GENERAL OFFICE RULES

Strategic HR Department
EDISON GROUP
January 2014
GENERAL OFFICE RULES& PRACTICES
(Effective from January, 2014)
EDISON/SHR/Jan/2014
Terminology:
EL-
CL-
SL-
LWP-
Calendaryear-
Earned Leave,
Casual Leave,
SickLeave,
Leave without Pay,
January to December 3l".
Introduction
The purpose of this policy is to provide the guideline/ frameworkof office hours and leave management.
Authority
The ultimate authority for establishing this policy belongs to the Executive Management of Edison Group.
Scope
The scope of this policy is all the employees of Edison Group. Employees in grade S4 to SI are expected to
start workhalf an hour earlier. Many employees may need, by necessity to workon shift basisas per their
departmental job requirement. Essential employees may also be required to workfor longer periods of
time as part of job requirement.
Edison Group
January, 2014 Page 1
EDISON/SHR/Jan/2014
1.1 Dress Code:
The company expects employees should wear business casual dress and work comfortably. The company
needs their employees to project a professional image for their customers, potential employees, and
visitors.
All men employees should wear formal shirt tugged in trouser and shoes. Female employees can wear
decent salwar kamiz and/ or saree. Round T - shirt and Sandal is not allowed in any working days. Torn, or
dirty clothing is unacceptable. All seams must be finished. Any clothing that has words, terms, or pictures
that may be offensive to other employees is unacceptable. Front desk / customer care executive should
wear company defined dress at working hours.
No dress code can cover all contingencies so employees must exert a certain amount of judgment in their
choice of clothing to wear to work. Supervisors should also guide their team members regarding this.
1.2 WorkingHours / Attendance:
The employee shall perform his/her duties during the working hours at the work location in accordance
with employment status and functional requirement. The standard official working hours will be
maintained as declared and changes may be implied fromtime to time, as notification will be given from
SHR. There would be a one hour break for lunch and prayer. Entrance after declared office time will be
considered as late attendance and early exit / leave the office without approval from
Supervisor/Department/Division head before the stipulated office time is not allowed. The employee may
be required to perform his duties in extensive working hours or other working locations subject to the
demand of work requirement. SHR will share monthly summary report of the corporate office and where
applicable, on late / early leave to Department/Division head and SHR will update accordingly if no
feedback received within a stipulated time.
1.3 Hartals/Stril<es:
Certain external conditions affect employees attendances to some extend like hartal and/or strike.
Employees are not forced to attend the office on these circumstances where the office remains open like
regular official days. Strike / hartal day office will be considered as regular working day but entrance
flexibility will be considered the time as declared and changes may be implied fromtime to time as
notification will be given from SHR. If an employee remains absent in any of these days. Leave application
will have to be submitted through the practicing process. The working hours during hartals / strikes will be
maintained as declared and changes may be implied fromtime to time as notification will be given from
SHR.
1.4 Absenteeismand Tardiness:
It is the duty of every employee to avoid unnecessary absenteeism and tardiness. Employees are expected
to work on every workday, except for illness or approved absence. Employees are required to inform to
their Supervisor if they are unable to turn up for work or will be unduly delayed for a long period.
Repeated absences without informing supervisor shall constitute an offense and will result in disciplinary
action. This provision will include frequent late arrivals at work, or early leaving form work without
permission. For every 3 (Three) days unauthorized late arrival at work or early departures from work in a
month will be counted as one day unauthorized absence. The employee needs to submit leave application
for 1-day leave through HR software for every 3 incidents in a month. In such case, 3''' event date would be
the leave application date. Any absence from office will also be counted as leave. Such leave would be
adjusted from EL. If EL is not available it would be adjusted from CL or SL. Probationary and / or contractual
employee will consider Casual / Sick leave category for such leave application. If no leave category were
available then it would be considered as LWP that can not be more than 15 days. Frequent such
applications would impact his/her performance negatively.
EDISON/SHR /Jan/2014
1.5 Leave Management:
Every permanent employee is having the right to avail leave as per the Group policy. Leave allow/s
employees to spend time away from work. The time away from work is expected to increase employee's
productivity, balancing of work and family life and reduce monotonous exhaustion. The following rules and
regulations have been fixed in respect of leave for all the employees of EDISONGroup.
1.5.1 Leave Application Submission & Approval:
Concern employee will have to submit leave application through HR software and supervisor will approve /
not approve through the same. The reason of leave and period of absence has to be specified in the
application. This form helps in maintaining the leave record of the individual employee. The formwill also
help the Department / Division head to distribute the responsibilities to other while an employee is on
leave. An employee must submit the leave application within 4 (four) working days of the leave avail or
resume the office, if not submitted the leave application earlier. Without approval or concern of the
supervisor, any leave would be considered as unauthorized leave and can be considered for disciplinary
action.
1.5.2 Prefixor Suffix:
An employee may enjoy either prefix or suffix with weekly / declared holidaywith their Leave. He/ she
cannot claim the benefit of both suffixing and prefixing holidays with their Leave. If any weekly or declared
holiday falls in between leave period then such holiday will be considered as part of entire leave period.
For example, if leave is taken from Thursday to the following Sunday, then both Friday and Saturday would
also be counted as leave and the total leave would be (04) four days leave
1.5.3 Earned Leave (EL):
Earned leave is only for the permanent employees of EDISONGroup and who has rendered for a minimum
of 01 year from joining date. For the first year of the service, the employee will not be entitled for any
earned leave. In the second year the employee will be entitled for earned leave considering his length of
service in the first year. The calculation of earn leave would be 01 day for completing each 18 days. Earn
leave will be 20 days for the existing permanent employees who have rendered minimum 01 year service
considering December 31, 2013 from the joining date. Any un-availed earned leave in a calendar year
would be forfeited without any legal right to claim compensation. No accumulation of earn leave shall be
allowed. To avail earn leave, pre approval is must from concern supervisor at least 07 days earlier than the
leave applied for. Concern supervisor and employee are responsible to maintain such time / days to avail
earn leave. Any non-working day/days (National Holidays/Festival Holidays/ Week Ends) falling during the
period of earn leave (excluding the prefix and suffix) will also be treated as part of that leave. For example,
if leave is taken from Thursday to the following Sunday, then both Friday and Saturday would also be
counted as leave and the total leave would be (04) four days leave.
1.5.4 SickLeave (SU:
Sick Leave is fixed at 14 days per year with full pay. No accumulation / carry forward of sick leave shall be
allowed to the next year. Supervisor / Department / Division head is to be informed about absence due to
illness on the same day. For the first year of permanentship the sick leave calculation will be prorated
considering the permanentship date. Sick leave more than 14 days may be adjusted from earn leave
considering the availability. Employee will have to submit written leave application if s/he requires leave
more than the allotted leave in each category. Department / division head and SHR will approve such leave
adjustment.
Edison Group
January, 2014 Pages
EDISON/SHR/Jan/2014
1.5.5 Casual Leave (CL):
Casual leave is granted for absence from duty due to emergency causes. 10 days Casual leave is allowed to
each employee per year with full pay. Casual leave cannot be taken for more than 3 days at a stretch. More
than 3 days leave at a stretch will be considered as Earn Leave. Leave cannot be accumulated or carried
forward to the next year. For the first year of permanentship the casual leave calculation will be prorated
considering the permanentship date. Casual leave more than 10 days may be adjusted from earn leave
considering the availability. Employee will have to submit written leave application if s/he requires leave
more than the allotted leave in each category. Department / division head and SHR will approve such leave
adjustment.
1.5.6 Festival / Government Holidays:
The company maintains the government declared holidays. SHR will notify the festival / government
holidays from time to time as and when necessary.
1.5.7 CompensatoryLeave:
Any employee deprived of any weekly/ festival holidays due to company work shall be allowed
compensatory Holidayswith prior approval of Divisional / Departmental Head.
1.5.8 Maternity & Paternity Leave:
A female employee may be granted Maternity Leave with full pay for a period of 120 days (including
holidays) subject to the condition that the female employee has been in service of the Company for at least
(01) one year preceding the date of commencement of such leave and leave application must be presented
2 (Two) weeks before leave is due to begin. Maternity Leave will only be granted maximum twice to an
eligible employee who has no living children and one to an eligible employee with one child. No Maternity
Leave will be granted to an employee with two or more children.
Every permanent male employee shall be entitled to have (03) three days paternity leave for up to 02
children. To avail such leave concern employee will have to submit necessary supporting documentswith
hard copy application.
1.5.9 Leave on Probation/Intern/Apprentice Period:
Leave on probation/Intern/Apprentice period is discouraged by the management. However employees are
allowed to take certain leaves for unforeseen events during such period.
Probation period: In each month of probation period employees are allowed to take leave not more than
02 (two) days. Department / Division head may consider to allow more days leave without pay but that
should not exceed more than (07) seven days in amonth. If the employee has a tendency to enjoy leave
beyond this, his/her performance would be negatively rated.
Intern period: In each month of probation period employees are allowed to take leave at best 02 (two)
days. Department / Division head may consider to allow more days leave without pay but that should not
exceed more than (07) seven days in amonth.
Apprentice period: In each month of probation period employees are allowed to take leave at best 03
(three) days. . Department / Division head may consider to allow more days leave without pay but that
should not exceed more than (07) seven days in amonth. If the employee has a tendency to enjoy leave
beyond this, his/her performance would be negatively rated.
Contractual period: Contractual employee will be entitled for leave for fixed twenty four (24) days for one
(1) year starting from date of joining. But he/she cannot avail/enjoy more than three (3) days leave in a
single month. But on medical ground he/she can avail more leave subject to approval from Department /
Division Head. Leave proportionate calculation will be applied for Contractual employee with lessthan 12
(twelve) months. Leave more than 03 days in a month or 24 days in 01 year. Department/ Division head
may decide to consider leave without pay.
Edison Group
EDISON/SHR/Jan/2014
1.5.10Leave duringseparation:
If an employee wants to enjoy leave during notice period of separation, s/he can enjoy not more than 10
days subject to availability of earn leave. Department / division head will approve such leave.
1.5.11Leave without pay (LWP):
Leave without pay is highly discouraged by the management. If the employee has a tendency to enjoy
leave beyond the available leave, his/her performance would be negatively rated during performance
evaluation. Only for permanent employee, due to sickness of severe disease of the employee / or his
immediate family or parents LWP may be allowed but not more than 60 days in a calendar year. Employee
will have to submit written application mentioning the reason and necessary supporting of LWP and will be
approved by department / division head and SHR. The position can be considered as vacant if the
employee requires more than 60 days of continuous leave without pay. The Company may take any
decision for LWP for more than 60 days and such. Employee will not be entitled to enjoy mobile bill ceiling
limit and PF contribution benefit during LWP. An employee will avail the PF and mobile allowance upto 20
days of LWP. The employee would not be entitled of 1 month of these allowances for LWP from 21 to 50
days. For than 50 days, 2 months allowances would not be considered as entitlement. Benefit adjustment
would be made according to availability on that situation / month.
1.5.12Continuous Leave:
Employee can claim continuous leave due to sickness of severe disease of the employee / or his immediate
family or parents. Continuous leave cannot be taken for more than 30 days subject to availability of
allotted leave. Continuous leave more than 30 days will be considered as LWP. Employee will have to
submit written application mentioning the reason for continuous leave with necessary supporting and will
be approved by Department / Division head and SHR.
Edison Group
January, 2014 Pages