local conveyance within the city

where he or she lives in case he or she has been provided with

company maintained vehicle.

6
2

11.6

CLASSIFICATION OF CITIES FOR TRAVELING ALLOWANCE

11.6.1 KEY POLICY-CLAUSE

a. Company shall reimburse Tour or Travel Allowance for Boarding &
Lodging subject to the submission of Travel Bills and payment of
Travel Allowance Entitlement shall be based on the City or Town
visited.

b. Classification of Cities for reimbursement of Travel Allowance is

listed below:

CATEGORY NAME OF CITIES

Includes NewDelhi, Mumbai, Kolkata, Chennai,
Hyderabad,
Bangalore, Pune and all State Capitals and Union
Territories.

Includes All other Cities / Towns

2
11.7

LIST OF HOTELS NOT TO BE PATRONIZED

11.7.1 KEY POLICY-CLAUSE

a. The Company shall not patronize any Deluxe Five Star Hotel in any
place for Tour or Travel made for its purpose.

b. Company shall not patronize any of the Hotels as specified under:

CITY

Mumbai

HOTELS NOT TO BE PATRONIZED

Hotel Oberoi / Hotel Oberoi Towers / Taj
Intercontinental
/ Leela Kempenski / Hotel President

Kolkata

Oberoi Grand / Taj Bengal /Sonar Bangla

Delhi

Hotel Oberoi International / Hotel Taj Mahal /

Mourya
Sheraton / Hotel Taj Palace / Hyatt Regency /
Holiday Inn

Chennai

Hotel Taj Coromandal / Adiyar Park

6
3

11.8

ALLOWANCES FOR OUTDOOR DUTY

11.8.1 SCOPE
All regular Employees including Trainees.

11.8.2 KEY POLICY-CLAUSE

a. The Key Policy-Clause points of LOCAL TRAVEL CONVEYANCE
REIMBURSEMENT (in Transport Policy) shall be followed here along
with the underwritten clauses.

b. The Outdoor Duty can be within the radius of 80 KILOMETERS from

the workplace.

c. The eligibility of Lunch / Dinner shall be as mentioned below:

GRADE

MAXIMUM LIMIT OF LUNCH/ DINNER

GM &
above

Actual

M2 to M3

11.9

At actual on production of bills or Rs. 150/without

bill

S-1 to S-6

Rs. 100/-

Others

Rs. 75/-

TRAVEL REIMBURSEMENT DURING EMPLOYEES GROUP

TRAVEL

11.9.1 SCOPE
All regular Employees including Trainees.
11.9.2 KEY POLICY-CLAUSE
a. In case of Group Travel, Employees / Trainees may travel and stay
jointly.

b. Staying together (if belonging to different categories) is allowable in

higher class of hotel accommodation as applicable to Senior
Personnel.

c. Prior approval of the VCMD / CMD is required for above clause.

6
4

12. FOREIGN TRAVEL

12.1

OBJECTIVE
The Objective of this Policy is to cover all business related tours and
exigencies.

12.2

SCOPE
Employees (both permanent / contract) who may require to travel
overseas on business trip.

12.3

RESPONSIBILITY
i)

Recommendations functional head not below the level of Vice

President.

12.4

ii)

Final Approval VCMD / CMD

iii)

Other related activities Corporate HR / Administration

TRAVEL REQUISITION

12.4.1 KEY POLICY-CLAUSE

a. The Travel Requisition Form is to be completed by all concerned
executives duly authorized by VCMD / CMD

b. The requisition for travel should reach the Travel Desk ten days
prior to the tentative date of departure in the prescribed format in
duplicate, the second copy of which should go to Accounts for
payment of foreign exchange and other miscellaneous expenses
daily allowance not exceeding amounts as approved by RBI from
time to time.

c. No other allowance shall be paid over and above this amount.

d. On return from an overseas tour, the employee should submit
statement of account with supporting documents.

e. The itinerary along with fare should be worked out by the Travel
Department and sent for approval VCMD / CMD.

f. All related correspondence / fax/ telex received from Companys

business associates abroad (pertaining to travel) should be
attached with the requisition for the purpose of obtaining visas.

g. The executives visiting abroad must check their passports

thoroughly with respect to its validity, blank pages for Visa
Endorsement etc., well before planning for a visit.

h. All visas to be obtained locally would be arranged by the concerned

Travel department. Visa will be obtained from Kolkata / Delhi as
applicable.

i. Intimation for overseas trip to be sent to Corporate HR.

12.5

ELIGIBILITY FOR CLASS OF TRAVELS FOR FOREIGN

TRAVEL (Mode of Travel )

12.5.1 KEY POLICY-CLAUSE

12.6

DESIGNATION

CLASS OF TRAVEL

Managing Director &

above

Business Class, in exigency First Class

Others

Economy Class

OVERSEAS TRAVEL TYPE

12.6.1 KEY POLICY-CLAUSE

a. Single hop travel up to 8 hours of flying time restricted to economy
class. (Destinations in Asia Pacific, Europe)/ Gulf countries.

b. Transatlantic travel / long haul fights as per applicable rules

(destinations in US, Canada, Korea, Japan).

12.7

MISCELLANEOUS EXPENSES

12.7.1 KEY POLICY-CLAUSE

a.
The Company shall bear miscellaneous expenses related to Visa
Fee, Airport tax, Any trolley charges.

b.

Cost of local taxi from residence to airport and vice versa in

India and the international location.

c.

However, employees are encouraged to use local public

transport where ever available.

d.
12.8

The same will be reimbursed an actual basis against receipts.

ENTITLEMENT OF EXPENSES

12.8.1 KEY POLICY-CLAUSE

(a) Lodging Expenses:
The company will reimburse actual reasonable expenses incurred on
accommodation, subject to submission of bills, up to applicable limit as given
below:

(b) Boarding Expenses:

The company will reimburse actual reasonable expenses incurred on food,
subject to submission of bills, up to applicable limits as given below:

(c) Local Transport Expenses:

The company will reimburse actual reasonable expenses incurred on local
transport up to applicable limit as given below:

6
7

(a) Lodging Expenses:

EMPLOYEE GRADE

USA, UK, CIS, EUROPE & JAPAN

(US $)

OTHER COUNTRIES(US$)

Managing Director & above

Actual

Actual

P-1 to P-4

Tariff limit $225 per day (Max)

Tariff limit $125 per day

(Max)

M-1 to M-3

Tariff limit $150 per day (Max)

Tariff limit $75 per day (Max)

Others

Tariff limit $80 per day (Max)

Tariff limit $60 per day (Max)

(b) Boarding Expenses:

EMPLOYEE GRADE

USA, UK, CIS, EUROPE & JAPAN

(US $)

OTHER COUNTRIES (US $)

MD & above

Actual

Actual

P-1 to P-4

$ 75

$ 50

M-1 to M-3

$ 45

$ 30

Others

$ 25

$ 25

(c) Local Transport Expenses:

EMPLOYEE GRADE

USA, UK, CIS, EUROPE & JAPAN

(US $)

OTHER COUNTRIES (US $)

MD & above

Actual

Actual

P-1 to P-4

$ 50

$ 30

M-1 to M-3

$ 40

$ 30

Below M0

$ 25

$ 25

(d) Per Day Allowance:

Employees will be eligible for Per Day Allowance to cover miscellaneous and
out of pocket expenses like cigarettes, tips, porter charge, magazines,
personal telephone calls, newspapers etc. The grade wise Per Day Allowance
limit is given below:

EMPLOYEE GRADE (US $)

MD & above
P-1 to P-4
M-1 to M-3
S -1 to S-6
Others

ALL COUNTRIES (US $)

Actual
$ 50
$ 40
$ 25
$ 20

6
8

i. The Per Day allowance will be payable from the date of leaving the last
Indian port till the person reaches the Indian port on return.

ii. No supporting receipts / vouchers are required to claim this allowance.

iii. This allowance will continue to be payable even if an employee is
provided with free boarding and lodging or chose to make his own
arrangement.

iv. Day for this purpose will be reckoned on 24 hours basis from actual
time of departure from the last Indian port till the time of arrival at the
first Indian port during return journey.

v. For travel duration of over 6 hours and less than 12 hours, half the
entitlement will be payable.

(e) Medical Insurance:

The company will cover the employee under a suitable
international
medical insurance during the overseas tour.

(f)

Travel Advance / Travel Booking :

i. Employees visiting assignment locations on short-term

duration will be required to carry sufficient fund to cover all
expenses that will be incurred while on trip.

ii. Advance for travel will be released according to Travel

Advance Requisition Slip and action for buying the ticket by
Travel Desk.

iii. The quantum of travel advance will be estimated and based

on the duration of the tour will take into account the daily
expenses towards, boarding, lodging, transport etc. per day.

iv. Respective HOD will ensure that the amount for travel
advance requisitioned is reasonable.

6
9
(g)

Approvals :
Approvals for various activities while going on tour will be as
per
below:

(h)

Activit
y
Ticket requisition
Travel Advance
Expense Report
Expenses Reporting:

Approval by
VCMD /CMD
VCMD /CMD
VCMD /CMD

The employees will be responsible for submission of travel

Expense
statement on the prescribed form to accounts department within
7
working days of the return from the tour, failing which the
advance /
outstanding amount will be recovered from the employees salary.
The
unspent money, if any, will have to be refunded to the accounts
department.
(i)

Support Vouchers
The travel expense report must be supported by the following :
i.

Counter foil of air (boarding pass)

ii.

Bills for boarding and lodging and local transport.

iii.

Bills related to official communication.

iv.

Bills spent on client entertainment.

v.
vi.
(j)

Telephone bills or receipts of ISD calls.

No support vouchers are required for per day expenses.

Resignation while at site :

If an employee resigns from the services of the company while on
international business trip, then no expenses towards return
travel to HO

70

or the place of permanent residence will be paid. Also employee

will be responsible for getting all relevant clearances, without
which full and final settlement will be with held.

13. COMPENSATION & GRADE RELATED

POLICIES

13.1

OBJECTIVE
To provide adequate compensation package based on capability and
potential of the employees.

13.2

SCOPE
As per sub-policies specified below

13.3

RESPONSIBILITY
Proposal

Recommendation

Corporate HR Final Approval VCMD /

CMD

13.4 COMPENSATION PACKAGE

13.4.1 KEY POLICY CLAUSE
a.
CTC (Cost to the Company) consists of three major following
components:

Basic: Basic rate determine as 40% of CTC amount.

Retirement benefit: 12% of Basic rate (PF employers

contribution where applicable)

FBP: FBP (Flexible Benefit Pay) consists of:

71

i) HRA For metro cities 50% & other cities 40% of basic.
ii) Conveyance allowance Rs.800/-pm (Max)
iii) Vehicle maintenance reimbursement including fuels
Rs.15000/-pm (Max)

iv) Drivers salary Reasonable amount as per local trend

v) LTA reimbursement - Equivalent amount of one months basic
pa (Max)

vi) Medical reimbursement 8.33% of basic, Max Rs.1250/- pm

vii) Special pay Rest amount.
b. Employees have option to choose the desired components as part of
FBP.

c. There are limit fixed by the management in regard to the various

components of FBP. In case the total FBP amount is more that the
total of above-mentioned components in such case the balance
amount will determine as special pay.

Note: Amount taken into consideration by the employee all in the above
mentioned components pays along with the monthly salary, as per income
tax rules employee to submit the relevant bills / documents to get benefit
under income tax in every quarter otherwise all amount will come under
tax bracket.

13.5

LEAVE TRAVEL ASSISTANCE

13.5.1 OBJECTIVE
To provide financial assistance to employees for travel on outstation
leave

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2

13.5.2 SCOPE
All regular Employees on Company Rolls

13.5.3 KEY POLICY-CLAUSE

a. LTA Reimbursement is subject to maximum of ONE-MONTH BASIC
SALARY PER ANNUM.

b. Entitlement for first LTA shall be on completion of one year of

service in the company.

c. In case an individual joins in the course of the year, then the actual
limit of Payment of LTA for the initial year of joining shall be paid on
pro-rata basis
for the number of months completed as on 31 st March of the
financial year with Jain Group.

d. Application for claim of LTA can be made at any time in the financial
year.

e. Claim of LTA shall be carried forward for a maximum period of one

year.

f. Claims shall be taken as an advance but bill along with copy of the
tickets (Air/ Rail) shall be required to be submitted, else the amount
paid shall attract deductions under Income Tax.

g. Any employee availing LTA shall be required to get a minimum of 4

days leave (inclusive of intervening weekly off & holidays)
sanctioned for the purpose.

h. Employees claiming LTA of Rs. 2,500.00 or less in a year are not

required to avail leave to claim LTA.

i. A maximum claim of LTA shall be allowed at a time i.e. one for the
current financial year in operation and one either for the previous
year for which no claim was made.

7
3

j. Employees who are not granted leave due to exigency of work shall
get the payment of LTA amount without availing leave. However,
such payment shall attract deductions under the provisions of
Income Tax.

k. In case of an employee leaves the services of the company within

one year the Leave Travel Allowance earned shall be en-cashed at
the time of final settlement.

l. In case any employee leaves the services of the company in

between the financial year, he or she shall be eligible for payment
of LTA on pro-rata basis subject to fulfillment of basic eligibility
requirements detailed above.

m. In case an employee has already drawn the amount, the balance of

the pro-rated payment shall be recovered from final settlement.

n. The claims shall be on the financial year basis.

o. An employee has the option of not opting for the above LTA
scheme. Instead of this he or she can opt once a year to receive
this LTA amount divided on equal monthly basis to be paid along
with monthly salary. This component would then be reflected as
part of Special Allowance. The employee can opt for this provision
by 15th of April every year.

NOTE: LTA Amount is meant for Reimbursement it shall not be

paid in Advance.

13.7

BANKING & PAYMENT FACILITY

13.7.1 SCOPE
All Employees including Trainees.

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4

13.7.2 KEY POLICY-CLAUSE

a. All Employees shall be provided with a minimum zero Balance
Bank Account.

b. All salary payment shall be deposited directly into respective

individual accounts.

c. The company shall have tie-up with banks to facilitate the

process.

d. The company shall not be responsible for the transactions

between employees and bank.

e. Salary of employees will be paid through bank. Company shall

have provision to send Salary directly to the Banks with which
Company shall have tie-ups.

f. The list of Banks with which the Company has tie-ups shall be
communicated to the Employees from time to time.

g. Change of Salary Bank shall be made through the Corporate HR /

site HR.

h. Willingness to change the Bank shall be communicated to the

Corporate HR / site P&A dept. and accordingly either New Bank
Account shall be opened or existing Account Number of same
Bank, if any.

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14. LEAVE
OBJECTIVE

14.1

To provide guidelines for permissible leave from work during the

year

SCOPE

14.2

All regular Employees including Trainees.

RESPONSIBILITY

14.3

Recommending authority Respective immediate

superior Sanctioning authority Respective HOD
Other activities Corporate HR / Site HR

LEAVE ENTITLEMENT

14.4

14.4.1 KEY POLICY-CLAUSE

a.

The leaves entitlements:

Privilege Leave / Earned
Leave

: 15 days a
year

Medical Leave

: 08 days a
year

Casual Leave

: 07 days a
year

b. Un-availed Casual Leave during the calendar year would

automatically be lapsed.

Any holiday or weekly off falls between two sanctioned leave will
not be counted as leave.

d. In case of long (7 or more days) sanctioned leave the holiday

/weekly off falls in between will be treated as leave.

d. The list of paid holidays at Jain Group will be circulated at the

beginning of every year.

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14.5

LEAVE AVAILMENT

14.5.1 KEY POLICY-CLAUSE

a. Employees can avail leave for HALF-DAY or more subject to
approval of respective authority.

b. For availing HALF-DAY leave, they must ensure that they have
completed MINIMUM FOUR HOURS DUTY before or after availing
such a leave.

c. The leave can be prefixed and/ or suffixed to weekly Offs or

Holidays.

d. At the beginning of the Calendar Year (i.e., on 1 st January) leaves

earned by the employee in the previous year shall be credited to
individual Leave
Account.

e. Availing Leave for THREE-DAYS OR MORE on Sick ground is

subject to submission of a Medical Certificate from a registered
medical practitioner for the relevant period, which is to be attached
along with the Leave Application.

f. Leave Availing shall subject to approval of concerned sanctioning

authority.

g. The intervening Holidays or Offs during the period of leave will be

excluded from leave in case of less than seven days sanctioned
leave and in case of seven or above sanctioned leave the same will
be included in leave.

h. The criterion of availing leave is Personal, Sick and Going out

of Station this need to be indicated at the time of creation of
Leave Application.

i. All sanctioned Leave Applications must be submitted to Corporate

HR / Site HR well in time.

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7

14.6

LEAVE ACCUMULATION & ENCASHMENT

14.6.1 KEY POLICY-CLAUSE

a. Employees can accumulate un-availed PL/EL to a maximum of 105
Days and medical leave to a maximum of 32days.

b. Privilege leave beyond 105 would en-cashed and ML beyond 32

days would automatically be lapsed.

c. Employees can en-cash their PL/EL keeping a minimum balance of

30 Days.

d. The encashment shall be admissible only when the employee has

taken minimum 10 Days leave in a particular calendar year.

e. On Retirement/ Resignation/ Termination/ Death, the un-availed

leaves shall be en-cashed.

f. Encashment may be made only once, at any time of the year and
shall be en-cashed at (Basic) as on date of encashment.

g. Encashment Amount shall be paid through salary of the respective

month(s).

14.7

MATERNITY LEAVE 84 DAYS

14.7.1i KEY POLICY-CLAUSE

a. It shall cover only Married Female Employees who have completed

180 days of continuous service on date of availing this leave.

b. This Leave can be availed for restricted to two children.

c. Maternity Leave maximum admissible is 12 WEEKS (84 days) with
full pay, six weeks before and six weeks after delivery or in any
other proportions.

d. Maternity Leave can be combined with PL or ML, if having any

balance to her credit.

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8

15. MEDICAL
15.1

OBJECTIVE
To provide better Health & Quality of Life to individuals working
with the Company and their immediate family members.

15.2

SCOPE
As per sub-policy specifications below

15.3

RESPONSIBILITY
Recommendation - Respective HOD / Site HR
Approval Corporate HR
Payment reimbursement Accounts Dept.

15.4

MEDICAL REIMBURSEMENT

15.4.1 SCOPE
Only regular Employees.

15.4.2 KEY POLICY-CLAUSE

a. The scheme is applicable to all permanent employees drawing
above Rs.10000/- pm as CTC.

b. Any individual may opt the scheme as a part of CTC

c. The Coverage includes declared dependent family members i.e.,
Wife, Children (up to the age of 25).

d. Medical Reimbursement Amount does not lapse if not en-cashed.

e. Reimbursement is subject to maximum limit shown in letter of
appointment.

f. In case an individual joins in the course of the year, the actual limit
shall be pro-rated for the number of months completed as on 31 st
March of the year.

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9

g. Reimbursement of Medical expenses is a part of FBP.

h. All Medical Reimbursement Claims towards Doctors Fee, Medicines,
Laboratory Tests, Spectacles, Dentures, etc. must be supported by
Bills/ Receipts/ Cash Memo and shall be submitted to Accounts
Department on monthly basis by 17th of each month.

i. NO REIMBURSEMENT shall be made for expenses on Baby foods,

Beauty Aids, Cosmetics & Health Drinks and expenses under
Naturopathy System.

j. Medical expenses bills of a financial year must be claimed during

that year or during the first Quarter of the next year else the Bill
shall

be

considered

as

Not

Eligible.

Unutilized

medical

reimbursement expenses can be carried forward to unlimited

amount. Any tax liability on this amount has to be borne by the
individual employee.

k. Medical Expenses without submitting medical bills and shall pay in

monthly salary.

15.5

MEDICAL FACILITY

15.5.1 SCOPE
All Employees, Trainees and Contract persons working at Project
site who come across any minor or major Injury On Work

15.5.2 KEY POLICY-CLAUSE

a. First aid boxes are kept and made available at various locations in
the Plant.

b. In case of accident or injuries, the Company shall take care to

ensure that first-aid is given to each and every employee who

meets with an accident.

c. Company has a part time Doctor at First Aid Centre at Project site.
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15.6

HEALTH CHECKUP & CAMPS

15.6.1 SCOPE
All Employees including Trainees working at Project site.

15.6.2 KEY POLICY-CLAUSE

a. The Company shall initiate the Health Checkup Program (s) for all
its employees as per statutory laws applicable in different states.

b. Health Checkups shall be organized on a periodical basis and their

arrangement shall be communicated to the Employees from time to
time.

c. Health Checkups shall be either organized in project sites or any of

the Company referred Hospitals.

15.7

FIRST AID CENTRE

15.7.1 KEY POLICY-CLAUSE

a. In case of Injury on Work, the concerned employee or supervisor
or any other person should first contact with the attendant in First
Aid Centre (FAC).

b. FAC will only provide First Aid Services. In case of major injury
(which is beyond the control of attendant) the injured person will be
sent to companys authorized doctor or hospital.

c. No employee should instruct the attendant of First Aid Centre

regarding their choice of treatment with any hospital referred by
them.

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1

d. The attendant of First Aid Centre is trained for only first aid services
during injury on works and not competent enough to suggest any
medicine, pain killer etc. In such case all are requested to avoid
taking medicine without consulting any doctor.

e. Besides, injury on work for any other medical treatment, First Aid
Centre will refer the case to the Doctor and expenses towards those
treatments will be borne by the concerned employee only.

f. Attendants or doctors are advised not to give any such medicines

which create drowsiness to any employee during duty hours to
avoid any accident.

g. No employee is allowed to attend duty in drunken position.

h. In case of any person injured on work while in drunken condition,
the expenses towards first aid as well as doctor facilities provided to
him will be charged from the concerned employee. In such cases,
management reserves the right to initiate disciplinary action
against him.

i. No employee or person is allowed to sit for gossiping in the First Aid

Centre.

15.8

MEDICLAIM INSURANCE POLICY

15.8.1 OBJECTIVE
To build positive and supportive attitudes towards those infected
and promote health and safety amongst the employees.

15.8.2 SCOPE
All employees as per their terms of appointment.
Optional for individual.

8
2

15.8.3 KEY POLICY-CLAUSE

WHAT IT COVERS
a. It covers expenses incurred towards hospitalization up to the limit of
amount

insured.

b.

For illness/disease

d.

Hospitalization due to accident

e.

Minimum 24 hours stay at the hospital is compulsory.

f. Hospital should have 20 beds or more and registered with

competent authority, capable of carrying out operations.

g. Any pre existing illness treatment taken prior to joining of policy not
covered Pre- & post hospitalization expenses pertaining to the
treatment at the hospitalization

h. Period covered 30 days pre & 60 days post.

i. It covers self, spouse & two children under the single sum insured.
j. Maternity covered Rs 25,000/- normal & Rs 30,000/- for caesarian
k. Check ups cursory tests general colds & coughs are not covered.
Other terms as per insurance companys detailed guidelines.

EMPLOYEES OBLIGATIONS TO
a. Provide the correct information regarding the name and age of your
family members to Corporate HR at the time of joining.

b. Pay a nominal advance at the hospital, to ensure uninterrupted

service.

c. Pay only in the event, the concerned is unable to communicate and

at unearthly hours and emergency treatment is given by hospital
and ensure

8
3

that the details of your employee code are correctly filled and given
to the
billing section of the hospital

22.10.1

Follow up for the fax to be sent by the hospital to the TPA,

so that TPA can timely approve. This takes less than four hour
subject to documents

22.10.2

Check the veracity of the bills to ensure that you have

been charged only for the treatment given.

EMPLOYEES BENEFIT
a. Hospitalization treatment at your choice within listed hospitals.
b. Treatment at the hospital without paying cost.
d. Ensuring the family members is always protected.

CASH LESS FACILITY

a. A facility where the employee, need not to pay cash for all
expenses RELATED TO ILLNESS/DISEASE.

b. How to get cash less facility

c. What to do?
o Check if the hospital is on the panel of the TPA
o Go to the link and you will have the list of Hospitals in
panel o List attached ( if not in list
o Hospital needs to be registered with the local authorities

With more than 18 beds and is capable of performing

operations

e. You need to approach the billing section of hospital fill in a form

mentioning the details of the treatment. Show the card if you have
else.

f. Fill in your id which is nxxxxxjaingroup

g. xxxxx refers your employee id

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4

h. Show your company i card at the billing section after providing a

photocopy of the same.

i. Copy of form needs to be faxed by the hospital to the TPA

j. TPA after verifying by the panel will send a approval for the same.
k. Before discharge the final bills need to be intimated, this takes a
little time please provide for the same after which you get final
approval/clearance for the bill

REIMBURSEMENT
a. In case the hospital is not in panel.
o Get treatment at your choice of hospital within the listed
hospital. o Fill claim form
o Write your member ID

Submit all prescriptions, reports, bills in original, test reports

hard proof like X-ray Scan etc

o Payment proof in Original

For getting the same settled by the insurance co

b. The claim will be processed by insurance cell thru insurance

company

c. You will be paid by cheque on receipt of the claim

d. For recovering expenses incurred post and pre hospitalization
o

Please follow same steps mentioned above.

Ensure that all the documents are submitted in Original and

in complete respects; any shortfall in documents would delay
the processing.

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5

15.9

GROUP PERSONAL ACCIDENT POLICY (GPA POLICY)

15.9.1 OBJECTIVE
The objective of the Group Personal Accident Policy is to help
employees and/or their dependants in reimbursing the medical
treatment of the insured employee and also financial assistance to
the insured employees family in case he or she dies of accident at
work.

15.9.2 SCOPE
All Employees
15.9.3 KEY POLICY-CLAUSE
a. This policy is purely Accidental Policy, which has been taken by the
Company to support Workmen Compensation Policy.

b. Please read below for details of this Policy, covered as KEY POLICYCLAUSE.

15.9.4 DEFINITION & CLAUSE: INSURED PERSON

a. Insured name declared in the schedule is called insured person.
b. If any of the insured persons shall sustained any bodily injury
resulting solely and directly from accident caused by external
violent and visible means, the sum herein after set forth in respect
of any of the insured person specified in the schedule.

1. The employee is provided with Insurance cover for 24 hours.

2. The Company seeks loss of wages due to accident under this

cover apart from benefits on account of disability/death.

3. In case of Permanent Disability, Certificate to be obtained from

District Civil Surgeon, which is to be submitted along with claim
and as per percentage of disability sum insure declared in the
schedule will be admissible.

15.9.5 REIMBURSEMENT OF EXPENSES OF CARRIAGE OF DEAD

BODY
a.

This policy will reimburse the actual expenses incurred for

carriage of the dead body of the insured (death due to accident)
to the place of residence subject to a maximum of 2% of the
capital sum insured or Rupees 1,000.00 whichever is less.

15.9.6 EXCEPTIONS OF POLICY

a. Compensation under more than one of the foregoing clauses
in respect of the same period of disablement

b. Any payment in case of more than one claim under the policy
during any one period of insurance by which the maximum
liability of the company in that period would exceed the sum
payable under of this policy.

c. Payment of compensation in respect of Death, Injury or

Disablement
of the Insured

i. From intentional self injury, suicide or attempted suicide

ii. While under the influences of intoxication liquor or drugs
iii. While engaging in Aviation or ballooning, whilst mounting in
to, dismounting from or traveling in any balloon or aircraft
other than as

8
7

a passenger (fare paying or otherwise) in any duly licensed

standard type of aircraft any where in the world

iv. Arising or resulting from the Insured committee any breach of

the law with criminal intent

d. Payment of compensation in respect of death, injury or

Disablement of the insured due to or arising out of or directly
or indirectly connected with or traceable to war, invasion, Act
of foreign enemy, Hostilities civil war, Rebellion, Revolution,
Insurrection, Mutiny, Military or Usurped Power Seizure,
Capture, Arrest, Restraint and Detainments of all kings,
princes and people of whatsoever nation condition or quality

e. Directly or indirectly caused by or contributed to by or arising

from nuclear weapons material

f. Pregnancy
15.9.7 APPLIED CONDITIONS
a. Upon the happening of any event, which may give, rise to a claim
under this policy written notice with full particulars must be given to
the insurance company immediately. In case of death written notice
also of the death must, unless reasonable cause is shown, be so given
before interment cremation and in any case, with in one calendar
month, after the death, and in the event of loss of sight or amputation.

b. Proof satisfactory to the company shall be furnished of all matters up

on which a claim is based. Any medical or other agent of the company
shall be allowed to

8
8

examine the person of the insured on the occasion of any alleged

injury or disablement when and so often as the same may reasonably
be required on behalf of the Insurance Company and in the event of
the death, to make a post-mortem examination of the body of the
insured.

c. The company shall not be liable to make any payment under this policy
in respect of any claim be in any manner fraudulent or supported by
any fraudulent statement or device whether by the insured or by any
person on behalf of the insured.

15.10 COMPENSATION
WORKMEN

ON

MINOR

COMPENSATION

FATAL

ACT

ACCIDENTS
WELFARE

AS

POLICY

PER
OF

COMPANY
15.10.1 SCOPE

Only for Employees working with Project site.

15.10.2 KEY POLICY-CLAUSE
NOTE: All Medical Expenses on injury to Contractor Labors
while at work at the project site will be borne by the
respective Contractors only.

Under Comprehensive Medical Coverage for the Employees, incase

of accidents at work resulting in unfortunate death, Compensation
extended to the dependants of the diseased employee is 50%
Medical expenses on loss of wages of sum insured (30 times Basic)
subject to submission of bills.

In case of Fatal Accident the Accidental Death Coverage is as per

workmen compensation act.

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9

16.

16.1

PERFORMANCE MANAGEMENT SYSTEM

OBJECTIVE
The Performance Appraisal system shall primarily be meant to
achieve the following:

To provide systematic review of the performance of an employee

To assess training and development needs of the employee

keeping in view the organizational development needs

16.2

SCOPE
All regular Employees

16.3

RESPONSIBILITY
Intermediate & Quarterly/ half yearly/ yearly review of KPIs &
Performance of Employee Reporting Officer

Final Review HOD or Functional Head or SBU head.

16.4

FEATURES
The Performance Management System shall primarily consist of:
Annual Performance Planning/ Target Setting latest by second
week of April every year.

Self Appraisal & Review by Reporting Officer end of every

quarter.

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0

Review of employee by the HOD/ Functional Head at the end of the

financial year.

16.5

KEY PERFORMANCE INDICATOR (KPI) SETTING / TARGET

SETTING

16.5.1 KEY POLICY-CLAUSE

a. The Performance planning shall be done latest by second
week of April every year along with the Reporting Officer.

b. The Performance plans should have direct linkage with the

Corporate Plan of the department (Balanced scorecard)
and each task should have target date.

c. Each KPI in the KPI sheet should be specific and have a

fixed time frame depending upon the nature of the task
with built-in provision for carry forward.

d. The broad areas of performance measurement in the KPI

sheet are
Finance,
Internal
Development and

Business

process,

People

Customer.

16.6

SELF-APPRAISAL

16.6.1 KEY POLICY-CLAUSE

a. The KPI achieved should be put in the quarterly review form every
quarter.

b. KPI achieved should have direct linkage with the Annual KPI Target
for the relevant period.

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1

c. The reporting officer should comment on the self-appraisal for the

employees both on the performance as well as the constraints
highlighted in the self-appraisal.

d. Employees undertaking new or additional activities over and above

envisaged in the Annual KPI Target for the relevant period may
include new/ additional KPI in their self-appraisal in separate
window with built-in provision to incorporate these activities in the
Annual KPI Target.

16.7

REVIEW

16.7.1 KEY POLICY-CLAUSE

a.

The HOD/ Functional Head shall do the review at the end of the
financial year in the Annual Review Form of the appraisal.

17. PROMOTION
17.1

OBJECTIVE
To integrate growth opportunities, motivate employees for better
performance and ensure continuity in managerial positions.

17.2

SCOPE
All regular Employees

17.3

RESPONSIBILITY
Final Approval for Promotion Concerned HOD / Corporate HR
head / VCMD /Chairman

Other letter preparation tasks Corporate HR.

17.4

KEY POLICY-CLAUSE
a. Promotion would be based on the existence of the vacancy in the
next level and role enhancement.

b. The employees shall be considered for promotion only if their

performance

has

been

assessed

not

below

SIGNIFICANT

CONTRIBUTOR in any of the quarters of the financial year under

consideration and should have at least one year of service left from
the date of which the promotion order is being issued.

c. Promotion will be on the basis of various criterions declared by the

management every year at the time of annual appraisal.

d. The promotions shall be effected along with the annual increments.

18.
18.1

LOAN & ADVANCE POLICY

OBJECTIVE
To impart welfare through providing financial assistance to the
employees

18.2

KEY POLICY-CLAUSE
a.

Eligibility

i. Two years of continuous service is required to avail advance /

loan

ii. There should be no advance / loan outstanding against the

individual name at the time of the application of advance / loan.

iii. The advance / loan permissible only one in 2 years.

b.

Purpose
i. Sudden illness of self, spouse, dependent parents / children.
ii. Marriage of self, sister, daughter / son.

c.

Entitlement

i. Three months basic salary.

ii. The entitlement can be increased to additional 3 months basic
salary and in that case the individual will have to pay interest
@7%. This would require the approval of Chairman.

d.

Repayment of Advance / Loan

i. The amount will be repayable in maximum 12 equal monthly

installments.

ii. In the case of separation of the individual, the company will

reserve the right to withhold the individuals final settlement.

e. Procedure for availing advance / loan

i. The application for advance / loan should be submitted in the
prescribed form which is available with the HR.

ii. The application should bear the recommendation of the

concerned HOD.

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4

iii. The HOD has given his recommendation; the application will be
forwarded to the Head HR.

iv. The Head HR will that give this approval on the application as
per the guidelines mentioned above.

18.3

SALARY ADVANCE

18.3.1 SCOPE
All regular Employees in all the grades on the roll of HO

18.3.2 RESPONSIBILITY
21.5.3 Verification of Advance Applications and/or Applicants
Corporate HR / Site HR.

21.5.4 Update of confirmed Advances Corporate HR / Site HR.

21.5.5 Preparation

and

Issuance

of

cheques

Accounts

Department

21.5.6 Regular deductions Corporate HR /Accounts Department

18.3.3 KEY POLICY-CLAUSE
a.

This shall be limited to ONE month's Basic salary, interest free

and recoverable in the current months salary.

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5

19. REWARDS & RECOGNITION

19.1

OBJECTIVE
A rewards and recognition policy is designed to encourage
employees to
make a performance difference either individually or through
teams.

To recognize positive behaviors that support individual or team

goals and objectives

To provide timely recognition to employees either as planned or

immediate recognition

To provide multiple-levels of recognition based on the significance

of the contribution

To provide for both manager and employee initiated recognition

and rewards

19.2

To improve employee productivity and quality of work

To improve customer service

SCOPE
All regular Employees

19.3

AWARD AMOUNT

19.3.1 KEY POLICY-CLAUSE

a.

The policy recognizes achievements or accomplishments that

contribute to the overall objectives of the organization.

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6

b.

The policy may provide both monetary and non-monetary

awards.

c.

The total of monetary and non-monetary awards shall not

exceed Rs. 5,000.00 per employee per fiscal year.

19.4

TYPES OF AWARDS

19.4A MONETARY AWARDS

a.

Monetary awards shall include:

i.

Those paid by cash

ii. Items that can be readily converted to cash, such as savings

bonds or gift certificates

b.

Monetary awards shall not be added to an employee's base pay.

c.

Departments cannot increase award totals by the amount of

payroll taxes normally deducted from employees' pay.

19.4B NONMONETARY AWARDS

a.

Non-monetary recognition awards include:

i.

Non-refundable gift certificates

ii. Meals & trips

iii. Plaques, trophies, certificates, and desk items
iv. Personal items of clothing such as caps, shirts, and sweatshirts
v.

Other items such as tools, electronics, radios, sports equipment

and timepieces

vi. Industrial Tour etc.

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7

19.5

TYPES OF EMPLOYEE RECOGNITION

To insure both fair and consistent application of recognition, a core
set of rewards and recognition programs have been developed, as
described below. Additional recognition programs may be added as
deemed appropriate.

19.5A PLANNED EMPLOYEE RECOGNITION

a. This approach is characterized by pre-arranged, more frequently
scheduled

ways

of

acknowledging

contributions

and

accomplishments of an individual or team.

b. This approach is less formal and provides more

frequent

opportunities to recognize employees.

c. Examples include rewards and recognition for:

i. Employee of the month award
ii. Safety award
iii. Customer service award
iv. Public service award
v. Productivity award
vi. Outstanding achievements award
19.5B IMMEDIATE EMPLOYEE RECOGNITION
a. This approach provides employee rewards and recognition at any
time for demonstration of behaviors and values of the organization,
contributions to the goals and objectives of the organization or work
unit and to acknowledge individual or team accomplishments.

b. Examples include rewards and recognition for:

9

i. Teamwork award
ii. Project Completion award
iii. New or modified business practices award
iv. Exemplary effort award
v. Employee appreciation award
19.6

LEVELS OF EMPLOYEE REWARDS & RECOGNITION

19.6.1 LEVEL - ONE

a. To recognize a superb job on a project, task or activity or
suggestions leading to the improvement of a work process,
workflow, or customer service practice.

i. Up to 500 cash/non-cash

19.6.2 LEVEL - TWO

a. To recognizes sustained outstanding achievement or contribution
above and beyond standard job requirements or suggestions
leading to improvements in the work process, workflow, or in
customer service.

i. Up to 3000 cash/non-cash
19.6.3 LEVEL - THREE
a. To recognize an extraordinary achievement or extraordinary
contribution requiring maximum effort that significantly impacted
customer service and productivity that is not likely to repeat itself.

i. Industrial Tour with spouse.

99

19.7

MANAGEMENT RESPONSIBILITY
a. Each HOD shall determine how the policy is to be administered
within their respective areas within the pre-allotted budget.

b. A written plan will be developed that indicates the type of reward

and recognition programs to be used, the nomination process, the
criteria for determining the level of the award, the approval
process, and the communication plan.

c. The written plan will be reviewed by Corporate HR for adherence to

the organizations policy for recognition and approved at the level
of VCMD / Chairman prior to implementation.

20.

20.1

SUGGESTION SCHEME (STAR IDEAS)

OBJECTIVE
To provide innovative thinking for work life improvement
To encourage and recognize employee creativity
To provide scope to participate in the development and growth of
company

To improve productivity, techno-economics, quality and system

20.2

SCOPE/ COVERAGE
All employees

20.3

RESPONSIBILITY

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0

Authentication

of

implemented

suggestions

concerned

Reporting Officer

20.4

Reporting of suggestion HOD / Functional Head

Other tasks - Corporate HR / Site HR.

KEY POLICY-CLAUSE
a. Through this policy the innovative and creative skills of the
employees will be recognized on a daily basis.

c. A special certificate will be awarded to the employees whose

suggestions and recommendations make significant difference on
the following areas:

i. Productivity improvement
ii. Cost reduction
iii. Quality improvement
iv. Areas of new initiatives.
v. Break down control and Reducing machine down time
vi. Speed of delivery without compromising on quality
vii. Positive and good attitude towards work and colleagues
viii. Safety Environment and Pollution Control
ix. Innovation and new ideas impacting the company in a positive
manner

d. All ideas/ suggestions implemented to be authenticated by

Reporting officer and forwarded to Corporate HR for recognition
certificate.

e. All HOD / Functional Heads should send a report on the prescribed

format addressed to Head Corporate HR by every last day of the
week.

f. All the certificates will be handed over by the VCMD / Chairman OR

their representative every weekend in the presence of other team
members.

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1

21. DISCIPLINE MANAGEMENT

21.1

OBJECTIVE
To maintain cordial and cohesive relationship with co-employees,
customers and to maintain ethical dealings with job, organization
and society,

To show high standard of integrity.

21.2

SCOPE/ COVERAGE
All employees

21.3

RESPONSIBILITY
Each individual

21.4

CODE OF CONDUCT

21.4.1 KEY POLICY-CLAUSE

a. Code of conduct is compulsory and binding on all employees
b. Non-observation or breach of code of conduct shall make the
employee liable for disciplinary action leading to imposition of
major or minor penalty or with adverse impact on their career
including termination/ dismissal.

c. Non-supervisory employees shall be required to adhere to the

provision applicable Standing Orders notified by the respective
State Government pending finalization of the own certified standing

orders.

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2

d. The salient features of the CODE OF CONDUCT applicable to

the employees are as under:

i.

All the employees shall display complete loyalty towards

the Organization.

ii.

All the employees shall follow company rules and

regulations framed from time to time.

iii.

All the employees shall strictly observe the working hours

prescribed.

iv.

All the employees shall follow job instructions given to

them by their superiors and achieve their mutually agreed
targets.

v.

All the employees shall be expected to observe strict

moral and ethical standards in their work and personal
life.

vi.

The employees shall not criticize the company and the

company policies at any point of time within or outside
the company. If they have any suggestion, they shall be
welcomed to route it through proper channel.

vii.

All the employees shall be expected to follow organization

hierarchy in accepting orders and giving instructions for
work. Refusal to obey the instructions of the superior shall
be a serious case of misconduct.

viii.

All the employees shall work in such a way as to ensure

complete personal integrity.

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ix.

All the employees shall be expected to protect company

property and keep the company information confidential
wherever required.

x.

No employee shall accept any part-time or full time paid

job outside the organization. If they desire to take up
some

exceptional

assignments

outside,

it

shall

be

accepted only with the approval of the appropriate

authority.

xi.

No employee shall publish or cause to be published an

article written by him or her on any matter relating to the
company in any local, national or overseas newspaper,
journal or any other publication without the written
permission of the management.

xii.

Such permission shall not be necessary for publication of

articles that has no bearing on the affairs of the company
and which do not directly or indirectly affect the company
and for which no remuneration is given.

xiii.

No Employee shall neither consume nor bring alcohol

inside the office premises / workplace nor shall he or she
enter the office premises /workplace in an alcoholic state
after consuming any kind of alcohol.

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21.5

DISCRIMINATION & HARASSMENT POLICY

21.5.1 SCOPE / APPLICABILITY

All regular Employees
21.5.2 COMMON POLICY-CLAUSE
a. The company shall be committed to providing and maintaining an
open,

positive

work

environment,

which

is

free

from

any

discrimination or harassment.

b. All employees must be treated with respect, dignity, and courtesy.

c. There shall be no discrimination or harassment against any person
on the grounds of race, color, religion, national origin, disability,
age, sex, marital status, sexual orientation or citizenship.

d. Any discriminatory action against full time employees, contractual

employees, clients, or vendors shall be met with disciplinary action.

e. Every complaint shall be promptly and thoroughly investigated and

confidentiality is maintained as far as the situation would permits.
Furthermore, the Company does not retaliate against any employee
for bringing questionable circumstances to attention.

f. Along with the preceding points in the policy, the foregoing

paragraphs under this policy shall be covered.

21.5.3 HARASSMENT
21.5.3a STATEMENT
Harassment is behavior that is offensive to individuals including
negative stereotyping, unwelcome sexual advances (from the same
or opposite sex),

10

epithets, sexist, racist or religious slurs, demeaning jokes, gestures,

written or graphic material that communicate these concepts and
any other conduct that makes the working environment hostile or
offensive.

21.5.3b PROHIBITIVE CONDUCT

Specific types of prohibitive conduct include, but are not limited to:

i.

Request for sexual favors

ii.

Verbal or physical conduct of sexual nature

iii.

Discussion of a persons physical characteristics or dress

iv.

Any unwelcome advances

v.

Use of offensive language or demeaning terms

vi.

Narrating offensive jokes or sexually explicit stories

viii.

Circulation or posting of offensive pictures

ix.

Objectionable physical proximity or contact

x.

Spreading rumors or talking to third parties about an

individual in a demeaning fashion

NOTE:

All the above is prohibitive through any mode of

communication

including

in

person,

over

the

phone, on voice mail, through pen and paper, on email, through chat, through SMS or any other form
of communication.

21.5.3c EXCEPTIONS
Harassment shall not include occasional compliments or voluntary
relationships between individual employees.

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 However, in case of voluntary relationships, employees must ensure

that the work environment is free from favoritism and the
relationship does not affect work in any way.

21.5.4 DISCRIMINATION
21.5.4a STATEMENT
Discrimination means treating employees differently, in any aspect of
employment, solely because of a trait or characteristic that is not
related to their ability to do their job.

21.5.4b KEY POLICY-CLAUSE

a. The Company shall discourage discrimination based on a person's
sex, race, caste, community, marital or family status, religion,
national origin, age, sexual orientation, and disability.

b. The Company forbids retaliation against an employee for filing a

charge of discrimination or participating in an investigation, or
opposing discriminatory practices.

c. Charges on harassment and discrimination are likely to be grounds

of termination of employment.

21.5.4c HIGHLIGHTING POINTS

a. If an employee is encountering discrimination or harassment,
he/she may take the following course of action:

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b. Speak directly to the offender using statements like "Please stop

that," "I don't appreciate that," or "I find that offensive". However, it
is not necessary for an employee to take this action before
reporting a complaint to HR

c. If the offensive behavior continues or if the employee feels

uncomfortable in confronting the offender, the situation needs to be
brought to the attention of the manager or the Grievance
Redressed Committee. A thorough investigation of the case and
necessary action shall be taken. It shall be ensured that the case is
kept confidential both internally as well as externally.

d. If an employee hears about or observes a possible harassment or

discrimination, the employee is accountable to report the situation
to the Grievance Redressed Committee. The employees identity
will be kept confidential. To maintain confidentiality, employees
should not confer with anyone else at the company about the
situation. All complaints of discrimination or harassment are serious
and appropriate investigation of complaints will be conducted.

e. The

Grievance

Redressed

Committee

shall

spearhead

the

investigation. The questions asked during an investigation shall be

focused on what occurred during the incident, including specifics
about what happened, who said what, who was present, venue,
time and what happened before the incident. After all the facts
have been analyzed a determination shall be made and appropriate
corrective action will be taken. Corrective action shall depend upon
the nature and intensity of the situation and may include counseling
or termination of employment.

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f. After completion of an investigation, the concerned parties shall be

informed of the decision taken.

21.6

GUIDELINES
FOR
FORMULATION
REDRESSAL COMMITTEE

OF

GRIEVANCE

21.6.1 KEY POLICY-CLAUSE

a. In order to resolve all cases related to Workplace Harassment or
Discrimination, setting up a Grievance Resolution Committee would
be set up on which the Corporate HR will be represented. The
Corporate HR would own the process of formulating this committee,
and the following guidelines shall be used while doing so:

i.

Committee shall be represented by women.

ii.

Complaints Committee may include a representative of an

NGO or other organization that is familiar with the issue of
sexual harassment.

iii.

Confidentiality
maintained.

of

the

complaint

procedure

shall

be

iv.
Complainants or witnesses shall not be victimized or
discriminated
against while dealing with complaints.

b. The Committee shall make an annual report to the management

committee of the organization of complaints received and the
action taken by them.

NOTE: These have been extracted from the Supreme Court of

India Guidelines on
Sexual Harassment, August 1997; the same can be referred to
for further details.

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21.7

MAINTENANCE OF POSITIVE DISCIPLINE IN THE COMPANY

21.7.1 OBJECTIVE
To establish a transparent system for maintaining positive conduct
& discipline amongst the employees in the Company following the
Principles of Natural Justice.

21.7.2 SCOPE
All employees
21.7.3 DEFINITIONS
Misconduct

Employee

Any act committed by an employee at his or her

workplace
or within the premises of the Company, which is
subversive to the discipline within the organization.
All employees in the regular grades i.e. E08
E18

HOD

(Presidents) of the organization.

GETs or MTs on the rolls of the Company undergoing
Training.
Head of Department of the employee who has
indulged

Disciplinary

into any misconduct(s).

Head of Department or Functional Head of the
employee

Authority
Management

who has indulged into any misconduct(s).

The management of Jain Group depending upon the

Company

enrolment of the employee concerned.

Jain Group of Industries - Kolkata

Trainee

21.7.4 MISCONDUCTS
Following is a list of misconducts for which an employee may be
charged. This list is illustrative and not exhaustive and depending of

the act of

110

omission/ commission the nature would be included for issue of

Show
Cause/ Charge sheet.

a) Willful insubordination or disobedience, whether or not in

combination with another, of any lawful and reasonable order of
a superior.

b) Going on an illegal strike or abetting, inciting, instigating of

action in furtherance thereof.

c) Willful showing down in performance of work, or abetment or

instigation thereof.

d) Theft fraud or dishonesty in connection with the employers

business or property or the theft of property of another workman
within the premises of the establishment.

e) Taking or giving bribes or any illegal gratification.

f) Habitual absence without prior sanction of leave, or absence
without leave for more than ten consecutive days or overstaying
the sanction leave without sufficient grounds or proper or
satisfactory explanation.

g) Late attendance on not less than four occasions within a month.

h) Non-swiping of Card at the time of reporting for duty and/or
leaving the workplace.

i) Habitual breach of any Standing Order or any law applicable to

the establishment or any rules made there under.

j) Collection without the permission of the Manager of any money

within the premises of the establishment except as sanctioned
by any law for the time being in force.

k) Engaging in trade within the premises of the establishment.

11
1

l) Drunkenness, riotous, disorderly or indecent behavior on the

premises of the establishment.

m) Commission of any act subversive of discipline or good behavior

on the premises of the establishment.

n) Habitual neglect of work, or gross or habitual negligence.

o) Habitual breach of any rules or instruction of the maintenance
and running of any department, or the maintenance of the
cleanliness of any portion of the establishment.

p) Habitual commission of any act or omission for which a fine may

be imposed under the Payment of Wages Act, 1936.

q) Canvassing for union membership, or the collection of union

dues within the premises of the establishment except in
accordance with any law or with the permission of the Manager.

r) Willful damage to work in process or to any property of the

establishment.

s) Holding meeting inside the premises of the establishment

without the previous permission of the Manager or except in
accordance with the provisions of any law for the time being in
force.

t) Disclosing of any unauthorized person any information in regard

to the process of the establishment which may come into the
possession of the workman in the course of this work.

u) Gambling within the premises of the establishment.

v) Smoking or spitting on the premises of the establishment where
the employer prohibits it.

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2

w) Failure to observe safety instruction notified by the employer or

interference with any safety device or equipment installed within
the establishment.

x) Distributing

or

exhibiting

within

the

premises

of

the

establishment hand bills pamphlets, posters, and such other

things or causing to be displayed by means of signs or writing or
other visible representation on any matter without previous
sanction of the Manager.

y) Refusal to accept a charge sheet, order or other communication

served in accordance with these standing orders.

z) Unauthorized

possession

of

any

lethal

weapon

in

the

establishment.

21.7.5 PROCESS OF HANDLING CASES OF MISCONDUCT

In the event of any employee committing one or more of the
misconduct(s)
mentioned above at (a) to (z), the following procedure shall be
followed:

1. A written complaint is to be submitted by the person(s) affected/

witness to the misconduct to the HOD of the employee indulging
into misconduct.

2. The HOD would forward the complaint to HR Head at HO with

specific

3.

observations like issuance of Warning/ Show Cause/ Charge

sheet.

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Warning Letter
Issued with
Counselling

Minor
Misconduct

Misconduct Committed by an employee

First Instance

Major
Miscouduct

Repetition

Chargesheet /
Show Cause issued
Reply Received

Satisfactory
No

Yes
Not Satisfactory

Constitution of Enquiry Committee

Enquiry Report
Charge(s) proved

Charges
Droped
Yes

No
Exoneration

Letter issued

PENALTY IMPOSED

4. The Corporate HR /Site HR will prepare the Warning Letter / Show

Cause/ Charge sheet as the case may be, get it signed by the
concerned HOD as the Disciplinary Authority and serve the same
upon the employee concerned.

5. The employee concerned shall be required to submit a statement

of defense of his or her HOD within the stipulated time as

mentioned in the Show Cause/ Charge sheet.

114

6. In the event of non-receipt of a reply/ statement of defense, it

would be presumed that the employee has nothing to offer in his
or her defense and HOD would propose to HR of initiation of next
course of action.

7. In case wherein the employee submits his or her statement of

defense or reply, the same will be examined by he HOD who
would suggest for either dropping the charge(s) in case the reply
is found to be satisfactory with evidence or for proceeding with
domestic in case the reply is not found to be satisfactory.

8. If the recommendation of the HOD is to drop the charge(s), a

letter to the effect will be prepared by HR, signed by the HOD
and issued to the employee concerned.

9. Case(s) wherein the HOD has advised for proceeding with

domestic enquiry, the HOD would also propose the members of
the Enquiry Committee comprising of representative(s) of the
Department in question and HR indicating the name of the
Chairman and The Enquiry Committee. A Presenting Officer
would be nominated who would present the case before the
Enquiry Committee on behalf of the Management. The HR
representative in the committee would be the de facto Member
Secretary who over and above of participating in the enquiry
proceedings

would

maintain

all

the

documentation

like

maintaining the proceedings of the enquiry, exhibits produced

before the committee, etc. An order for constitution of Enquiry
Committee would be issued by the HOD and copies sent to all
concerned.

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10. The Chairman of the Enquiry Committee would then issue an

Enquiry Notice indicating the date, time and venue of the
enquiry.

11. The charge sheeted employee will be given the liberty of

defending his or her case alone or take help of a colleague who
shall be an employee on the regular rolls of the company.

12. The Committee would go into every detail of the incidence,

examine the facts, witnesses and exhibits brought before the
committee, draw out the conclusion whether the charge(s) have
been proved or not and submit the Enquiry Report to the
concerned HOD.

13. In no case can the Enquiry Committee suggest for imposition of

penalty.

14. The HOD would go through the Enquiry Report and based upon
the findings of the Committee & the severity of the charge(s),
the HOD would take decision upon the quantum of punishment
that is to be imposed upon the quantum of punishment that is to
be imposed upon the charge sheeted employee, as below:

i.

Warning

ii.

Censure (Eligibility to be increased by one year of

consideration for promotion)

iii.

Reduction of Basic Pay by 20%

iv.

Stoppage of Increment for one or two successive years

v.

Dismissal from services of the Company

15. The HR will prepare the requisite order and get it signed by the
HOD (Disciplinary Authority) and serve upon the employee.

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21.7.6 APPEAL
The employee if dissatisfied with the penalty imposed can
appeal only

a.

once and the Appellate Authority would be as under:

b.

GRADES

APPELLATE AUTHORITY

All Grades

Appeal Committee

An Appellate Authority would look into the charge(s), deposition

before the
Enquiry Committee, Enquiry Report, penalty imposed and give a
final
decision upholding the penalty or otherwise.

c.

Conclusion: The applicable Standing Orders would govern

employees in
level 4 & 5.

22. SEPARATION & FULL AND FINAL

SETTLEMENT

22.1

OBJECTIVE
The objective of Separation Policy is to ensure smooth separation or
depart of the Employees or Trainee from the organizational works.

22.2

SCOPE / COVERAGE
All regular Employees

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7

22.3

22.4

RESPONSIBILITY

Final Discussions with Resigned Employee Corporate HR / Site

HR

Exit Interview Corporate HR / Site HR

Acceptance of Resignation Functional Head

Other tasks - Corporate HR / Site HR

COMMON POLICY-CLAUSE
a. An Employee or Trainee is separated from his or her services with
the Company due to the following (which have been covered in
detail in
different sub-clauses in this policy):

i. Resignation
ii. Termination
iii. Superannuation
iv. Death

22.5

RESIGNATION

22.5.1 KEY POLICY-CLAUSE

a. An employee who wishes to resign from the services of the
Company will be required to give the notice of resignation as per
the terms of his or her appointment or subsequent amendments
thereof.

b. Pro-rata benefits and perquisites will also be available to all

employees on separation.

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8

d. When

the

resignation

has

been

accepted

by

Department/

Functional/ Unit Head, but requires final discussions with the

Resigned Employee or Trainee, Corporate HR / Site HR shall
undertake the Final Talks.

e. With a view to pick up feedback from the employee who has

submitted his resignation, the Corporate HR / Site HR conducts an
Exit Interview.

f. Resignation Acceptance Letter shall indicate the date of relieving

and advising him or her to return and handover the Company
properties or document(s) if any.

g. Full & Final settlement is subject to submission of NO DUES

CERTIFICATE duly signed by respective HOD.

22.6

TERMINATION

22.6.1 KEY POLICY-CLAUSE

a. Termination of services of regular Employee or Trainee is made on
the grounds of Long Absenteeism and/or any intense Disciplinary
Action(s).

b. In case of Termination due to any disciplinary action, the concerned

Employee is relieved on the very same day. All the following are
processes are undertaken on the same day.

i. Full & Final Settlement dues cleared

ii. Full & Final Settlement cheque handed over
iii. All Legal dues paid without making any Notice period recovery

NOTE: All the Notices as per applicable Standing Orders shall be

sent in the name of the concerned Employee through the HR head.

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9

i.

Third & Final Notice issued by Corporate HR / Site HR and

sent through registered A/D on 15th Day of absenteeism

ii.

On account of Employee not reporting to duties even on

the 20th day, appropriate disciplinary action according to
the applicable
standing order applicable in the organization.

Full & Final settlement is subject to submission of NO DUES

CERTIFICATE duly
signed by respective HOD

22.7

SEPARATION DUE TO DEATH

22.7.1 KEY POLICY-CLAUSE

a. On account of Death of the Employee, all processes are followed as
per

the

above

mentioned

Sub-sections

describing

No

Dues

Clearance, Superannuation Fund Scheme & below mentioned Full &

Final Settlement.

b. Cheque of dues and others is paid to the declared nominee(s) of the

Employee.

22.8

EXIT INTERVIEW

22.8.1 KEY POLICY-CLAUSE

a. The Employee or Trainee who has submitted the Resignation shall
attend the Exit Interview to share his or her opinions and views on
the Companys policies, procedures, systems and practices for
improvement in these areas.

b. An Exit Interview is arranged and conducted by the Corporate HR /

Site HR

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0

c. Exit Interview shall be conducted before processing Full & Final

Settlement.
e. In case of Separation owing to Termination NO Exit Interview is
conducted.

22.9

FULL & FINAL SETTLEMENT

22.9.1 KEY POLICY-CLAUSE

a. For processing Full & Final Settlement, following aspects are
thoroughly checked & calculated

i. Accumulated

Leave

as

on

date

for

calculating

Leave

Encashment

ii. Years of Service more than FIVE YEARS for Gratuity Amount
iii. Information in No Dues Clearance Form for any Loan Recovery or
Salary Payable

b. Employee/ Trainee whos No Dues Clearance is not cleared due to

various reasons their Full & Final Settlement is kept pending. After
clearing all the dues, his or her Full & Final Settlement is processed.

c. In case, an Employee/ Trainee wants to be relieved early before

completion of his or her specified Notice Period, Notice Pay is
recovered from his or her Settlement Amount. All legal dues as per
the normal resignation are given to the Employee/ Trainee.

22.10 GRATUITY
22.10.1 KEY POLICY-CLAUSE
a. As per the gratuity act an employee who completes 5 years or more
continuous

service

or

either

resigns

or

retires

or

services

terminated or dismissed or discharged are liable to be paid gratuity

at the rate of 15 days

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1

Basic salary for each completed year of service to a maximum of

Rs.
3,50,000.00 or 20 months salary whichever is less.

b. For the purpose of gratuity one month consists of 26 days. The

payment towards Gratuity is payable to all the employees.

22.10.2 DISQUALIFICATION AND FORFEITURE

a.

Notwithstanding anything contained in this Gratuity Scheme.

i. The gratuity of an employee, whose services have been

terminated for any act, willful omission or negligence causing
any damage or loss to or destruction of property belonging to
the company, shall be forfeited to the extent of the damage of
the loss.

ii. The gratuity payable to an employee can be wholly forfeited if:

The services of such employee have been terminated for

riotous or disorderly conduct or any other act of violation on
his part.
OR

The services of such employee have been terminated for any

act, which constitutes an offence involving moral turpitude;
provided that he commits such offence during the course of
his employment.

22.11 STATUTORY DEDUCTION OF INCOME TAX

22.11.1 KEY POLICY-CLAUSE
a.

The company shall deduct from the gross amount of Gratuity to

which the employee is entitled, any income tax, super tax or any
statutory tax, which the employee is liable to pay, and shall pay

to the employee the net amount after deduction.

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22.12 PROVIDENT FUND

22.12.1 KEY POLICY-CLAUSE
a. All employees are covered under the Employees Provident Fund &
Miscellaneous Provisions Act, 1952 and shall contribute 12% of
Basic per month or as fixed under the said Act from time to time.
The Company shall make a matching contribution. Contributions to
the Fund commence with effect from the date of joining of the
employee.

b. As per the said Act, an employee can make voluntary contributions

to the Fund. However, the company will not be liable to match any
contribution made by the employee over the entitled amount.

c. As per the provisions of the EPF & MP Act, 1952, employees may
apply for a loan against their accumulated Provident Fund balance
for the following purposes:

i. Housing
ii. Illness
iii. Marriage
iv. Education
v. Natural Calamities
d. An amount of 12% of the Basic salary is deducted from the salary of
the employee with matching/ equivalent employers contribution.

e. For Transferring and/or Withdrawing the PF Amount, Employee has

the option to fill the respective Forms available with Corporate HR /
Site HR and submit the same with HR.

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3

22.13

RETIREMENT POLICY FOR REGULAR EMPLOYEES

a. Every employee will retire from the services from the company on
attaining the age of superannuation i.e. 60 years, as per the date of
birth recorded in the companys records.

b. The management may at its sole discretion grant annual extension

beyond the age of superannuation in case of the company desires
to avail the services of the retired employee. Alternatively he can
be engaged on annual contract basis either on per diem allowance
or fixed monthly remuneration on mutually agreed terms and
conditions. The person will not be entitled to any long-term
benefits.

c. The above is subject to job requirement, satisfactory service and

continuing good health of the employee. The authority to approve
such extension(s) will rest with the Chairman.

d. The date of retirement of the employees will be regulated as under:

Date of birth falling between the period

Date of
Retirement

1st January

- 31st March

31st March

1st April

- 30th June

30th June

1st July

- 30th September

30th September

1st October - 31st December

31st December

e. Corporate HR will intimate to the concerned retiring employee three

months in advance through respective Reporting officer / HOD.

f. During the above intervening period, the employee will be required

to obtain necessary clearance from all concerned departments. The
HR and Account

12
4

Dept. will prepare employees full and final settlement such as

salary, balance of leave and medical reimbursement encashment, if
any, for settling the employees dues timely.

g. Retirement cases of the officers of the level of GM & above will be

put up to the Chairman prior to the intimation to the concerned
employee.

h. On the day of retirement, a small get-together will be arranged by

the concerned department and an appropriate moment taking into
account the employees service / seniority in the company will be
presented.

i. Cases of existing employees over the age of superannuation shall

be dealt with case-to-case basis.

j. All regular employees on retirement or death if he or she comes

from outside the city limit (beyond a radius of 100 Kms) transfer of
household goods and travel (Rail / Road) fare subject to actual at
the discretion of the management.

23.

23.1

WORKING HOURS & SHIFT PLANNING

OBJECTIVE
To ensure smooth and continuous operation /functioning of
projects /plant /offices.

23.2

SCOPE
All regular Employees

23.3

RESPONSIBILITY

Corporate HR / Project head /Plant head /Site HR

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5

23.4

WORKING HOURS

23.4.1 KEY POLICY-CLAUSE

a. The Working Days at JAIN GROUP is six days, i. e., Monday to
Saturday.

b. An employee may be required to work in different work hours under

special circumstances.

SHIFT

WORKING HOURS

Shif
G
t
9:30 AM 6:30 PM
(General
Shift)
23.5

LUNCH / DINNER TIME OFF

13:30 PM 14:30 PM in a
staggered manner

WEEKLY OFF

23.5.1 KEY POLICY-CLAUSE

a. Sunday shall be the normal Weekly Off days, at project site / plant
weekly off will be depending upon shift duties.

b. Owing to work emergency or demand, an employee may be

expected to work either on Sunday or a public holiday.

c. In above case, after obtaining due approval from his or her

immediate manager, the Employee is entitled to take any of the
following weekdays as a compensatory off in lieu of the day of the
weekly off/ public holiday.

d. Compensatory off or holiday can be availed of with mutual

convenience.

e. Any change in Shifts or Weekly offs after mutual dealings or

Departmental convenience must be communicated to Corporate HR

/ Site HR immediately.

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6

f. Such compensatory off can not be clubbed with any other weekly
off or holiday. Not more than one compensatory off is allowed in a
week.

g. No accumulation of compensatory off at the end of year is carried

forward.

23.6

LATE ENTRY

23.6.1 KEY POLICY-CLAUSE

a. Employees are expected to be punctual at work place.
b. If an employee anticipates late arrival within 30 minutes of the start
of the normal duty hours, the concerned must inform his or her
Reporting officer.

c. Three such occasions in month would account for one day leave or
one day without pay in case of non-availability of leave in credit.

24. VISITING CARDS

24.1

OBJECTIVE
To assist Company employees in their business dealings with
external agencies

24.2

SCOPE
All employees (Manager & above)
Need based to employees below Manager.

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7

24.3

24.4

RESPONSIBILITY

Card Requisitions Recommendation Department Head

Final Approval for Visiting Cards Corporate HR / Site HR

Procurement of Visiting Cards Administration Department

KEY POLICY-CLAUSE
a. The eligibility for Visiting Cards per annum for the various grades of
Employees in all the departments shall be as per the specifications
below.

b. Employees below manager level shall be provided Visiting Cards

only on need basis.

c. For grades M-1 & above, in case of any excess requirements of

Visiting Cards (over & above the prescribed limit of 100, the cards
shall be given upon approval of the Functional Head.

d. Employees dealing with Outside Agencies are entitled to have

Visiting Cards irrespective of their position. In such case only the
Name of the Employee will be printed.

e. However, the entitlement is based upon the function in which the

individual is working and any excess of the prescribed limit shall be
allowed upon approval of the Corporate HR / site P&A dept. only.

12

25. UPDATE OF PERSONAL DATA

25.1

OBJECTIVE
To provide for any Update in the personal records of the Employee

25.2

SCOPE
All regular Employees including Trainees.

25.3

RESPONSIBILITY

Submission of requisition & documents for Change in Personal

Data Employee

25.4

All others tasks Corporate HR / Site HR

KEY POLICY-CLAUSE
a.

Employees must regularly update the Corporate HR / Site HR for

any change in personal records such as Changes in address,
telephone number, marital status, number of dependents or
changes in next of kin and/or beneficiaries of PF, gratuity etc.

b.

The concerned employee shall send a mail to Corporate HR /

Site HR through the HOD for any update of information in the
personal records of the employee.

c.

If not possible through mail concerned employee can forward a

written application through his or her HOD to Corporate HR / Site
HR

d.

All update requests must be supported by valid documents.

e.

A return mail confirming the update would be sent by the

Corporate HR / Site HR

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26. OFFICE INFRASTRUCTURE

26.1

OBJECTIVE
To provide infrastructure required for employees to deliver the
desired output.

26.2

CORPORATE HR OBJECTIVE
The objective of Office Infrastructure Policy is to provide ergonomic
infrastructure facilities so that the desired output can be obtained.

26.3

SCOPE
All regular Employees including Trainees working in Project sites, &
the Consultants and Auditors working from HO on regular basis.

26.4

RESPONSIBILITY

Requests of Direct Land Line, PC & Mail ID - Corporate HR / Site

HR and/or concerned HOD

26.5

Corporate HR / Site HR

Connection of PC & Mail ID IT Department

KEY POLICY-CLAUSE
a. All Employees including Trainees shall be provided with an
appropriate seating space.

b. Based on the work requirement, a working PC with or without Mail

ID shall also be provided to Employees and/ or Trainees.

130

c. The Mail ID shall be provided only after due approval of the HOD.
Otherwise, there shall be pool IDs that shall be accessible by all
employees working in the concerned group.

d. VP and above level executive shall be provided with a cabin and a

telephones Direct Land Line and laptop.

e. Laptop , datacard will be provided on the basis of need for

executives below VP level.

27.

27.1

INFORMATION TECHNOLOGY USAGE

OBJECTIVE
To overcome any potential safety hazards, possible breaches of
security and confidentiality of proprietary information when using
information technological tools.

27.2

SCOPE
The policy shall include usage of all PCs, laptops, shared network
services, proprietary software & all related technology that can
access or be accessed through them. In addition to the above, all
other devices or software shall also be included.
The above-mentioned shall be used and Policys DOs and DONTs be
followed by those for which the same is applicable as per their
eligibility.

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27.3

RESPONSIBILITY
Clarifications on the policy IT Department

27.4

POLICY-CLAUSE GUIDELINES

DOS

DONTS

Employees
expected
All eligible New Entrants shall be
are
not
to

given Workstations equipped

with
use companys technology for
the necessary software/
personal financial gain or
hardware.
profit.
Additional
software/
hardware Carrying information in
printed
can be requested and shall
or soft copy shall be
be
prohibited
onc
allocated e
the relevant
without prior sanction from the
authorities/ manager approves
manager. Any employee shall
the
copy
need.
no information illegally.

All information shall be shared

Employees shall not install any

on a need-to-know basis. Each

user
software on the computers. All
shall be given necessary (and
software required for business
restricted) access to the
computers/
purposes shall be installed and
upgrade
th
shared network. It shall be
d
by e
Information
mandatory to follow the
access
Technology Department.
limits strictly.

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

There shall be no toleration for

the use of technology for any
actions
that are harassing or
discriminatory.

A breach of any of the above

guidelines or not following the
policy guidelines shall lead to
strict
again
disciplinary action st
the
concerned

them.
The company shall have the right to

monitor any and all of the aspects

of its
technology
.
Employees shall be required to read
and follow the Technology
Updates
sent from time to time. These
shall
include tips for effective use of
technolog information
y,
security,
new
technology and
upgrades.

All personal greetings, displays or

messages on any technology shall
be

employee.
Using technology for entertainment
shall be prohibited.

Technology is
linked
hence
inappropriate use of one technology
can cause unintended consequences
in
another. An employee shall
always
consider the availability of resources
for others as well as the overall
operational efficiency of the
technology
system.

formal and professional.

132

27.5

USAGE OF PERSONAL COMPUTERS & LAPTOPS

DOS

DONTS
Employee
s

must

maintain

companys professional image

and

reputation in their use of the PCs &

laptops.

They may store only work-related

programs or information on their PC,
laptop or the servers.

They must at all times be conscious

that the hardware is networked
and
others may view files stored on their
computer.

Employees will be held responsible

for the data stored on their
machines, its
security &
use.

The company reserves the right to

replace, remove or recall hardware
at
any time.
Separatin employee

g
s
who have
been assigned PCs or laptops
must
return them prior to leaving.

27.6

have been assigned.

USAGE OF INTERNET

DOS

Certain employees may be provided

with access to the Internet to assist

them

in performing their assigned tasks.

Use of the Internet shall be

tempered
with common sense and good
judgment.

Employee are expected

s
to
strictly
comply and must never share
the
hardware (PC or laptop) with
friends
or family members.
Employee
must not
install
s
unauthorize hardwar
d
e
devices or
software on the machines that they

The company advises discretion in

DONTS
Sending mass mails or chain letters,
playing games, engaging in online
chat
groups, printing multiple copies
of
documents, or otherwise creating
unnecessary network traffic etc. is
not
permitted.

the material viewed or downloaded

by
users from the Internet.

Since audio, video and picture files

require significant storage space;
files
of this or any other sort shall not be
downloaded unless they are
businessrelated.

Employees shall not have an

expectation of privacy in anything
they
create, store, send, or receive on
the
computer system.

133

27.7

USAGE OF OUTLOOK

DOS

All messages distributed via

the
organizations outlook system, shall be
the
property of the company.
Emails shall be monitored without
prior

notification if the company finds it

necessary. If there is evidence that
the
employee is not adhering to the
guidelines
set out in this policy, the company
reserves
the right to take disciplinary
action.
Users shall take care in drafting an
email

as they would
for
any other
communication.
Confidential
information
should be
encrypted prior to being sent via
email.

DONTS
Employees shall not have an

expectation
of privacy in anything they create, store,
send, or receive on the email system.
It is strictly

prohibited to:
Send or forward emails
containing
offensive text or
images.
Send unsolicited

email

messages or

chain mail.

Forward a message or copy a

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

Forge or attempt to

forge email
messages, or disguise or attempt
to
disguise ones identity when sending
mail.

27.8

SOFTWARE USAGE

DOS

The company shall own all software

and
makes it available to employee
according to
need, under the terms of licensing
agreements between the company
and
individual software vendors.
If an employee leaves the company,
any
company-owned software in his or
her
possession must be returned.
To use resources wisely, employees
are
expected to learn what existing software
can

DONTS

Employees shall not use CD-ROM to

alter the existing software. Violation of
the
same shall be viewed as an offence and
will
be liable for disciplinary
action.

do.

The company reserves the right

to
revoke access to software applications
or
remove, delete or destroy any nonapproved
software on systems at any time.
The Company reserves the Right
to
add/delete/modify any of the above
detailed terms and clauses &
subsequently
the related versions shall be intimated
to the
employees.
Only IT Departments shall add/ load/
delete/ edit/ execute any new
required
software.

134

28. SAFETY
28.1

OBJECTIVE
The objective of Safety Policy is to promote safety and better
working culture & conditions and to make Safety a way of life in
the organization.

28.2

SCOPE
All employees

28.3

28.4

RESPONSIBILITY

All major activities and supervision Respective Safety Officer

Corporate HR / Site HR

Members of safety committee.

KEY POLICY-CLAUSE
a. The Safety Officer along with safety Committee members shall
address equipment safety and employee safety in the organization.

b. One pair of Safety Shoes & One Safety Helmet shall be provided
after the new employees or trainees join at sites.

c. The company also shall provide Safety Hand gloves and other
Personal Protective Equipments as per the functional requirements
to the employees including trainees working at site.

d. In case of employees working at site area, if the Safety shoes

provided is worn out, one more pair of Safety Shoes shall be
provided after due

13
5

recommendation of the HOD. The same shall be applicable for the

other
Personal Protective Equipments.

e. The Safety Officer shall conduct regular round to the site to identify
unsafe practices and notify the same for proper compliance.

f. Periodically all safety means, such as fire hydrants, fire fighting

equipments, etc. shall be checked and refilled.

g. Mock-drill shall also be conducted on periodic basis at various

locations.

h. Every year the month of March is observed as Safety Month.

i. Safety Committee shall ensure the compliance of safety measures.

29.

29.1

COMMUNICATION

SCOPE
All regular Employees including Trainees.

29.2

RESPONSIBILITY
Corporate HR / Site HR

29.3

KEY POLICY-CLAUSE
a. In case employees have any queries or doubts on a matter they
intend to circulate or post, they are advised to discuss the same
with the Corporate Communication at HO.

b. All media matters related to the Companys business, shall be

released after due approval of the Chairman. No employee is
permitted to interact with the

13
6

media on behalf of the company, unless with prior permission of the

Corporate Communication head. (This clause is as per the Code of
Conduct).

c. The above rule applies to publication of articles/ press notes in

newspapers/ journals/ books/ electronic media. (This clause is as
per the Code of Conduct).

d. Employees are expected to use their discretion and judgment while

making personal calls during office hours.

e. Periodical / Needbased meeting of various other Committees

pertaining to areas like Safety, Medical, Transport, Canteen, Jain
Group

Management,

Environment,

Quality

Circle

Promotion,

Suggestion Scheme Award, Annual Function Co-ordination etc. shall

be organized on monthly basis or as per their schedules for
understanding and management of organizational needs.

f. Periodical /Needbased departmental & cross-functional meetings as

well as Open House Meetings with employees shall commit to
provide a platform for equal opportunity to express the existing and
foreseen issues - including the personal work related issues for
individual & organizational improvements.

g. For communication with others, either within the organization or

outside, the company has Internal as well as External telephone
connections, E-Mail via Outlook, Fax, Internet systems etc.

13

30. SECURITY & VIGILANCE

30.1

OBJECTIVE
To ensure the fool proofing of the office and project sites.

30.2

SCOPE
Any individual and group(s) of individual(s), and
Any vehicle (vehicle carrying no men or material & vehicle carrying
any kind of material or men), entering or exiting the office / Project
sites.

30.3

RESPONSIBILITY
All major or minor issues related to Security & Vigilance Security &
Admin.

30.4

COMMON POLICY-CLAUSE
a. Each Security Person shall guard the identified & specified crucial
point(s) in the Projects sites/offices.

b. Company holds the authority to check any individual and vehicle

entering or exiting the office / Project site at any point of time on
account of suspicion or else.

c. On account of occurrence of any major or serious issue the Security

Officer as well as concerned Admin. Head must be immediately
communicated.

d. A personal security check shall be made for all contractual

workmen & workwoman while their entry and exit at the premises.

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30.5

MOVEMENT OF GOODS-VEHICLE

30.5.1 KEY POLICY-CLAUSE

a. All the vehicles meant for either carrying consumables, or lifting
goods shall report to Main Security Gate.

b. The security after identifying the category of vehicle so reported

shall be taken into the plant by entering the requisite particular in
the vehicles entry module.

c. There are separate rules for vehicle meant for unloading the
material and lifting the material at project site, which must be
followed.

d. All outgoing vehicles must be thoroughly physically checked before

allowing them to leave the plant.

e. Proper coverage of all delicate materials to protect from natural

damage before allowing the vehicle to leave the project site /plant.

30.6

MOVEMENT OF VISITORS

30.6.1 KEY POLICY-CLAUSE

a. Any unknown person (individuals other than employees, trainees,
contractual workmen & workwomen) while entering the company
premises must be attended by the concerned security person
standing on the gate.

b. Such a person shall be allowed to remain in the premises only when

he or she presents any authentic document(s) and/or telecon with
person-to-be visited in the company. The same shall be treated as a
proof to support his or her identity and purpose of visit.

13
9

c. The employee to whom the visitor intends to meet shall be

contacted over phone and when allowed & agreed, the visitor shall
be taken to the appropriate place.

d. All visitors shall be allotted an Identity Card (printed as VISITOR)

and a Visitors Pass before they visit the concerned employee.

e. After meeting the employee, the security personnel must ensure

that the visitor shall come back to the Security Gate.

f. Visitors Pass shall be returned back at the Security Gate by

obtaining the signature of the employee visited.

g. All reporting VIPs shall be escorted (if need be).

h. Any other person(s) than those covered above, for instance visitors,
goods-vehicle drivers, their co-workers etc. On account of any such
persons entry or exit, the security officer on post must check the
person thoroughly.

31. FLEXIBLE BENEFIT PLAN

31.1

OBJECTIVE
To provide a choice to employee for their tax planning.

31.2

SCOPE
All employees who comes under the scheme as per their terms of
appointment.

31.3

RESPONSIBILITY
Concerned employee /Corporate HR / Site HR

14
0

31.4

KEY POLICY-CLAUSE
a. A flexible benefits package offers a degree of choice to the
employee

in

remuneration

setting
package,

the

components

rather

than

that

being

make

given

up

their

standard

package.

b. Its main objective is to provide flexibility to the employees to plan a

tax-effective compensation structure by balancing the monthly net
income, yearly benefits and income tax payable.

c. Employees may restructure their salary to suit their tax liability and
heads keeping the CTC amount as same.

e. After restructuring the salary under the various FBP heads, in case
there is any balance amount, the employees should put the balance
amount as SPECIAL ALLOWANCE, which is paid monthly.

Example 1 : You may opt not to avail LTA since it is paid to you on
annual basis. Instead, you may like to get this on monthly basis,
since your monthly cash requirement is more. You may then
chose not to avail the LTA, and rather put this amount in Special
Allowance which is taxable.

f. Employees are allowed to structure their Flexible Benefit Plan only

at the time of joining or within 1 week of receipt of increment letter.

31.5

Submission of Bills to Avail Tax Benefit under the

Flexible Benefit Plan
Employees will be responsible for submission of all original bills /
receipts
under

Education Allowance, Petrol Reimbursement,

Telephone

14
1

Reimbursement, Drivers Salary, LTA, Medical Reimbursement etc. to

the Tax department. In case under any of the component under FBP
allowance against which the employee is unable to submit bills,
then the balance amount will be fully taxed.

32. HIV AIDS POLICY FOR INDUSTRY

32.1

OBJECTIVE
To build positive and supportive attitudes towards those infected
and promote health and safety amongst the employees.

32.2

SCOPE
All employees.

32.3

KEY POLICY-CLAUSE
a. The company will provide a safe and healthy work environment for
employees.

b. The company will educate its employees and the family on

prevention, care and counseling of HIV / AIDS.

c. The company will educate its employees on safe blood, blood

donation and transfusion.

14
2

d. If an employee has been infected, the company would keep

information about the illness confidential. Only the immediate boss
would be kept advised to prevent any medical eventually.

e. A HIV positive employee would be allowed to continue to work in his

/ her job unless medical conditions interfere with the specific job
that he / she is doing. In that case and, only if it is necessary, will
the employee be shifted to another position where he / she will be
comfortable.

f. If an employee reveals his / her HIV positive status voluntarily,

other employee will not be allowed to refuse to work along side the
HIV positive employee. If fact, the company will expect all
employees to ensure that the HIV positive is comfortable and gets a
feeling of being part of a family.

g. The company will, as a policy, not discriminate against any

employee infected by HIV/AIDS with regard to promotions, training
and any other privileges, applicable to all employees of the
organization.

h. While the company may ask a person who is being offered a job, to
undergo general medical tests before the issue of the appointment
letter, the test will not cover HIV/AIDS, without an informed consent
and pre test counseling of the candidate.

i. The company will educate its employees and encourage them to

participate in voluntary counseling and testing. However, HIV/AIDS
tests will not be a part of any annual or time to time health check
ups, without the employees informed consent and pre test
counseling.

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33. CONFIDENTIALITY AGREEMENT

33.1

OBJECTIVE
To maintain the confidentiality of the documents and resources of
the company

33.2

SCOPE
This agreement is binding to all employees

33.3

TERMS OF THE AGREEMENT

Will be circulated separately.
34.

34.1

ADHERENCE TO POLICIES

KEY POLICY-CLAUSE
a.

This policy manual supersedes all previous policies.

b.

Employees shall strictly follow the policies laid down by the

Company.

c.

If any provision of any policy is at variance with any applicable

statutory provision currently in force or as may become
applicable subsequently, it will override the organization policy
to the extent that it is more beneficial to the employees.

d.

It will also be deemed to have substituted the policy to such

extent.

e.

The Corporate HR Head will resolve any clarifications.

14

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