Employee Handbook
This Employee Handbook ("Handbook") is effective from ("Effective Date") and applies to , it's sister concerns, subsidiaries and joint ventures. This document only applies to provisional and permanent employees who have an existing agreement with the company. This document is made for internal use only.
Purpose:
This Employee Handbook has been created to regulate and promote a work-friendly environment while working in or outside the office. This handbook shall contain all rules, regulations, benefits, hierarchy charts and designation eligibility for employees.
We are an enterprise that promotes freedom of expression and open communication. But we expect all employees to follow our code of conduct. They should avoid offending, participating in serious disputes, and disrupting the workplace. We also expect them to foster a well-organized, respectful and collaborative environment.
Hence this Employee handbook has been created to iterate our work culture and rules to be followed while working at the enterprise.
1. Employee Handbook General Compliance:
1.1
Job Designations:
We operate the Company in a close-knit intricate system consisting of several designations. Following a hierarchy, we ensure that work is delegated and properly segregated to allow for maximum efficiency. This Employee Handbook will come into enforcement right after the signing of the adjoining undertaking to this document. The employees are bound to follow the Employee Handbook and conduct their duties accordingly. We outline the components of the Employee Handbook below:
1.2
Compliance with law:
All employees must safeguard the company’s legality. They should comply with all environmental, safety, and fair dealing laws. We expect employees to be ethical and responsible when dealing with the company’s finances, services, and clients.
1.3.
Confidentiality:
All Employees are instructed to safeguard information such as unpublished financial information, Data of Customers/Partners/Vendors, Patents, formulas, or new technologies
Customer lists (existing and prospective), Data entrusted to our company by external parties, Pricing/marketing, and other undisclosed strategies, Documents and processes explicitly marked as confidential, Unpublished goals, forecasts, and initiatives marked as confidential. Divulging this information or confiding with outside sources to leak this information will amount to a criminal breach of trust under sec 405 of IPC, 1860.
2. Employee Etiquette:
2.1
Intellectual Property:
The employee shall not have any rights over the intellectual property owned by , including its Trade Marks (Registered or Unregistered, Copyrights, Patents, Designs, Know-how, Confidential Information or documents. All Intellectual property created during the course of work will be the sole property of .
2.2.
Personal Appearance
All Employees must be in formal attire while conducting work in the office or while going for fieldwork at other establishments. The Company wishes to iterate the specific categories of attires to wear during each occasion. During anticipated festivals or similar events, the attire (maybe traditional or otherwise) shall be notified through email or through digital mode before that particular day
2.3
Unacceptable Attire:
The following attire is unacceptable and all employees must refrain from wearing the same:
A. T-shirts / Shirts with ambiguous messages or with logos of other previously worked companies.
B. Tank tops, tube tops, halter tops, spaghetti straps tops, midriff length tops, Off the shoulder tops.
C. Transparent clothing (Net, Lace etc.) should be worn with appropriate length (below knee). Women especially kindly ensure slips/leggings/stockings etc are combined and complemented well with the dress option you use.
D. Beachwear, Athletic wear, Workout clothes or shoes, Sweatshirts
E. Provocative attire or nightwear or pyjamas’
F. Biker shorts or Bermudas.
2.4
Absenteeism & Tardiness:
Employees must be punctual and regular while coming to the office. All employees are advised to report to the office on time. Consecutive delays will lead to a deduction in salary. The working hours will be as mentioned in the offer letter.
2.5
Intoxication and Drugs
All employees agree that no one shall smoke, drink alcohol or indulge in drugs within the vicinity of the Company or adjoining parking area. The possession, distribution, and use of firearms, lethal weapons (including air guns), contraband drugs, alcohol, toxic and hazardous material are strictly prohibited within the Company premises.
3. Communication
All employees must be
open to communication
with their colleagues, supervisors, or team members. They must be in their workstations at all times for smoother communication and transitioning of businesses. To ensure complete security and secrecy, all employees are instructed to only use the official email Ids provided to them. Proposals, project work, leaves etc. must only be communicated through a professional email ID.
4. Asset Tagging
All employees must follow the Asset Management guidelines laid down mandatorily. For this section, the term ‘Assets’ shall include anything such as hard drive, pen drives, tablets, pc, laptop, cellphones, SIM card or any such similar devices(hereinafter referred to as “Assets”).
A. It is mandatory to take approval from their Dept. Managers for attainment or utilization of any Asset.
B. A requisition form consisting of all personal information of the employee along with the tagged asset shall be provided to the employees. The loss of any specifications, structural integrity damages or any similar act shall lead to the payment of fines that may or may not be deducted from one’s monthly salary.
C. The administration department shall be heading the asset management activities and all in charge shall report to the same in the event of any enquiries.
D. It is the responsibility of the employee to ensure that the asset allotted to them is tagged properly by the authorizing authority.
E. In the event an employee wishes to leave or absconds from the Company, he/she must return the asset to the management and acquire the receipt of the return to confirm that the asset has been returned. In doing this the employee shall be free from all liability if no damage occurs to the asset.
F. In the event an employee of the company violates the Company policies and leaves their position, the asset in their possession must be returned to the management, or the management shall hold the absolute right to sue the employee for loss /damage of property.
4. Work Ethics:
4.1 Working Hours
As per the Company policy, the timing for work shall be as mentioned within the offer letter. Change in these timings, if any, shall be intimated to the employee through email. In the case of late comings, you must report to the Dept Manager as per instructions mentioned within the offer letter.
4.2 Overtime:
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5. Leave Policy:
5.1
For the purpose of leave, “year” shall mean the calendar year commencing from -
.
5.2
It is the responsibility of the employee to get approval for leave prior to one week from the Dept. Manager and the HR, if it is a planned leave. If this is not attained, leave will not be considered. In the case of medical leaves, it is mandatorily required that you contact the Dept. Manager and CC the HR through email before the commencement of working hours. In the event that a Dept Manager has not been allotted to you, you may send an email directly to HR. If leave is being taken for emergency medical attention, a medical certificate or prescription must be presented to HR.
If an employee takes leave for a duration of 1 week without intimating the same to the HR or authorized officials, the company will consider the employee to have omitted their responsibilities and the company has the right to terminate the said employee.
5.3
All communications with regards to leaving must be done through email or any electronic mode set by the company and approval must be given by the dept. manager or hr.
6. Sexual Harassment:
The Sexual Harassment of women at workplace (Prevention, Prohibition and Redressal) Act, 2013
6.1.
Definition:
The term sexual harassment refers to the following:
a. Physical contact and advances of any kind.
b. A demand or request for sexual favours
c. Making sexually coloured or centred remarks
d. Showing pornography to female co-workers
e. Any other unwelcome physical, verbal or non - verbal conduct of sexual nature.
6.2
Prevention of Sexual Harassment (Section 3):
Sec 3 (1):
No woman shall be subjected to sexual harassment at any workplace.
Sec 3(2):
The following circumstances, among other circumstances, if it occurs, or is present in relation to or connected with any act or behaviour of sexual harassment, it may amount to sexual harassment:—
1. implied or explicit promise of preferential treatment in her employment;
2. The implied or explicit threat of detrimental treatment in her employment
3. The implied or explicit threat about her present or future employment status;
4. interference with her work or creating an intimidating or offensive or hostile work environment for her;
5. humiliating treatment likely to affect her health or safety.
The above-mentioned points constitute sexual harassment and if employees ever experience such issues, the management shall be informed of the same. The procedure for addressing complaints shall be addressed in the complaint and grievance redressal page of this Employee Handbook.
6.3
Constitution of Internal Complaints Committee(Sec 4):
As per sec 4 of this Act, this Policy mandatorily requires that the employer, keeping in mind the benefit of the employees well being, constitute an ‘internal committee’ to oversee matters of this magnitude. The ‘internal committee’ shall include the following members:
1. Presiding Officer who shall be a woman employed at a senior level at the workplace from amongst the employees
2. No less than two Members from amongst employees preferably committed to the cause of women or who have had experience in social work or have the legal knowledge
3. One member from amongst non-governmental organizations or associations committed to the cause of women or a person familiar with the issues relating to sexual harassment
6.4
The time limit for submitting a complaint to the committee:
A. As per sec 9, a complaint with regards to sexual harassment is to be made within the duration of 3 months. It is to be submitted in writing to the internal committee created at the company. Even if the aggrieved woman, submits her complaint after 3 months, the internal committee may accept the complaint if any circumstance arises by which the complaint could not have been submitted earlier.
B. As per section 9(2) Where the aggrieved woman is unable to make a complaint on account of her physical or mental incapacity or death or otherwise, her legal heir or such other person as may be prescribed may make a complaint under this section.
7. Discrimination:
All employees must refrain from disrespecting or insinuating allegations of their colleagues. The Company will not allow any discrimination on the grounds of religion, sex, caste, or creed. Furthermore, no personal vendettas existing between employees shall be entertained. If any employee is found indulging in such activities, they will be given a warning notice to refrain from doing the same. If the employee still is not confined to these regulations, a termination notice will be given to him/her. The Company has a no-tolerance policy for such discrimination in the office place.
8. Criminal Offences:
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7. Grievance Redressal:
The Company will be providing a medium for expressing any grievance or issue that any employee may face. Our Company cares and cherishes each employee and we wish to offer a helping hand towards making everything easier for our employees. If any issues arise, employees may address the issue to HR personally or through email. We will try our best to get it resolved as soon as possible. The medium to express grievance is as follows:
8. Alternate Dispute Resolution:
We as a company wish to move forward as one with cooperation. If any dispute arises between 2 or more employees, then it must be sorted out within the company through alternative Dispute Resolution (ADR) methods. The will oversee the meeting, solve issues and provide an amicable settlement for the same.
9. Probation Period:
9.1
All employees will have to follow the probation period mentioned in your respective offer letters. This probationary period is mandatory and the management holds the right to assess and take decisions on the retention or termination of an employee at any time during this period. As soon as this probation period is over if the management feels your skills and work is up to standard, an employment confirmation shall be made.
9.2
The probation period allotted to an employee may be extended as per discretion of the Company. The time period of extension shall be decided by the Company executives after due consideration of the efforts undergone by the employee.
9.3
If the employee is deemed unsuitable while on a probationary period, they may be terminated without the minimum prior notice mandated by law. The
termination of employment during this period may be for cause or without cause depending on the circumstances and the individual’s evaluation. Termination may occur before the ending of the probationary period. This may happen if the tactical evaluations of the employee are highly unsatisfying or if the employee engages in behaviour that justifies a for-cause dismissal. The employee will be officially notified in writing of the decision to terminate them. The document will explicitly state the reason behind their termination and the expected date it will take effect. Employees may still have to be dismissed for various reasons, after the end of the probationary period. In such cases, the company will follow probation period employment law, legal guidelines and its own
separation of employment policy.
10. Notice Period:
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12. Training & Development:
Training sessions shall be organized by the for select employees, departments or teams to upskill employees and enhance functionalities of the Company.
The training sessions shall be organized in various cities as per the training centre availability or trainer availability. All expenses will be borne by the Company which shall include accommodation, transportation charges from and to the training centres. Other expenses shall be borne by the employees.
13. Remuneration Matrix:
13.1 Salary:
The Company calculates salary cycle from the day of every month to the day of the same month. Salary shall be credited to the employee account on the day of each ensuing month.
13.2 Insurance:
All employees working at on a permanent full-time basis will be eligible for insurance coverage. The eligibility and the coverage amount shall depend on the designation of the employee. This coverage will be only valid up until working in . These benefits will lapse once employment services have ended.
13.3 Provident Fund:
All employees who are appointed to the company as regular employees after the probation period shall be eligible for PF. Employee and employer shall contribute 12% of an amount towards the employee as per legal provision.
13.4 ESI:
All employees who are appointed to the company as regular employees after the probation period shall be eligible for ESI. Employees fulfilling all respective eligibility criteria of ESI, an amount specified by ESI shall be deducted from the CTC of the employee and a particular amount shall be paid by the employer.
13.5 Appraisals:
As per the company’s performance and performance of employees, there will be an annual salary hike per year. The appraisals will be calculated on the basis of performance by the employees and on the basis of company growth.
13.6 Gratuity:
For employees working at the company for a time of 5 years or more, during the time of leaving or retirement, gratuity shall be paid. Gratuity is calculated as 15 days of basic salary for every completed year of service. The maximum amount payable for gratuity is either 3,50000 or 20 months, whichever is lower.
14. Whistleblower Policy:
The Company takes the confidentiality of documents and contents very seriously. To ensure total compliance of the same, the Whistleblower policy shall provide an outlet for informing the company of malpractices or ill-doing in any way possible.
The Policy covers malpractices and events which have taken place/are suspected to take place involving:
1. Abuse of authority
2. Breach of contract
3. Negligence causing substantial and specific danger to public health and safety
4. Manipulation of company data/records
5. Financial irregularities, including fraud or suspected fraud or Deficiencies in Internal Control and check or deliberate error in preparations of Financial Statements or Misrepresentation of financial reports
6. Any unlawful act whether Criminal/ Civil
7. Pilferage of confidential/proprietary information
8. Deliberate violation of law/regulation
9. Wastage/misappropriation of company funds/assets
10. Bribery or corruption
11. Sexual Harassment
12. Retaliation
13. Breach of IT Security and data privacy
14. Social Media Misuse
15. Breach of Company Policy or failure to implement or comply with any approved Company Policy
Through this policy, employees may come forward to express their concerns and total confidentiality shall be maintained. The employee shall not be treated unfairly, or be prosecuted to any form of revenge or similar acts. The confidentiality policy between the company and the employee ensures that this shall be a safe space to talk about these things.
15. Travel Policy:
The travel policy has been created by for the sole purpose of regulating travel and accommodation expenses. In this document, we will explain the specific expenses for travelling for office-related tasks. This policy will cover all expenses and formalities related to travel arrangements for employees for fulfilling certain tasks outside of the establishment with relation to official matters only. The travel policy shall be provided to the teams and shall be created on a case to case basis taking into account existing statistics with respect to fuel expenses, relevant rules, etc.. This policy shall not however cover, the daily commute to the office and back.
16. Disciplinary Actions:
Our Company may have to take disciplinary actions against employees who violate our policies or rules. Disciplinary Actions will vary with regards to actions such as:
1. Suspension or Termination for poor performance continued absenteeism or discriminatory acts.
2. Disciplinary actions will be taken on employees who are accused of any act coming under The Sexual Harassment of Women at Workplace (Prevention, Prohibition & Redressal) Act, 2013.
3. An employee may also be terminated on the following grounds:
A. If he/ she has been showing poor performance in the last 3 months on the basis of the KPI report.
B. If he/she has failed to follow regulations set down under the Employee Handbook.
C. If he/she has divulged or misappropriated the tasks given by the Company.
D. If he/she gets into disputes of any kind within the company premises.
E. If he/she willfully defames the company's image in any social media, print media, or by word of mouth.
We may also take legal action in cases of corruption, theft, embezzlement, or other unlawful behaviour.
This document is intended for internal use only and the employees of and its subsidiaries/group companies. The information contained in this manual is correct at the time of publication. The contents of this document are compiled by the management and are subject to review and modifications from time to time based on our internal policies.
17. Leaving Formalities:
17.1
It is always an unfortunate sight to see fellow employees leave the company. New endeavours are a part of life and we strive to understand that. To make the leaving formalities easier and to avoid hassles, please follow the steps provided down below:
A. A resignation letter is to be submitted to the Department head allotted to you. If no Department head is present, you may present it directly to HR through email or digital medium. No other medium shall be accepted.
B. An exit interview shall be taken by HR to sort out all formalities before leaving the Company. This shall include filling in an exit form and fulfilling the following conditions:
C. Handing over of files, finance settlement documents and confidential subscription data to the respective concerned individual authorized by the Company
D. Mention if any work is pending or in need of completion to the Department manager. The employee must finish all work responsibilities until the notice period is over.’
E. Insurance and other benefits shall be rescinded on termination or exit of employee and shall be informed to you through email.
17.2.
Accounts:
If the Notice period has not been served properly, it shall lead to deduction of salary of such working days when it has not been followed. It is mandatory that you serve the notice period because the Company needs sufficient time to find a replacement and also the employee may require time to finish pending work. Salary as well as the extra amount may be levied on the leaving employee if notice period has not been followed. The Employee accepts this arrangement upon signing the declaration that binds this policy upon them.
17.3
If employees have taken loans for personal reasons from the Company, it is mandatory that the employee shall pay back all necessary amounts within the stipulated time and not abscond from payment of any dues. In doing so the employee agrees that he may be liable to pay the Company and may face legal repercussions ensuing the breach of certain agreements.
17.4
Upon the end of notice period any leave encashment, dues or any extra amount payable to the employee shall be provided and no further amount shall be requested by the employee.
17.5
Upon clearing of all formalities, the employee shall be presented with a relieving letter, a letter of recommendation or experience certificate. If any extra documents are required, the employee shall request them as soon as the notice period has begun.
18. Work from Home Policy:
This policy has been laid down to present the ground rules all employees should follow while conducting work at home applicable to certain departments and employees. It is integral that the employee follows these steps to ensure complete compliance with company work ethics. The guidelines are as follows:
18.1
Employees must create a working atmosphere at home to bring out the maximum potential that is presented at the office workspace. Employees must ensure internet speeds and electricity connection stability before commencing work. In the event, either faces any issues, the Dept. Manager must be contacted regarding this issue. Proper steps shall be taken from there on out.
18.2
Employees must strive to stay away from any type of hindrances or distractions at home to focus efficiently on the work and complete it on time. They must ensure that all work is completed on the same day as the allotment. All employees shall be given half an hour to go through the allotted tasks and employees must intimate to the department head if any delay in tasks may occur before starting the tasks. The employee shall be available for communication at all times during work hours through email, message and call.
18.3
The leave policy and office timings shall be the same as mentioned in the HR Policy. Department /Project head can decide who’s eligible for wfh facilities.
19. Employment of Minors
The shall strictly adhere to follow the Child Labour (Prohibition and Regulation) Act, 1986 and rules and regulations thereunder. The Act prohibits the engagement of children in certain employments and regulates the conditions of work of children in certain other employments.
20. Paternity Leave
We as a company understand that taking care and nurturing a newborn requires the help of both parents. Thereby, the male employees of the shall be eligible to get paid paternity leave if:
1. has had/going to become a parent of a newborn child
2. Legally adopts a child and become an adoptive father.
3. Commissioning Father
The employees are eligible for days of paid paternity leave.
21. Emergency Evacuation
In case of any emergency evacuation at the workplace, the following guidelines shall be followed:
1. Always follow the instructions of the person/department who are authorized to take action at the time of emergency
2. When you receive the instruction to evacuate the property by an authorized person, do it with all safety precautions and guidelines of such personnel.
3. Do not re-enter the property unless you are advised to do so by the person/department in charge at the time of evacuation.
22. Insider Trading:
The employee understands and agrees that because of the position at the and relationships of the , owners, executives and clients that the Employee may learn certain information that constitutes "insider information" for the Securities and Exchange Board of India (SEBI) and securities laws and regulatory purpose. The Employee shall keep all such sensitive information to themselves and shall not disclose any trade secrets.
If required, the Employees shall execute specific agreements or other documents as requested by the in connection with this. Employees of may be subject to criminal and civil liability for engaging in transactions involving insider information. Further, such activity may subject the to substantial penalties. The considers the violation of its insider information policy to be grounds for immediate termination of employment.
23. Amendments:
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24. Acknowledgement:
By signing this handbook:
1. I acknowledge that I have reviewed the above-listed policies and guidelines of the and understand my responsibilities.
2. I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
3. I agree to abide by the aforementioned policies and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal.
Employee name:
Designation:
Date:
___________________
Signature