Effective Jan 2019

UPES PRINCIPLES OF ENGAGEMENT

Human Resources
Table of Contents
I. Relocation Policy........................................................................................................................ 2
1. Objective .................................................................................................................................... 2
2. Applicability ............................................................................................................................... 2
3. Guidelines .................................................................................................................................. 2

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I. Relocation Policy
1. Objective
1.1 The purpose of this policy is to define guidelines and provide assistance to the
employees who are required to relocate from their current station of residence to a
different location to join UPES on their first posting or are relocated/ transferred
owing to University’s needs.
2. Applicability
1.2 This policy is applicable to all full-time employees of UPES
3. Guidelines
2.1. Relocation Rules
2.1.1. Employees may be required to relocate to join the services of UPES; or may be
transferred because of either University’s needs or their request for transfer
owing to their personal situations.
2.2. Relocation Approval & Relocation Letter for Existing Employees
2.2.1. The relocation of existing employees, whether initiated by UPES or employee-
initiated, shall be approved by the Vice-Chancellor/ Chief Commercial Officer.
2.2.2. Employee-initiated transfers shall be considered only if a vacancy exists at the
desired location.
2.2.3. Once transfer/ relocation of an employee is approved, HR would provide
Relocation Letter, with defined terms, to the concerned employee.
2.2.4. It should be noted that employees should relocate only after they receive a
relocation letter from HR.
2.3. Relocation Support
2.3.1. Travel to New Location
a. In case of relocation of new employees or transfers initiated by UPES,
reimbursement for journey fares from existing location to the new location of
joining would be provided to the concerned employee, her/his spouse and
dependent children up to the age of 21 years. This reimbursement will be
done as per the entitlement in Travel Policy of UPES, upon submission of
original bills.
b. The above-mentioned travel arrangements would be made by the
Administration department at UPES, in discussion with the concerned
employee.
2.3.2. Transit Accommodation at New Location and Transportation of Household
Goods
a. Transit Accommodation at the new location and reimbursement of
transportation of household goods are provided in case of relocation of new
employees and University-initiated transfers.

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 b. All such employees would be provided (or reimbursed on actuals, against
bills) for transit accommodation and meals (i.e. Breakfast, Lunch, and
Dinner), for the self, spouse and 2 dependent children up to the age of 21
years, for a maximum period of 7 days, as per the entitlements in Travel
Policy.
c. All such relocating employees, across bands, will be entitled to
reimbursement of expenses incurred towards transportation of house hold
goods against bills in both cases, up to 1 month’s basic salary.
d. Employees may submit the bills for reimbursement within 6 months of
relocating. UPES shall reimburse the amount within 1 month of the bills
being submitted.
e. Additionally, existing employees may seek salary advance / loan, in case of
University-initiated transfer, as per the existing policy.
f. In case of UPES initiated transfer or a new joinee from other location,
relocating to Dehradun, a cab will be provided to the relocating employee for
the first 7 days of her/his joining, to facilitate her/his transition to the new
location.
g. Expenses for any additional requests will be borne by the concerned
employee.
2.3.3. The above indicated Relocation Support shall be facilitated by the Administration
department at UPES, in discussion with the concerned employees
2.3.4. Relocation Leave
a. Relocation leave of 7 days (including weekends), may be availed by
employees who relocate to join UPES, for their first posting, or due to
University-initiated transfer.
b. This leave must be availed within 1 month of joining the new location, with
approval by the new Reporting Manager and information to HR.
2.4. Approval on Deviations
2.4.1. Any deviation to this policy must be approved by the Vice-Chancellor/ Chief
Commercial Officer.

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