RAMANA GOUNDER Employee RGMT/TI/HR-21

MEDICAL TRUST Accommodation

Policy

Employee Accommodation Policy

The content of this documents must not be reproduced or
disclosed to any person outside the organization either wholly
or in parts without the prior consent of the Management
representative.

Designation Department Date

Authored Legal Officer Human 14/10/20
By Resource 21
Approved
By

Valid From: Page 1 of 15

14/10/2021
 RAMANA GOUNDER Employee RGMT/TI/HR-21
MEDICAL TRUST Accommodation
Policy

Document Name: Employee Accommodation Policy

Version: 1.1
Prepared By: TEXMO LEGAL
Document 14/10/2021
Creation
Date:
Modification Date:
S. No. Description of Date of Version
changes Changes No.
 RAMANA GOUNDER Employee
Accommodation RGMT/TI/HR-21
MEDICAL TRUST Policy

Table of Contents

S No. Description
1. Introduction
2. Objective
3. Eligibility
4. Generl Conditions

5. Administration
6. Assets in Accommodation
7. Allocation of Company Accommodation
8. Deductions from Employees / Damages to
Assets
Annexure
9. Basic Guidelines (to be displayed in every
Guesthouse)
Checklist for Inspection of property
LEAVE & LICENCE Agreement Template
Guest House Renter’s Agreement

Objective:

In order to provide employees with hassle free stay and

comfort of working and to ensure better efficiency at work and to
use of the Employee at odd hours and beyond duty hours at RGMT,
TEXMO Industries, offers this facility for accommodation. In
the context of this policy, the accommodation refers to either
to individual /family /shared company accommodation. This
document covers process and policies regarding allocation,
stay and management of the company accommodation.

Eligibility:

 Employees on the payroll of RGMT or TI.

 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

Requisition, Approvals & Registration of Property:

New Accommodation
 Requisition: Accommodation requisition, needs approval to be
procured within the 15 days of appointment.
All request should be made in writing to the HR

 Accommodation could be of 3 types

 Temporary (1- 2 months)
 Short-term (6 months and below)
 Long term (1 year)
 Preliminary Approval:
The requirement of a new accommodation in RGMT has to be
approved by HR Manager or IR Manager of TI.

 Approval of Rent, Deposit and Duration

To be approved by RGMT HR with Aprroval from TI IR Manager or
HR.

 Identification of Quarters
Based on the available/ vacant quarters, HR can
allocate the type of Quarters as requested.

 Change Of Quarters
Allocation once done cannot be altered for any reasons
other than any major structural damage reported in it

Quarters Management and Allocation:

 TI through its HR Department under the supervision of
the Managing partner controls the management of
quarters and its facilities and identifies and reports
the vacant premises on bi-annual basis to Managing
partner for administrative purposes.
 HR at RGMT has to conduct audit the place before taking &
giving handover of property to the allotees.
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

Assets in Accommodation:
 Accommodation allotted is reported without any asset
or property like furniture, equipment, instruments at
the time of agreement.
 Electricity, Water bill will be paid by the Allotee during
their tenure.

Allocation of Company Accommodation:

 Allocation of company accommodation would be done by
HR. Only those employees who have been allocated to the
Guest house are allowed to stay in the guest house.
 Letter of allocation will be provided by HR to every
occupant before occupying the company accommodation.
 Occupant’s friends, relatives or any unauthorized person(s)
are not allowed to occupy guest house for any period of
time.
 Any event of an unauthorized person(s) found occupying the
company accommodation will lead to strict action against
the employee. Also occupants would be jointly responsible
in case any authorized preson(s) is / are allowed to stay
in company accommodation.
 TI reserves right to cancel any allocation done after
approval.
 Occupants shall deposit the room keys and allocation letter
to the RGMT HR when they leave the accommodation.
 The security deposit will be refunded to them with that
month’s salary or Full and Final settlement whichever
applicable.
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST
Policy

Deduction from Employees:

City Guest House

One time Security Deposit of Rs.500/-
deductible in two
installments.
Monthly Deduction depending upon
the designation
Designat Monthly
Deduction
ion
 Rs.500
 Rs.250
 Rs.1,000

Rs.1,000

Damages to Company Quarters and its fixed Asset:

 Any damages to basic fixed assets of the quarters like fan,
tube light, bulb, Bathroom and kitchen fixtures
windowpanes, doors, locks etc. would be charged from the
Allotee or if changing or moving out of accommodation, the
same shall be deducted from their salary/.
 If there is damage is severe to the property, any charges
incurred in repair/replacement will have to borne by the
person responsible for the damage.
 BASIC GUIDELINES

 Smoking, tobacco, gutka, any illegal substance and alcohol

consumption are not permitted at company accommodation.
 Occupants are advised not to keep valuables in the
accommodation and they will be responsible for the safety
of valuable items if kept in the lockers .
 Visitors coming to see an employee staying in the company
accommodation should meet them in outside area and are
not allowed to stay with them.
 Occupants are advised to keep noise levels to minimum
which should not affect the neighbors. Any complaints
coming from neighbors will be addressed and action will
be taken on concerned occupants.
 Occupants are advised to keep company accommodation clean
and to best of hygiene condition. This is directly linked
to the health and safety of occupants.
 Occupants may come from diverse background and are
advised to live at company accommodation with peace and
harmony and respect for each other, neighbors and
outsiders.
 Any events of misbehavior, quarrel between occupants or
with outsiders will lead to strict action against the
concerned person.
 In case an occupant has to give residential address to
any outside authority- private or government, they need
a written permission from the HR head.In either case
company will not be responsible for any litigation or
obligation arising from the same.
 Occupants are advised to go through the copy of
company accommodation legal agreement.
 Apart from the terms and conditions mentioned in this
policy document, occupants will have to abide by terms
and conditions mentioned in the company accommodation
legal agreement.
 Any exception should be approved by the TI IR Manager.
HOME
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST
Policy

inspection of property before handing

over to allotee
Accommodate name and Date: Observed by:
address:

Checklist Yes/No Description

1 Entrance clean and free of clutter
2 Door lock in place and functional
4 Window glasses/panes intact
5 Balcony clear and free of clutter and
debris
6 Rooms clear, clean and in hygienic
condition.
7 Lights, fan and any electric equipment
not in use switched off
8 Electric meter functional
9 All electric boards and points safe and
no exposed wires
10 All walls clean
11 No banned substance found
19 Any replacement/ repair of items given
by company required?
20 Water tap available
21 Any other observation
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST
Policy

AGREEMENT OF LEAVE & LICENCE

This agreement of LEAVE & LICENCE is made and executed on

this the

BY AND BETWEEN

(herein after referred to as the LICENSOR which expression

shall mean and include their heirs,
executors and assigns) of the ONE PART

AND

M/s Amalgamated Bean Coffee Trading Company Limited a Company

incorporated under the Companies Act, 1956 and having its
Corporate office at Coffee Day Square, 22/2 Vittal Mallya
Road, Bangalore – 560001, represented hereby by its Authorized
Signatory
(hereinafter referred to
as the LICENSEE which expression shall mean and include its
successor in interest and assigns) of the OTHER PART.

WHEREAS the LICENSOR is the Owner in possession of

the of a residential building at
…………………………………………………………….. (herein after referred to as
the 'SCHEDULED PROPERTY'). A copy of the sale deed dated
relating to
purchase of the SCHEDULED PROPERTY along with a copy of the
Khata certificate of the SCHEDULED PROPERTY are annexed
herewith as Annexures 1 & 2.

WHEREAS the LICENSEE is desirous of taking on LEAVE & LICENCE

the SCHEDULED PROPERTY for its employees for the purpose of
accommodating such employees of the Company;
AND WHEREAS the LICENSOR has agreed to grant and the LICENSEE
has agreed to accept LEAVE & LICENCE of the SCHEDULED
PROPERTY (which is more fully and particularly described in
the Schedule hereunder and hereinafter referred to as the
SCHEDULE PROPERTY) subject to the terms and conditions
hereinafter set out.
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

NOW THIS AGREEMENT WITNESSETH:

That in consideration of the rent hereby reserved and of the
terms, conditions and covenants of LEAVE & LICENCE contained
and on the part of the parties to be observed and performed,
the LICENSOR hereby agrees to grant and the LICENSEE hereby
agrees to accept a LEAVE & LICENCE of the mentioned

SCHEDULED PROPERTY
1. RENT:

The rent payable by the LICENSEE for the SCHEDULED

PROPERTY, shall be a sum of Rs.
/ (Rupees Thousand only) per month
payable by the 10th of the every month for the month
immediately preceding such payment. The LICENSOR shall
hand over the possession of the property on the
, and effectively the LEAVE & LICENCE
period commences from the
, for payment of rent.

2. DURATION

The Duration of the LEAVE & LICENCE shall be for a period

of 11 months from the date of taking possession of the
SCHEDULE PROPERTY i.e. from
to (both
days inclusive), and thereafter it will be renewable for
further terms of 11 months each with an increase of 5% on
the rents last paid at the end of every 11 month term.

3. DEPOSIT:

The LICENSEE shall pay to the LICENSOR a sum of

Rs. /-
(Rupees
only) as interest free
deposit and the same shall be held by the LICENSOR during
the continuance of the LEAVE & LICENCE and/or any
extension thereof and shall be repaid to the LICENSEE,
 free of interest as follows.

After, the end of the LEAVE & LICENCE period or sooner

determination of the LEAVE & LICENCE/or an extension
thereof or earlier termination by giving one months’
notice by the LICENSEE to the LICENSOR, full deposit will
be repaid to the LICENSEE without making any
deductions.

4. TAXES, DEPOSITS, ASSESSMENT CHARGES

The LICENSOR shall pay all taxes, deposits, maintenance,

assessment and other out goings, whatsoever of every
description including Corporation charges which under the
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

statute are leviable unto the LICENSOR and shall keep

the SCHEDULED PROPERTY free from all encumbrance &
interference in this behalf.

5. ELECTRICITY, WATER

The LICENSEE shall pay directly the electricity charges

and water charges to the concerned authorities utilised
for their own use as per the actual meter reading of the
SCHEDULED PROPERTY during the period of LEAVE & LICENCE.

6. NATURE OF USE PERMITTED

The LICENSEE shall be entitled and permitted to use the

SCHEDULED PROPERTY for residential purpose & to
accommodate its employees only, and shall not use or
permit the use of the Schedule Property for any unlawful
purpose likely to endanger the building or the people
within the area.

7. SUBLEAVE & LICENCE

The LICENSEE shall not be entitled or permitted to

assign, underlet or sublet the SCHEDULE PROPERTY or any
part thereof to anybody whatsoever.

8 MAINTENANCE

The LICENSEE shall keep the SCHEDULED PROPERTY in a fit

and proper state subject to normal wear and tear by day
to day maintenance including the fittings and fixtures,
etc.

9 LICENSORS COVENANT

The LICENSEE paying the rents hereby reserved and observing

and performing the terms, conditions and covenants of the
LEAVE & LICENCE herein contained shall be entitled to quiet
possession and peaceful enjoyment of the SCHEDULE PROPERTY
without any let hindrance interruption or disturbance by
or from the LICENSOR, their heirs or by any person
claiming through or under in trust for the LICENSOR or their
representatives and the LICENSEE shall allow the
LICENSOR and his authorised agents with reasonable notice
at day hours to inspect the SCHEDULE PROPERTY.
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

10 LICENSEE'S COVENANT

The LICENSEE shall not claim any tenancy rights or any

other rights than those specially mentioned herein and
this agreement thereby gives the right to the LICENSEE to
the SCHEDULED PROPERTY for occupation for the agreed
period only.

11 TERMINATION OF LEAVE & LICENCE

The LEAVE & LICENCE shall be terminable under all or any

of the following circumstances namely:-
a) By efflux of time

b) In the event of non-payment of rent by the LICENSEE

for a period of two consecutive months, and the
default continuing in spite of the LICENSOR
having issued one months notice calling upon the
LICENSEE to pay the arrears of rent.

c) In the event of breach by either party of the terms,

conditions & covenants hereof.

d) If the SCHEDULE PROPERTY or any part of it is

severely damaged or destroyed due to any
circumstances or civil commotion, acts of God etc. &
these damages cannot be restored by the LICENSOR
within a reasonable time or if the LEAVE & LICENCE
premises is acquired compulsorily by any authority.

e) The LICENSEE will have the option of terminating the

LEAVE & LICENCE and vacating the premises at any
time on serving one-month notice to the LICENSOR.

12. The LICENSEE shall deliver back vacant possession of the

SCHEDULED PROPERTY to the LICENSOR immediately upon the
expiry of the term of LEAVE & LICENCE or earlier
termination if any, in good and tenantable condition
subject to reasonable wear and tear upon which the LICENSOR
shall return the Security deposit free of interest
immediately to the LICENSEE without any delay as per clause
 (3).

13. Upon termination or sooner

determination of this LEAVE & LICENCE and the LICENSEE
surrendering vacant possession of the SCHEDULE PROPERTY to
the LICENSOR, the Security deposit of Rs. /-
(Rupees Thousand Only) shall
simultaneously be refunded by the LICENSOR to the LICENSEE.
If the LICENSOR fails to refund the security deposit, the
LICENSEE shall be entitled to hold the SCHEDULED PROPERTY
without any rent until the time the security deposit is
refunded to the LICENSEE. The LICENSOR shall also pay
interest at 18% p.a. on the said security
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

deposit till it is refunded to the LICENSEE. The LICENSEE

shall not adjust the current rents against the said deposit
under any circumstances during the subsistence of this
LEAVE & LICENCE. The LICENSOR shall not demand additional
deposit during the LEAVE & LICENCE period.

SCHEDULE

All that piece and parcel of the residential building at

(address of the
property)

IN WITNESS WHEREOF the parties hereto set their respective

hands and seals to these presents on the day, month and year
first hereinabove mentioned.

WITNESSESS:

1. LICENSOR

2. LICENSEE

HOME
 Employee Coffee Day/HR/16
Accommodation
Policy

TEMPLATE OF GUESTHOUSE RENTER’S RESPONSIBILITY AGREEMENT

GUEST HOUSE RENTER’S RESPONSIBILITY AGREMENT

This responsibility agreement is made and entered into

by and between Café Coffee Day And

(Employee Name)

The below House Rules form part of the Corporate Guest House
Terms and Conditions:

House Policy
At our Guest Houses we expect residents to respect each other’s
rights for safety and privacy. We expect residents to follow
the Conditions and Responsibilities of our House Rules and
Agreement, as set out below:

Security Deposit
A security deposit of Rs. per room is payable up-front to
secure your stay on the company premise. The purpose of this
deposit is to cover any damages or breakages that may occur
during the employee’s stay. The deposit will be refunded at the
end of the employee’s stay following inspection of the
property and settlement of all accounts owing.

Section A: SAFETY & HEALTH ISSUES

1. Smoking, tobacco, gutka, alcohol and consumption of any

illegal substances anywhere in the building is strictly
prohibited.
2. No tampering of any electrical appliances including light
fittings, or hot water services. If there is damage to
the property, any charges incurred in repair/replacement
will have to borne by the person responsible for the
damage. If the damage is not done by a particular person,
occupants have to share the cost incurred in repair/
replacement of the damages. Contact the Property Manager
 immediately to advice of any electrical fault.
3. Security of your personal items is your responsibility.
Each room has a secure locking device on the door; it is
recommended that you secure the door whenever you leave
your room.
4. It is not allowed to bring or consume alcoholic drinks in
the guest house
5. Rooms must be kept clean and tidy: free from floor clutter,
food scraps, bottles and rubbish.
6. All cups, plates, cutlery etc. must be promptly returned
to the kitchen and put away. They should not be left in
the bedrooms.
7. All common areas should be kept clean from cups, dishes,
newspapers, cutlery, etc. after use.
 RAMANA GOUNDER Employee Coffee Day/HR/16
Accommodation
MEDICAL TRUST Policy

8. .No loud music, outdoor lights, obscene language or

behaviour that can disturb or offend other residents or
neighbours.
9. Visitors coming to see an employee staying in the company
accommodation should meet them in the visitor’s area and
are not allowed to visit the rooms of the Guest house.

Section D: GENERAL ISSUES & CHARGES

1. No furniture or existing house items are to be removed from

the property
2. No personal items such as clothing, shoes, books,
stationary etc, should be left lying around in any of the
common areas.
3. It is advisable to keep the front and back doors secured.
4. Cost incurred on loss of keys must be settled by the person
losing the key.
5. Lights should be turned off when any room is unoccupied.
Heaters and air-conditioners should be used only when
the room is occupied.
6. Deductions:

City Guest House Highway

Guest
House
One time Security Deposit of Rs.500/- One time
deductible in two Security
installments. Deposit of
Rs.500/-
Monthly Deduction depending upon
the designation
Designat Monthly There will
Deduction not be any
ion
monthly
 Upto the level of TM 1 Rs.500
deduction
 VTC Trainee Rs.250 from the
occupants
 Support Staff Rs.1,000
only one time
 OT, Assistant Manager and security
Rs.1,000
Café Manager in Operations
deposit
I hereby understand the rules of the guest house and agree to
adhere with the terms and policies

Name

Signed Date

HOME