XYX XYZ XXUU XIXUX PVT LTD. .

ADMINISTRATIVE
MANUAL

__________________________________________________________________________________________
Address of the Company :
 XYX XYZ XXUU XIXUX PVT LTD. .

VISON OF THE COMPANY

 
- Name of Head of Institution

__________________________________________________________________________________________
RULES AND REGULATIONS
GOVERNING EMPLOYMENT
AT
XYX XYZ XXUU XIXUX PVT.
LTD.,
KKKKKK
 CONTENTS
INTRODUCTION 1

SECTION 1
DEFINITIONS 2

SECTION 2
HIS TORY OF CHANGE 5
2.1 CHANGES IN POLICY 5
2.2 RATIONALE FOR CHANGE 5
2.3 KEY CHANGES 5
2.4 HUMAN RESOURCE REORGANISATION 6

SECTION 3
CORPORATE PHILOSOPHY AND CULTURE
3.1 CORPORATE HISTORY 7
3.2 VISION 7
3.3 MISSION 8
3.4 WORD OF HONOR 8

SECTION 4
EMPLOYMENT,POLICIES,RULES & PRACTICES
4.1 EMPLOYMENT APPLICATION 9
4.2 SELECTION AND RECRUITMENT 9
4.3 TRANSFER AND REASSIGNMENT 9
4.4 NON-DISCRIMINATION 10
4.5 NON-DISCLOSURE/CONFIDENTIALITY 10
4.6 NEW EMPLOYEE ORIENTATION 10
4.7 PROBATIONARY PERIOD FOR NEW EMPLOYEES 11
4.8 OFFICE HOURS/SHIFT TIMINGS 11
4.9 LUNCH PERIODS 12
4.10 BREAK PERIODS 12
4.11 PERSONNEL FILES 12
4.12 PERSONNEL DATA CHANGES 12
4.13 EMPLOYEE PERFORMANCE REVIEW&PLANNING SESSIONS 12
4.14 OUTSIDE EMPLOYMENT 13
4.15 CORRECTIVE ACTION 13
4.16 EMPLOYMENT TERMINATION 13
4.17 SUMMARY DISMISSAL - MISCONDUCT 14
4.18 AGE OF RETIREMENT 14
4.19 SAFETY 15
4.20 HEALTH-RELATED ISSUES 15
4.21 EMPLOYEE REQUIRING MEDICAL ATTENTION 15
4.22 BUILDING SECURITY 16
4.23 PERSONAL BELONGINGS 16
4.24 COMPANY PROPERTY 16
4.25 SUPPLIES; EXPENDITURES; OBLIGATING THE COMPANY 16
4.26 VISITORS IN THE WORKPLACE 17
4.27 IMMIGRATION LAW COMPLIANCE 17
4.28 INCLEMENT WEATHER AND EMERGENCY 17
SECTION 5
CODE OF CONDUCT 18
5.1 ATTENDANCE/ PUNCTUALITY 18
5.2 ABSENCE WITHOUT NOTICE 19
5.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT 19
5.4 TELEPHONE USE 19
5.5 INTERNET USE 19
5.6 USAGE OF ILLEGAL SOFTWARE 20
5.7 DRESS CODE 20
5.8 TOBACCO PRODUCTS 20
5.9 OFFICE CLEANLINESS 20
5.10 SUBSTANCE ABUSE 21
5.11 POWER/WATER SAVING 21
5.12 SAFETY PRECAUTIONS 21
5.13 PROTECTION OF ENVIRONMENT 21
5.14 GIFT OR FAVOR 22

SECTION 6
WAGE AND SALARIES POLICIES
6.1 BASIC PAY SCALES 23
6.2 SALARY 23
6.3 COMPUTATION OF DAILY AND HOURLY RATES 23
6.4 ANNUAL INCREMENT 24
6.5 LUMPSUM PAYMENT 24
6.6 OVERTIME 24
6.7 PAYDAYS 25
6.1 BONUS/EX-GRATIA 25

SECTION 7
EXPENSES REIMBURSEMENT POLICIES 26
7.1 EXPENSES REIMBURSEMENT 26
7.2 MOBILE PHONE 26
7.3 TRANSPORTATION EXPENSES 26
7.4 LOCAL CONVEYANCE ALLOWANCE 26
7.5 TRAVEL REIMBURSEMENT 27
7.6 FOREIGN TRAVEL RULES 27
7.7 TOUR REPORT 28
7.8 PARKING 28

SECTION 8
BENEFITS AND SERVICES
8.1 MEDICAL BENEFITS 29
8.2 MEDICLAIM INSURANCE 29
8.3 HOSPITALIZATION SCHEME 29
8.4 TAX DEDUCTION AT SOURCE 29
8.5 PROFESSIONAL TAX 29
8.6 EMPLOYEES PROVIDENT FUND 29
8.7 EMPLOYEES GRATUITY 30
8.8 VACATION/ LEAVE 30
8.8.1 PRIVILEGE LEAVE 30
8.8.2 CASUAL LEAVE 32
8.8.3 SICK LEAVE 32
8.8.4 MATERNITY LEAVE 32
8.8.5 PATERNITY LEAVE 32
8.6.6 EMERGENCY LEAVE 33
8. 6.7 PAYMENT IN LIEU OF VACATION/LEAVE 33
8. 6.8 LEAVE TRAVEL ALLOWANCE 33
8. 7 CONVEYANCE 33
8. 8 FOOD/SNACKS 33
8. 9 RECORD KEEPING 34
8. 10 PUBLIC HOLIDAYS 34
8. 11 TRAINING AND PROFESSIONAL DEVELOPMENT 34
8. 12 UNIFORMS, WORKING CLOTHES AND SAFETY SHOES 34

SECTION 9
EMPLOYEE COMMUNICATIONS
9.1 BOARD MEETINGS AND STAFF MEETINGS 36
9.2 BULLETIN BOARDS 36
9.3 SUGGESTION BOX 36
9.4 PROCEDURE FOR HANDLING COMPLAINTS 36
9.5 GRIEVANCES 37
9.6 PRESS RELATIONS 37
9.7 VIDEOGRAPHY/PHOTOGRAPHY 37

SECTION 10
BREACHES
10.1 BREACH OF CODE :CONDUCT,POLICIES,RULESPRACTICES 38
INTRODUCTION .

This Handbook will serve as a guide to the Terms and Conditions of Employment,
benefits and other related matters pertaining to the service of a staff of XYX XYZ XXUU
XIXUX Private Limited (PPPP), KKKKKK.

It supplements the Terms & Conditions of Employment as detailed in the staff contract
of service agreement.

The company reserves the right to amend, delete or annex any terms and conditions of
service as and when necessary. The Board of Directors will approve all changes to the
terms and conditions of service.

These terms and conditions will, where applicable, be subjected to the provisions of any
relevant Government legislation and its amendments.

The content of this book is to be kept strictly confidential and is intended to be used as
reference for the company and the staff.

Any doubt or query concerning the content of this handbook should be forwarded to the
Human Resource Department.
 2

SECTION 1 .

Definitions

1.1 “PPPP” shall mean XYX XYZ XXUU XIXUX PVT LTD.

1.2 ”COMPANY” shall mean XYX XYZ XXUU XIXUX Private Limited (PPPP). The
term “company” or “organization” may also be used interchangeably.

1.3 “MANAGEMENT” shall mean the Managing Director/Directors/General Manager

of the Company.

1.4 ”STAFF” shall mean employees, who are in the permanent employment of the
company. The term staff, or employee(s) may be used interchangeably to refer to the
same meaning.

1.5 “CONFIRMED STAFF” Confirmed staff means employees who have successfully
completed the probationary period and are confirmed in the permanent employment of
the company.

1.6 “IN WRITING” shall mean in a formal communiqué in the form of physical
document.

1.7 “BOARD OF INQUIRY” shall mean a group of Employees and/or outside persons
appointed by Management to hear and consider disputes. The Board shall comprise
members who are independent, unbiased and impartial to the dispute under
consideration.

1.8 “SUPERIOR” shall mean your immediate reporting officer shall mean any
Manager.

1.9 “DEPARTMENTAL MANAGER” shall mean a person who works for XYX XYZ
XXUU XIXUX PVT LTD., on a salaried basis and who have completed his/her
probationary period.
 3

1.10 “EMPLOYEE(S)”Employee(s) may include full-time Employees and others

employed with XYX XYZ XXUU XIXUX PVT LTD., who are subject to the control and
direction of XYX XYZ XXUU XIXUX PVT LTD., in the performance of their duties.
Employee(s) means any person who irrespective of the salary he/she earns in a month
has entered into a contract of service with XYX XYZ XXUU XIXUX PVT LTD.

1.11 "SALARY" shall mean basic salary and all other payments, if any, in cash
payable to an Employee for work done in respect of his/her contract of service but does
not include any payment by way of commission, subsistence, allowance and other
overtime payment.

1.12 “EMPLOYEES UNDER PROBATION” shall mean a new Employee whose

performance is being evaluated to determine whether further employment in a specific
position or with XYX XYZ XXUU XIXUX PVT LTD is appropriate. It is considered
necessary to engage staff on probation in order that their abilities and suitability be
affirmed in a work situation. The probationary period is up to three (3) months for all
staff, during which, his performance will be reviewed for confirmation. When an
Employee completes the probationary period, the Employee will be notified of his/her
new status with XYX XYZ XXUU XIXUX PVT LTD in writing. The company may at its
discretion extend the probationary period by another three months.

1.13 “PERFORMANCE REVIEW” shall mean the process wherein Employee’s

immediate superior will review the performance of each staff on a regular basis using
the Performance Review / Appraisal form.

1.14 “COMPANY PROPERTY” shall mean all XYX XYZ XXUU XIXUX PVT LTD
owned or leased property used by Employees.

1.15 “CONTROLLED SUBSTANCE OF ABUSE” shall mean any substance listed in

Schedules I-V of Section 202 of the Controlled Substance Act, as amended.

1.16 “DRUG” shall mean any chemical substance that produces physical, mental,
emotional, or behavioral change in the user.

1.17 “DRUG PARAPHERNALIA’ shall mean equipment, a product, or material that is

used or intended for use in concealing an illegal drug, or otherwise introducing into the
human body an illegal drug or controlled substance.
 4

1.18 “ILLEGAL DRUG” ” shall mean any drug or derivative thereof whose use,
possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal
or regulated under any federal, state, or local law or regulation.

1.19 “UNDER THE INFLUENCE Any drug, including – but not limited to – a
prescription drug, used for any reason other than that prescribed by a physician.
Inhalants used illegally. shall mean a state of not having the normal use of mental or
physical faculties resulting from the voluntary introduction into the body of an alcoholic
beverage, drug, or substance of abuse.“

1.20 OUTSTATION shall mean any state in India that is outside the state in which the
Company is located.

1.21 “OVERSEAS”shall mean any country outside India.

 5

SECTION 2 .

History of Change

2.1. Changes in Policy. This Employee’s Guide is designed to acquaint

Employees with XYX XYZ XXUU XIXUX PVT LTD (hereinafter referred as PPPP) and
provide the Employees with information about corporate philosophy, culture, policies,
rules and practices, working conditions and benefits affecting employment. The
information contained in this Employee’s Guide applies to all Employees. Abiding to the
terms and conditions described in this Employee’s Guide, is considered a condition of
continued employment. However, nothing in this Employee’s Guide alters an
Employee’s status. The contents of this Employee’s Guide shall not constitute nor be
construed as a promise of employment or as a contract between PPPP and any of its
Employees. The Employee’s Guide is a summary of the Company’s policies, which are
presented here only as a matter of information and guideline. All Employees are
responsible for reading, understanding, and complying with the provisions of this
Employee’s Guide. The Company’s objective is to provide the Employees with a work
environment that is constructive to both personal and professional growth. This
Employee’s Guide supersedes all previous Employee Handbooks and memos that may
have been issued from time to time on subjects covered in this Employee’s Guide.
However, since the Company’s business and organization are subject to change, the
Management reserves the right to interpret, change, suspend, cancel, or dispute with or
without notice, all or any part of our policies, procedures, and benefits at any time. The
Management will notify all Employees of these changes. Changes will be effective on
the dates determined by the Management, and after those dates, all previous policies
will be null and void. No other Employee aside from the Management has the authority
to change policies at any time. If any Employee is uncertain about any policy or
procedure, he/she is encouraged to speak with his/her direct Superior, Departmental
Manager or the Management.

2.2 Rationale for Change. The Company has been using an Office Manual that
was created in the year 2003. Since then the Company has undergone tremendous
change and growth. These quantitative and qualitative developments necessitated an
update to that manual.

2.3 Key Changes. Almost all aspects have been modified to make this as a
Official manual. This handbook has a “Definitions” page to facilitate easier and more
accurate reference to common terms used. Company policies & all benefits and day to
day governing rules are also more comprehensively mentioned.
 6

2.4 Human Resource Reorganisation. The Company has adopted a new set of
categorization for staff. This reorganization is to provide a fairer basis for performance
reviews, reassignment of duties and benefits and entitlements. The Company has also
stipulated that a formal performance review is to be held at least once a year whilst
informal ones can be conducted as and when deemed necessary.
7

SECTION 3 .

Corporate Philosophy and Culture

3.1 Corporate History. CCCCCCCCC, a ______________ based _____ Million

strong group, basically engaged in the multifarious business spheres like, Air-
conditioning, Road Projects, Real Estate, and Hospitality and in distribution of
comprehensive range of quality OEM and construction Machinery parts, over the last
three decades. As one of the major players in the _______________ Industry, situated
in ____________________, XYX XYZ XXUU XIXUX Co.., is the authorized distributor
for renowned brands in India namely M/S._____________ for ________,
_____________for fasteners & M/S. __________ Canada for _________ and end bits.
XYX XYZ XXUU XIXUX Pvt Ltd., a subsidiary of CCCCCCCC was formed on
December 01, 2002 with a strength of Four at KKKKKK. The company was Registered
under Companies Act on February 07 th, 2003 for Trading activities of ______________
spares. On January 23rd, 2004 the Company started business in a sprawling area of
56,000 Sq Ft in Whitefield, KKKKKK. To take the advantage of the acquired space and
to improve the quality of the product, a Meterrological Laboratory to determine the
physical composition of the components was established in February 2004. To improve
the quality of painting conforming to the international standards, painting facilities have
been started in the premises in May 2004. In January 2005, Mr. Vinod Kumar.R with
his innovative ideas joined the Company to lead the KKKKKK team to greater heights.
To support the vision of the Chairman of the Company, a Heat Treatment Plant with
Shot Blasting Facility has been established in April 2005. Within two years since
inception, the strength of the Company increased to Forty and has successfully
managed to enter into the foray of _____________ segment. To cater to the needs of
the growing Indian market we have established the most critical operation which
contributes 100% towards the performance of any GET items i.e. heat treatment and
testing facility for producing world class / custom design castings (especially tooth
points and adaptors) etc. The company employs principles and techniques of
Continuous Quality Improvement and emphasizes long-term Quality Partnerships with
customers and suppliers.
3.2. Vision. To make PPPP a professionally-managed, dynamic, vibrant, value
based organisation with exceptionally skilled, highly motivated human resources
committed to total customer satisfaction and face present & future challenges.
 8

3.3. Mission. To manufacture and sell products confirming to the prescribed quality
norms within time at a reasonably good price through a process that is professional, fair
and impartial. To supply products and to ensure 100% reliability and compatibility with
OEM standard to our customers, of high quality, that they would set the standard of
excellence for the industry and continually reinforce our standing as an industry leader.
To achieve ______________ per year production by _____ and establish as a major
player in _______________ Industry.

Word of Honor. It is the duty of every employee to put in his/her efforts to

achieve higher productivity standards :
3.4.1 To make optimum utilization of resources at Company’s disposal and to ensure
company’s survival & growth.
3.4.2 To offset rising costs to improve Company’s competitiveness and earning
capacity.
3.4.3 That the concerned employees would also carryout work incidental to their jobs
wherever necessary and possible.
3.4.4 Every employee to carryout jobs assigned himself/herself, with additional
assistances only where it is absolutely required.
3.4.5 To wholeheartedly support the efforts & endeavours of the company for
improvement of production/productivity.
 9

SECTION 4 .

Employment, Policies, Rules and Practices

4.1 Employment Application. The Company rely upon the accuracy of

information contained in the employment application and the accuracy of other data
presented throughout the hiring process and employment. Any misrepresentations,
falsifications, or material omissions in any of this information or data may result in
exclusion of the individual from further consideration for employment or, if the person
has been hired, termination of employment.

4.2. Selection and Recruitment. Selection and recruitment of Employee shall be

made on an open competitive basis in accordance with the needs of the Management.
All executive appointments shall be made by Management or the Board of Directors.
When an applicant is successfully appointed, he/she shall be given a letter of
appointment signed by Management and/or a Superior authorized by Management.
Additional Employee shall only be recruited when adequate justification is satisfied by
the Management. Successful applicants, if required, may at the discretion of
Management, have to undergo a medical examination. All Employees have to submit all
their original certificates as determined by the Management to the company before
commencement of their service and the same will be returned to them immediately after
scrutinisation. In case original certificates/documents to be retained by the
Management, for whatsoever reason, the same will be handed over to the personnel
department for which an acknowledgement will be provided to the individual. The
original certificates and documents will be returned to the Employee as and when the
formalities are over.

4.3. Transfer and Reassignment. An employee may be transferred, assigned or

seconded from one department, location, branch to another or from one company,
subsidiary or associate company to another, existing now or in the future, in India or
abroad. He may also be required to undertake additional duties apart from the normal
duties of the post to which he is appointed. An Employee may request for transfer from
one working place to another, however, transfer of Employees shall be the prerogative
of the Management and shall not be disputed. An Employee may be reassigned,
subject to performance of his/her duties and on the recommendation by his/her Superior
and/or Departmental Manager. All recommendations for reassignment shall be
determined by the Management as and when required.
 10

4.4. Non-Discrimination. In order to provide equal employment and advancement

opportunities to all Employees, employment decisions at the Company will be based on
merit, qualifications, and abilities. The Company does not discriminate in employment
opportunities or practices because of race, color, religion, sex, national origin, age or
disability. The Company will make reasonable accommodations for qualified individuals
with known disabilities unless doing so would result in an undue hardship. This policy
governs all aspects of employment, including selection, job assignment, compensation,
discipline, termination, and access to benefits and training. Employees with questions or
concerns about discrimination in the workplace are encouraged to bring these issues to
the attention of their Superior, or the Management. Employees can raise concerns and
make reports without fear of reprisal. Anyone found to be engaging in unlawful
discrimination will be subject to disciplinary action, including termination of employment.

4.5 Non-Disclosure/Confidentiality. The protection of confidential business

information and trade secrets is vital to the interests and success of the Company. Such
confidential information includes, but is not limited to, the following examples:
Compensation data, Financial information, Marketing strategies, Pending projects and
proposals, Proprietary production processes, Personnel/Payroll records, and
Conversations between any persons associated with the Company. All Employees may
be required to sign a non-disclosure agreement as a condition of employment, if the
Company sees this as necessary. Any Employee who improperly use or disclose trade
secrets or confidential business information will be subjected to disciplinary action,
including termination of employment and legal action, even if he/she does not actually
benefit from the disclosed information.

4.6 New Employee Orientation. New Employee Orientation is a formal

welcoming process that is designed to make the new Employee feel comfortable,
informed about the Company, and prepared for the role in his/her new position. New
Employee orientation shall be conducted and shall include an overview of the
Company’s history, an explanation of its core values, vision, and mission; and its goals
and objectives. In addition, the new Employee will be given an overview of benefits, tax,
and legal issues, and to complete any necessary paperwork. The orientation shall be
conducted by his/her immediate Superior, Manager or a Personnel Department
representative.
 11

4.7 Probationary for New Employees. The specific probationary period shall
be stated in the Letter of Appointment. During this time, Employees have the
opportunity to evaluate the Company as a place to work and his/her Superior have the
first opportunity to evaluate the Employee. During this probationary period, both the
Employee and the Company have the right to terminate employment by giving one
week’s notice. For Managerial Staffs the notice time during probationary period is one
month. Upon satisfactory completion of the probationary period, a review will be given.
Probationary Employees are expected to meet and maintain the Company standards for
job performance and behavior (See Section 5, Code of Conduct). During the period of
probation, no leave will be granted. However, the leave applicable to the employee for
the probation duration will be accounted for on completion of such period.

4.8 Office Hours/Shift Timings. The Company’s office hours are from 9.00 a.m.
to 5.30 p.m. Mondays through Saturday, except for Holidays. For Management,
Executive & Administrative Categories 2nd & 4th Saturdays will be holidays. The
standard workweek is Forty eight (48) hours of work. Certain employees whose
services are required throughout the working period will have to operate on a shift basis
such that no employee is required to work for more than 9hrs a day subject to
exigencies of work. The shifts of such employees will be decided after deliberation by
the management which will be binding on all employees. Requests for change of shifts
will be considered only if appropriate slots are available without compromising on the
quality of the work concerned. All employees are required to observe the normal hours
of work. The management may at its discretion re-arrange the prescribed working days
and hours depending on operational needs.

Shift Timings Recess Effective Working Hrs/Day

I 06.00 AM to 30 Minutes 7 Hrs 50 Minutes

2.20 PM

II 2.20 AM to 30 Minutes 7 Hrs 30 Minutes

10.20 PM

III 10.20 PM to 30 Minutes 7 Hrs 10 Minutes

6.00 AM

General 9.00 AM to 30 Minutes 7 Hrs 50 Minutes

5.20 PM
Rotation of shift shall be normally at the end of every week. Punching of attendance
cards will be done at the start of shift after change of clothes and at the close of the shift
before change of clothes.
12

4.9 Lunch Periods. Employees are allowed a half hour lunch break. Lunch
breaks are generally taken between the hours of 12.30pm and 2.30pm on a staggered
schedule (approved by Management) so that the company remains operational during
the lunch hour.

4.10 Break Periods. The Company does not provide any break for Employees
during office hours except for the above outlined lunch period as in Section 4.9. Tea
breaks and coffee breaks are as such not allowed. Breakfast during the office hours is
also not allowed. Prior approval from a Superior or Manager is necessary for such a
break, if so required. If an Employee have unexpected personal business to take care
of, he/she must notify his/her direct Superior to discuss time away from work and make
provisions as necessary. Personal business shall be conducted on the Employee’s own
time. Employees who do not adhere to the break policy will be subject to disciplinary
action.

4.11 Personnel Files. Employee personal files include the following: job
application form, resume, copy of the acknowledgement letter of submission of original
certificates, records of participation in training events, salary history, records of
disciplinary action and documents related to Employee performance reviews, coaching,
and mentoring. Personnel files are the property of the Company, and access to the
information is restricted. Only management personnel of the Company who have a
legitimate reason to review the file are allowed to do so. Employees who wish to review
their own file should contact their Superior or Personnel Department. With reasonable
advance notice, the Employee may review his/her personnel file in Company’s office
and in the presence of their Superior or Personnel Department Representative.

4.12 Personnel Data Changes. An Employee’s personal data should be accurate

and current at all times. It is the responsibility of each Employee to promptly notify their
Superior or Personnel Department of any changes in personnel data such as: (a)
Mailing address, (b) Residential address, (c) Telephone numbers, (d) Change in marital
status, (e) Income tax number, (f) Name and number of dependents, and (g) Individuals
to be contacted in the event of an emergency.

4.13. Employee Performance Review and Planning Sessions . Superiors

shall conduct formal performance reviews and planning sessions with all full-time and
part-time Employees at least once every financial year, after confirmation of service.
Superiors may conduct informal performance reviews and planning sessions more often
if they so require. Performance reviews and planning sessions are designed for the
Superior and the Employee to discuss his/her current job tasks and areas of
improvement, encourage and recognize attributes, and discuss positive, purposeful
approaches for meeting work-related goals. Together, Employee and Superior discuss
13

ways in which the Employee can accomplish goals or learn new skills. The planning
sessions are designed for the Employee and his/her Superior to make and agree on
new goals, skills, and areas for improvement. The Company directly links wage and
salary increases with performance of work. The Employee’s performance review and
planning sessions will have a direct effect on any changes in his/her compensation. For
this reason among others, it is important to prepare for these reviews carefully, and
participate in them fully. New Employees will be reviewed at the end of their
probationary periods. After the initial review, the Employee will be reviewed yearly.

4.14. Outside Employment. Employees are not allowed to hold outside jobs even
in non-related supplier/customer community and society or professions regardless of
whether the Employee have met the performance standards of their job description.
Unless otherwise approved by the Company, Employees engaged in alternative work
(part time or full time), will be subject to the Company’s disciplinary action or termination
of employment.

4.15 Corrective Action. Employees are expected to adhere strictly to the work
rules and code of conduct . When an Employee deviates from these rules and
standards, the Employee’s Departmental Manager shall take corrective action.
Corrective action shall be progressive. That is, the action taken in response to a rule
infraction or violation of standards, typically follows a pattern increasing in seriousness
until the infraction or violation is corrected. The usual sequence of corrective actions
includes an oral warning, a written warning, probation, and finally termination of
employment. In deciding which initial corrective action would be appropriate, the
Departmental Manager will consider the seriousness of the infraction, the
circumstances surrounding the matter, and the Employee’s previous record.

4.16 Employment Termination. Termination of employment is an inevitable part

of personnel activity within any organization, and many of the reasons for termination
are routine. Below are a few examples of some of the most common circumstances
under which employment is terminated:
Resignation – voluntary employment termination initiated by an Employee.
Termination – involuntary employment termination initiated by the Company.
Layoff – involuntary employment termination initiated by the Company for non-
disciplinary reasons.
 14

When a confirmed Employee intends to terminate his/her employment, he/she shall give
the Company a written notice in accordance with the appointment letter. For
Employees under probation, please refer to section 4.7. Any Employee who terminates
employment shall return all files, records, keys, and any other materials that are
property of the Company to immediate Superior. No final settlement of an Employee’s
pay will be made until all items are returned in appropriate condition and payment in
lieu, of any, is fully settled and a no dues certificate is issued by the accounts and
personnel dept. The cost of replacing non-returned items will be deducted from the
Employee’s final pay cheque. If the deduction from the Employees’s final cheque is
insufficient, the Employee is required to settle the outstanding before leaving the
Company. Furthermore, any outstanding financial obligations owed to the Company will
also be deducted from the Employee’s final cheque. All accrued vested benefits that are
due and payable at termination will be paid. Managerial designatories will have to give
a written notice of Three months prior to resignation from service while other employees
will have to give a written notice of one month prior to resignation from service.
However once a notice is given, The management reserves the right to prematurely
terminate the employment under certain conditions such as 1) A suitable replacement
is found in which case all accrued benefits will be paid to the employee upto the date of
termination 2) The Employee’s conduct with fellow employees and the management is
not cordial and respectful in which case premature termination of employment without a
board of inquiry will be observed uniformly for all employees. In such cases the
management will decide on a case by case basis if the accrued benefits will be paid at
all and if paid whether in full or in part. Though committed to a progressive approach to
corrective action, certain rule infractions and violations of standards are grounds for
immediate termination of employment. These include but are not limited to: theft in any
form, insubordinate behavior, vandalism or destruction of Company property
,inadequate care of company equipment, the use of Company equipment and/or
Company vehicles without prior authorization from Management, untruthfulness about
personal work history, skills, or training, divulging Company business practices, and
misrepresentations of the Company to a contractor/supplier, a prospective customer,
the general public, or an Employee.

4.17 Summary Dismissal – Misconduct. An employee is liable to be summarily

dismissed if, at any time he or she is, in the opinion of the management detrimental to
the interest of the company, or found guilty of misconduct or of willful and persistent
disobedience or fail to perform diligently duties assigned.

4.18 Age of Retirement. Employees are required to retire from service on

attaining the age of 58 years
 15

4.19 Safety. The Company provides information to Employees about workplace

safety and health issues through regular internal communication such as: (a) Training
sessions (b) Team meetings (c) Bulletin board postings (d) Memorandums (e) Other
written communications. Each employee is expected to obey safety rules and is
exercise caution and common sense in all work activities. Employees must report any
unsafe conditions to their superior. Employees must also take due care of the
instruments and equipment provided to them and any alteration in the working
parameters of the equipment suggestive of malfunction of the equipment should be
brought to immediate notice of their superiors. Each employee is responsible for safe
keeping and daily maintenance of the equipment provided to them and in case of
equipment malfunction it is the employee’s responsibility to follow up with the respective
equipment service and maintenance provider for suitable corrective action at the
earliest.

4.20 Health-Related Issues. Employees who become aware of any health-related

issue, including pregnancy, should notify their Superior, and/or Departmental Manager,
and Personnel Department of health status. This policy has been instituted strictly to
protect the Employee. A written “permission to work” from the Employee’s doctor may
be required at the time or shortly after notice has been given. The doctor’s note should
specify whether the Employee is able to perform regular duties as outlined in his/her job
description. A leave of absence may be granted on a case-by-case basis. If the need
arises for a leave of absence, Employees should notify their Superior and/or
Departmental Manager and/or Personnel Department. An Employee suffering from
serious infectious and contagious disease such as Hepatitis, Aids, Tuberculosis, shall
immediately report such infection to Management.

4.21. Employee Requiring Medical Attention. In the event an Employee

requires medical attention, whether seriously injured or becoming sudden ill while at
work, the Employee’s personal physician or family member shall be notified
immediately. If it is necessary for the Employee to be seen by the doctor or go to the
company, a family member shall be called to transport the Employee to the appropriate
facility. If an emergency arises requiring Emergency Medical Services to evaluate the
injury/medically unfitness of an Employee on-site, the Employee will be responsible for
any transportation charges. Furthermore, Employees shall not be responsible for
transportation of another Employee due to liabilities that may occur. A physician’s
“return to work” notice may be required.
 16

4.22. Building Security. All Employees who are issued keys to the office are
responsible for their safekeeping. These Employees will sign a Register kept for the
purpose upon receiving the key. Employees who are not authorized to the issued keys
are not allowed to duplicate the office keys. Actions shall be taken against anyone who
breaks the rules. The last Employee, or a designated Employee, who leaves the office
at the end of the business day assumes the responsibility to ensure that all doors are
securely locked and all appliances and lights are turned off with exception of the lights
normally left on for security purposes. Where applicable, the Employee shall ensure that
the alarm system is armed and air-conditioners are set on appropriate evening and/or
weekend setting. Each Employee is expected to obey safety rules and exercise caution
and common sense in all work activities. Employees must immediately report any
unsafe conditions to their Superior. Employees who violate safety standards, cause
hazardous or dangerous situations, or fail to report, or where appropriate, remedy such
situations, may be subject to disciplinary action including termination of employment. In
the case of an accident that results in injury, regardless of how insignificant the injury
may appear, Employees should notify their Superior, and/or manager (See Section
4.21, Employee Requiring Medical Attention).

4.23. Personal Belongings. All Employees are responsible for their own personal
belongings and properties left at the office. The Company assumes no liabilities for any
loss or damage to personal belongings and property.

4.24. Company Property. The Company’s office space, equipment, materials and
other properties shall be used only for PPPP business. Employee who uses the
Company’s portable property such as Mobile Phones, Laptop, Video Projector, Camera
and Video Camera are responsible for the safekeeping of these equipments. The
Employee will be held responsible for any loss or damage to these portable properties.
Cost of replacement or repair will be borne by the Employee.

4.25. Supplies; Expenditures; Obligating the Company. Only authorized

persons may purchase supplies in the name of the Company. No Employee whose
regular duties do not include purchasing shall incur any expense on behalf of the
Company or bind the Company by any promise or representation without written
approval from Management.
 17

4.26. Visitors in the Workplace. To provide for the safety and security of
Employees, visitors, and the Company’s facilities, only authorized visitors are allowed in
the workplace. Restricting unauthorized visitors helps ensure security, decreases
insurance liability, protects confidential information, safeguards Employee welfare, and
avoids potential distractions and disturbances. All visitors must enter through the main
reception area, accompanied by the staff who is playing host to the visitor. Authorized
visitors will be escorted to their destination and must be accompanied by an Employee
at all times. The visitors must not wander around the office unaccompanied.

4.27. Immigration Law Compliance. The Company only employs Indian citizens
and individuals with approved work permit authorized to work in India in compliance
with the Immigration Reform and Control Act. Where applicable, Employee in countries
outside India will have to abide by the respective country’s immigration law.

4.28. Inclement Weather and Emergency. At times, emergencies such as

severe weather, fires, or power failures can disrupt Company operations. The decision
to close the office will be made by the Management of PPPP. When the decision is
made to close the office, Employees will receive official notification from Management.
The discretion to compensate such loss of man hours wholly or partly will be of the
Management of PPPP.
 18

SECTION 5 .

Code of Conduct. The work rules and code of conduct are very important, and
the Company regards them seriously. All Employees are urged to become familiar with
these rules and code of conduct. In addition, Employees are expected to follow the
rules and code of conduct faithfully in doing their own jobs and conducting the
Company’s business. Any Employee who deviates from these rules and conduct will be
subject to corrective action, up to and including termination of employment (See Section
4.15, Corrective Action). While not intended to list all the forms of behavior that are
considered unacceptable in the workplace, the following are examples of rule infractions
or misconduct that may result in disciplinary action, including termination of
employment. Theft or inappropriate removal or possession of property; Working under
the influence of alcohol or medically illegal drugs ; Possession, distribution, sale,
transfer, or use of alcohol or medically illegal drugs in the workplace ; Fighting or
threatening violence in the workplace; Boisterous or disruptive activity in the workplace;
Negligence or improper conduct leading to damage of Company-owned or customer-
owned property; Insubordination or other disrespectful conduct; Violation of safety or
health rules; Smoking in the workplace is permitted is designated areas ; Sexual or
other unlawful or unwelcome harassment ; Excessive absenteeism or any absence
without notice ; Unauthorized use of telephones, or other Company-owned equipment ;
Using Company equipment for purposes other than business (i.e. playing games on
computers or personal Internet usage); Unauthorized disclosure of business “secrets” or
confidential information; Violation of personnel policies; Offering and accepting bribes,
kickbacks and other illegal payments.

5.1 Attendance/ Punctuality. All Employees are expected to be regular and

punctual in attendance. This means being in the office, ready to work, at their starting
time each day (See Section 4.8, Office Hours). Absenteeism and tardiness places a
burden on other Employees and on the Company. If an Employee is unable to report for
work for any reason, he/she shall notify his/her Superior before 08.00am of that day or
two hours prior to reporting to duty, whichever is earlier. The Superior is then
responsible to inform Personnel Department. The Employee is responsible for
speaking directly with his/her Superior about his/her absence. It is not acceptable to
leave a message on a Superior's voice mail or through another Employee except in
extreme emergencies. Should undue tardiness become apparent, disciplinary action
may be required. If there comes a time when an Employee sees that he/she will need
to work some hours other than those that make up his/her usual work week, notify
his/her Superior at least one(1) working day in advance. This is to ensure that
Employee gets permission to enter office premises and also to attract assistance from
other Employees.
 19

5.2 Absence without Notice. When an Employee is unable to work owing to

illness or an accident, the Employee shall notify his/her Superior. This will allow the
Company to arrange for temporary coverage of the Employee’s duties, and to help
other Employees to continue work in his/her absence. If the Employee does not report
for work and the Company is not notified of his/her status, it will be assumed after two
consecutive days of absence that the Employee has breached the contract of
employment. If an Employee becomes ill while at work or must leave the office for some
other reason before the end of the workday, he/she shall inform his/her Superior of the
situation who will then inform Personnel Department.

5.3 Harassment, including Sexual Harassment. The Company is committed

to providing a work environment that is free of discrimination and unlawful harassment.
Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age,
religion, or any other legally protected characteristic will not be tolerated. If an
Employee believes that he/she have been the victim of harassment, or know of another
Employee who has, report it immediately. Employees can raise concerns and make
reports without fear of reprisal. Any Superior who becomes aware of possible
harassment should promptly advise Management or the Personnel Department
Representative who will handle the matter in a timely and confidential manner.

5.4 Telephone Use. The Company’s telecommunication facilitiies are intended

for the use of serving the Company customers and in conducting the Company’s
business. Personal usage during business hours is discouraged except for extreme
emergencies. All personal telephone calls should be kept brief to avoid congestion on
the telephone line. To respect the rights of all Employees and avoid miscommunication
in the office, Employees must inform family members and friends to limit personal
telephone calls during working hours. If an Employee is found to be deviating from this
policy, he/she will be subject to disciplinary action (See Section 4.15, Corrective Action).

5.5 Internet Use. Employees are allowed use of the Internet and e-mail when
necessary to serve our customers and conduct the Company’s business. Employees
may use the Internet when appropriate to access information needed to conduct
business of the Company. Employees may use e-mail when appropriate for Company
business correspondence. Use of the Internet must not disrupt operation of the
Company computer network. Use of the Internet must not interfere with an Employee's
productivity. Employees are responsible for using the Internet in a manner that is ethical
and lawful. Internet messages are public and not private. The Company reserves the
right to access and monitor all files and messages on its systems.
 20

5.6 Usage of Illegal Software. Employees are not allowed to use Company’s
computer system to download or install illegal or unauthorized programs, software or
data. In case it is found that any illegal software has been downloaded in any system,
the person operating the particular computer will be held responsible for the lapse and
necessary disciplinary action will be initiated against him/her.

5.7 Dress Code. While the Company do not wish to limit the Employee's
expressions of taste and individuality, the Employee's must be aware that what the
Employee wear to work is a reflection of the Employee’s own professionalism and that
of the Company. Employee is to be dressed appropriately for the type of business and
the Employee’s position in particular. In addition, certain requirements must be
observed. Clothing should not be provocative (e.g. low-cut, revealing and extremely
tight fitting). The Employee’s clothing should not be hazardous to his/her own safety
(e.g. open-toed shoes/sandals). Extremely casual dressing is generally not considered
appropriate for work. Management considers the following examples, on its own, as
inappropriate working attire : -strap outfits, Tank tops or revealing blouses, Short mini
skirts, Pedal pushers and T – shirts. Obviously, a professional appearance is especially
important for those Employees who at any time come in contact with clients and/or
potential customers. Please use good judgment and good taste, remembering rightly or
wrongly, people do judge the Employee as the organization, based in part of the
Employee’s appearance.

5.8 Tobacco Products. The use of tobacco products is not permitted anywhere
in the Company’s premises except in authorized and designated locations. Employees
must follow all rules posted in designated smoking areas and adhere to all policies
associated with this policy (See Section 4.19, Safety).

5.9 Office Cleanliness. The Company attaches considerable importance to the

cleanliness of the office as it is impossible to obtain neat and methodical work if the
office itself is untidy. Employees are expected to be responsible enough to keep their
surroundings in best possible housekeeping and see that at the end of the working day,
their workstations are left clean and tidy. Factory premises shall be kept clean and free
from effluvia arising from any drain, privy or other nuisance. Accumulation of dirt and
refuse shall be removed daily by sweeping or by any other effective method from the
floors and benches of workrooms and from staircases and passages, and disposed of in
a suitable manner. The floor of every workroom shall be cleaned at least once in every
week by washing, using disinfectant, where necessary, or by some other effective
method;
 21

5.10 Substance Abuse. The Company is committed to providing a safe and

productive workplace for its Employees. In keeping with this commitment, the following
rules regarding alcohol and drugs of abuse have been established for all Employees,
regardless of rank or position, including both regular full time, probationary and
temporary Employees. The rules apply during working hours to all Employees while
they are on the Company’s premises or elsewhere on official business. The
manufacture, distribution, possession, sale, or purchase of controlled substances of
abuse on the Company’s property is prohibited. Being under the influence of medically
illegal drugs, alcohol, or substances of abuse on the Company’s property is prohibited.
Working while under the influence of prescription drugs that impair performance is
prohibited. Consistent with the rules listed above, any of the following actions
constitutes a violation of the Company’s policy on drugs and may subject an Employee
to disciplinary action, up to and including immediate termination. • Using, selling,
purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia,
or attempting to/or assisting another to do so, while in the course of employment. •
Working or reporting to work, conducting Company business or being on Company
property while under the influence of an illegal drug or alcohol, or in an impaired
condition.

5.11 Power/Water Saving. It is the responsibility of each employee to save Power

and Water. All machineries, lights and electrical installations will be switched off when
not in use. Prior to leaving their work place, each individual should ensure that all
switches are put off. Though adequate water will be provided to the employees, it is
expected that employees do not waste the water and whenever any leakage of water is
found the same will be reported Admin Department immediately.

5.12 Safety Precautions. Adequate safety precautions to be observed with

reference to each machinery will be separately issued by the Shop Floor in charge and
other installation supervisors. However, all employees should observe basic safety
precautions while moving inside the premises and any violation of Safety aspects will be
seriously viewed.

5.13 Protection of Environment. We have borrowed this world from our children
and it has to be returned to them without causing any damage to the environment. We
in XYX XYZ XXUU XIXUX Pvt Ltd., pledge to preserve the environment and undertake
not to involve ourselves in any activities that may pollute the Air, Earth and other
substances. All norms as prescribed by Pollution Control Department will be strictly
adhered to. Effective arrangements shall be made for the treatment of wastes.
 22

5.14. Gift or Favor. It is the policy of the company that no employee or any member
of his immediate family will accept any form of gifts or favors from contractors,
suppliers, clients/customers, or any other party having business dealings with the
company. However, in such circumstances where it is customary to do so, employees
are permitted to accept such gifts of nominal value or favors provided that such gifts or
favors are not extended and/or accepted for the purpose or with intention of :-

5.14.1. Influencing any present or future act decision by that employee.

5.14.2. Inducing such employee to perform or omit any act in violation of his
proper duties and responsibilities.

5.14.3. Inducing such employee to use or direct any other person to use his
influence with a government, or any of its representatives, divisions or agencies to
affect or influence any act or decision of any such government, representative, division
or agency and in any or all of the above cases, for the purposes of expediting,
benefiting, prejudicing or affecting in any way whatsoever whether directly or indirectly
the business dealings or relationship of the gift giver with the company.

5.14.4. For the purpose of this section, “Nominal Value’ of a gift is defined as the
sum of the gift(s) having the aggregate monetary value of not more than Rupees Three
Hundred only (Rs 300). Employees are required to report to their respective Head of
Department on all gifts or favors received which exceed the above nominal value.

5.14.5. Any employees in doubt as to the nature or purpose of the gift or favor
must consult the HR Manager who will decide, either in consultation with or through his
own accord, the course of action in respect of such gift or favor. Gifts which cannot be
accepted by the employee will be:-

(i) returned to the donor; or

(ii) if such return is not possible or impracticable, the company will retain the same
for distribution to recognized charitable organizations.
 23

SECTION 6 .

Wage and Salaries Policies

Basic Pay Scales

6.1 Employees will be placed into following categories/subcategories with reference

to their qualification, experience, nature of work and performance. A detailed instruction
in this regard will be issued separately.

6.1.1. Managerial Designatories. All professional and management graduates

appointed in managerial posts will be placed in Grades M1, M2, M3 & M4.

6.1.2 Executive Cadre. Specialized category of employees in executive

appointments will be graded as E1, E2, E3 & E4.

6.1.3 Administrative Employees. Administrative Assistants, Secretaries, Data Entry

operators possessing degree from a recognized university will be in Grades A1, A2, A3
& A4.

6.1.4 Technicians. Individuals holding a Diploma from recognized Institute will be

placed in Grades T1, T2, T3 & T4 in accordance with their qualification and technical
expertise.

6.1.5 Skilled Employees. Employees like Welders, Fitters, Machine Operators,

Painters, Helpers etc and office Boys, Drivers will be placed in grades S1, S2, S3, S4 &
S5.

6.2 Salary. Salary means the amount of monthly basic remuneration paid by the
company for services rendered solely to the company by the staff. It also refers to the
basic pay, which the staff is entitled to according to grade and pay range formulated by
the company from time to time and it does not include any fixed or variable allowances,
bonus, subsidies or any other benefits in kind.

6.3 Computation of Daily and Hourly Rates. For the purpose of

computation/deduction of daily rate, the monthly Basic Pay/Dearness Allowance
payable per month shall be divided by 30. For the purpose of computation of the hourly
rate, the daily rate so arrived at shall be divided by 8.
 24

6.4 Annual Increment. Increment will be granted to confirmed employees of

the Company each year on 1st April subject to the efficiency in work, attendance and
conduct being found satisfactory. Each Employee’s hourly wage or annual salary shall
be reviewed during the formal performance review and planning session which shall be
conducted at least once each year (See Section 4.13, Employee Performance Review
and Planning Session). This session shall be conducted at the end of the financial year.
Such reviews may be conducted more frequently for a newly created position, or based
on a recent reassignment. Increments will be determined on the basis of performance,
adherence to Company policies and procedures, and ability to meet or exceed duties
per job description and achieve performance goals. Although the Company’s salary
ranges and hourly wage schedules will be adjusted on an ongoing basis, the Company
is not obliged to grant “cost of living” increases. Performance is the key to wage
increments in the Company.

6.5 Lumpsum Payment. To certain employees, a Lump sum payment as

decided by the management will be disbursed based on their valuable contribution
rendered to the company. Lump sum payment is not a right and is prerogative of the
management to identify and award lump sum payment to an employee.

6.6 Overtime. Overtime payment is provided to employees whose Basic salary is

less than Rs ___________ . Overtime is calculated for all hours worked over 48 hours
per week . Time off on personal time, holidays, or any leave of absence will not be
considered hours worked when calculating overtime. In addition, vacation time does not
constitute hours worked. Certain employees staying in the company overnight having
been provided single accomodation will not be able to claim overtime for their stay at
the company beyond their duration of actual work. All overtime work performed by an
hourly Employee must receive Management’s prior approval. Overtime worked without
prior approval from the Superior will result in no compensation for overtime worked. The
Superior's signature on a timesheet authorizes compensation for overtime hours
worked. Full-time Employees may be required to work overtime at any time and on any
day to meet exigencies of service. Any Employee so notified shall not refuse to work
overtime except for reasons acceptable to the Management. . Unauthorized overtime
work will not be compensated. Compensation will be in the form of one day off for
every 8 hrs of accumulated overtime on the days specified by the management when
the work load is relatively free. In case the management is unable to provide the day off
for any specified reason, overtime pay may be provided to the employee at the same
rate as the double of normal daily or hourly rate of the employee.
 25

6.7 Paydays. All Employees shall be paid monthly on a scheduled payday, usually
on the 3rd day of the subsequent month. In the event that a regularly scheduled payday
falls on a weekend or holiday, Employees shall receive pay on the next day of
operation. The Company pays Employees by way of a direct credit into the Employee’s
bank accounts with ICICI Bank. Employees shall be notified, in the event of a change in
the Company’s bankers. The salary is credited into respective Employees accounts at
ICICI Bank after deduction of Tax, instalments towards loans and advances and other
mandatory contributions, For certain category of employees the salary will be given in
cash as decided by the Management.

6.8 Bonus/Ex-Gratia. Payment of bonus is the discretion of the Management.

However, employees within the coverage of the “Payment of Bonus Act” will be paid
bonus as per the statutory requirements. Employees dismissed on disciplinary reasons
will not be entitled to bonus payment. Unpaid leave is considered as non-active
employment period and will be excluded for the purpose of bonus calculation. Bonus
may be paid according to performance of the permanent full time confirmed Employee
and Company at the sole discretion of the Management. Any Employee who has
tendered his/her resignation and left service before any payment of bonus is declared
shall not be entitled to such payment irrespective of the period he/she has worked
during the year for which the bonus is declared. Bonus is only declared after Company’s
financial year-end.
 26

SECTION 7 .

Expenses Reimbursement Policies

7.1 Expenses Reimbursement. Employees are eligible to claim reimbursements

for expenses only if it is stated in their Letter of Appointment. An Employee who is on
maternity leave is not entitled to claim reimbursable expenses such as traveling,
entertainment, parking incurred during the maternity leave period. An Employee who
have terminated his/her service with the Company is also not entitled to claim
reimbursements for expenses incurred after his/her last physical day of work. Expenses
incurred by an Employee must have prior approval by a Superior. Reimbursements will
be paid to the Employee in the following month along with his salary. All completed
reimbursement request forms should be submitted before the end of the 25th day of the
month. Examples of items qualifying for reimbursements are monthly mobile phone
expenses, traveling and miscellaneous expenditure made for official duty, and any
approved out-of-pocket expenses. The following are guidelines only and Employees are
advised to check with the full details of their claims as indicated in their letter of
appointment.

7.2 Mobile Phone. For certain employees, mobile phones have been issued by
the Company with a ceiling limit for talk time. Expenses incurred over and above the
ceiling will be payable by the employee. For certain Employees who are eligible to
claim for re-imbursement of mobile phone usage, the ceiling will be fixed by the
management on case to case basis and accordingly can be claimed once in a month on
production of the bill and receipt.

7.3 Transportation Expenses. Certain Employees are entitled to claim traveling

expenses as per the rates as mentioned in separate orders issued time to time.
Reimbursement claim supported with tour notes must have approval from his/her
Superior and/or Departmental Manager prior to submitting to Finance Department.

7.4. Local Conveyance Allowance. The applicability of Local Conveyance

Allowance within duty station as well outstation station is as follows:-

Car Rs. 5.50 per KM

Two Wheeler Rs. 3.00 per KM

 27

7.5 Travel Reimbursements. An Employee using the Company's vehicle shall

not be given any fuel allowance. The Company shall bear costs of fuel (subject to an
approved limit) and maintenance for the vehicle. Where the vehicle is a motorcycle or a
commercial vehicle, the said vehicles shall be kept at the office premises after office
hours. Entitlement of mode and class of traveling to various categories of employees
to different places will be issued by the Management thro separate circulars from time
to time. Category and class of hotel rooms will also differ depending upon the
designation of employee as decided by the Management which shall be communicated
to all concerned at frequent intervals through separate orders. Though the laid down
rules will be adhered to in all conditions, the Management reserves the right to alter the
rules under exceptional cases which shall be communicated to concerned parties.

7.6. Foreign Travel Rules. These rules will apply to all those who undertake
travel abroad for and on behalf of PPPP. Foreign travel will normally be undertaken in
economy class only. However, if the continuous travel involves more than seven hours,
General Manager and above can travel by business class.

7.6.1. Foreign Travel Documents. Obtaining foreign travel documents shall be the
responsibility of the person who is undertaking foreign travel. However, the office and
the authorised travel agent of the office shall extend all assistance in this regard to
those undertaking foreign travel. The cost of these documents including the visa fees
incurred in India will be reimbursed by the company. However, no reimbursement will
be permitted for visa fees paid outside India in foreign exchange except where specific
foreign exchange has been granted for the purpose or evidence can be produced that
foreign exchange for the purpose has been obtained without any contravention of the
Foreign Exchange Rules.

7.6.2. Daily Allowance. The daily allowance applicable to various category of

employess will be notified through office order issued at frequent intervals. However,
where foreign hospitality is provided in full, admissible DA will be 25% of the full daily
rate and where lodging only is provided, the admissible DA will be 50% of the full daily
rate.

7.6.3. Airport Tax. The airport tax paid in Indian rupees will be reimbursed by the
company. No reimbursement will be made of the airport taxes paid outside India from
the foreign exchange.

7.6.4. Foreign Exchange. Exchange will be purchased by PPPP from authorized

agents which will need production of passport and passage ticket. In case the person
traveling requires more currency, the payment will be settled by him/her.
 28

7.7. Tour Report. On return from any outstation tour, a report about the visit will be
submitted at the earliest and not later than one week for follow-up action.

7.8 Parking. The Company does not provide parking facilities for the Employees
with the exception of certain Employees. This provision of parking facility is at the sole
discretion of the Management.
 29

SECTION 8 .

Benefits and Services

8.1 Medical Benefits. Medical Allowance will be provided to employees as

mentioned in the Letter of Appointment. THE COMPANY offers ESI Facility to its
Employees who are within the range of coverage.

8.2 Mediclaim Insurance. The Company offers Mediclaim insurance programs for
certain Employees (as determined by the carrier of the policies). Detail information on
coverage is available on request from the Personnel Department. Employees are
encouraged to find alternative coverage should the individual Employee feels that the
coverage is insufficient. Families of employees are not covered under Mediclaim
Insurance.

8.3 Hospitalization Scheme. The Company does not subscribe for its Employees
any Hospitalization coverage.

8.4 Tax Deduction at Source. Tax will be deducted at source for all employees
at the designated rates every month and a copy of the income tax returns that have
been filed will be kept in employees’ personal file of the employee concerned.

8.5 Professional Tax. Professional tax will be deducted and remitted as per the
taxation schedules based on gross salaries, applicable in different locations of the
country, where the employees are employed.

8.6 Employees Provident Fund. The company will contribute the statutory
contribution for the benefit of employees. Any contribution made by the employer and
the employee to any statutory funds or social security will be at the rate gazetted by the
Government and/or other authorities vested with the power to decide the same. Every
Employee shall contribute 12% of his/her gross salary and the Company shall
contribute for each Employee an amount equivalent to 12% of the salary towards the
Employees Provident Fund . Salary means the last drawn salary.
 30

8.7 Employees Gratuity. Gratuity will be paid in accordance with Payment of

Gratuity Act, 1972. For the purpose of gratuity, fraction of a year's service shall be
computed proportionately. The Gratuity Scheme shall be effective from ____________.
For the purposes of calculation the commencement date shall be ____________ or
Employee's date of commencement of employment whichever the later. An Employee
who has been in continuous dedicated and satisfactory service for not less than 5 years
and/or who:- a) Dies while in service; or b) Retires from service at the age of 55; or c)
Whose service is terminated owing to ill-health on the recommendation of any
authorized medical authority and/or owing to redundancy, shall be eligible for the
payment for a gratuity, which shall be computed as follows:-

Years of Service

More than 5 but less than 10 ---------2 weeks salary for every completed year of service
More than 10 but less than 15 -------------3 weeks salary for every completed year of
service
More than 15 but less than 20 ------------1 month salary for every completed year of
service
More than 20 years -----------------------1 1/2 months salary for every completed year of
service

8.8 Vacation/ Leave. Paid vacation is only available to Employees following their
confirmation of service in the first-year of employment with the Company and is
provided based on the following guidelines:

8.8.1 Privileged Leave. The Employees will be allowed one month’s Privilege
Leave (inclusive of holidays and Sundays/ weekly offs) for 11 months active service in a
year on full pay. All Employees can accumulate privilege leave upto a maximum of 300
days. Privilege leave cannot be availed more than 5 times in a year. Privilege leave
cannot be converted into or combined with any other type of leave, other than sick leave
in case of genuine needs. (This will be at the discretion of the Management). In
calculating leave, fraction of leave of half day or more shall be treated as one full day’s
leave and fraction less than half day will be omitted. For calculation of privilege leave,
either prefix or suffix can be allowed as holiday and not both. However, if period of
privilege leave is two weeks and more, prefix or suffix holidays will not be treated as
days of privilege leave availed. Application for privilege leave shall normally be made at
least one week in advance of availing leave. When an employee proceeds on Privilege
Leave, he will be permitted to encash a part of his accumulated leave on his making an
application for encashment on the following conditions:
 31

i) The employee should proceed on leave for a minimum period of 6 days

ii) The number of days applied for encashment will be equal to the number of
days proceeding on leave.
iii) The number of days leave encashment will be debited to the employees
leave account.
iv) After encashment, the employee must have a minimum balance of 15days
leave to his credit.
v) Encashment will be permitted once in a calendar year.

Employees who have completed one year of continuous service shall be entitled to
privilege leave of 30 days. For the purpose of calculation, (a) any days of lay-off, by
agreement or contract or as permissible under the standing orders; (b) in the case of a
female worker, maternity leave for any number of days not exceeding twelve weeks;
and (c) the leave earned in the year prior to that in which the leave is enjoyed; shall be
deemed to be days on which the worker has worked in a factory for the purpose of
computation of the period of 240 days or more, but shall not earn leave for these days.
The leave admissible under this sub-section shall be exclusive of all holidays whether
occurring during or at either end of the period of leave. If a worker is discharged or
dismissed from service or quits his employment or is superannuated or dies while in
service, during the course of the calendar year, he or his heir or nominee, as the case
may be, shall be entitled to wages in lieu of the quantum of leave to which he was
entitled immediately before his discharge, dismissal, quitting of employment,
superannuation or death calculated at the rates specified above, even if he had not
worked for the entire period specified therein making him eligible to avail of such leave.
Where the worker is discharged or dismissed or quits employment, such payment shall
be made before the expiry of the second working day from the date of such discharge,
dismissal, or quitting and where the worker is superannuated or dies while in service,
before the expiry of two months from the date of such superannuation or death. If a
worker does not in any one calendar year take the whole of the leave allowed to him,
any leave not taken by him shall be added to the leave to be allowed to him in the
succeeding calendar year : PROVIDED that the total number of days of leave that may
be carried forward to a succeeding year shall not exceed thirty days and that a worker,
who has applied for leave with wages but has not been given by the management due
to any exigencies of service, such leave (leave refused) shall be carried forward to next
year without any limit. A worker may at any time apply in writing to the manager of a
factory not less than fifteen days before the date on which he wishes his leave to begin,
to take all the leave or any portion thereof allowable to him during the calendar year :
 32

8.8.2 Casual Leave. Every confirmed employee will be allowed 8 days casual leave
on full pay in a calendar year. Employees can avail half day casual leave for first half or
second half of the shift with prior permission. Employees who join service in the course
of the year will be allowed proportionate casual leave after their confirmation in the
Company’s service. While calculating casual leave, fraction of leave for half day or
more shall be treated as full day’s leave and fraction of less than half day shall be
omitted. The casual leave is non-accumulative. However, unavailed full day casual
leave will be added to the privilege leave in the following year. Not more than two days
of CL can be taken at a time.

8.8.3 Sick Leave. Every confirmed employee will be allowed 4 days sick on full pay
in a calendar year. Granting of Sick Leave will be at the sole discretion of the
Management. Employees covered by ESI will get benefits as per ESI scheme.
Absence for 3 days and more on sickness ground shall be supported by a medical
certificate from a panel Doctor in case of ESI covered employees, and from a
Registered Medical Practitioner in the case of Non ESI employees. Employees who
join service during the year will be entitled only to the proportionate sick leave after their
confirmation into Company’s service. Sick leave can neither be combined with casual
leave nor encashed. According to the provisions, the employee should inform his/her
Superior before 10.00 am on the same day. The Superior is then responsible to inform
Personnel Department.

8.8.4 Maternity Leave. A married female employee will be granted paid maternity
leave up to a maximum of 12 consecutive weeks as required by the relevant
legislation’s applicable, or in force. However, a staff may apply for an additional one-
(1) month leave based on a certificate issued by a certified medical practitioner as
required by the Maternity Benefits Act 1961. This is only applicable for only the first
delivery. A formal application will be submitted to the department head at least 30 days
in advance.

8.8.5 Paternity leave. A male confirmed Employee shall be entitled to one day's
leave on the birth of a child by his legal wife. This is only applicable for up to Two (2)
children in the family.
 33

8.6.6 Emergency Leave. Should any Employee be unable to report to work on

grounds of emergency, he/she should inform the Superior before 08.00 am on the same
day. The Superior is then responsible to inform Personnel Department. The Employee
is responsible to inform directly to the Superior about the nature of the emergency
leave. It is not acceptable to leave a message on Superior's voice mail except in
extreme emergencies. In the case of having a voice mail message, a follow-up call must
be made later. Such leave shall be recorded as casual leave if there is outstanding
leave or as no-pay leave if his/her leave entitlement is exhausted. Emergency leave(s)
taken by staff who is ill be deducted from his/her annual leave. Emergency leave can be
rejected at the discretion of the Supervisor.

8.6.7 Payment in lieu of Vacation/Leave. All Employees are to make the most of
their vacation time. Regular breaks from daily work make everyone more productive.
However, because circumstances may not always permit everyone to take vacation
time when it is requested, at the discretion of Management, PPPP may offer Employees
the option of taking the monetary equivalent of their earned vacation days at their
regular daily rate.

8.6.8 Leave Travel Allowance. Certain employees for whom the facility is available
may re-imburse the LTA submitting proof of travel and receipts thereon in accordance
with the Letter of Appointment. Separate orders will be issued on claiming LTA.

8.7 Conveyance. The Company does not guarantee conveyance of employees

from their residence to the factory/office. Certain employees may be provided with the
conveyance facility at the discretion of management. In case the conveyance is
provided, pick up/drop may not be from/to the doorstep of the residence of the
employee, but from few central points as notified from time to time. The employee
should ensure that he/she reaches the place of boarding within prescribed timing and
no alternative vehicle/facility will be provided, if he/she misses their vehicle. In such
cases it is the responsibility of the employee to look for an alternative arrangement and
any man-hour loss occurred will not be compensated by the company.

8.8 Food/Snacks. The management at its own discretion may or may not provide
food to employees. The food/snacks may be provided free of cost or in subsidized rate
as decided by the management. It is expected that all employees observe strict
discipline inside the canteen and maintain cleanliness. Coffee/Tea will be provided to
technical/skilled employees at their workplace and duration of Coffee/Tea breaks will be
five minutes. For managerial staffs, coffee/tea will be served at their table and
executives/administrative staffs will go to the vending machines to get their coffee/tea.
 34

8.9 Record Keeping. The Personnel Department maintains vacation/leave days

accrued and used. Each Employee is responsible for verifying his/her leave status to
make sure the correct amount of leave days taken and balance is correct.

8.10 Public Holidays. PPPP observes all publicly declared national holidays i.e,
Republic day, May Day, Independence day, Gandhi Jayanthi and Kannada Rajyotsava
day. Apart from these, five more festivals as decided by the Management (in
accordance with local customs) will be declared as Holidays for the Company.
Notification to this effect will be placed in Bulletin Board.

8.11 Training and Professional Development. The Company recognizes the

value of professional development and personal growth for Employees. Therefore, the
Company encourages its Employees who are interested in continuing education and job
specific training to research these further and get approval before signing up for the
seminars or courses. Where applicable, the Company reserves the right to impose a
bond for the Employee for specific training and professional program to a maximum of
three years.

8.12. Uniforms, Working Clothes and Safety Shoes . Uniforms/Working clothes

are given to employees as a measure of safety and for better turn out depending upon
the nature of work. It is expected that as soon as the employees enter into the factory
premises, they wear the uniforms and report to their work spot after punching in the
time. The company will provide uniforms/working clothes and shoes/safety shoes to
Employees as follows :

8.12.1 Uniforms.

Drivers. 3 Sets of Terrycotton pants and Full Sleeved Shirts once in two
years. One pair of shoes per year.

Office Boys. 3 Sets of Terry cotton pants and full sleeved shirts once in two
years. One pair of shoes per year.
 35

8.12.2 Working Clothes.

Safety Shoes 1 per year - For all workmen.

Boiler Suits 2 Nos per year - For all workmen (except painters)
Boiler suits 4 Nos per year - For painters.

8.12.3 New Uniforms/shoes etc., when due, will be issued only in exchange of old
uniforms/shoes etc. The items mentioned above will be issued to the employees at
100% subsidized cost. Initial issue will be made in the month of January. Subsequent
issues will be made generally during the month of January of each succeeding year
uniformly to eligible workmen. It is the responsibility of each employee that their
uniforms/safety shoes are maintained/cleaned properly and in good repair. If new
replacement is required during the intervening period because of wear & tear, the
Company will provide a new pair of safety shoes/uniforms to those deserving at the
following rates of subsidy:

Subsidy

a) First Quarter (Jan-March) Nil

b) Second Quarter (April-Jun) 25%
c) Third Quarter (July –September) 50%
d) Fourth Quarter (October-December) 75%

8.12.4 Washing Allowance. Washing allowance at the rate of Rs 50/- per month
will be paid to Employees who are provided with Uniforms/Working Clothes.
Employees in receipt of washing allowance will make their own arrangements and get
their uniforms washed and keep their shoes polished. The washing allowance will be
payable only to an employee who has attended work for at least for twelve days.
 36

SECTION 9 .

Employee Communications

9.1 Board Meetings and Staff Meetings. Board Meetings will be held at
frequent intervals and only the Senior Level Managers as authorized by the
management are allowed to attend these meetings. Other personnel may be invited to
attend on a need basis. All directors are involved in the decision making process and
will have one vote each. The Managing Director will have the absolute right to decide
which subject on the agenda will be put through a voting process and the final decision
will be made by the Managing Director or the General Manager in his absence after the
vote which will be binding on all Employees. Minutes of the Previous Board Meeting will
be circulated at the subsequent Board Meeting. Staff meetings will be held at least two
(2) times a year. These informative meetings allow Employees to be informed of recent
Company activities and changes in the workplace.

9.2 Bulletin Boards. Bulletin boards placed in designated areas provide

Employees access to important posted information and announcements. The Employee
is responsible for reading necessary information posted on the bulletin boards.

9.3 Suggestion Box. The Company encourages Employees who have

suggestions that they do not want to offer orally or in person to write them down and
leave them with their Superior or the Management. Every care will be taken to preserve
the Employee’s privacy. No action will be taken on anonymous complaints or
suggestions and the management has the right to reject such suggestions.
Suggestions may be sent by e- mail to their respective Superior or Departmental
Manager.

9.4 Procedure for Handling Complaints. Under normal working conditions,

Employees who have a job-related problem, question or complaint should first discuss it
with their immediate Superior. At this level, Employees usually reach the simplest,
quickest, and most satisfactory solution. If the Employee and Superior cannot solve the
problem, the Company encourages the Employee to escalate the issue upwards in the
management hierarchy until the problem is resolved.
 37

9.5 Grievances. An Employee shall convey grievances to the Management only in

writing. The Management shall respond, in writing and within a reasonable time, as to
whether the grievances would be given due consideration or otherwise. The
Management may opt to implement corrective measures immediately or at their
discretion, establish a Board of Inquiry to review and consider the grievances. The
Board of Inquiry shall recommend to Management the corrective measures to be
undertaken.

9.6 Press Relations. Employees should not give press statements or grant
interviews to the press, television or radio on any matters connected with the Company,
particularly on policy matters, without the prior consent of the Management.

9.7 Videography/Photography. Videography/Photography will not be allowed

inside the premises without any written permission from the Admin Department.
Defaulters will be subjected to disciplinary action upto the extent of termination from
employment. Video Cameras/Digital Cameras/any other type of equipment capable of
capturing the images (including Mobile Phone with Camera) will not be allowed inside
the premises unless special for the same has been granted by the management and will
be deposited with the Security Department prior to entering the premises.
 38

SECTION 10 .

Breaches

10.1 Breach of Code of Conduct, Policies, Rules and Practices. An

Employee who is alleged to have breached any of the code of conduct, rules or policies
as stipulated in this document (or its addendums and revisions) shall be informed in
writing and shall be entitled to 'due process' to refute the allegations and/or submit a
defense. The Management shall establish a Board of Inquiry to determine the actual
breach(es) and the Board of Inquiry may recommend to Management to impose specific
disciplinary action. The Management shall decide and appropriate disciplinary action to
be imposed unto the Employee. Disciplinary actions may range from verbal reprimand
to immediate dismissal depending on the severity of the breach committed.