DEPUTATION POLICY

Version 1.0

&
FEDERAL BANK

POL/UAE/UAEOPS/2012/001 : Deputation Policy

Document Attributes
Title

Deputation Policy Bank Representatives

Reference

POL/UAE/UAEOPS/2012/001

Department

Banking Relations & Coordination

Document Controller

Business Excellence

Information Classification

Private

Current Version

1.0

Effective Date

October 1, 2012

Document Revision and Approval History

Version No.
1.0

Revision Date
October 1, 2012

Issue Date: October 1, 2012

Particulars
Initial Issue

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

SL. No

Table of Content

Page No

Company Policy

Guidelines for Deputation of Bank Officials:

Deputation Conditions

Reporting Procedure

Deputed Officials Responsibilities, Conduct & Obligations

Salary Disbursal

Expenses borne by UAE Exchange

Additional Facilities

Leave & Holidays

10

Responsibilities of Bank

11

Annexure I

Issue Date: October 1, 2012

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

Company Policy:
UAE Exchange promotes the deputation of officers from correspondent banks to its
branches, to enhance the remittance business between the institutions. The company
supports the initiative by providing reasonable facilities to the deputed officers. These
facilities have been standardized for all the bank representatives.
Guidelines for Deputation of Bank Officials:
We summarize below the guidelines for deputation of bank official(s). It is highly
recommended to have a thorough understanding of the information furnished hereunder
and comply with all the provisions thereof:
1.

Deputation Conditions:
i.

The Deputed Officer shall be of less than 35 years of age at the time of deputation.

ii.

The Deputed Officer shall have good communication skills and be adept in
English and his local language(s).
The tenure of Visa for Employment is 2 years and the deputed officer is required
to complete the full term. In case the bank wishes to call back the deputation they
may do so in mutual agreement with UAE Exchange. However it would be
accepted only after completion of ONE year of the Visa period. However, incase
the bank wishes to call back the official before completing a year of the
deputation then the bank shall be obliged to reimburse the cost incurred for the
deputation for the remaining months on prorate basis.
Extension of Visa (to another full term) may be approved only if both parties
agree upon it.

iii.

iv.

2.

Reporting Procedure:

The deputed officer shall report to In Charge - Banking Relations & Coordination Team
who will guide and monitor the performance of the representatives to achieve assigned
targets. Monthly targets will be assigned to bank representatives under the following
heads:

Number of Non resident accounts opened

Remittance volume to the parent bank

Furtherance to the above, the representative will be also assisting on the below listed:
Assistance to UAE Exchange for any operational issues relating to the parent
bank.
Assistance for arranging visits of officials from both the institutions.
3.

Deputed Officials Responsibilities, Conduct & Obligations:

i.

Reports: The deputed officer shall unfailingly submit periodical reports on the
marketing activities undertaken and the performance figures, as shall be instructed
by the UAE Operations.

ii.

Obligations: The deputed officer shall work exclusively for promoting remittances to
parent bank only through UAE Exchange.

Issue Date: October 1, 2012

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

iii.

Work Place: The deputed officer shall travel across the territory assigned; engaging
in branch visits/ customer visits and various marketing activities organized by UAE
Exchange marketing team. Representative shall not remain stationed to a branch.

iv.

General Conduct: The deputed officer shall abide by the rules applicable to the
staffs of the UAE Exchange until the period the representatives remain on the
company payrolls.

v.

The deputed officer shall abide by the laws of United Arab Emirates and shall not
indulge in any acts violating the same.

vi.

The deputed officer shall not act in any manner that will bring about ill-repute to
UAE Exchange or parent bank

vii.

Disciplinary Action: Any violation of the above guidelines may result in

disciplinary action against the representative, upto and including termination of visa.
Any such action against the representative shall be taken in consultation and mutual
agreement with the parent bank.

4.

Salary Disbursal:

i.

The parent bank will transfer the assigned salary of the deputed officer to UAE
Exchanges account which will be transferred by the UAE Exchanges payroll
department to his salary account*

ii.

The salary account will be closed once deputed officers tenure expires with UAE
Exchange.
* A salary account will be opened for the deputed officer by the UAE Exchanges payroll
department as per the Wage Protection System laid down by the Ministry of Labour, UAE.

5.

Expenses borne by UAE Exchange:

i.

Visa expenses: UAE Exchange shall arrange for Employment visa, (2 years tenure)
at its own cost. This visa shall facilitate the deputed representative to live and work
in UAE. The labour contract will be issued on the salary provided by the parent
bank to the deputed officer. Any assistance for bringing families of the
Representatives to UAE will not be provided by UAE Exchange. The visa status
shall remain the same during the full tenure of deputation and requests for any
upgrades including designation shall not be permitted.

ii.

Accommodation: UAE Exchange shall provide a sharing bachelor accommodation

to the deputed officials in the location that the UAE Exchange management may
consider relevant.
Deputed officer should abide with the accommodation rules & regulations set
by UAE Exchange management.

iii.

In case the deputed officer wishes to shift his assigned territory, the request has to be
placed to In Charge - Banking Relations & Coordination who shall coordinate for the

Issue Date: October 1, 2012

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

same. Appropriate decision will be taken on a case to case basis on such requests, in
consultation with the parent bank.
iv.

Insurance**: UAE Exchange provides insurance coverage to the deputed officer

under the current policy.
** Subject to change as per the UAE Exchange management decision.

6.
i.

Additional Facilities:
UAE Exchange shall provide support in terms of the following:

Provide printed visiting cards to the deputed officials.

Provide internet access through UAE Exchange Branches.

No Salary Certificate for personal finance, car loan and credit card to be issued.

ii.

UAE Exchange shall NOT provide any other facilities like Desk Space/Office
Space/ computer etc other than those mentioned above OR bear any other
expenses (Ex: Salary, Telephone Bills, Travel expenses, Food expenses etc)

7.

Leave & Holidays:

All leave has to be availed with prior intimation and approval of In-Charge Banking
Relations & Coordination with prior written notice from the parent bank.
i.

Annual Leave (AL): On successful completion of 1 year of deputation, official is

entitled for 30 days Annual Leave which can be availed once in a calendar year.
However the deputed officer shall not be eligible for the pocket allowance for the
said period.

ii.

No Other Leave other than Annual Leave shall be allowed by the company, unless
under unavoidable emergencies and as intimated by the parent bank.

iii.

Please note that for all leaves, requests has to be submitted to Banking Relations &
Coordination along with the leave confirmation from the parent bank, a week in
advance, who in turn, will pass it to the concerned officials for necessary action.
Formalities pertaining to the release of the passport / leave sanction must be strictly
followed.

iv.

Any extension in the approved leave should be intimated to In Charge - Banking

Relations & Coordination by the parent bank.

Issue Date: October 1, 2012

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

8.

Responsibilities of Bank:

The responsibilities of the bank with regard to deputation of officials are as stated below:
Bank shall ensure that the deputation conditions are duly met.

i.
ii.

Bank shall ensure that the deputed official is made aware of the guidelines mentioned
above with respect to his deputation.

iii.

Bank shall submit all documents required for visa processing (as detailed in Annexure
I). Further the bank shall advise the travel plans and the date of reporting of the
deputed officer, 10 days in advance, in order to make the necessary arrangements to
ensure a hassle free transit.

iv.

Bank shall ensure that the deputed official joins within the stipulated period of entry.
Failure to do so shall lead to automatic termination of visa. Reapplying visas in such
cases shall be at the expense of the parent bank.

v.

Bank shall ensure that the documents pertaining to the account opening (ATM
card/Passbooks/Cheques etc) shall not be carried at any circumstances in the Flight by
the officials on deputation, as it leads to confiscation of the Documents by the
Customs/ Airport Police at the Airports. All such documents must be couriered to the
representatives local address or to the UAEX branch where the account has been
opened.

ACCEPTANCE:
We hereby confirm that we have read the terms & conditions of deputation as laid down in
the Deputation Policy and accept the same.
Authorized Signatory of Bank:
Name & Designation

Signature

Date

Official To Be Sent On Deputation:

Name & Designation

Signature

Date

Issue Date: October 1, 2012

Type of Document: Private

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POL/UAE/UAEOPS/2012/001 : Deputation Policy

Annexure I:

Documents required for Employment Visa processing:

20 passport size photographs with Pure white background but Shirt Should be dark
Color.

Clear Color copy of the Passport (First Page, Last Page & ECR page or pages 2&3 if
Blank) and must be valid for minimum of 9 months from the time of processing the
visa)

Clear color copy of any ONE of the following document (Duly attested):
o

10th/12th/A-level/O-level/Degree/Provisional Certificate/Masters Degree Duly attested by UAE Embassy in that country and by the Ministry of Foreign
Affairs UAE. (Only copy is required)

Salary Certificate addressed to the Ministry of Labor, UAE favoring the deputed
officer in the letter head of the bank, certifying his employment and the amount he is
drawing as salary in the local currency in his home town. (Original required)

Details of Parents, Religion and Home country contact details of the official selected
for deputation. (email or letter)

Deputation policy duly signed by the Banks authorized signatory and the official
selected for deputation. (original required)

Issue Date: October 1, 2012

Type of Document: Private

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