Table of Content

Chapter Topic Page #

No
1. Procedure of Fleet Management 6
2. Procedure of Repair /Maintenance of ACL pool 11
vehicle
3. Procedure of Pool vehicle fueling from private 14
filling station
4. Procedure of ACL Vehicle use- Private purpose 18
5. Procedure of Contract Management 20
6. Procedure of Repair/Maintenance of plant/colony, 24
buildings and civil works
7. Procedure of Time office management 32
8. Procedure of Cement despatch procedures 38
9. Procedure of Official guest entertainment 41
10. Procedure of Central Registry 45
11. Procedure of Guest house, cafeteria and canteen 48
12. Procedure of Club administration 68
13. Procedures of Union affairs 79
14. Procedure of Photo copier usage 81
15. Procedures of cable TV 84
16. Procedure of Free coupons to Worker 86
17. Procedure of MI room, Hospital, Medical center 88
18. Procedure of cleanness and beautification of 91
Plant
19. Procedure of CSR (Corporate Social 93
Responsibility) including Scholarship to Kahi
Students
20. Procedure of Shopping Complex 100
21. Procedures of Visitors management 103
22. Procedures of Telephone Exchange 106
23. Procedures of Weigh bridge calibration 108
24. Instruction for usage of Hired transport 110
25. Treatment of Metal Structure of ACL Plants 111

Page 1 of 118
 AMENDMENT SHEET

Ch. Clause Type of

Topic Amendment
No No amendment
1 Procedure of Fleet Addition New policy is added.
Management New policy
2 Addition Fleet Management reference added
Procedure related to Imprest amount
3 Amendment
is added in detail.
Procedure related to routine
4 (a) Addition
maintenance is added.
Procedure related to major repair and
4 ( c) Amendment maintenance, work orders procedure
is added.
Procedure of Repair Procedure related to redefined,
2 /Maintenance of 4(d) Amendment Factory mechanic responsibility
ACL poll vehicle defined.
Redefined, Activity record of in-house
4 ( e) Amendment
maintenance
4 (k) Addition Monthly maintenance schedule
preparation and display in MT Office.
Replacement of old vehicle
4 (i) Addition
mentioned.
5 Addition Record maintenance described
Over and above fuel of the authorized
limit, if needed be, will only be
3 ( e) Amendment
sanctioned by Manager (Admin)/ GM
Procedure of Pool (Works).
3 vehicle fueling from Procedure to approve fuel requisition,
3 (j) Amendment
private filling station & record maintenance refined.
Authorized specimen signature will
5 (h) Addition be submitted to the fuel station for
their record.
4 Amendment Procedure for approval is refined.
Procedure of ACL 5 (b) Amendment Payment Procedure is refined.
4 Vehicle use- Private Driver of the vehicle is sole
purpose responsible for the safety and repair
5 ( e) Addition
of vehicle (if required) during hiring
period.
Outsourced activities through
Procedure of
Addition contractor is covered. Introduction,
5 Contract
New Policy principal Types of contract and
Management
guidelines to execute defined.

Page 2 of 118
Ch. Clause Type of
Topic Amendment
No No amendment

1 Amendment Introduction of SOP replaced with

aim describe in new SOP.
2 Deletion Old 2 (d) has been deleted.
3 Amendment Scope of work has been refined.
Procedure of Responsibility previously has not
Repair/Maintenance 4 Addition
been defined.
6 of plant/colony,
Deletion Old para 6 (c-3) has been deleted
buildings and civil
works 5(e&g) Amendment Civil dept preparation of work orders,
& activities has been refined.
5 (h to New para has been added guidelines
Addition
k) for civil department operation.
Deletion Old para 8 (d to l) has been deleted.
Objective, Responsibility, Procedure,
Monitoring of shift, Preparation of
Procedure of Time Addition
7 attendance report, Record of over
office management New Policy
time, Leave record, special
assignment in detail describe
In-charge of CDO staff is
responsible for maintenance of
2 Addition
record and smooth functioning of
CDO.
3.1.1 Amendment CDO office received BO through
plan sheet (email source deleted)
Any information/Instruction received
by CDO from Marketing staff should
3.1.1 Addition be in proper formal channel (email/
letter) and recorded in a separate
register wherever financial impact
Also random check on No of bags
3..1.10 Addition
Procedure of on vehicle by security
8 Cement despatch Considering traffic movement and
procedures marketing arrangements CDO head
make adjustment in staff roaster to
accommodate dispatches
3.4.1 Addition
Daily report of Idle hours, busy
hours, Last dispatch time, should be
reported to Mgr.(Admin) and to GM
(Marketing) on monthly basis
In-charge CDO office will be
3.4.2 Addition responsible for preparation of duty
roster of their staff on monthly basis
In-charge CDO Office will check the
system every time to clear all the
3.4.3 Addition
documents appearing pending i.e.,
Loading Advice etc.
Procedure of
Addition
9 Official guest Guidelines, approval procedures etc.
New Policy
entertainment defined

Page 3 of 118
Ch. Clause Type of
Topic Amendment
No No amendment
Guidelines, procedures regarding
Procedure of Addition
10 HO mail, third party mail and their
Central Registry New Policy
record maintenance etc.
Cook and attendants will be
compensated for additional duty
3.6 Amendment
in shape of over time or
Procedure of Guest compensatory leave
11 house, cafeteria 8 Amendment Booking of Guest room updated
and canteen Tea Bar admin block Operation
19 Addition
procedures describe
Canteen Operation ACL- N
23 Addition
Operational procedure describe
Sports Club governing ACL W Club
Procedure of Club Addition Gymnasium at ACL-N redefined
12 existing rules
administration New Policy
Other sports activities at ACL-N
procedure defined.
Procedures of CFO replaced with GM (HRA & P)
13 Amendment
Union affairs
New policy is added. Operational
Procedure of Photo
14 Addition Procedures, Replacement, record
copier usage
maintenance describe
Deletion General Description deleted
Same procedure will be followed at
Procedures of cable 5 Addition ACL W & difference of rates
15 highlighted,
TV
At ACL-N if collection is less than bill
5 Addition than finance dept will pay the
remaining bill.
Admin office will keep record of used
Procedure of Free coupon of last three months and
16 4.13 Addition
coupons to Worker used/ utilized coupon older than three
months will be destroyed by burning
New Policy is added.
Procedure of MI Guideline on functioning of hospitals
Addition
17 room, Hospital, & MI Room, Medicines, record
New policy
Medical center maintenance, attendance etc
defined
Procedure of A cleanliness and beautification
Amendment
cleanness and procedure is added.
18
beautification of Tree cutting Instruction has been
Amendment
Plant included in this SOP
2 (1.2) Amendment
Procedure of CSR Scholarship defined
(Corporate Social 2 (1.3) Amendment Hospital defined
Responsibility) 2 (1.4) Amendment Medical Treatment defined
19
including 2 (1.8
Scholarship to Kahi Addition
& 1.9) Community Service & Sports added
Students 4 (k -
Addition
o) New paras added (4) k to o.

Page 4 of 118
Ch. Clause Type of
Topic Amendment
No No amendment
ACL (N) No of addas/ offices and
1 Amendment
their rates included.
Procedure of
20 Finance department responsibilities
Shopping Complex
4 ( c) Addition in collection of funds, and record
maintenance highlighted.
Procedures of New Policy is added.
Addition
21 Visitors Guidelines, responsibilities, record
New Policy
management maintenance is added.
Procedures of New policy is added.
Addition
22 Telephone Composition, guidelines and record
New Policy
Exchange maintenance is added.
Procedures of Contractor made calibration 6 times
23 Weigh bridge 3.2 Amendment replaced with as settled in
calibration agreement.
Instruction for Duplication of details which are
24 usage of Hired Deletion covered in other SOPs HR manual
transport deleted from these instruction.

Page 5 of 118
 Chapter 1: FLEET MANAGMENT

1. Aim. To streamline the procedure for authorization, use and control of ACL pool
fleet to keep them fit all the time for duty inside/ outside the plant.

2. Authorization of Pool Vehicles. BOD approves the authorization of vehicles

for both the Plants. Admin department is responsible to maintain fleet as per authorization.
Copy of approvals along with actual state of fleet will be maintained by Admin Department
of concerned BU. Detail of current authorization is as under: -

ACL(N)

a. Vehicles (Different Types) : 29 Nos (inc 2 x Fire Tender and 1 x Truck with crane)
b. Motorcycles : 30 Nos

ACL(W)

a. Vehicles (Different Types) : 25 Nos

b. Motorcycles : 30 Nos

3. Guidelines/ Procedure for use of Pool Vehicles

a. Vehicles used inside the plant

Following vehicles are used inside the plant which have been allocated
with respective departments as per authorization.

(1) Double Cabin GM (Works)

(2) Jeeps For use by HOD Maint, Prod, Admin, Security,

Quarry and Quality Control departments or as
authorized by GM (HR&A)

(3) Motorcycles Authorized for departmental use. However,

GM (Works) is responsible to further allot to
departments in consultation with Manager
(Admin)

(4) Coal Feeding Tractors (Nizampur Only). Management/ repair and

maintenance of coal feeding and clinker shifting tractor is the
responsibility of Production department.

(5) Tractor General Duties. 2 x tractors in Nizampur whereas 4 x

tractors in Wah Plant will be used for general duties inside the plant
i.e., watering to plants, leveling/ maintenance of lawn, water

Page 6 of 118
 sprinkling and supply of drinking water to water tanks installed in
different areas of the plant through attachment of water tank.

(6) Fire Tender. Fire tender will be on the disposal of Security Dept

(7) Ambulance. Ambulance is used for evacuation of patients/

emergencies on the permission of SDM/ DM (Medical) with the
consent of Manager (Admin).

b. Vehicles used Outside the Plant. Cars, Shehzore, Single Cabin, Hiace,
Coaster, Dutro/ Trucks, Bus and crane fitted truck will be used for
performance of official duties outside the plant. Following procedure will be
followed for use of such vehicles: -

(1) Concerned department will forward “Vehicle Requisition Form” to

Admin Department one day in advance duly sign by respective
HOD. Format is attached as Annex- A.

(2) After assessment of requirement vis-à-vis availability of vehicle and

driver by the Admin Department, the requisition will be approved
as under: -

(a) Manager (Admin). The one way distance is less than

100 kms

(b) GM (Works). One way distance is 101 km to 250km. In

case GM is on leave, Vehicle authorization will be approved
by Manager Admin.

(c) GM (HRA & P). One way distance is more than 250 kms.
Vehicle authorization will be approved by the GM (HRA &P)
on move sanction of the concerned employee.

(3) The copy of approved requisition form will be sent to main gate by
(through) MT Office while retaining original in a file. The vehicle
after receipt of approved vehicle requisition by the main gate, the
vehicle will not be stopped by anyone except for vehicle inspection.
Particular of vehicle requisition will be entered in a register by MT
office. No vehicle will go outside the plant without approved
requisition. Vehicle requisition register will be reviewed by DM
(Admin) on daily basis.

(4) In case the vehicle or driver is not available, the concerned officer
who detail for outstation duty may use his personal car.

(5) Before proceeding for out station duty, the concerned driver/ MTO
ensure the following: -

Page 7 of 118
 (a) Checking of oil/ Water
(b) Lighting system/ battery.
(c) Air pressure
(d) Complete cleanliness of the vehicle outer/ inner
(e) Approved vehicle requisition as per DOP

(6) Any vehicle proceeds for outstation duty, IC MT will issue some
amount keeping in view the location of visit to the driver for incurring
on toll plaza, fuel and sudden repair, if occurs during journey. Such
advance amount will be recorded by IC MT and adjustment is
responsibility of IC MT. The driver after return to factory will submit
the toll plaza chits and bills of repair to IC MT and he will process
the same for adjustment/ re-imbursement. DM (Admin) signs the
register after verification.

(7) Efforts will be made that vehicle be returned to factory before last
light. However, if the vehicle is requisitioned for more than one day,
then the deputed driver/ employee will be responsible for safe
keeping of the vehicle at night.

(8) At ACL(N), diesel will be taken from fuel pump station (maintained
by store department) against proper IR (Issue requisition) issued
by MT, mentioning vehicle number, qty required whereas petrol will
be filled from private filling station as per approved SOP. At ACL
(Wah) both (Diesel and Petrol) will be taken fuel pump station
(maintained by store department) against proper IR issued by MT.

(9) IC MT will be responsible for registration of new vehicle for which

he will process case for approval of CA.

(10) IC MT will also be responsible for renewal of annual token tax of all
the vehicles (pool/ buyback) from concerned excise office and will
obtain necessary approval of CA.

(11) Original registration book of all the vehicles (Pool/ Buyback) will
kept in safe custody with MT Office. The user will be issued with
photocopy/ authority letter for use of the vehicle by Admin
Manager.

4. Drivers’ Responsibilities

a. Any driver coming for duty in any shift (A,B,C,G) will report to MT after
making his attendance in Time Office and will not go back to hostel/
accommodation. IC MT is responsible for assigning duty to drivers. For
shifts duty roster will be prepared by IC MT.

b. Will ensure serviceability of vehicles, filling of fuel tank, tyre pressure etc.
Page 8 of 118
 c. On taking charge of vehicle from previous driver, will observe and report
any damage/ fault occurred during previous driver’s duty to IC MT. The IC
MT will submit report to DM (Admin).

d. On return from duty, driver will get the fuel tank filled and will not let it
empty.

e. Cleanliness/ washing of vehicle in his shift

f. After coming back to factory from official duty, the driver will get signed
vehicle running on log book from the concerned employee who used
vehicle for official duty.

5. Vehicle Inspection

General inspection of all pool vehicle will be carried out on quarterly basis by DM
Admin. Following will be inspected and a report will be submitted to GM (Works).

 Mirrors
 Warning devices, such as horns, back-up lights (sound-warnings, if applicable)
 Turn signals
 Exterior and interior lights
 Brakes
 Battery
 AC
 Tyres
 Seat Covers
 Cleanness of Exterior and interior of vehicle
 Abnormal variation in average fuel consumption
 Vehicle fitness certificate if applicable

6. Parking. IC MT will ensure that Vehicles are parked at the assigned place.

7. Records. Approved vehicles authorization, state of pool vehicles and

motorcycles, vehicle requisition form.

Page 9 of 118
 Annex-A

ASKARI CEMENT LIMITED

(Vehicle requisition Slip for use of ACL Vehicle)

Name of User/ Appointment:

Date, transport required:

Place to be visited:

Purpose of visit:

No, Make & Type:

Time of Departure: hours

Approximate days to be spent:

Signature:_______________________
(Head of Department)

APPROVED/ NOT APPROVED

Manager (Admin)/ GM (Works)

Page 10 of 118
 Chapter 2: REPAIR/ MAINTENANCE OF ACL POOL VEHICLES

1. Aim. To streamline the procedure for repair/ maintenance of ACL pool vehicles
to keep them fit all the time for duty inside/ outside the plant and to prolong its life.

2. Strength of Pool Vehicles. As per approved authorization of BOD/ mentioned

in “Fleet Management” chapter.

3. Imprest Amount. Currently an imprest amount of Rs. 100,000/- and Rs. 50,000/-
will be held with IC MT ACL (N) and ACL (W) respectively, for use of minor/ emergent
repair/ toll tax/ fuel etc and will maintain its proper record. Safe custody of amount is
responsibility of IC MT. Receipts and expenditure on daily basis are noted on register
maintained by IC MT, which is reviewed by Manager (Admin) on weekly basis. Adjustment
for such amount is required to be submitted by IC MT along with proper bills to finance
department at time of each replenishment for verification, adjustment and approval.

4. Guidelines for Repair/ Maintenance

a. Routine Maintenance. Daily inspection of the pool vehicles by the

mechanic held on MT strength: -

(1) Checking/ changing of engine oil/ break oil/ hydraulic oil as per
recommended grade which will be issued from store department
(2) Inspection of complete vehicle as to ascertain any damage/ fault
(3) Routine maintenance which includes tuning, brake service, clutch
service etc.
(4) General cleanliness/ washing of vehicle by the driver on duty

b. Minor/ immediate repair and routine inspection works in all the pool
vehicles will be carried out through factory mechanics, if they can manage.
Necessary spares (e.g., fuel/air filters) if needed, are to be procured by IC
MT from local market. The amount so incurred will be adjusted/ reimburse
against imprest amount and properly recorded in register.

c. Major Repair/ maintenance which include engine overhauling/ body

denting etc. will be inspected by factory mechanics. They will recommend
for repair through private workshop from market. The IC MT along with
own mechanic will visit market and get general inspection of the vehicle by
the private mechanics and obtains estimated cost. IC MT will then process
case for prior approval of CA. Work order will be raised and issued by IC
MT mentioning complete detail of repair work required along with agreed
terms & conditions. For vehicles under warranty maintenance be only done
from authorized workshop of manufacturer of the vehicle

Page 11 of 118
 d. On completion of job, the factory mechanic will inspect the vehicle. IC MT
will make payment to the private workshop after satisfaction of job by
factory mechanic and will get proper bills from the workshop and will
process case for adjustment.

e. Store department will maintain sufficient stock of requisite engine oil.

Requirement of such oil will be generated by admin department.

Activity report of in-house repair and maintenance mechanic wise will be

prepared based on record held in Garage/workshop and submitted to GM
(Works)

f. In case of accidents/ other damages which come in the scope of insurance

company, the IC MT will make necessary coordination with insurance
company with intimation to ACL Head Office and arrange repair through
insurance company. In this case depreciation cost is to be borne by plant,
payment of which will be arranged by IC MT against imprest amount if not
borne by the insurer.

g. Tyres of all the pool vehicles will be changed after completion of admissible
running as per vehicle entitlement policy given in HR Manual. The tyres
are to be procured through Purchase Department ACL as per indenting
procedure.

h. Admin Office in consultation with MT Section will issue monthly

maintenance schedule of all the pool vehicles. Maintenance will be carried
out through own mechanic/ staff. Schedule will also be displayed in MT
office.

i. Replacement of old vehicles with new one will be determined keeping in

view of condition, recommendation of Admin and the same will be
approved in capital budget. The older/ replaced vehicle will then be
recommended for auction as per auction policy.

5. Records. MT office maintains following documents in respect of

maintenance and running:-

a. Vehicle/ motorcycle wise maintenance schedule to plan the annual

maintenance activity, which will be prepared by IC MT and approved by
Mgr (Admin). Such vehicle maintenance schedule is placed over notice
board in work shop.

b. Record of daily maintenance vehicle wise / motorcycle wise activity

recorded in a register, which is prepared by mechanic and reviewed by IC
MT.

Page 12 of 118
c. Record of engine/ transmission oil reflecting oil obtained from store and
utilized in vehicles which is prepared by mechanic and reviewed by IC MT.

d. Vehicle wise log book reflecting maintenance activity carried out (oil
change, battery record, tyre record and spares consumed in repair/
maintenance by MT work shop, monthly running) which is signed by IC
MT.

e. Summarized report of vehicles presenting information of mileage, fuel

consumed, avg km/ litre and expenses incurred, which will be prepared by
IC MT and reviewed by Mgr Admin. Such report will be submitted to GM
(HRA & P) on monthly basis.

f. Register to record daily running of vehicles (reflecting time in/ out, trip wise
meter reading, fueling, and signature by user / driver) which is reviewed by
IC MT on daily basis.

g. Record of vehicle requisition maintained in file.

h. Register of imprest account reflecting daily transactions (normally it

includes advances given to drivers for outstation duties, for purchase of
normal spares etc.)

Page 13 of 118
Chapter 3: POOL VEHICLES FUELLING FROM PRIVATE FILLING STATION

1. Aim. To streamline the procedure for filling of fuel for Admin pool vehicles of
Askari Cement Ltd (Nizampur) from private filling station (Sardar Filling Station) and to
stop pilferage/ embezzlement in fuel. In addition to the pool vehicles, departments have
also been allotted motorcycles for official use with free fuel.

2. Free Fuel Authorization. Only pool vehicles of ACL (N) are authorized for free
fuel. Cars issued to Managers and above as per authorization are not allowed for free
fuel. They are being paid payment in lieu as defined in HR Manual.

3. Guidelines

a. Fuel (Petrol/ Diesel/ CNG) will only be drawn as per authorization as

mentioned in serial (4). However diesel will be issued from ACL (N) fuel
pump except out station duty, whereas Petrol and CNG will be drawn from
private filling station.

b. Petrol will only be drawn from the specified place i.e., Sardar Filling Station
Shaheen Abad Khairabad-Nizampur Road. However management may
change the fuel spot if needed, which will be intimated to all concerned
well in time after fulfilling all requirements.

c. Vehicles only away on official duties i.e., Lahore, Multan and Gujranwala
etc. can draw petrol/ diesel/ CNG from any place on requirement basis and
on return, the driver concerned will produce original receipt of a bonafied
filling station to MT who record the same in vehicle requisition register and
process for adjustment.

d. Petrol drawn over and above the authorized limit will be paid by the
concerned individual holding motorcycle on factory pool.

e. Over and above fuel of the authorized limit, if needed be, will only be
sanctioned by Manager (Admin)/ GM (Works).

f. No petrol/ diesel will be issued in bottle or cane. However in case of

emergency, special permission of Manager (Admin) Works will be
obtained.

g. HOD of concerned department will nominate employees who will draw

petrol/ diesel for the vehicles used inside the plant.

h. HOD of the concerned department will prepare a requisition (Annex-A) with

full details for issuance of fuel and forward to MT Section.

i. MT office after necessary processing will put up the said requisition with
recommendation to Manager (Admin). Manager (Admin) will approve or
reject the requisition on the recommendation of MT office. I/C MT is
Page 14 of 118
 responsible for ensuring compliance with authorized limit of fuel by all
motorcycles for which proper register will be maintained.

j. After approval from Manager (Admin), MT Office will hand over the
requisition to the concerned nominee of the department concerned and
then send it to specific fuel spot. The said requisition will be deposited with
filling station (Sardar Filling Station), which will be attached with the
monthly bill.

4. Authorization of fuel

Vehicle Petrol Diesel CNG

Description (Per month) (Per month) (Per month)
Motorcycle
15 liter - -
(CG-125)
Motorcycle
15 liter - -
(CD-70)
Car and all other As per actual As per actual As per actual
pool vehicles consumption consumption consumption

5. Preparation of Bills

a. Three receipts will be prepared of same number by the filling station

owner.

b. All the three receipts will be prepared at the time of drawing petrol/ diesel
for the vehicle on Admin pool.

c. All the three receipts will be signed by the filling station owner with
supporting of approved requisition.

d. The filling station owner will issue one copy of the receipt to the
concerned employee, drawing petrol/ diesel whereas the remaining two
copies of the receipt will be kept with himself.

e. The concerned nominee who was issued approved requisition will

deposit the copy of receipt to MT Office after drawing petrol/ diesel from
filling station.

f. The filling station owner will submit his monthly bill along with one copy of
receipt and original requisition, which were issued by the factory.

g. MT Officer will tally the copy of receipt with already received copy before
processing of the bill for CA’s approval. After verification by MT Officer, he
will process the bill for CA’s approval.

h. Authorized specimen signature will be submitted to the fuel station for their
record.

Page 15 of 118
6. Records

a. MT Officer/ MT Clerk will maintain separate file of each vehicle/

motorcycle. All the relevant documents i.e., copy of registration, handing/
taking over certificate, log book, expenditure etc. will be maintained in the
said file.

b. Security staff will check misuse of the vehicle and will note the meter
reading, requisition slip and vehicle fitness certificate in case of out station
duty of the vehicle.

Page 16 of 118
 Annex-A

ASKARI CEMENT LTD (NIZAMPUR)

Requisition for Petrol Filling

Date: ____________

Department: ____________________________ Section ______________________

Motorcycle/ Vehicle type ____________________ Veh No. ______________________

Name & Designation of Nominee____________________________________________

Fuel required (Type) ________________________ Quantity _____________________

Section Incharge (sign) __________________ HOD (sign) ___________________

FOR USE BY MT OFFICE

Last date of fuel issued _____________________ Quantity _____________________

The demanded quantity is recommended/ not recommend.

Other recommendation (if any) ____________________________________________

MTO (sign) __________________

Approved/ Not approved

Manager (Admin)/GM (Works)

Page 17 of 118
 Chapter 4: ACL VEHICLE USE – PRIVATE PURPOSE

1. Aim. This policy allows the employees for use of ACL vehicles for private use
on payment.

2. Eligibility. All the regular employees of ACL are entitled to apply for the
personal use of the company vehicle. Employees on lump sum contract and daily wagers/
outsourced are not entitled.

3. Availability of Vehicles. Employees will be allowed to use the company

vehicle if it is free from the official duty and is in road worthy condition. Official duty will
not be compromised in any case. Following vehicles are available for this facility: -

a. Hino Bus (63 seaters)

b. Coaster/ Mini Hino Bus (26-30 seater)
c. Toyota Hiace (15-18 seaters)
d. Shehzore/ Truck/ Hilux Single Cabin
e. Cars

4. Procedure for Approval

a. Employee can avail the facility of private use of the ACL vehicles as per
approval by CA defined in Fleet Management procedures.

b. Employee will forward vehicle requisition form through HOD clearly

mentioned “ON PAYMENT”.

c. Admin department will assess the requirement vis-à-vis availability of

vehicle and driver and will process/ approve as per authority defined.

5. Payment Procedure

a. Vehicle meter reading will be noted in log book by the driver on factory
main gate while leaving/ coming back and acknowledgment of user will be
obtained.

b. Both the meter reading will be reported to IC MT by the driver concerned

and bill will be calculated accordingly by IC MT as per following charges.
Bill will be generated on next day of hiring and verified by the Manager/DM
(Admin). The bill will be sent to finance department for recovery from the
salary of the individual. Record of bills will be maintained in a separate file
by IC MT.

S/No. Vehicle Description Per km Rates (Rs)

(1) Hino Bus (63 seaters) 50/-
(2) Coaster/ Mini Hino Bus (26-30 seater) 35/-
(3) Toyota Hiace (15-18 seaters) 15/-
(4) Shehzore/ Truck/ Hilux Single Cabin 15/-
(5) Cars 12/-
Page 18 of 118
 Manager Admin of both plants will obtain fresh approval from GM (HR&A)
on biannually basis.

c. Besides above per kilometer charges, entire toll plaza fee/ taxes will be
borne by the user employee. Drivers will not be entitled for any
compensatory leave or overtime etc. from the company. Cost of the driver
and his meal/ lunch will also be the responsibility of the user employee.
Driver will be paid as per following schedule in cash by the user employee:
-

Duration Amount (Rs) Remarks

Less than 8 hours 500/-
8 – 10 hours 600/- These are the minimum rates.
10-12 hours 700/- User employee can pay extra
Above 12 hours 1,000/-

d. Time of driver will be counted from IN/OUT at factory main gate.

e. Driver of the vehicle is sole responsible for the safety and repair of vehicle
(if required) during hiring period.

Page 19 of 118
 Chapter 5: CONTRACTS POLICY
________________________________________________________________
1. Aim. To lay down guidelines covering aspects with regard to the policy on
awarding, extension, terminations and fresh tendering of contracts for BUs

2. Introduction. A number of contracts are in operation at any given

time at site under supervision of Mechanical, Electrical, Production,
Administration, Civil, Quarry and Stores departments. In order to streamline the
procedures with regard to tendering, award of contracts, their smooth operation
and termination, a uniform and transparent policy is required.

3. Principles

a. All contractual matters to be transparent and fair.

b. All extensions/ re-tendering to be undertaken after written approval
of CA
c. No contract to be awarded abruptly to a single party. Proper
tendering to be done. However, in exceptional cases, where contract
to a party is essential/ beneficent for the plant, approval of CA will
be obtained through legal department.

4. Types of Contracts. Contracts are divided in following three types: -

a. General Contracts
b. Technical Contracts
c. Contracts for civil works projects of capital/ revenue budget

(1) General Contracts. Following list is of general contract but

the same is not exhaustive: -
(a) Plant Cleaning Contract (both lines)
(b) Cement Packing & Loading
(c) Hired Transport
(d) Hiring of Gardening/ Conservancy/ Mess Staff
(e) Coal Unloading
(f) Security
(g) Supply of Skilled Labour
(h) Canteen
(i) Cafeteria
(j) TV cable
(k) Refractory works
(l) Hiring of Loader/ Dozer/ Dumper etc

Page 20 of 118
 (m) Provision of material for colony / plant repair &
maintenance
(n) Colony cleaning / gardening contract

(2) Technical Contracts. Following list is of technical contracts

but the same is not exhaustive: -
(1) Conditioning/ Monitoring of Critical Machines
(2) Maint/ calibration and supply of spares for X-Ray
Machine
(3) Quarry Outsourced
(4) Calibration & Maint services for Weighbridges.
(3) Contracts for Civil Works Projects of Capital/ Revenue
Budget. The civil works projects approved in budget will also
be carried out through contractor. Procedure explain in para
5 (d) to (m) below be followed for award of contract.

5. Guidelines – General Contracts

a. The policy will be applicable for all the activities required to be done
by a contractor.

b. Where cost of works through contractor is not considered

economical, work may be completed on labour rate after approval of
CA.

c. Wide publicity will be undertaken for calling tenders through National

dailies. For the purpose draft advertisement will be forwarded to
Head Office for approval and publication in National dailies by them.

d. Only sealed bids will be accepted/ entertained.

e. Tenders shall be opened by committee of officers to be detailed by

the GM (Works).

f. After opening of bids, negotiations shall be held with bidders for

lowering (or increasing in case of sale of scrap or any other material)
the bids amount as far as possible by the same committee.

g. Proceedings shall be signed by the committee and the case will be

forwarded for approval of CA through minute sheet/ other connected
documents.

Page 21 of 118
h. After receipt of approval by the CA, the contractor will be issued with
proper work order for commencement of contract/ mobilization.

i. A draft contract agreement shall be got legally vetted from legal

department ACL.

j. Contract agreement shall then be signed on stamp paper within ten

days by the management (site) and the contractor, copies of which
shall be provided as follows:-

(1) Concerned contractor

(2) Finance Office (Site)
(3) Concerned department
(4) Admin office

k. Security amount, as applicable, shall be deposited by the contractor

in Finance Office of the BU within ten days of signing of the contract/
agreement.
l. Ground check of quality of contractors work shall be carried out by
the Admin representative along with his team in consultation with
civil, Mech, Elect, Prod, Admin department and the stores section as
the case may be.
m. Time office shall verify the attendance record of labours in
consultation with area in-charges/ HOD of department responsible.
Attendance of APCMA member will be marked by the team leader
where they deployed and will send monthly attendance to Admin
office through Marketing Department for processing of bill by the
contractor.
n. In case of normal termination of contract, notice to contractor shall
be served as per the relevant clause of agreement and procedure
for fresh contract be undertaken well in advance.
o For unsatisfactory working by the contractor, HOD of department
responsible shall submit written report to Admin department who will
issue warning to the contractor through General Manager (Works).
After three warnings contractor may be asked to wind up business
after approval of CA and fresh tendering will be done.
p. Initially the contract shall be awarded for a period of one year, which
will be further extended on mutual consent of the management and
contractor after its expiry. However, the contractor is required to

Page 22 of 118
 forward his request to management for renewal at least one month
prior the expiry.
q. subletting of any contract by the contractor is not allowed.
r. Accommodation for labours and stores will be arranged by
contractors themselves.
s. The contractor will put up their bill (where applicable) to Admin Office
along with verified attendance of their labour by the concerned area
in charge. Admin office will verify the attendance through Time Office
and will forward to Finance Office for processing their bill. Finance
office after necessary action will further process bill for approval of
CA.
6. Technical Contracts
a. Technical contracts will be made by the concerned department
directly through Technical department Head office and where
necessary admin support will also be seek.
b. Proper agreements will be made with party and copy of agreement
be provided to Admin and Finance office for record.
c. The contractor will put up their bill to concerned department. The
department after necessary verification will forward to Finance Office for
budget allocation/ necessary approval and forward for approval of
CA.

Page 23 of 118
Chapter 6: REPAIR/MAINTENANCE OF PLANT/COLONY BUILDINGS AND CIVIL
WORKS ACL
_______________________________________________________________

1. AIM
To meet the challenge of keeping buildings/structures in fully functional condition,
design and oversee new construction and maintenance of building structures and
infrastructures.

2. Objectives of Maintenance Team

a. Timely assessing damage to plant civil structures and their repair.
b. Protect plant civil structures from elements to enhance their life.
c. Examine departmental requirements/ proposals for new civil works.

3. Scope of Work.
All civil works that includes but not limited to:-
a. Plant structures (repair / maintenance, paint work etc.)
b. Buildings / colony (repair / maintenance, electrical work, paint work etc.)
c. Roads / streets (repair / maintenance, electrical work, paint work etc.)
d. Water circulation System for Colony & Plant (repair / maintenance work)
e. Water purification plant (repair / maintenance work)
f. Sewerage/drainage lines

4. Responsibility
HOD (Civil)/ Manager (Admin) assisted by civil department in consultation with
GM (Works) and technical department are responsible for projects / jobs.

5. Procedure
a. Applicant request for house repair (Residential Colony) or area in charge
request for Plant repair is processed through civil works requisition (Annex
A). The job/request is recommended by concerned HOD.
b. Representative Civil Department visits site/area and endorses his findings
with initial recommendations giving viability of job and cost estimate or
any other problem.
c. After assessment by Civil Department following two methods are followed:-
(1) Completion of minor repair and maintenance works which is
divided further into two types:-
a. Purchase of material by civil department and job carry out
by civil R & M team in case of ACL-N and Supply of material
Page 24 of 118
 by civil contractors and job completed by Civil R&M Team
in ACL-W.
b. Complete job carries out through contractor/ petty
contractor.
(2) Major Repair/Maintenance work or new project through Capital
Budget.

d. Approval of Civil Work requisition by HOD (Civil).

e. Civil Department will prepare of work order, drawing, and item wise cost
estimates on the basis of assessment of quantum of work and HOD Civil
forward the case to GM (Works) through finance department.
f. Case will be approved by Competent Authority according to delegation of
power.
g. After approval following two methods will be adopted:-
i) Purchase of material by civil department and job carry out by civil
R & M team in case of ACL-N and Supply of material by civil
contractors and job completed by Civil R&M Team in ACL-W.
ii) Complete job carries out through contractor/ petty contractor on
labour rate basis through tendering as per procedure define in
contracting activities.
h. Civil department will open work order wise file and place a copy of record
as per (e) along with copy of approval.
i. Civil department will monitor the progress of the work to ensure quality and
timely completion of the job and submit a report to HOD (Civil).
j. On completion of job civil department will issue completion certificate duly
verified by the HOD (Civil) and bill will be processed as per actual work
done by the contractor/adjustment of advance to finance department for
the approval of CA and place a copy in file as per (h).
k. Left over material of each job will be placed in Civil department store and
a stock register be maintained. Further utilization be clearly mentioned in
stock register.
l. Civil department will maintain summary of progress report on civil projects.

6. Major repair/Maintenance/New Project through Capital Budget.

a. Concerned department forwards proposal of works.
b. Civil Department assesses the proposal and places it in Capital Budget for
approval, with quantum of work and Engineer Cost Estimate. (Bill of
Quantities BOQ)
c. Project approved in Capital Budget, through BOD approval.
Page 25 of 118
 d. Rest of the procedures as per contracting activities.

7. Exclusion in repair/Maintenance of Colony Accommodation.

a. Amendment/alteration in original design of house is not allowed.
b. Flooring i.e. concrete/masonry in lawn/courtyard is not allowed except
plinth protection of building and walkway/driveway from street/road to main
door/garage. Grass/green areas/lawns in house will not have concrete
patches.
c. Height of boundary wall of houses will be as per requirement.
d. On vacation previous structure Amendments/tile work will not be removed.
Inventory of the building will be modified incorporating these changes.
Fixtures like wash basins/commodes etc once installed even privately will
not be removed on vacation of accommodation. These will be taken on
charge and included in the house inventory.
e. Repair work reflected in the work order will only be carried out. No pressure
to include more work is allowed nor will be done by the repair/maintenance
team.
f. Inventory on Vacation/Occupation of Houses
(1) Separate inventories have been prepared for each house by Admin
Department clearly reflecting all fixtures/fittings. This inventory will
be signed by the occupant on taking over of the accommodation.
Sanitary/electric items once installed by the management will not
be replaced for one year. Proper record in this regard will be
maintained by Admin Department.
(2) At the time of occupation/vacation proper handing/taking will be
carried out in presence of JO Accommodation, representative Civil
(carpenter, plumber and electrician).
(3) During the period of occupancy occupant will take proper care of
all the fixtures and fittings.
(4) Repair and maintenance of fixtures and fittings detail at Annex B
will be the responsibility of the user OR as per condition mentioned
on inventory at the time of handing over of house.
(5) In case of breakages/damages of accessories mentioned at Annex
B, replacement will be done by the occupant.
(6) At the time of vacation of house complete inventory will be checked
by the committee comprising of two persons and any
damage/breakage will noted and accordingly be charged to the
user.

Page 26 of 118
 (7) On vacation all damages caused by neglect will be paid by the
occupant in full.
g. White Wash and Painting. Color of Colony houses will be as follows:-
(1) White wash as specified in MB will be white in color. All
Amendments in building against MB measurement will be
accounted/catered.
(2) Enamel paint as specified in MB will be White/black on main
gate/main door, white/off white color on doors, windows and
ventilators.
(3) Emulsion paint / distemper of off white color will be done on all walls
inside the building.
(4) Periodical white wash and painting work shall be done as follows:-
(a) White wash and paint work in residential houses will be
done after 03 x years, except for new allotment, which will
be minimum 01 x year and as per condition determined by
Civil R&M Team.
(b) White wash and paint in plant area, offices and community
building will be as per condition/occasion (as deemed
required by GM Plant i.e. Visit of MD and above / Foreigners
Delegation inspections)
(5) Extra paint work/white wash on wish of the occupant will not be
carried out.
(6) Quantity of white wash and painting given at Annex C.
h. Authorized Public Health/Sanitary Items given at Annex B.

Page 27 of 118
 Annex-A

ASKARI CEMENT LIMITED (WORKS)

CIVL SECTION, ADMIN DEPARTMENT
REPAIR / MAINTENANCE REQUISITION FORM

Date:_______________ Building location/House No.:____________

Allotted Job No. ______________

Name of Applicant: _______________________________________ Desig. &

Deptt: _____________________

Details of Request: (Give location, description and justification for the work

required)

Signature (Applicant) HOD (Applicant)

HOD (Civil)
(to be filled by Civil Section)

1- White wash & Painting work:

Last W.Wash & Painting Date:

Due W.Wash & Painting Date:

2- Other Repair / Maintenance work:

Signature
Incharge
(Civil)

Page 28 of 118
 Annex B

1. Authorized Public Health / Sanitary Items

Sr Item Description Prerogative Quantity

Tile work Manager and above Each bath/ Kitchen

Wash Hand Basin, superior quality Manager and above Each bath
Wash Hand Basin, standard quality Officers and Workers 01x
Basin Mixer, superior quality Manager and above Each bath
Basin Mixer, standard quality DM, SAM, AMs, SO, JO 01x
Side pillar cock for WHBasin Workers 01x
Gas burner, double All 01x
SS Sink for Kitchen All 01x
Sink Mixer, superior quality Manager and above Every WHBasin
Sink Mixer, standard quality DM, SAM, AMs, SO, JO 01x
Side pillar cock for SS Sink Workers 01x
Shower Set/ Valve shower Manager and above Each bath
Bath set Manager and above Each bath
WC European Manager and above Each bath
WC Asiatic, superior quality Manager and above Each bath
WC Asiatic, standard quality Officers and Workers Each bath
Flush tank for WC Asiatic All Every WC
Mirror Manager and above Each bath
Muslim shower, superior quality Manager and above Each bath
Muslim shower, superior quality DM, SAM, AMs, SO, JO 01x

All others sanitary fittings will be provided as per engineer’s estimate as per site
situation and requirements any exemption will need approval of CA.

Page 29 of 118
 QUANTITY OF WHITE WASH & PAINTING
AS PER MEASUREMENT BOOK (MB) OF RESIDENTIAL COLONY

House QUANTITY (Sqm)

Sr Enamel Emulsion
ID Type Nr White Wash Graffiato Cement wash
Paint Paint
1 Bung-1 1 1,491.00 300.00 328.00
2 Bung-2 1 1,491.00 300.00 328.00
3 Bung-3 1 2,350.00 1,003.00 606.00
4 Bung-4 1 1,113.46 1,085.00 1,013.00 286.54
5 Bung-5 1 2,445.00 621.00
6 Bung-6 (GUEST HOUSE) 1
7 Bung-7 1 2,108.00 325.00 507.00
8 Bung-8 1 927.00 156.00 276.00

9 SS 1 ~ 8 8 1,273.00 243.00 250.00

JS 1 ~ 3 3 943.00 125.00 137.00

JS 4 ~ 6 3 603.00 105.00 119.00 130.00
JS 7 1 927.00 156.00 276.00

TT 1 ~ 10 10 832.00 122.00 136.00

TT 11 1 766.00 125.00 98.00

MB 1 ~ 9 9 542.00 88.00 236.00 132.00

C Type 1 ~ 6 6 763.00 125.00 120.00

DS-1 1 83.00 483.00

DS-2 1 64.00 562.00

Worker Quarters
New Colony
D Ext-1 ~ 8 8 561.00 76.00 52.00
B 1,3,5~8,10 7 485.00 65.00 52.00 66.00
C 1,3~8,10,13 9 485.00 65.00 52.00 66.00
D 1~3,6,9~11,13,15,16 10 485.00 65.00 52.00 66.00
E 1,2,4,3,9,11 4 485.00 65.00 52.00 66.00
F 5~9,11,12 7 485.00 65.00 52.00 66.00
3 Room

G 3~7,11,13,16,19~22 12 485.00 65.00 52.00 66.00

H 3~5,7~10,12,14~17,19~22 16 485.00 65.00 52.00 66.00
I 1,2,4,5,7~10,15 9 485.00 65.00 52.00 66.00
J 3,5,8,12,13,16 6 485.00 65.00 52.00 66.00
J2 1 485.00 65.00 52.00
K 1~20 20 485.00 76.00 52.00 66.00
Tibba Colony
L 3,4 2 485.00 65.00 52.00
Post Office Colony

Page 30 of 118
AA 2,4~7 5 485.00 65.00 52.00 66.00

New Colony
A3,4 2 415.00 45.00 85.00
B 2,4,9,11,12 5 415.00 45.00 85.00
C 2,9,11,12 4 415.00 45.00 85.00
D 4,5,7,8,12,14 6 415.00 45.00 85.00
E 3,5,7,8,10,12~14 8 415.00 45.00 85.00
F 10 1 415.00 45.00 85.00
G 8~10,12,14,15,17,18 8 415.00 45.00 85.00
H 6,11,13,18 4 415.00 45.00 85.00
I 3,6,11~14,16~18 9 415.00 45.00 85.00
2 Room
I 17,18 2 415.00 45.00
J 1,4,6,7,9~11,14,15 9 415.00 45.00 85.00
J 17~20 4 415.00 45.00
E Ext -1~16 16 327.00 32.00
Tibba Colony
L 1,2,5,6 4 415.00 45.00
Post Office Colony
A 1~4,B1~4 8 292.00 101.00 140.00
C,D,E,F,G,H,I,J,K,L,M,N,O,P,Q
60 410.00 45.00
1~4
R 1~4 4 306.00 45.00 104.00
AA 1,3,8,9 4 415.00 45.00 85.00

Old Mosque Colony

Qrtr 169, 188,189,190,192,194 6 485.00 65.00 52.00
Qrtr 171, 170, 175,176,178, 5 365.00 65.00 52.00

U 01 ~ 7, 9~11 2R 10 138.00 43.00 326.00

U 08, 12 3R 2 323.00 46.00 326.00

Miscellaneous
old PO Building 4R 1 1,079.00 75.00 52.00
A1 ~ 3 (Canteen) 2R 3 410.00 45.00
Mosq.Q1 5R 1
Mosq.Q2 2R 1 410.00 45.00
Club.Q1 2R 1 327.00 32.00
Club.Q2 2R 1 327.00 32.00
School Q 2R 1 327.00 32.00
Hospital Qrtr 1~3 2R 3 327.00 32.00
Wshr.Q1 2R 1 327.00 32.00
Wshr.Q2 2R 1 327.00 32.00

In case of non-availability of previous Measurement Book then as per site actual measurement are taken into account.
Page 31 of 118
 Chapter 7: SOP FOR TIME OFFICE
______________________________________________________________

1. Objective

To lay down procedure for recording and maintenance of attendance for all
employees in the plants.

2. Responsibility

Manager (Admin) and In-charge Time office are responsible for compliance of
the SOP.

3. Procedures

. 3.1 Attendance and Time recording

3.1.1 Time Office is presently functioning with Time Attendance Machine

(TAS) which mark the attendance on face recognition. 4 x machines
(2 for IN and 2 for OUT) are installed in Time Office and 1 x machine
installed in Admin Block for the attendance of Manager and above.
Card holding boards are used for outsourced labour attendance in
ACL (N).

Time IN

All the employees will mark their attendance on face recognition

machines while entering to the plant as per timing and schedule of
shifts issued by the management. Time keeper on duty will mark
manual attendance of outsourced labour in their relevant register in
ACL(N) till shifting of their attendance on TAS.(Timing of shifts
different in both plant).In-charge time office will forward absent
report to Manager (Admin) in case an employee is absent
continuously for more than 10 days.

Page 32 of 118
 Time OUT

After the scheduled duty hours all employees will pass through the
face recognition machines to mark the time out. If an employee who
doesn’t make his time out it will be the responsibility of time keeper
to investigate within 30 minutes after closing of shift to find where
about of the concerned employee. Report in this regard will be
submitted to Mgr. (Admin).

3.1.2 In case an employee forgets to make his attendance IN/ OUT, he

will be marked absent. If employee required his attendance to be
regularized he will obtain “Manual attendance Form” from time
office, Area in-charge will verify the particulars and HOD will
recommend the same for approval of GM (Works) through Mgr.
(Admin). Only three manual attendances can only be allowed in a
month for an employee otherwise absent will be recorded.

3.1.3 Late coming/ Early Going.

If an employee report late for duty to his scheduled timing more than
one hour without prior intimation to his HOD, he will be allowed to
enter the plant subject to verbal approval of his HOD. Moreover, if
an employee come late/ going early, his short timing will be
maintained and will be deducted from salary or overtime as the case
may be.

4. Monitoring of Shifts

4.1 Time keeper will enter (Weekly) duty roaster in TAS shift wise
provided by area in-charge through HOD of concerned department.
If any ambiguity noted between duty roaster and actual attendance
in other shifts a report will be submitted to GM (Works) through
Manager (Admin). The same procedure will follow for the attendance
of general shift employees.

4.2 In-charge time office/time keeper as nominated by In-charge time

office will perform surprise physical checking of employees at plant
Page 33 of 118
 one in a month and a report will be submitted to Manager (Admin)
ACL-W.

Time keeper will record data of officer and workers available in shift
and any unusual or other activities performed during the duty in the
shift report register before leaving the Time Office.

5. Preparation of Attendance Reports

5.1 Monthly Attendance

The period for monthly attendance will be counted from 21st of the
previous month to 20th of the current month. Time keeper will
prepare the attendance report after incorporating the leaves &
absents. In-charge time office after verification will forward the report
to Finance department HO by 25th of the month through
Mgr.(Admin) for timely preparation of pay roll. A copy of each month
report will be retained in time office for record purpose.

5.2 Aftarri Attendance

Time keeper will provide list of employees duly verified by In-charge

time office for the employees available at the time of Aftarri to
nominated representative of supplier (Cafeteria, canteen,
contractor) as approved by management. Concerned supplier
delivers the aftarri at time office for collection by employees or
employees will collect the same from designated point.

5.3 Attendance for Bonus and WPPF

Time keeper will provide attendance duly verified by In-charge time

office in summarized form (Total days attended, days without pay)
to finance department for the payment of bonus and WPPF.

5.4 Attendance for Contractor

Time Keeper will provide attendance duly verified by In-charge time

office to each every month for submission of bills to finance
department. In ACL-N time office will only verify the attendance/ bills
of outsourced labour contractor.
Page 34 of 118
 5.5 Attendance for Free Coupons

5.5.1 Time office will provide free coupons for cafeteria/ canteen on
1st~5th of each month on the basis of nominal roll of
permanent and outsourced worker (against vacant slot). In
case of ACL-N only permanent worker will avail this facility.

5.5.2 Time Office will send requisition to Admin Dept for provision
of coupons on 25th of each month wherein fresh demand will
be clearly mentioned.

4.4 Time office will receive requisite quantity of monthly stamp

affixed coupons by end of each month.

4.5 Office copy of the coupons will be returned to Admin Office

for record and verification of billing by cafeteria or canteen
contractor.

4.6 Non-issued coupons will be returned to Admin department.

6. Record of Overtime

Time keeper will maintain overtime sanction Performa duly approved by

HOD of concerned employee in a file department wise. At the end of
each month time keeper will verify over time calculated in TAS with
approved Performa. If over time in a day recorded in TAS is found in
excess to Performa the same will be deducted. Time keeper will prepare
monthly overtime sheet in excel file. In-charge time office will verify and
forward to Manager (Admin). Monthly overtime record in soft form will
be maintained in soft file.

7. Leave Record

Time keeper will maintain approved leave form of all the employees.
Leave record maintain in IXORA will be forwarded to time office by the
HR department (Works) on monthly basis. If any ambiguity found in the
record the same will be reported to concerned department with
intimation to Manager (Admin). Time Office will keep the record of action
taken.

Page 35 of 118
 8. Alarm System.

A high powered siren is installed over time office building which is

controlled by time office. Siren is blown on the following occasions: -

8.1 For Shift Timing. One short blast 15 minutes before the
commencement / end of shift and two short blast at the exact time
of start / end of shift and one long blast at 4 o clock for general shift.

8.2 Emergency. In case of fire out break or any emergency, on receipt

of information continuous short blasts are blown for 2 mints. At the
end of emergency situation, a long blast is blown as all clear on
receipt of orders from GM / Manager (Admin).

8.3 Miscellaneous. One long blast on following occasions: -

(1) On sighting / announcement of moon for Ramzan Ul Mubarik.

(2) Sehri / Aftari during Ramzan Ul Mubarik.

(3) On sighting / announcement of moon for shawal (Eid ul Fitr).

Note: Short blast = 15-20 seconds, long blast = 40-45
seconds.

9. Special Assignment

9.1 Time keeper is responsible for arrangement of ambulance placed in

hospital in case of emergency in Factory during the tenure of duty.
(ACL-W only)

9.2 Time office will maintain a register for the issuance / collection of
offices and vehicles keys. Time keeper will get the signature of
employee who collect or got issued the keys. Any happening will be
reported to In-charge time office for onward intimation to Manager
(Admin). (ACL-W only)

9.3 Time office is responsible for collection of Daak (post) after general
duty timing. (ACL-W only)

Page 36 of 118
 9.4 One jeep with driver is kept at the disposal of Time Office for 2nd
Shift (1500 to 2300 hours) and 3rd shift (2300 to 0700 hours) to meet
the urgent requirements of officers on duty. The vehicle is detailed
on the instruction of Shift Engineer and record will be maintained.

10. Record.

 Cards for outsourced labour-ACL(N)

 Attendance register for outsourced labour ACL-N
 Manual attendance Form
 Department wise duty roaster
 Shift report
 Report of surprised verification of employees
 Attendance record
 Month wise overtime sheets
 Register for the issuance / collection of offices and vehicles keys
 Jeep movement timing record- ACL(W)

Page 37 of 118
 Chapter 8: CEMENT DESPATCH PROCEDURE

1. Purpose
This procedure provide a standardized way to deliver / dispatch cement
to the customer, timely and safely up to the factory gate.
2. Scope
This procedure is applicable to dispatch department for the dispatch of
cement either packed or without packaging (bulk loading by containers and railway
wagons). In-charge of CDO staff is responsible for maintenance of record and
smooth functioning of CDO.
3. Procedure
3.1 The following procedure is followed while loading / dispatch of packaged
cement.
3.1.1 Cement dispatch office receives booked orders through
Despatch plan sheet from Marketing & Sales Department HO
through ERP. Any information/Instruction received by CDO
from Marketing staff should be in proper formal channel
(email/ letter) and recorded in a separate register wherever
financial impact involve.
3.1.2 Stockiest who book their orders with Marketing & Sales
Office, authorize self or any one of our authorized / registered
transporters to carriage their cement to their godowns / sites
(see Annex-B of serial order form). Order of Government
organization, private parties/projects are booked on deliver at
site basis and their cement is dispatched through our
registered transporters.
3.1.3 The representative of stockiest, private and Government
parties, submit authority letter either directly or through a
registered transporter to the cement despatch office
mentioning quantity to be lifted, serial order number and truck
number and Destination (See Annex-C for authority letter).
3.1.4 On submission of authority letter, it is checked by J.O (CDO)
on computer in ERP system regarding availability of balance
of cement, signature and stockiest title on application form
(See Annex-D stockiest application). After that entry pass /
loading slip in issued through ERP System to the
representative indicating truck number, weight in tons,
number of bags and serial number (See Annex-D).

3.1.5 On receipt of entry / loading slip by the Rep of stockiest /

party, it goes to the security office where they stamp on front
of Entry / Loading (security check) and the truck is allowed
after proper inspection / fitness of truck to get in and goes to
weigh bridge (See Work Instruction for weigh bridge, CD/
WI/001) and empty truck load, truck number and loading slip
number is recorded in the ERP weigh bridge computerized
system as well as in the register placed there (register
available at weigh bridge).
3.1.6 The truck then goes to the packing plant and on showing his
entry / loading slip to the loading contractor, get his truck
Page 38 of 118
 loaded under the supervision of our tally checker. The tally
checker checks that the bags are stacked properly, the
loaded number of bags counted and should be as per loading
slip i.e. brand, local, government, FWO, Export etc. At
packing plant the entry / loading slip is properly singed by the
tally checker and the loading contractor.
3.1.7 From packing plant loaded trucks comes back to the weigh
bridge and get his loaded truck weighed, the staff at weigh
bridge checks the difference of empty and loaded trucks, if it
is equal to the weight of cement loaded with a difference of +
100 Kg 10 per tons then the truck is allowed to pass on,
otherwise the truck is sent back to the packing plant for
replacement of under / overweight bags.
3.1.8 After weighbridge the driver comes in to the cement despatch
office and on submission of his entry/loading slip, get
despatch advice bill (See Annex-F) and levy of sales tax /
federal excise duty (See Annex E for Sales Tax / federal
excise duty invoice) which is singed & verified by officers.

3.1.9 The driver takes the documents to the cement despatch

record officer, who takes out authority letter, entry/loading slip
and copy of D.A bill after getting drivers signature on the D.A
bill for his record.
3.1.10 The driver then goes to security office where the security
officer keep a record on register (available at security office),
entry/loading slip, truck number, tonnage and date etc. Also
random check on No of bags on vehicle by security.
3.1.11 Date and batch numbers are written on each export bag
where consignee requires.
3.1.12 After completing aforementioned procedures truck goes out
from factory premises.
3.2 The following procedure is adopted while loading / despatch of cement
through bulk containers (loose):-
3.2.1 Cement despatch office receive orders on the same format
(See 3.1.1 of this DES/SOP).
3.2.2 First of all the empty Bulker is weighed and then it goes to the
loading point and after loading it is weighed again.
3.2.3 The Driver brings the weight, entry/loading slip to the
despatch office and receive the despatch advice bill, sales tax
/ federal excise duty invoice and goes through the same
procedure mentioned in 3.1.8, 3.1.9, 3.1.10, 3.1.11, 3.1.12,
before leaving the factory gate.
3.3 The following procedure is adopted while loading / despatch of cement
through railway wagons:- ACL-W
3.3.1 Cement despatch office receive booking order on the same
procedure as explain in 3.1.1 for the despatch of cement
through railway wagons and the order form shows that the
order should be despatch through railway.
3.3.2 Uptill now we have dispatched cement by rail to the orders
received from Party.(Feasible areas)

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 3.3.3 First of all we give demand of Railway wagon against order
received from Party.
3.3.4 On receipt of Railway wagon these wagons are physically
checked and if these are fit for cement loading, empty wagon
are weighed and send to the loading platform where the
wagons are loaded with cement bags as per capacity of each
wagon and as per order for a particular Station/destination.
3.3.5 After loading wagons, the tally checker checks the quantity of
loaded wagons and these wagons are weighed again.
3.3.6 A forwarding note is raised to the Station Master, Wah RS
indicating consignee, wagon num, tonnage, number of bags,
destination etc.
3.3.7 After weight of loaded wagons the doors of wagons are
closed and sealed with Askari Cement Ltd, stamp inserting a
card which shows wagon no, consignee name, destination
and no of bags.
3.3.8 On submission of forwarding note Railway Report (R.R) is
made by the Railway authorities.
3.3.9 Despatch advice bill and sale tax / federal excise duty (Nil
excise duty on export of cement) is made. One copy of each
D.A Bill, Sale tax and Railway Report is dispatched to the
marketing department HO for onward submission to the party.
3.4 Others.
3.4.1 At ACL-W CDO works on 2 shift however, considering traffic
movement and marketing arrangements CDO head make
adjustment in staff roaster to accommodate dispatches.
At ACL-N CDO works on 3 shifts (24-hours)
Daily report of Idle hours, busy hours, Last dispatch time,
should be reported to Mgr.(Admin) and to GM (Marketing) on
monthly basis.

3.4.2 In-charge CDO office will be responsible for preparation of

duty roster of their staff on monthly basis.

3.4.3 In-charge CDO Office will check the system every time to
clear all the documents appearing pending i.e., Loading
Advice etc.

3.5 References.
3.5.1 Booking form
3.5.2 Application form
3.5.3 Authority letter of transport
3.5.4 Loading Slip
3.5.5 Despatch Advice Bill

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 Chapter 9: (ENTERTAINMENT OF GUESTS)

1. AIM

To streamline the procedure for entertaining of guests of the BUs with a

view to extend utmost austerity/ hospitality. This SOP will also clarify that who shall
be treated as an official guest of the Plant and at what manner he shall be
entertained.

2. Guideline

a. Guest visiting to plant from other agencies, organizations, Govt

departments, other cement plants, ACL Head office etc for technical
matters/ administrative matters etc will be treated as official guest.

b. All official guest visiting/ Plant shall be served food free of cost.

c. Normal lunch/ dinner as per menu of cafeteria will be served

d. On visit of any VIP or foreign delegation if required special menu for

tea break/ lunch/ dinner will be approved by Manager (Admin)/ DM
(Admin)

e. If official guest is also required to be served with special meal, the

HOD of host department will properly mention in official guest
requisition form and will be approved by Manager (Admin).

f. Tea break to the guest will be served preferably from Admin Block
tea bar on the approval of Manager (Admin)

g. Following procedure will be followed for serving lunch/ dinner/

breakfast to the guest: -

(1) The host department will forward "Official Guest Form

(Annex-A)" to Admin Office mentioning correct information

(2) On receipt of official guest form by the Admin Dept, Admin

Office will issue "Guest Coupon for Cafe (Annex-B)"
immediately to the rep of concerned department in ACL(N)
whereas at ACL(W) Guest House/ Mess will be intimated by
admin department. Record of official guest form issued during
the month will be recorded in a register in Admin department

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 (3) Concerned department/ guest will hand over the said coupon
to cafe staff for provision of food.

(4) No food will be served to the guest without "Guest Coupon".

(5) If the menu on the Guest Coupon is other than routine, then
the concerned department is required to communicate the
same to Cafe staff at least two hours prior to the feeding time
so as to enable the cafe staff to prepare the food timely.

h. The cafeteria contactor will process monthly bill for official guest to
Admin office. The admin office will verify the bill with the record
(register, copy of official guest form, copy of guest coupon issued)
and Finance department will process for payment/ approval of CA.

3. Record

 Official guest form

 Guest coupon
 Register for guest form

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 Annex-A

ASKARI CEMENT LIMITED

(Company Guests Accommodation/ Messing Request)

1. Deptt/ Person Requesting :

2. ETA of Guest/s (Date/ Time) :

3. Number of Guest :

4. Designation of Guests
a. Senior Officer
b. Junior Level Officer
c. Technician
d. Labour
5. Name of Company/ Firm of Guest/s :

6. Approximate No of days Room :

required
7. Vehicle or Driver with Guest : YES/NO

8. Please Tick one option

a. Lunch
b. Tea brake
c. Dinner
d. Breakfast
e. All

HOD Section I/C

To: Admin Deptt

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 Annex-B

S/No. ______

ASKARI CEMENT LTD NIZAMPUR

GUEST COUPON FOR CAFE
1. Date (from/ to) ______________________
2. Requesting Dept _______________
3. Company/ Firm of the guest _______________
4. Number of Guest _______________
5. Menu (officer/ worker) _______________
6. Tick one of the following option: -
a. Lunch ____________________
b. Dinner ____________________
c. Breakfast ____________________
d. All ____________________

(official seal) (Sign - Issuing Person)

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 Chapter 10: CENRAL REGISTERY OPERATIONS

1. General. In order to ensure smooth operation of daily mail between

plants, Head Office and third parties, an office assistant is dedicated for central
registry in Admin Office.

2. Aim. To streamline the procedure for receiving/ delivery of mail from/ to

all departments and maintain its proper record.

3. Guidelines

a. Central registry will operate in General shift timings.

b. All those mails need to be despatched to HO will reach Admin Office

by the departments by 1300 hrs on all working days and 1100 hrs
on Saturday. Mail received after 1300 hrs will be dispatched to HO
on next day whereas on Saturday mail received after 1100 hrs will
be despatched on Monday.

c. All the departments will deliver mail to office assistant central registry
on proper signature on respective register maintained by all
departments. No mail without entry on respective register will be
received by the central registry clerk.

d. Department is responsible to mention complete address of the

recipient on closed envelop in case of mails to third party.

e. The central registry clerk will have an imprest amount of Rs. 5000/-
which will be used for postage stamps/ dispatch of official mail
through private courier i.e, TCS/ OCS/ Leopard etc. for ACL (N),
whereas no imprest amount is required for ACL(W) as proper
services of Courier Service is hired on approved rates.

f. The Office assistant central registry will dispatch mail as per

following procedure: -

(1) HO Mail

(a) Mail received from departments will entered in DFM

system/Topal Memo.

(b) Transit slip of all the outgoing mail will be prepared and
will be packed in proper envelope and put in mail bag.

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 (c) An employee travelling in ACL (Wah) colony general
shift van will collect mail bag from Admin Office at the
time of closing of general shift and will deliver it in ACL
(Wah) Time Office when he reaches there, whereas
mail of ACL(W) is handed over to time office for
dispatch.

(d) A rep of Head Office will collect mail from ACL(Wah)

Time Office at the morning and will deliver it to dak
despatcher at Head Office

(e) On return the Head Office rep will collect mail of Plants
from Head Office despatcher and will deliver it in
ACL(Wah) Time Office.

(f) The ACL(N) rep when come for duty on next day, will
pick the mail bag (that has sent by HO) from Time
Office ACL(Wah) and will deliver it to office assistant
central registry Nizampur, whereas mail related to
ACL(W) is handed over to office assistant central
registry by the Time Office

(2) Third party Mails

(a) Mail needs to be dispatched to third party/ other than

Head Office is required to be entered in a separate
register by the office assistant central registry.

(b) Third party mails to be despatched through GPO, TCS,

OCS and Leopard etc courier against payment from
imprest amount or as per hired courier services.

(c) When imprest amount is utilized 80%, the office

assistant central registry will move minute sheet for
reimbursement against the proper bills. The Finance
office will release payment on verification of incurred
amount record.

g. The office assistant central registry after receipt of mail from the HO,
will verify with the transit slip and will put up to GM (Works) duly
stamped/ numbered. Any discrepancy if find, will be reported to
Manager (Admin).

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h. Any envelope on which mentioned “Confidential”/ “Personal” will not
be opened by the office assistant central registry. The same will be
put up to the addressee in closed condition.

i. After endorsement of mail by the GM (Works), the office assistant

central registry will deliver the mail to concerned department and will
obtain proper signature from the recipient.

j. Same procedure will also be adopted for the mail received through
GPO/ other courier.

k. In ACL (N), Office assistant central registry will visit Post Office after
two day or as and when necessary for delivery/ collection of mail
whereas in ACL(W) the mail is being collected/ deliver by the courier
from/ to site.

l. In ACL (W) payment to courier / GPO will be made through cheque

at the end of month after checking of record held with Office
assistant central registry.

m. Any abnormality, if observed, will be reported to Manager (Admin).

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 Chapter 11: GUEST HOUSE

1. General

There are two guest houses being maintained by ACL Wah. Main guest
house and second guest house for junior officers. The primary aim of
having such a facility was to accommodate visiting officials of all projects of
ACL Wah in particular and AWT guest in general, who visit ACL Wah in
connection with various assignments. Frequent visits by FLS staff and
other high level guests who reach at odd hours, this guest house will meet
the requirement. The guest house allotment will be done by head of admin
department in consultation with GM (Works), with the approval of CA (if
required in special cases).
Second guest house has also been established to accommodate officers
below the level of Managers and guest of the company. Allotment of this
guest house is made by head of admin department room rent @ Rs 150
per day will be charged. In ACL(Nizampur) one guest house is available for
foreigners/ dignitary and senior level guests.

2. Configuration. The guest houses consists of following:-

ACL(Wah)
2.1 Main Guest House
2.1.1 Ground Floor
2.1.1.1. 1 x Entrance lobby and 1 x gallery and 1 x porch.
2.1.1.2. 1 x TV / Sitting Room.
2.1.1.3. 1 x Powder Room along with bathroom.
2.1.1.4. 1 x Kitchen.
2.1.1.5. Kiln Room (1 x suit house with independent dinning
/ sitting / TV Room)
2.1.1.6. Guest Room No 1
2.1.1.7. Guest Room
2.1.1.8. Servant quarter, garage, store and servant bath
room are separately constructed in one corner of
guest house area.

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 2.1.2 First Floor.
It comprise of following:-
2.1.2.1. Entrance lobby having double entry from inside and
outside stairs.
2.1.2.2. 1 x VIP suite (with two independent rooms with 2
x attached baths, 1 x dining room and 1 x TV room).
2.1.2.3. Green Room comprised of large dressing room,
bath room & a separate terrace.
2.1.2.4. Guest room No 3.
2.1.2.5. Guest room No 4.
2.1.2.6. 1 x combined dinning / sitting room for the guests of
guest room no 3 & 4.

2.1 2nd Guest House.

Second guest has been established in rooms attached with record
room to accommodate 12-15 guests.

ACL(Nizampur)
3.2 1 x Main Hall
3.3 4 x Rooms
3.4 2 x Gallery Rooms
3. Staff
Following staff will work / services will be provided for guest house smooth
functioning at ACL(Wah) whereas at ACL(N) Guest House is looked after
through Incharge Guest House:-
3.1. 01 x JO (Admin), JO guest house and JO cafeteria.
3.2. 02 x cooks.
3.3. 02 x waiters.

3.4. Catering
3.5. Foreign guests will be provided room service. The other
guests will have the option to have food in guest house or
cafeteria. However, except for breakfast, room service will
not be allowed.
3.6. Remuneration

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 Cook and attendants will be compensated for additional duty
in shape of over time or compensatory leave

4. Responsibility
GM (Works)/ Manager (Admin) will be responsible of guest House.

5. Organizing Committee
5.1. Chairman - CA
5.2. Chief Secretary - GM Works/Mgr (Admin)
5.3. Secretary - DM (Admin)
5.4. Finance Secretary / Administrator - JO/ IC guest house

6. Guest Room Secretary (DM Admin)

Duties of guest room secretary will be as under:-
6.1. Ensure expenditure should not increase vis-à-vis income of guest
rooms on Monthly basis.
6.2. Inspect the guest rooms thrice in a week.
6.3. Any observations / suggestions of guest to be brought in
knowledge of GM (Works) / Manager (Admin & HR) on weekly
basis.
6.4. Monitor minor works / renovation of guest rooms.

7. Finance Secretary Administrator (JO Cafeteria and Administrator/ IC

Guest House).

His duties will include following:-

7.1. Maintain all correspondence, documents, accounts and ledgers
where applicable
7.2. Prepare and issue guest room bills through DM Admin where
applicable
7.3. Prepare and issue cheques as per approved minute sheets by
GM(Works)/ Manager (Admin).
7.4. Prepare documents and ledgers.
7.5. Update the list of items and store for stock taking / disposal board.
7.6. Assist guest room staff in smooth functioning of guest house.

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 7.7. Check guest rooms on daily basis and report any observation or
discrepancy (if any) to guest house secretary.
7.8. Update daily occupation / vacation state.
7.9. Responsible for safe custody and upkeep of all items held as
guest house property.
7.10. Ensure general cleanliness.
7.11. Control support staff and ensure that they display proper attitude,
conduct and behavior as well fulfill the assigned task.
7.12. Will be responsible for maintenance, entries and safe custody of
guest room occupation register and suggestion book.

8. Booking of Guest Rooms

HOD Admin Dept will allot guest room on the request of concerned
department. Guest room will only be allotted to foreigner guests and senior
rank guest..
9. Procedure
9.1 HOD Admin department will be approached by all those desirous to
book a guest room. Such booking shall be made by a written request
at least 2x days in advance. Booking status must be confirmed on
telephone before arrival.
9.2 HOD Admin department will intimate regarding booking to GM
(Works) and CA (if required in special cases).
9.3 JO Guest House will brief the attendants and chief security officer
for guards accordingly.
9.4 Daily occupation / vacant state will be maintained by DM (Admin).
9.5 Entitlement of Guest Room Type.
Guest rooms will be allotted to visitors as under:-
ACL(Wah)
i. Kiln Room –Lt. Col (Retd) / DGM and above (including foreign
engineers).
ii. Green Room – Lt. Col (Retd) / DGM and above (including
foreign engineers).
iii. VIP Suite – Lt. Col (Retd) / DGM and above (family
accommodation).

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 iv. Room No 1, 2, 3 and 4 will be given to Managers / engineers
level officers and above.
ACL(N)
i. Room No. 1-4 : Lt. Col (Retd)/ DGM and above
(including foreigners)
ii. Room No. (Gallery Room) 5-6 : Manager/ Engineer level
officers
9.6 Occupation of Guest Rooms
While occupying a guest room, the guest will be presented with
guest room occupation register. Following must be filled in before
physical occupation by the guest :-
9.6.1 Appointment and full name.
9.6.2 Nature of visit i.e. leave or duty.
9.6.3 Official address.
9.6.4 Date of occupation and likely date of vacation.
9.6.5 Signature.
9.6.6 Following timings will be observed for check in / out :-
9.9.6.1. Check In - Any time of day / night.
9.9.6.2. Check Out - 1400 hours.

10. Charges
Guest rooms charges will be as under for private use whereas it will be free
for official guests/ foreigners: -

10.1. ACL Wah.

a. On posting / transfer stay free of cost for 10 days only for ACL Wah
officers. Or if posted/ transferred officer stay more than 10 days for
any valid reason like non availability of family accommodation, delay
in renovation of allotted accommodation will deposit 20% of HR for
rest office stay in guest room ACL-W.
i. ACL Wah Guests
a. Kiln Room - Rs 300/- per day
b. Green Room - Rs 400/- per day
c. VIP Suite - Rs 700/- per day

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 d. Room No 1 to 4 - Rs 250/- per day
10.2. FF/ Askari Guests
a. Kiln Room - Rs 500/- per day
b. Green Room - Rs 600/- per day
c. VIP Suite - Rs 1,000/- per day
d. Room No 1 to 4 - Rs 350/- per day
10.3. Civilian Guests
a. Kiln Room - Rs 1,500/- per day
b. Green Room - Rs 2,000/- per day
c. VIP Suite - Rs 3,500/- per day
d. Room No 1 to 4 - Rs 1,000/- per day
e. Guest room charges for Civilian Guests more than 3 x
days will be increased as under:-
i. 50% increase for 4th and 5th day.
ii. 75% increase for 6th to 10th day.
iii. 100% increase after 10th day.
10.4. ACL(N). Rs. 1000/- will charged for private guest for any of
the room whereas it will be free for official guest. If the guest house
is occupied for more than 3 days, rate will be increased as under: -
i. 50% increase for 4th and 5th day.
ii. 75% increase for 6th to 10th day.
iii. 100% increase after 10th day.
11. Processing of Bills

11.1 Guests will be presented bills before their departure by JO/ IC

Guest
house.
11.2 All guests are expected to clear their dues in time.
11.3 Bills paid in cash by the guests will be deposited in Finance
Department on weekly basis by JO Guest House.
11.4 For any query guest room secretary or administrator can be
contacted.
11.5 Suggestion will be welcomed which can be endorsed by guests in
suggestion book.

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 11.6 Cases of un-paid bills will be referred to Head Office for disciplinary
action against defaulters and the rent will be recovered from the
HOD who referred the guest.
12. Fixed Assets / Property
12.1 Finance department will ensure proper coding, tagging and
maintenance of fixed assets relating to guest house.
12.2 All property (crockery, cutlery, linen, attractive items other than fixed
assets) will be listed and entered in property register by JO Guest
House.
12.3 All items donated/presented will be taken on charge by JO Guest
House.
12.4 A board of officers will assemble annually to re-evaluate the
condition of items / property, headed by DGM/Manager (Admin &
HR).

13. Survey/Stock Taking

Board of officers will be detailed by president on annual basis. The mandate
of the board would be as under:-
14.1 To physically verify fixed assets register with assets available
at guest house.
14.2 To check that property register is maintained properly.
14.3 To carry out physical check of all property held on charge.
14.4 To report any loss or discrepancy if any to the GM (Works)/
Manager (Admin).
14.5 Suggest measures for replacement of loss/breakage and purchase
of new items.
14. Telephone Facility
15.1 JO/ IC guest house is responsible to keep all the telephone sets in
good working condition.
15.2 JO/ IC guest house will immediately get the fault rectified in case of
occurrence.

15. Security

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 16.1 Outer perimeter of the guest house is secured by high walls/fence
and search lights.
16.2 Inner perimeter is manned by FSS guards.
16.3 Guards will be pre-informed about arrival of the guests by JO guest
house.
16.4 Guests will only be allowed to enter the premises after proper
verification and Search of the vehicle.

16. Washer man Facility

Though this facility is not available at site but is being managed by
attendant/ cook on cash payment by the guests.

17. Suggestion / Complaints

Suggestion book will be placed in each guest room. Guests may write
suggestion/complaints (if any) in the book with a view to improve the facility.
Book will be placed in reception at lobby.
18. Operation of Guest House
18.1 Advance in the name of JO/ IC Guest House.
18.2 Limit of Rs 20,000/-.
18.3 Expenses on food, beverage, consumable items, repair etc on a
house are incurred by JO Cafeteria/ Guest house.
18.4 When balance available with JO Cafeteria/ guest house comes to
Rs 5000/- he prepare an expense summary and attach bills /
vouches for reimbursement.
18.5 Guest House secretary will check this statement.
18.6 Submitted to finance department for reimbursement. Finance
Department will verify the bills and make payment to JO/ IC guest
house.
18.7 In books of account a separate account bead “guest house
expenses” is opened where all cost incurred on guest house i.e.
expenses, reimbursed to JO, salaries / wages, benefits of staff, gas,
electricity, telephone etc are recorded. Any recovery made for food,
room rent charges for guest houses are also recorded in guest
house expenses account.
18.8 Guest house secretary will ensure expenses on guest house

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19. Tea bar (Admin Block) Operation
19.1. A tea bar is available in Admin block for provision of tea services to
guests as well as Officers on factory expense
19.2. Rs. 50,000/- per month will be issued in advance to JO Cafeteria/
guest house.
19.3. Two times tea to employees of Admin Block will be provided free of
cost
19.4. Any of the meetings calls by GM (Works) in Conference Room, GM
(Works) Office and in CCR or else ever, will be served normal
tea break on factory cost
19.5. The JO Cafeteria/ Guest house will maintain daily tea record
19.6. Proper adjustment of incurred amount will be submitted to Finance
office by JO Cafeteria/ Guest house.
19.7. Official guest will also be served tea/ tea break with the permission
of Manager (Admin) and expenditure so incurred will be recorded.
19.8. Dry items will be purchased for making tea and the tea break by JO
Cafeteria / Guest house.
19.9. Private guests will also be served tea on payment to be deducted
from the concerned employee.

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 GENERAL TERMS OF CONTRACT - CAFETERIA CONTRACT

1. Clause-1 Definition and Interpretations

1.1 "Company" means, Askari Cement Ltd Wah/ Nizampur.

1.2 “Employer” hire ups at ACL on the behalf of this contract be
constituted.

1.3 "Management" means General Manager Works, Askari Cement Ltd

Wah or his representative deputed by him as notified to the
contractor from time to time to watch and supervise the work and
guides the contractor to carry out the work as per instructions of the
management.

1.4 "Contract" means the documents /deed of agreement forming the

tender and acceptance thereof together with the documents referred
to therein including these conditions, the schedule of rates, the
specifications and the drawings and any other documents which the
Management may consider necessary. All the documents shall be
deemed to form one contract and shall be complementary to one
another.

1.5 "Contractor" means the individual or firm or company whether

incorporated or not, undertaking the works and shall include the
legal personal representatives of such individual or the persons
comprising such firm or company, the successors of such firm or
company.

1.6 "Works" means works described in the tender documents and / or

extra / additional works to be carried out.

1.7 "Month" "week" "day" means the calendar month, week and day
respectively according to the Gregorian calendar.

1.8 Language

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 English/ urdu language shall be used for this contract and for all the
documents and correspondence connected with this contract.

2. Period of the Contract

Period of the contract would be one year and will be extended by mutual
consent of parties or curtailed under the relevant provisions of this contract.
Keeping in view, comments of consumers deposited in comments box.

3. Scope of Work & Services

3.1 All items will be provided on approved rates to ACL employees on

payment or on coupons system issued by the BUs (list of rates be
placed on Notice Board). The cafeteria staff will keep record of the
coupons and will be liable to provide for checking purpose every
month.
3.2 Any of the cafeteria committee members will check and verify the
meals served to ACL employees on daily basis.
3.3 Chicken piece served in a meal, consisting 08 pieces / chicken and
weight of the chicken piece will also be up to a certain standard (2
kg chicken) 150 gm per piece. The portion / weight of the chicken
will be strictly observed. Only broiler are permissible not layer in any
kind.
3.4 Mutton / beef will be purchased fresh and as per desired standard.
3.5 Vegetables / fruit will be also number 1 quality.
3.6 Rice will be served with raita / chatni or yogurt and portion will be
approved by the Cafeteria Committee 90-100 gm raita. Chatni/ raita
will be charged separately as per approved rates.

3.7 Dalda, handi banaspati ghee or sunflower cooking oil will be

approved by the cafeteria committee.
3.8 Food items and Cold drink served will be charged as per rate list
approved by the committee and attached with the contract. New
items will be included on the approval of committee and their rates

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 will be fixed by the committee after discussion with the contractor if
included, approved company.
3.9 Rate list will be revised every year by the committee and will be
displayed with specified weight / portion at visible place in the
cafeteria.
3.10 An appropriate penalty up to Rs 20,000/- (minimum) shall be
admissible, if hygienic condition of the kitchen or cafeteria staff is
found unsatisfactory.
3.11 Employees of ACL will have the right of registering their complaints
regarding low standard of quality and services.
3.12 The equipment like crockery, furniture, utensils, electricity
connection and gas connection shall be provided by the ACL.
Moreover, due to non- availability of sui gas at ACL(N), the cafeteria
contractor will be given 25 x gas cylinder (45 kg each) per month
free of cost by the factory.
3.13 Contractor will make his own arrangements for the purchase of food
and for the accommodation of his employees.
3.14 Proper entry card will be prepared by the security section of the BUs
for entry of the contractor / his staff.
3.15 Contractor will be responsible for all type of damages of the building,
fittings, bathrooms, cleanliness, safety and security within the
cafeteria building and its premises.
3.16 The list of the lunch/ dinner and snacks rates will be displayed on
notice board at cafeteria.

3.17 Menu.
It will be approved on quarterly basis, by the following committee
members:

(1) President - HOD (Admin & HR) works

(2) Members - DM (Admin & Security)
- JO (Cafeteria)
Members from each dept
(Quarry,Mech, Prod, Elect, MIS,
QC, Fin, Inst & PLC)

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4. Detail of Additional Work / Maintenance

4.1 Dish washing, cleaning of furniture in all shifts and water wash of
cafeteria.
4.2 Baking of chapattis.
4.3 Fumigation and disinfection will be carried out in cafeteria on daily
basis at mid night. Cafeteria will be washed with bleach every day.
4.4 Disposal of Garbage in covered drums will be the responsibility of
contractor twice a day. Disposed food will not be kept for the
invitation of birds, cats or dogs near by the cafeteria building.
4.5 Supply of tea services will be provided in three shifts even on weekly
rest days and holidays as per requirement of the BUs. The
contractor will use packed liquid milk or good quality fresh milk for
preparation of tea / doodh pati.

4.6 Snacks will also be provided with tea on the approved rates.

5.Terms of Payment
5.1 The contractor will claim payment against coupons received by them
every month. Payment will be made on monthly basis from Finance
Office.

5.2 Contractor will deposit an amount of Rs 300,000/- (rupees three

hundred thousand only) on account of security money refundable on
termination of contract.
5.3 Following facilities to the cafeteria contractor will be given by the
factory: -
5.3.1 Cash subsidy of Rs. 100,000/- per month (ACL N only)
5.3.2 Free water
5.3.3 Free electricity
5.3.4 No rent for café/ tuck shop buildings.

6. Bindings of Legal Requirements

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 6.1 The above mentioned job will be done in an efficient and befitting
manner to the entire satisfaction of workers / committee of cafeteria.

6.2 Contractor will be liable to company from all claims under workmen
compensation act or any other law for the time being enforce for any
injury caused to any person whether workshop or not who is
employed by you and is working at the site under your supervision.

6.3 Contractor will be required to submit a list of the workers every

month.

6.4 Contractor shall properly and faithfully observe provisions of Labor

Laws including Pakistan Industrial & Commercial Employment
(standing orders)

Ordinance 1969 Industrial Relations Ordinance, Factories Act 1934.

6.5 Contractors will also be responsible for any damage to crockery or

machines / tools which may be caused by your workers / employees
while performing their work in our factory and you indemnify
company in full for such loss or damage incurred.

6.6 Contractor workforce shall abide by all the rules &

regulationsapplicable to establishment. He shall be responsible for
maintenance of discipline of your workforce and efficient working.

6.7 Deduction as prescribed by the Government from time towards tax

under the provision of the income tax ordinance 1979will be made
from your bills.

7. Termination of Contract

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 The management have the right to terminate the contract with 7 days prior
notice if it finds that the work is not being performed to their satisfaction due
to contractor’s failing or in case he violates the terms and conditions of the
contract.
The Management of Askari Cement Ltd Wah, will also have the right to
terminate the contract by simply giving 02 months prior notice to the
contractor for management’s convenience. Similarly the contractor will
have the right to terminate contract by giving 02 months prior notice to the
Management in case of changed circumstances not foreseeable at the time
of contract and beyond his control which render the performance of his
contractual obligation impossible or impracticable for him to fulfill his
obligations under the contract. In case of termination of contract by the
contractor without plausible reasons, the Management shall be entitled to
forfeit the security amount held beside recovery of special damages if any.

8. Renewal of Contract

The contract can be renewed by the contractor and the management for a
further period of one year at a time by mutual consent. However, the
contractor will have to give an advance notice of three months before the
expiry of contract if he desires to continue the contract. The New contract
would be signed upon mutually agreed conditions of the contract.

9. Contractor’s Representative/Agent

The contractor would maintain his office at site at his own cost and appoint
an authorized supervisor who will be responsible to the Management for
day to day work. He shall also be responsible for supervision and execution
of work by employees. The contractor or his supervisor shall be in
attendance at the site during all working hours and be available to the
Management to get time to time instructions.

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10. Contractor’s Labour

The contractor shall at all time employ labour in sufficient number so as to

maintain the required rate of progress of work.
In case of slow progress adjudged by the Management representative the
contractor would be given notice to improve progress. The contractor shall
comply with the notice forthwith and put in additional resources to build up
the progress to the satisfaction of the representative.
The contractor shall strictly comply with the labour laws of Pakistan and
save the Management harmless for any omission in complying with the
laws in force. The Contractor shall remain liable for payment of all wages
or other dues to his employees under the payment of wages Act, 1936. The
Employer's Liability Act 1938, the Workmen's Compensation Act 1923,
employees old age benefit Act, employee social security ordinance act,
education cess ordinance and any other act or ordinance and rules framed
there under from time to time by the Government. The Contractor shall be
solely responsible to arrange treatment of his employees in case of
sickness or accident. The Contractor or his representative shall
immediately remove any of his (contractor's) employee from the site when
so directed by the Management who may not extend any reason for such
directions.

11. Order under the Contract

All orders, notices etc. to be given under the contract shall be in writing,
typed or printed and, if sent by registered post to the last known address of
the Contractor, shall be deemed to have been served on the dates when in
the ordinary course of post, these would have been delivered to him or his
representative. The contractor shall without delay carry out all orders and
comply with all notices given to or served on him.

12. Duties, Royalties and Escalation

All taxes, duties, royalties etc. levied or leviable by the central, provincial or
any local authority / Government shall be born by the contractor himself. It

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 is a fixed price contract based on unit rates and the Employer shall not be
responsible for any increase / escalation in labour or material rates etc.
during the execution of this contract.

13. Damage to Company’s Asset / Personnel

In case of any damage to the assets of company by the employee of the

contractor, the contractor will pay the total loss / expenses which may be
deducted from his bill or any outstanding amount. The Management will be
the sole judge for the compensatory deductions to be made for damage to
company assets / property, further, in case of injury or loss of any part of
body or loss of life of employees he will have to pay the compensation to
the workers of the plant, in addition to any penal action necessary under
the local laws entailing the bodily injury or loss of life of ACL employee.

14. No increase in the rate whatsoever would be allowed during contract

period.

15. The contractor will not be allowed to sublet or assign this contract.

16. Insurance

The contractor shall keep indemnified the employer against all losses and
claims for injuries or damages caused to any person or property during the
execution of work by the contractor. The contractor shall also be
responsible to provide insurance cover to his employees under workman
compensation act. employer shall be kept indemnified against any claim
resulting due to an accident under the said Act.

16.1 The contractor will not be party to union affairs and will not assist in
any form of the union affairs.

16.2 No drugs will be used, possessed transferred in the premises

probation act 1979 will be strictly followed.

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 16.3 Workers will be proper vaccinated by keeping up health full
conditions as per sanitations standard prevailing in food and
beverages services establishment. Monthly inspection will be carried
by the committee as per the sanitation standard.

16.4 That contractor will use approved detergent by the management for
pre soaping and cleaning dishes, silver ware and glass ware.

16.5 Contractor will not use aluminum cooking potsin the cafeteria.

16.6 BU will place a comments box in the cafeteria under lock and keep
by the management.

16.7 Observations will be counted for the performance of contractor.

17. Variations

The Management may make any variation in the scope of work under this
contract as regard to its form, quality or quantity. The management may
decrease, increase or omit any part of the work given therein. The
contractor however shall be paid his contractual charges as per the decided
rates for the work actually performed by him. In case the contractor does
not fulfill any of his obligations under the contract then the Management
would have the sole option to use other means at his risk and cost to get
the work done and deduct the cost so incurred from the monthly bill or other
dues of the contractor. If at any stage the management feels that the
Contractor is not abiding by the terms of contract or is not carrying out the
assigned job as per the time schedule the management will take
appropriate action including termination of contract, forfeiture of earnest
money and imposition of penalty equal to the loss caused / assessed to
compensate the employer.

18. Rates and Mode of Payment

The payment to the contractor would be made at agreed rate as per following
procedure: -

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18.1 Cash/ monthly payment by the employees consumes food.
18.2 Official guest bill will be processed on monthly basis and payment
will be made after approval by the CA.
19. Settlement of Dispute / Arbitrator
Any dispute in connection with or arising out of this agreement will refer to
CA acting as impartial Arbitrator and whose decision will be binding on both
the parties.

20. Safety and Security

Contractor will ensure compliance of Govt rules and laws on the subject.
He will ensure that men employed by him in the factory wear safety
equipment which will be provided by the contractor. He will also ensure
wearing of uniform by his men as specified by the company.

21. The governing law of the contract to be the Law of Pakistan.

22. Non-Disclosure Agreement (NDA)

Without prior written consent of the employer the contractor shall not disclose to
third party any information concerning the employers’ establishment etc. which
comes to his knowledge during the execution of the contract

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 CANTEEN OPERATIONS – ACL (N)

General

A canteen is also available inside the plant in Nizampur for the ease of employees
to consume tea/ refreshment near to their working place.

Aim

To lay down the procedure for award of contract and running of canteen affairs.

Operations

a. Canteen is running round the clock inside the plant by the contractor

b. Contract is awarded as per contract laid down procedure

c. Rate for items being served in canteen is approved by the factory

d. Rate list will be displayed on prominent place in canteen

e. The contractor will charge as per approved rates. Extra charges will be
liable for disciplinary action

f. No rent will be recovered from the canteen contractor

g. The canteen contractor will be given 500 electricity unit free every month.
Unit consume over 500 will be charged.

h. White wash of the building is the responsibility of factory, however,

cleanliness of canteen is the responsibility of contractor.

i. No unhygienic food will be served.

j. The contract can be renewed every year on the basis of best performance

k. Proper agreement will be made with the contractor

l. Employees consume tea/ refreshment will pay in cash whereas bill for
official guest will be processed and payment will be made after approval by
the CA.

m. Canteen contractor will also accept coupon issued to workers for purchase
of items and will claim payment against received coupon on monthly basis.

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 Chapter 12: SPORTS CLUB

1. General. Officers Club ACL Wah is a unique establishment organized

to provide recreational as well as sports facilities to all employees of Askari
Cement Limited Wah. Officers club remains venue of events like officers/workers
marriage ceremonies and community lectures on varied topics of importance.
Sports Club Wah operates within the frame work of Officers Club Wah, this club
remains a center for learning and promotion of both indoor and outdoor sports like
Snooker, Cricket, Volley Ball, Basket Ball, Badminton, Squash and Swimming. An
indoor fitness gymnasium is also available to help improve physical standards of
members.
2. Aim. To lay down policy guide lines for smooth management and
functioning of
Sports Club ACL Wah.
3. Club Objectives
a. Improve leadership qualities through sports in officers as well as
workers of ACL Wah.
b. Provide avenue to develop sense of belonging among members
through shared experience of sports.
c. Provide an opportunity to remain fit at all ages and develop values
to enjoy life.
d. Develop sense of competition.
e. Provide an outlet of advance participation for a particular sport.
f. Organize inter plant/inter community sports events.
4. Governing Body. Sports Club will be managed by following governing
body responsible for provision of funds, facilities and procurement of equipment
required for all types of sports:-
a. Chairman Club (GM HRA & P).
b. President Club (GM Works).
c. Administrator Club (Manager Admin).
d. General Secretary (Manager QC).
e. Finance Secretary (Manager Fin Works).

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5. Sports Management Committee. Governing body will be assisted
by a Sports Management Committee. Officers of this committee will act as head
of each sport as mentioned against each and will zealously strive in talent hunting,
game improvement, making teams and arranging sports competitions within plant
and without side teams. This committee will forward recommendations to the
governing body for purchase of sports gear including sports kits for each team.

6. Available Sports
a. Indoors
(1) Snooker
(2) Badminton
(3) Gym
(4) Table Tennis
b. Outdoors
(1) Cricket
(2) Volley Ball
(3) Basket Ball
(4) Foot Ball
(5) Swimming
(6) Squash
7. Membership Rules
a. All membership requests will be approved by President through
General Secretary.
b. All officers will be members of Sports Club.
c. Wards of officers can become member of Sports Club.
d. Officers spouses can avail gym/swimming pool facility.
e. Workers and their wards can only avail outdoor sports facilities.
f. Membership passes will be issued to all members.
g. Outsiders are not permitted to participate in any club activity except
with special permission.
h. In rare cases membership will be given to outsiders only after
obtaining clearance from security department.
i. President Club will cancel any membership on gross misbehavior,
ill- discipline or for wearing improper dress within club premises and
with club staff.

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8. Deduction / Subscription / Fee

a. Rs 95/- per month will be deducted from officers salary.

9. Bank Account/Signatures. Subscriptions of this account to be

deposited in MCB Wah Works Branch and will be operated by two signatures
as under:-
a. President/Administrator Club.
b. General/Finance Secretary.
10. Expenditure limit
a. Expenditure up to Rs 50,000/- will be approved by President Club.
b. Expenditure over Rs 50,000/- will be approved by Chairman Club.
11. Expenses. Sports fund will be used to meet following expenditures:-
a. Sports activity.
b. Purchase of sports equipment.
c. Repair/maintenance of sports equipment.
d. Any other case (as per approval of CA)
12. Budget
a. Financial assistance by ACL Wah to Sports Club be Rs 10,000 pm.
b. Sports Club can get limited financial support from ACL Wah through
Budget Funding.
c. Special financial requests can be made at any time.

13. Care and Preservation/Inventory Maintenance

a. When using any equipment leave it in a better state than when you
arrived. In charge club will maintain all sports equipment.
b. All sports equipment will remain property of the club. Purchases will
be limited to that retained by the club and used only during club
activities.
c. Disposal of surplus equipment will only be made by Sports Club
Management.
d. All equipment will be inventoried and list be maintained by club in
charge.
14. Sports Kit. Wearing of proper sports kit for all Sports Club will be
mandatory i.e. tea shirt, trouser, joggers/PT shoes. During winter member can
wear track suit. Sports Kit with ACL Wah insignia will be made available in uniform
shop in Askari Welfare Complex for purchase.
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15. Accident Reports. In charge club will submit an accident report for injury
occurring during club activity which will be submitted to the Secretary Club Sports
within 24 hours of the incident.
16. Emergency Staff Contact Information. In case of emergency following
officers will be contacted:-
a. Secretary Club Sports
Cell: ________________

b. In charge Club Sports

Cell: ________________

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 CLUB RULES
1. Membership will be awarded to those who fulfill Sports Club criteria.
2. Club reserves the rights to accept or reject any membership request.
3. Proper timing of the club will be adhered.
4. Proper care/cleanness/preservation of club equipment/machines will be
ensured.
5. Proper sports uniform/kit will be worn in sports club. Improperly dressed
members will be requested to leave club premises.
6. No drugs/cigarette will be allowed in sports club.
7. Respect the rights, dignity and opinion of all players as well as officials will
be respected.
8. Develop appropriate playing relationship with each player based on mutual
respect.
9. Ensure that the activities you direct or advocate are appropriate for the age,
maturity, experience and ability of member players.
10. Always display high standards of behavior, appearance, punctuality and
instructions.
11. Be a role model for other players.
12. Encourage players and spectators to at all times accept match officials
decisions without comment and without showing resentment.
13. Help all members to recognize good performance and not just good results.
14. Co-operate with other players.

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 ASKARI CEMENT LIMITED WAH
SPORTS CLUB
MEMBERSHIP FORM
Photograph

Name: _____________________________
Father Name: _______________________
Department: ________________________
Age: ______________________________
Address: _________________________________________________________
________________________________________________________________
CNIC:__________________________ Cell/Phone No: ____________________
Reference for outsider: _____________________________________________
________________________________________________________________
Games
Indoor a. Snooker b. Badminton
c. Gym
Outdoor a. Cricket b. Volley Ball
c. Basket Ball d. Foot Ball
e. Swimming pool
Total Amount Rs ____________
Declaration: The information given above is correct to the best of my knowledge & belief.

Signature: ________________ Date: ________________

OFFICIAL USE ONLY

Security Clearance for outsider ______________________________________

________________________________________________________________

Issuing Authority
Secretary /
Administrator Sports Club

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 GYMANISUM/ SPORTS ACTIVITIES – ACL (NIZAMPUR)

1.  General.  A multipurpose gym with all the latest gym facilities has been 

established at ACL(N) as a welfare means with the purpose of extending health care 
facilities to the officers of ACL(N). 

2.  Aim.  To lay down standard procedure to avoid undue wear & tear of gym eqpts 

its general  maintenance and smooth functioning of the gym. 

3.  Eligibility.  Membership form is attached as Annex‐A, following categories of 

officers are eligible to use the facility: ‐ 

  a.  ACL Officers (JOs and above) 
  b.  MTE/ MTS 
  c.  Workers (Permanent/ one year/ lump sum/ fixed contract) 

4.  Functional Responsibility.  The  appointed  gym  secretary  will  be  responsible/ 

available for routine functions of the gym. However, overall responsibility lies with the 
Admin Branch. An appointed gym secretary will remain available during the gym opening 
timings, who will maintain the record of all the persons availing the facility. All equipment 
and fitted items will be on the charge of appointed gym incharge. 

5.  Safety. The gym in charge will be responsible for the safety of following under 
the supervision of gym secretary: ‐ 

  a.  Gym Equipment 
  b.  All the fixtures in the Building. 
  c.  Electric points switching on & off 
d.  Checking of cards and ensure that only authorize persons use the gym  
  e.  Maintain a record register of the person using gym facility. 
  f.  Opening and closing of the gym as per schedule timings.  

6.  Maintenance.  Daily maintenance will be the responsibility of the appointed gym 

in charge that will ensure following: ‐ 

a.  Cleaning and dusting of equipment and area in and around the gym through 
Sweeper on daily basis.  

b.  Hygiene sanitation, toilets, changing room and washbasin etc. 

c.  Ensure serviceability of gym equipment at all times. 

7.  Timings.  The gym will be opened and closed as per timings given below:‐ 

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  Summer/ Winter   
  a.  0600 to 0730 hrs. 
  b.   1000 to 1200 hrs. (for off duty personnel) 
  c.  1700 to 2100 hrs. 

8.  Membership Charges. Detail of membership and per month fee will be as under: 
‐ 

Membership Per Month

S/No. Category
Fee Fee
a. AM & above Rs. 500/- Rs. 300/-
b. JOs to SOs Rs. 300/- Rs. 200/-
c. MTE/MTS Rs. 200/- Rs. 100/-
d. Workers Rs. 150/- Rs. 100/-
 

9.  Rules/ Regulation.  Following rules/ regulation will be observed strictly by the 

members: ‐ 

  a.  Proper adherence to the timings. 

  b.  Proper adherence to the following dress code: ‐ 
    (1)  Track suit, Trouser, shirt/ T shirt (No Shalwar Kamez) 
    (2)  PT Shoes/ Joggers (No Washroom sleepers)   

c.  Must be in possession of membership card and shown at the reception 
counter. 

  d.  Will not bring their kids below 12 years of age. 

  e.  Not to use gym eqpt for more than 20 minutes with 10 minutes for use. 

  f.  Avoid mishandling of gym eqpt and music system. 

g.  After use, placement of dumbles, rods and weights at respective places. 

  h.  Maintain the cleanliness of the gym as far as possible. 

i.  No smoking, eating and drinking (except water) in the gym. 

  j.  Avoid, talking loudly inside the gym. 

k.  Handle the equipment with care, since breakage or damage will be borne 
by the member causing the damage.  

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10.  Conclusion.  These SOP’s  are a guideline for proper use, maintenance, as well 
as smooth functioning of the gym, thus obligatory on all the members to follow it in 
true letter and spirit.  

11.  Proposed Gym Management Committee. Following committee is nominated:‐ 

  a.  Manager (Admin)  : Secretary 

  b.   AM (Elect)       : Incharge   
  c.  JO/ EO (Admin)   : Adm support 
  d.  Gym Supervisor (To be hired through outsource with  the approval of CA) 

OTHER SPORTS – ACL(NIZAMPUR)

1. General. ACL(N) is on remote location wherein no recreational

facilities are available even in nearby vicinity. Therefore, it is the utmost efforts of
ACL management to provide following sports facilities in addition to gymnasium:
-

a. Cricket Ground
b. Basket Ball/ volley ball ground
c. Badminton ground
d. Snooker Club
2. Aim. To lay down procedure for conducting sports activities, purchase of
sports items to facilitate the employees in provision of recreation facilities.

3. Eligibility. Following are eligible for sports: -

a. Cricket - All employees
b. Basket Ball/ volley ball - All employees
c. Badminton - All employees
d. Snooker - SOs and above only
4. Guidelines
a. DM (Admin) will be sports in charge
b. Sport gear/ items will be provided to employees by the factory
c. Proper record of sports gear will be maintained by the JO/ EO
(Admin)
d. Regional Askari Cricket Tournament will be arranged annually in
line with CSR with the approval of CA for which sports gear/
prizes etc will be arranged by the factory

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 e. During tournament where general public participate, utmost
security care will be ensured by the security department.
g. All employees are required to religiously use ACL property and
may not misuse
h. Before organizing regional cricket tournament, sports organizing
committee will be detailed by GM (Works)

5. Sport Fund. Following will be the source of income

a. Revenue Budget Allocation

b. Deduction from employees as per following details will be made
irrespective they are playing or not: -
(1) AM & Above (Including MTE) : Rs. 100/- per month
(2) JOs to SOs (Including MTS) : Rs. 50/- per month
b. Any Other (As per granted by MD)

6. Expenses. Expenses will be for following: -

a. Sports activities (Any)

b. Small repair/ maintenance of gym/grounds/snooker etc

c. Small purchases to run gym/snooker/cricket/badminton etc

d. Sports Functions

e. Any other (as per approval of the MD)

7. Governing body

a. Chairman Club : MD ACL

b. President Club : GM (HRA & P)
c. Vice President : GM (Works)
d. Administrator Club : Manager (Admin)
e. General Secretary Club : To be nominated by GM (Works)
f. Finance Secretary Club : To be nominated by GM (Works)

8. Expenditures Limit

a. Upto to Rs 25,000/ will be approved by Vice President.

b. Rs 25,001 to 50,000/- will be approved by President.
c. Over & above Rs 50,000/ will be approved by Chairman (MD ACL).

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9. Record. Proper record of Receipt/ payments alongwith supporting
documents will be maintained by Secretary Finance Club

Page 78 of 118
 Chapter 13: UNION AFFAIRS – ACL(WAH)

1. Purpose & Scope

1.1. To evolve/adhere a procedure which provides a model of

collaboration, accountability/transparency and serves as a catalyst
for positive change in workplace conditions ensuring continuous
improvement with best labour practices through which workers earn
fair wages in safe and healthy workplace environment.
1.2. Scope
i. Employment Relationship.
ii. Nondiscrimination,
iii. Harassment or Abuse
iv. Forced Labor/Pay.
v. Health and Safe Work Place Environment.
vi. Work Hours.
2. Objectives
2.1 Management should adopt/adhere to rules and conditions of
employment that respect workers and safeguard labour as well as
social security laws.
2.2. No person should be subjected to any discrimination in
employment/hiring/ advancement/discipline and termination of
service.
2.3. There should not be any forced labour. Everyone should get pay/
compensation in accordance with quality/quantity of work done.
2.4 Management shall provide safe and healthy work place
environments to prevent accidents and injury to workers.
2.5 Management should not require workers to work more than regular
work timing and overtime hours allowed by factory rules.
3. Responsibility
GM (HRA & P), GM (Works) and Manager (Admin) Works assisted
by Labor Union will be responsible for smooth Employer/ Employee
relationship. Both segments should ensure maximum output/profit
with minimum loss to the BU.

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4. Procedure
4.1 Both Management and Union will sign a memorandum of settlement
under Section 26 of IRO 1969 on two yearly basis highlighting goals
and objectives reached through regular meeting for harmonious
Management-Union relationship.
4.2 Management should timely convey progress/decisions highlighted
problems/areas requiring workers improvement to Labor Union to
check any unrest amongst the workers.
4.3 Labour Union should never engage in anti-management activities
which come under the preview of unfair labour practices by work
force.
4.4 GM (HRA & P)/ GM (Works) will resolve a dispute arisen between
Management-Union after hearing both parties such that it stands
resolved at factory level rather than Labor Court litigation.
4.5. Any dispute will be sent to Labor Court only after all possibilities of
rapprochement between Management and Labor Union have been
exhausted and as a last resort.

NOTE. This SOP is only for ACL(Wah) not for Nizampur as no Labour
Union exists in Nizampur

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 Chapter 14: PHOTOSTATE OFFICE OPERATIONS

1. General. Photostat office is established in both the BUs with a view for
copying official documents/ printing of forms etc.

2. Aim. To streamline the procedure for its operation and performance of

duties by the photocopier operator and maintain proper record of copies as well
as machine maintenance.

3. Required Machines. Following machines are required for photostate

office: -

a. Photocopier : 2 (1 x in running condition and 1 x standby)

b. Risograph : 1

4. Operational Procedure

a. Photocopier operator will perform duty in general shift. However, he

will be retained for extra duty/ call in shifts on required basis.

b. Routine photocopy facility will be available in general shift only.

c. Photocopier operator will be responsible for proper care of the

machines and will not allow untrained / unauthorized employee to
operate the machines.

d. Administrative control of the Photostat office falls under

Administration department.

e. While photocopying official documents, the department will forward

a requisition slip duly signed by concerned HOD/In-charge (Annex-
A).

f. Two copies will be photocopied on verbal request of the department

whereas for more than 2 copies, signed requisition slip will be
mandatory from concerned department HOD / In-charge.

g. The operator will maintain department wise record of copies in a

register which will be put up to DM / Manager (Admin) for
endorsement on monthly basis.

h. ACL(N) only. Due to non-availability of the Photostat facility in the

near vicinity of Nizampur plant, therefore employees, contractors
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 and all other people engaged in business with plant are also allowed
for photocopy of their contract / business documents on payment.
Rs. 5/- per copy will be charged and cash will be deposited in
advance with Finance department and payment receipt will be
submitted in Photostat office for record.

i. Risograph machine will be used for printing of forms / register etc. It

will not be used for single copy. Same procedure will be followed as
explain above for photocopier.

j. Photocopier operator will be responsible for the maintenance of

stock Photostat papers, toners, inks, master rollers etc. for Photostat
office through laid down procedure.

k. In case of service, repair and maintenance of machines, the operator

will coordinate and call the mechanic in consultation with Manager
(Admin) and will process his bill in ACL(N) whereas repair shall be
done through authorized contractor at ACL(Wah).Proper record of
maintenance will be maintained in a register that will be verified by
Manager (Admin)/DM (Admin) after each repair.

l. All official forms / formats used for various purposes such as Leave
Forms, Medical Reimbursement Forms, Worker Overtime Approval
Form, Provident Fund Loan Form, Cement Purchase Form etc shall
be printed in abundance by the photocopier operator. All the
employees can obtain the form from photocopier operator on verbal
request, record of which will be maintained in register by the
photocopier operator.

5. Replacement of Machines

a. Photocopier . Useful life of a photocopier machines is 3 years or 3

lac copies. However, before recommending its replacement,
condition of the machine will be determined. Moreover, due to
extensive use/ heavy cost of repair/ maintenance of machine, the
machine can be replaced before 3 years.

b. Risograph. Useful life of a risograph machines is 5 years or 15

lac copies. However, before recommending its replacement, condition
of the machine will be determined. Moreover, due to extensive use of
machine, the machine can be replaced before 5 years.
6. Record
Photocopy requisition slip
Photocopy register
Photo copier maintenance register

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 PRINTING REQUISITION FOR PHOTOCOPY/ RISOGRAPH
(Annex-A)

Department _________________________________ Date: ________________

Risograph _________________________________ Photocopy ____________

Title of Printing _________________________________________________________

No of original ____________________ No of Print per Original

__________________

Total Print Require ________________

________________
(IC/ HOD Signature)

Page 83 of 118
 Chapter 15: TV CABLE NETWORK

1. Aim. To streamline the procedure of installation of connections, device

mode of payment of monthly subscription and ensure uninterrupted operation of
cable network with the outcome of best quality services.

2. Entitlement. All the employees of ACL residing in different hostels /

colonies are entitled for cable connection, whereas cable service will not be
extended to the surrounding areas/ outside the premises of ACL unless explicitly
permitted by the competent authority.

3. Available Channels
a. Initially 40 x Channels will be provided subject to subsequent
enhancement of channels by the Cable Network Provider with the
best quality screening output.

b. Any change in the specified channels will be subject to prior approval

of Manager (Admin).

4. Installation Charges

a. Installation charges of connection for the employees of Askari

Cement Ltd, Nizampur will be Rs. 1,500/- (Non refundable) per
connection which has initially borne by ACL(N) for a total of 100
connection at the time of installation of cable network whereas
installation in ACL Wah is free of cost.

b. Any change in the installation charges will be carried out with the
consent of both the parties in the light of a written request from the
cable operator duly addressed to Manager (Admin).

c. 15 x complimentary connection (free of cost) will be at the disposal

of Manager (Admin) which will be communicated to the contractor in
writing, which the contractor is liable to provide without any fail.

5. Monthly Subscription.

ACL (N)
a. Workers : Rs. 200/- per month.
b. JOs-SOs : Rs. 250/- per month.
c. DM’s and above : Rs. 300/- Per month.

ACL(W)
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 Rs 150/- per month charges for each connection.
For Nizampur only. In case the monthly accumulative amount (deducted from
employees) is less than approved amount, then the finance department will make
payment to the service provider as per approved monthly amount.

6. Guide Lines

a. Request will be made to Admin department on prescribed form for

fresh connection by the desirous employee. Admin department will
forward the form to Cable Network Provider for installation of cable.
b. Cable Network Provider will install connection within 3 days after
receipt of cable network request form and sent acknowledgment to
admin department.
c. Admin Dept will maintain list of the employees who have been issued
with cable connection in consultation of the Network Provider.
d. Banned / unethical channels will not be broadcasted.
e. Monthly subscriptions will be deducted from the monthly salary of
concerned employee by the Finance dept on production of a
consolidated list prepared by network provider and verify by Admin
department and the Finance department will issue cross/ open
cheque to the service provider from 1-5 of each month.
f. In case an employee leaving the organization/ willingly wants to
withdraw the facility, will inform Admin Office in writing. After formal
request to Manager (Admin) his name will be deleted from the list
subject to clearance of outstanding dues if any.
g. In the wake of any complaint against network provider with regard to
quality control, service interruption or general attitude of the
operators will be routed through Admin dept.
h. No employee will indulge directly with Cable Network Provider/ his
representative.

7. Record

Request form for cable connection

Page 85 of 118
 Chapter 16: ISSUANCE OF FREE COUPON TO WORKERS

1. General. In order to facilitate the workers of ACL for provision of

subsidized food, they are issued with free coupon valuing Rs. 500/- each month,
which will be used in ACL cafeteria / canteen for purchase of foodstuff.

2. Aim. To streamline the procedure for issuance of coupons, its utilization

and subsequently reimbursement of payment to cafeteria / canteen contractor
every month.

3. Authorization / Entitlement. Only workers (Permanent/ One year Contract/

Lump sum/ fixed term) (contractual / DWs hired against organogram) are entitled
for free coupons. This facility is not available to Daily wagers / third party
outsourced labor under normal circumstances.

4. Guidelines

4.1 Printing of coupon will be the responsibility of Admin Dept for which
advance amount will be issued by the Finance Dept against standing
sanction.

4.2 Entitled workers will be issued with free coupon valuing Rs. 500/-
each month through Time Office.

4.3 Time Office will send requisition to Admin Dept for provision of
coupons on 25th of each month wherein fresh demand and balance
(if any) will be clearly mentioned.

4.4 Admin Dept after verification will affix monthly stamp on coupons and
issue the requisite quantity of coupons to Time Office by end of each
month.

4.5 Time Office will issue coupon from 1st to 5th of each month to all
entitled workers. Office copy of the coupons will be returned to
Admin Office for record for billing purpose.

4.6 Coupons will be issued to concerned worker only which will be

nontransferable.

4.7 Safety of coupons will be the responsibility of concerned worker. In

case of loss/ theft, no duplicate coupon will be issued.

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4.8 The workers will produce their coupons to cafeteria / canteen
contractor for purchase of food stuff only. Coupons without stamp
will not be acceptable.

4.9 The workers can use the coupons all in one day or keep it utilized
as per their requirements within the particular month.

4.10 The coupon will be valid only for particular month, carry forward is
not allowed.

4.11 Cafeteria / Canteen contractor will collect the coupons all the month.
On first of each month, he will submit their bill to Admin Office along
with received/ collected coupons of the preceding month for
payment. Outdated coupons or coupons without stamp will not be
processed for payment.

4.12 Admin office will verify the bill within 2 days with office copy of
coupons, non-issued coupons retuned by time office and forward
the bill to Finance Office. Finance Office will ensure/ release
payment by 5th of each month after completion of all formalities.

4.13 Admin office will keep record of used coupon of last three months
and used/ utilized coupon older than three months will be destroyed
by burning.

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 Chapter 17: FUNCTIONING OF HOSPITAL / MI ROOM

1. General. Hospital/ MI Room are held in both the BUs in the following
locations for the purpose to provide first aid/ initial treatment to all employees
working in the plant. The Hospital/ MI room will function round the clock: -
a. ACL(Wah) : Residential Colony
b. ACL(Nizmpur) : Main Gate (Inside plant)

2. Guideline/ Function of Hospital/ MI Room

a. To address the routine medical problems of employees/ labours

working in the plant. Families residing in residential colony be also
entertained along with families of employees residing in surrounding
areas in case of ACL-W. Local populaces of the area are also
provided free medical facility in case of ACL-N.

b. In case of emergency/ serious patients, the medical officer will refer

the patient to CMH Attock, Nowshera, Social Security or any other
nearest hospital through factory ambulance in consultation with
Manager (Admin)

c. During evacuation of patient, 1 x nursing staff will also accompany

the patient till hospital and will come back after proper admission of
the patient in the hospital.

d. Medical Officer at ACL(N) will have an imprest amount of Rs.

30,000/- which will be issued to the concerned nursing staff
accompanying the patient. The amount will be issued in advance in
the name of patient which he later on gets adjusted with Fin Office
as per laid down procedure.

e. Medical Officer will move a minute sheet immediately to Finance

Office for making payment against imprest amount.

f. Medical Officer will be part of the team, when medical camp/ eye
camp etc is established.

g. Family medical centre ACL-N will function from 0900 to 1200 hours
on all working days. Thereafter, the Lady doctor will be on call in her

Page 88 of 118
 residence at ACL(N) colony for attaining emergency. Sunday will be
the closed holiday.

h. Females of locals populace are allowed to be entertained for three

days a week i.e., Tuesday, Wednesday and Thursday from 0900 hrs
to 1100 hrs.

i. In case of emergency/ serious patients in family medical center at

ACL-N will be referred to CMH Attock, Nowshera or any other
nearest hospital through factory ambulance in consultation with DM
(Medical)/ Manager (Admin). However, local populace will not be
authorized for evacuation through factory ambulance as ACL(N) has
already donated 2 x ambulance van one each to BHU Kahi and UC
Kahi for the purpose.

j. Medical officer at MI room/Hosptal/medical center will be

responsible for record of equipment/ instrument being held. In case
of breakage/ damage to any of the equipment/ instrument, medical
officer will forward a report to Manager (Admin) and replacement will
be arranged as per laid down procurement procedure.

3. Medicines/ Record Maintenance in both BUs

a) Medicines will be issued to the patients by the hospital/ MI

room/medical center pharmacy as prescribed by the Medical Officer

b) Hospital/ MI room will demand/ initiate indent for procurement of

medicines through Purchase Department on quarterly basis.

c) Medical Officer will maintain proper record of medicines issued to

patients in a register.

d) Patients record who visited hospital/ MI Room /medical center will

be maintained in a register on daily basis and at the end of month,
accumulated report showing number of patients/ checked/ accident
reports will be shared with Manager (Admin) of concerned BU.

e) Lady doctor will also carry out ultrasound of the patients free of cost,
if needed.

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 f) One medial card of each employee (except outsourced) will be
maintained centrally and kept in safe custody for proper monitoring
of medicines issued / record purpose.

g) Medical Officer will give recommendation on medical bills, special

medical leave, routine medical leave and special medical financial
assistance cases etc.

h) Ambulance will be provided to employees / their family members

residing in the colony in case of emergency as recommended by
concerned medical officer of BU.

i) Concerned medical officer of BU will be responsible for cleanliness

of hospital / MI Room through janitorial staff.

j) Accident report will be quickly shared to Manager (Admin) of

concerned BU for onward intimation of higher management.

k) Regular inspection of medicine stock will be carried out by medical

officer and any expired medicine will be disposed off after preparing
a complete list.

4. Attendance of Medical Officer/ Nursing Staff. Medical Officer and all

nursing staff will mark their attendance in Time Office. However, female medical
staff will make a call to Time Office for marking IN/OUT attendance.

5. Absence of Medical Officer – ACL(N). In case medical officer proceeds on

leave, he will ensure the Lady Doctor will act as medical officer in addition to her
own responsibility. The lady doctor will attend the emergency and she will also
attend MI Room, if need be.

6. Record

 Employee card
 Register for patients record
 Medicine receipt, issue and stock record

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 Chapter 18: CLEANLINESS AND BEAUTIFICATION

1. Aim. To streamline the procedure for carrying out cleanliness and

beautification of plant area/ buildings/ residential areas.

2. Procedure

a. Cleanliness

1) Cleanliness of plant and residential area is to be carried out

through labour being provided by the concerned cleaning
contractor as per scope of work defined in the relevant
agreement

2) Cleanliness of road is to be ensured through janitorial staff

being provided by the contractor on daily basis

3) Before cleaning of roads, water sprinkling also be done to

avoid dust emission.

4) Regular water sprinkling on all the roads be ensured through

factory boozer

5) All plant/ residential area including bathrooms to be regularly

cleaned by the concerned staff.

6) Cleaning material to janitorial staff will be provided by the

Admin department of BUs or arranged by the contractor as
per agreement.

7) Cleanliness of roads/ general area will be immediately carried

out after storm

8) Garbage collected be dumped in designated place and will be

disposed off preferably by burning under supervision of
contractor/ his munshi.

b. Beautification

9) Regular watering to all plant and lawns of plant area and

residential area be ensured

10) Maintenance of lawn/ trimming of trees be ensured regularly

by the trained gardening staff

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 11) Regular washing of plants through water boozer to avoid dust
accumulation on leaves

12) Horticulturist/ JO (Admin)/ DM Admin will assess the

requirement of plantation and define the area which needs
plantation. He will also suggest type of plants to be procured.
The plan so prepared be got approved from Manager
(Admin).

13) Manager (Admin) will process case for approval of CA for

purchase of required plants.

14) Good quality plants be procured from a nursery with

economical rates.

15) Plantation will be carried out in spring and monsoon every

year keeping in view the requirement.

16) Flower sapling (different types) also be arranged in both the

seasons. Preferably the BUs may establish their own nursery
and produce own saplings.

17) Insecticidal spray/ termite killer spray be carried out so the

plants may not be affected by termites.

18) Indoor plants also be purchased for the offices as well as

guest house and community places and take it proper care.

19) Gardening tool be arranged by the factory as per laid down

procedure

3. Records

a. The Horticulturist/ JO (Admin)/ DM Admin Will be responsible to

maintain updated records of plants purchased/ planted in each
season.

b. He will also maintain record of gardening tools

Page 92 of 118
 Chapter 19: Corporate Social Responsibility

1. Definition

Commercial success is no longer the sole measure for a business today.

Our impact on society whether good or bad is also taken into account.
Today success means doing business in a socially responsible and ethical
manner. It means respecting the law, human rights, benefiting the
communities where we work and respecting the environment while working
to meet the world's growing new economy demands.

2. Objectives / Purpose and implemented CSRs

The purpose of corporate social responsibility (CSR) is to set mannerism in

doing business for inculcating social responsibility and ethical values in a
corporation for the benefit of a nation and mankind. Although following
CSRs are already being practiced, however further improvement is always
there: -
1.1 Schools
Two Schools are functioning (01 x Girls school & 01 x Boys School)
in ACL(Wah) for the education of employee’s children as well as for
the children from nearby locality.
1.2 Scholarships
Scholarships are given to the deserving students of the schools at
ACL(W) whereas at ACL(Nizampur) scholarship is given to the
students of union council Kahi from class 5th to B.A/ B.Sc of Govt
schools and colleges as per approved scholarship policy. (Annex-A)
1.3 Hospital:
A hospital is functioning for the employees and their dependants as
well as for the nearby locals in case of emergency in ACL(Wah). In
ACL(Nizampur) a family medical centre has been established
wherein local populace are being entertained 3 days a week.
1.4 Medical Treatment:
Medical treatments such as Hepatitis vaccination, fumigation and
other special treatments will be provided on need basis for the
welfare of employees and nearby community. Moreover, in ACL(N),
financial assistance is given to the patients of local community
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 suffering from heart, cancer and kidney etc diseases. Moreover,
annually 2 x Eye camps are also established for the general
populace of the area with courtesy of Al-Shifa trust.
1.5 Apprenticeship / Internship
Apprenticeships & Internships are given to deserving educated
youths to provide them necessary trainings & Skill for their future
and outstanding candidates are offered employment upon
requirement.
1.6 Road maintenance
The factory access roads passing through the nearby local
community is maintained for the benefit of company as well as for
nearby community.
1.7 Ramzan& Eid packages:
Ramzan& Eid Packages are given to low paid employees enabling
them to meet there ends on these auspicious moments in both the
BUs. In ACL(Nizampur) Ramzan Package for widows of local
community is also given every year.
1.8 Community Services
ACL(Nizampur) also constructs water bore with hand pump, Bus
stop waiting rooms in different areas of the locality for the betterment
of general public. Moreover, also donates cement for mosque by
both BUs.
1.9 Sports
ACL arrange Askari Cricket Tournament on ACL grounds wherein
20-25 teams of area participates. Player of winner and runner up
teams are given prizes.
1.10 Diesel & Services Station:
A Diesel & Services station is functioning for the Company vehicles
as well for the vehicles from the nearby locality at ACL(Wah).
1.11 Government Rules applications:
Government rules for industrial employees are fully implemented for
the benefits of the employees.

3. Responsibility

Management of BUs

Page 94 of 118
4. Procedure / Guidelines

a. Provide internship and training to upcoming educated youth for

betterment of the nation and the individual.
b. Provide premium quality product for nation building.
c. Observe environment friendliness by curtailing/preventing air
pollution. In this regard the ISO 14001 certification shall be
maintained for all the time in future.
d. To support army, Government and people of Pakistan in time of
natural disaster and calamity.
e. As a unit of welfare organization, employ or aid the handicapped and
special people as per government rules and laws.
f. Business unit shall observe strict compliance of tax rules and pay all
duties and taxes for maximizing government treasury for the nation
building and welfare of people of Pakistan.
g. Provide a congenial and target oriented working environment
without elements of office politics and nepotism/favoritism to people
of Pakistan.
h. Observe and implement safety and security regulations at Work
place and Office at all cost by the HSE department.
i. The individual / family of employee shall be compensated as per
rules and policy in the event of injury or death.
j. Act and pray for better image building of parent organization
k. To support the local community in following sectors: -
i. Healthcare
ii. Education
iii. Plantation (Environment)
iv. Community Services & Sports Activities

l. ACL will provide three days free lunch and sweets to employees
performing duties during Eid holidays.
m. Manager (Admin) in consultation with GM (Works) assessed the
requirement of local area residents and recommend cost effective
measures for the provision of facilities either at ACL-N or at
demanded place to head office for the approval of CA.
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n. Manger (Admin) will monitor CSR activities from time to time and a
report will be submitted to HO.
o. IT department will coordinate with admin department and ensure
that all CSR activities are well placed in company website.

Page 96 of 118
 ASKARI CEMENT LTD Annex-A

REVISED POLICY – AWARD OF SCHOLARSHIPS TO THE STUDENTS OF

UNION COUNCIL KAHI – ACL (N)

1. General. ACL Management recognizes welfare of its employees as well

as locals in the near vicinity of Nizampur Plant. The Management has
always made endeavors to extend social responsibility for the welfare of
locals in villages falling in the jurisdiction of Union Council Kahi. The subject
policy is another step in this regard to award scholarships to the students
of “Union Council Kahi” therefore, number of institutes has been enhanced
from 9x to 28x. Policy will be managed / financed from GA Fund.

2. Aim To lay down Policy for provision of “Scholarships” to the “first three
positions” holder students (Boys & Girls) from classes “5th to BA/BSc”.
3. Eligibility
a. The policy will be applicable to students (Boys & Girls) who secure first
three positions in the classes of Govt Schools (26x i.e. 15x Boys & 31x
Girls schools) in UC Kahi, and Govt Degree Colleges Khan Kohi (2x i.e.
1x Boys & 1x for Girls), as mentioned in succeeding paras.
b. Marks should not be less than 60%.
c. Eligible students will be awarded monthly scholarship for period of one
year.
d. Total one thirty two (132x) students (78x Boys & 54x Girls) will be
awarded scholarships every year as per details mentioned below: -
Se Student Student
Classes
r s (Boys) s (Girls)
Students of first 3 positions in 5th Class
(1) promoted to 6th Class (12x Boys schools & 10x 36 30
Girls schools)
Students of first 3 positions in 6th Class
(2) promoted to 7th Class 9 3
(3x Boys schools & 1x Girls school)
Students of first 3 positions in 7th Class
(3) promoted to 8th Class 9 3
(3x Boys schools & 1x Girls school)
Students of first 3 positions in 8th Class
(4) promoted to 9th Class 9 3
(3x Boys school & 1x Girls school)
Students of first 3 positions in 9th Class
(5) promoted to Matric 3 3
(1x Boys College & 1x Girls College)
Students of first 3 positions in Matric promoted
(6) to 1st Year 3 3
(1x Boys College & 1x Girls College)
Students of first 3 positions in 1st Yr promoted
(7) 3 3
to 2nd Year
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 (1x Boys College & 1x Girls College)
Students of first 3 positions in Intermediate
(8) 3 3
promoted to 3rd Year (BA / BSc)
Students of first 3 positions in 3rd Yr promoted
(9) 3 3
to 4th Yr (BA / BSc)
S.Total 78 54
G.Total 132

e. List of schools / colleges in UC Kahi attached as Annex-B.

4. Ineligibility
a. Any student who leaves the above mentioned institutes during the year.
b. Student who does not maintain his class discipline or found guilty in any
offense.
5. Scholarship Amount . Scholarship amount shall be Rs.1,000/- pm
for 1st Position, Rs.800/- pm for 2nd Position and Rs.500/- pm for 3rd
Position holders (i.e. Total Rs.1.5 Mn per annum will be kept for
scholarships). Detail is as under: -

Amount Per Month (Rs.)

Ser Students / Position Holders st
1 Posn 2nd Posn 3rd Posn
Students of 5th Class promoted to 6th
Class 12,000 + 10,000 9,600 + 8,000 6,000 + 5,000
a. (1st, 2nd & 3rd Position holders, 36x = 22,000 = 17,600 = 11,000
Boys & 30x Girls Primary Schools)
Students of 6th Class promoted to 7th
Class 3,000 + 1,000 = 2,400 + 800 = 1,500 + 500 =
b. (1st, 2nd & 3rd Position holders, 3x 4,000 3,200 2,000
Boys & 1x Girls School)
Students of 7th Class promoted to 8th
Class 3,000 + 1,000 = 2,400 + 800 = 1,500 + 500 =
c. (1st, 2nd & 3rd Position holders, 3x 4,000 3,200 2,000
Boys & 1x Girls School)
Students of 8th Class promoted to 9th
Class 3,000 + 1,000 = 2,400 + 800 = 1,500 + 500 =
d. (1st, 2nd & 3rd Position holders, 3x 4,000 3,200 2,000
Boys & 1x Girls School)
Students of 9th Class promoted to
Matric 1,000 + 1,000 = 800 + 800 = 500 + 500 =
e. (1st, 2nd & 3rd Position holders, 1x 2,000 1,600 1,000
Boys & 1x Girls School)
Students of Matric promoted to 1st Yr
1,000 + 1,000 = 800 + 800 = 500 + 500 =
f. (1st, 2nd & 3rd Position holders, 1x 2,000 1,600 1,000
Boys & 1x Girls School)
Students of 1st Yr promoted to 2nd Yr
1,000 + 1,000 = 800 + 800 = 500 + 500 =
g. (1st, 2nd & 3rd Position holders, 1x 2,000 1,600 1,000
Boys & 1x Girls College)
Students of 2nd Yr promoted to 3rd Yr
1,000 + 1,000 = 800 + 800 = 500 + 500 =
h. (BA/BSc) (1st, 2nd & 3rd Position 2,000 1,600 1,000
holders, 1x Boys & 1x Girls College)
Students of 3rd Yr promoted to 4th Yr
(BA / BSc). 1,000 + 1,000 = 800 + 800 = 500 + 500 =
j. (BA/BSc) (1st, 2nd & 3rd Position 2,000 1,600 1,000
holders, 1x Boys & 1x Girls College)
Sub Total: 44,000/- PM 35,200/- PM 22,000/- PM

Page 98 of 118
 Rs.101,200/- per month
Grand Total Rs.1,214,000/- per
annum
6. Procedure

a. Manager (Admin) ACL (N) shall coordinate with the said schools /
colleges for provision of names and documents of position holders for
verification.
b. The consolidated case for award of scholarship for each year for each
class shall be forwarded to HO for approval of the MD.
c. After approval, the scholarships will be awarded at respective Schools
in UC Kahi, in a ceremony to be coordinated by Manager (Admin) ACL
(N) and Principals of the schools / colleges.
d. Scholarships will be paid in One Installment in the ceremony. Three
separate functions will be arranged in different months for different
villages as convenient to them. Receipts of payments shall be obtained
by Mgr (Admin) from School / College Principal.
e. Govt Officers and Notables of the area would be invited in the
scholarship distribution ceremony.

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 Chapter 20: ASKARI SHOPPING COMPLEX, OLD SHOPS & TRUCK
ADDAS/OFFICES

1. General: Askari Shopping Complex was constructed in November 2010 to

provide utility/grocery items on subsidized rates to the employees of Askari Cement living
in ACL Wah residential colony. There are 22 x shops in Askari Shopping (9 x old shops,
13 x new shops. These shops have been sublet to shopkeepers on rent, rent so collected
is deposited in GAF (General Administration Fund). 23 x Truck addas/offices at ACL-W
and 10 Truck addas/offices at ACL-N have also been constructed to facilitate functioning
of Truck Dispatch Contractors. These addas serve as offices of these contractors from
which they coordinate and provide loading trucks for cement dispatch to different
locations. Askari Shopping Complex and Truck addas/offices are administered by
management ACL of ACL. Apart from shops and truck addas/offices a diesel service
station with vehicle wash point has also been established to provide fuel and maintenance
of resident’s cars and cement supply trucks.
2. Aim: To lay down policy guidelines for transparent allocation/subletting of shops
at ACL W and truck addas/offices at both ACL-W and ACL-N.
3. Construction Objective
a. To provide all kind of grocery items, sweets, bank facility, hotel, mobile and
allied facilities to Askari Cement employees residing in ACL Wah Colony
on subsidized rates.
b. Provide banking facility with ATM machine to Askari Cement employees
residing in ACL Wah Colony. The bank will be used for deposit/collection
of pay/salaries of Askari Cement employees. It will also be used for
disbursement of business transactions by Askari Cement to different
contractors.
c. Welfare of surrounding community by providing them job opportunity in the
shape of a business centre there by promoting good will/improving image
of Askari Cement.
d. To provide adda/offices to Transporters/dealers for smooth functioning of
dispatch of cement.
e. Generate funds.

4. Allotment Procedure
a. Person/party will apply to get shop on rent through application to General
Manager (Works). Manager (Admin) will process the case/application.
Manager Administration will ascertain good repute and sound financial

Page 100 of 118

 standing of the applicant. After ascertaining suitability Manager
Administration will recommend the allotment of shop to General Manager,
who will forward the case to HO for approval.
b. On approval, the applicant personally will deposit security money
(refundable) with Finance Department (Works) for concerned shop.
c. Tenant will deposit rent charges/utility bill receipts every month in Finance
Department ACL Wah (Works) within due date otherwise 10% will be
charged as penalty. Finance department will issue receipt invoice to
tenant. Finance department will maintained record against
shops/addas/offices collection of each month rent and utility and intiminate
Admin department on monthly basis. If any tenant fail to pay Admin
department is responsible for action to take.
d. Shop will be handed over to the tenant in good condition with functional
fixtures and shop inventory.
e. Person/party will apply to get truck adda/office on rent will submit an
application to Marketing Department Head Office. After allotment and
deposit of security, Head Office issues allotment letter to ACL (Works) with
decided security amount for execution/allotment of truck adda/office.
Procedure enumerated at para c and d remains applicable to truck
adda/office also.
5. Rent/Security. Following rates of rent and security will apply collected from
tenants. These rates are subject to change as deemed necessary by ACL Wah
Management:-

Security
Sr. No  Description Qty Monthly Rent
Money

As decided
By Rs 2,310/-W
a. Truck Adda/Office 23 Nos
Marketing Rs 2,500/- N
dept

b. Old Adda Shop 09 Nos Rs 30,000/- Rs 2,662/-

Askari Welfare
c. 01 Nos Rs 35,000/- Rs 11,000/-
Bakery & Karkhana
Askari Welfare
d. 11 Nos Rs 25,000/- Rs 1,100/-
Shops
e. Bank 01 No Nil Rs 20,000/
Subject rates be reviewed on annual basis.

6. Terms and Conditions of Rent Contract. Following terms and conditions

will be adhered once awarding contract to sublet shops and truck addas/office:-

Page 101 of 118

e. Tenant will use shop/truck adda/office for lawful purpose he applied for in
his application. If used otherwise ACL has the right to cancel the allotment.
f. Tenant is not allowed any alternation/renovation of the structure/fixtures of
the shop/truck adda/office. If allowed due to unavoidable reasons tenant
will bear all expenses /cost of materials.
e. Tenant will pay rent of the demised premises in cash before the 10th of
every month.
f. Rent will increase 10% annually.
g. In case the tenant fails to pay rent by 10th of the respective month he shall
be liable to pay a fine of Rs. 50 for each day of delay along with the monthly
rent, rent if not paid after 10th day of the next month the rent agreement will
stand cancelled and the tenant shall be liable for eviction.
h. Tenant is bound to deal himself with the owner in all matters of tenancy,
owner will not accept intervention of dealing with any other person on
behalf of the tenant.
i. Tenant will not be permitted to become a nuisance to any one or bring bad
repute to his neighbors or the owner.
j. Tenant will not be permitted to convert the nature of business without prior
written permission of the owner.
k. Tenant will pay utility charges on due date i.e. electricity, water, telephone
charges.
l. The tenant shall not sublet the premises to any other partner otherwise
allotment will be cancelled.
m. Tenant will not hand over the possession of whole or part of the premises
to any other party without the prior written consent of the owner.
n. Tenant will not be allowed to make any encroachment in the premises.
o. Owner has the right to enter into the premises or any part thereof and to
review the condition of fitting and fixtures therein.
p. Tenant shall vacate the demised premises within two months or delivery
to him by the owner of one month’s written notice.
q. Controversial activities like politics and sectarianism shall be prohibited in
the rented out shop/truck adda/office space.
r. Owner is responsible for following:-
(1) Carry out good and substantial repairs of the main structure
including road and outside wall of the premises.
(2) Owner will recover all loss to the property from the tenant

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 Chapter 21: VISITORS POLICY

1. AIM

This policy will help to maintain security, avoid distractions, protect the
confidentiality of company operations, and maintain safety standards.

2 Procedure/ Guideline.

a. Visitor will only be allowed during working hours i.e., 0800 to 1600
hours daily except Sunday/ closed holiday.

b. On Sunday/ closed holidays visitor be allowed to enter the plant

subject to verbal approval of GM (Works) or Manager (Admin).

c. On arrival of the visitor at main gate, the guard will lead the visitor to
the Waiting room.

d. Guard will ask the name, address and purpose of his visit

e. Weapon if kept by visitor, will be deposited at main gate before

entering the plant, which will be returned on going back.

f. Entry of all personal belonging shall be made at main gate and entry
pass shall be prepared accordingly.

g. The visiting officer/ worker will be informed about the guest and his
consent sought to see the guest or otherwise.

h. On confirmation the Guard/ Supervisor will note down visitor’s

particulars in the register and will issue pre numbered visitor slip/
visitor pass and retain his ID card which will be returned on going
back.

i. On the way back visitor slip and pass will be collected by the guard/
supervisor duly signed by the concerned employee to whom he
visited.

j. Vehicle will be parked in the designated parking area outside the

plant. If the visitor insists for carry vehicle inside the plant, then the
security supervisor will obtain permission from Manager (Security)
for the entry of the vehicle.

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 k. The Supervisor/ Guard will note the Registration number of the
vehicle and also check the vehicle before the visitor is permitted to
take it inside.

l. On the way back the vehicle will be checked/ searched again before
leaving the Factory.

m. For official guests the concerned department HOD will forward

requisition showing number of guests, duration of stay and their
status duly recommended well in time to Manager (Admin)/ DM
(Admin). Admin department will arrange accommodation to the
guest according to his status if required.

n. If the visitor/ guest intends to stay in hostel, the visiting employee will
seek permission from Manager (Admin) through DM (Security)
giving full particular of the guest i.e., name, father name,
relationship, complete address and duration of stay.

o. The visitor/ guest will stay at Guest Room and will not be allowed to
visit factory/ colony area/ other prohibited place.

p. In case of any misshape, DM (Security) will inform GM (Works)

through Manager (Admin)/ (Security) well in time.

q. Entry of all guests entering plant/ going out whether official or non
official shall be endorsed in the visitor’s register kept in security
supervisor office.

r. Deputy Manager (Security) is responsible to monitor all the activities,

assist by JO (Security), Senior Security Supervisor shall be directly
responsible to Manager (Security)/ GM (Works). In the absence of
DM (Security), Manager (Security) shall monitor the activities either
through JO (Security) or Senior Security Supervisor.

2. Students/ Study Visit.

a. Head of the concerned institution forward request letter on their letter

pad for students visit with complete details

b. Admin/HR department will process the request to HO for approval of

CA through GM (Works)

c. On receipt of approval from the HO, the concerned institution be

informed by the Admin/ HR office with visit date through proper letter.

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 Moreover, list of visitor as well as transport information be obtained
in advance from the institution for security purpose.

d. On arrival to factory visitor count be made and noted, security guard

along with an engineer to be detailed by the HOD Production/
Planning department for the conduct of visit and giving them briefing
about whole the process. However, this visit may not be more than
3 hours.

e. After visit, the count of visitor again be made and noted, visitors will
be served with tea/ light refreshment at cafeteria on factory cost.
They can also be served lunch on factory cost if deemed necessary.

Page 105 of 118

 Chapter 22: TELEPHONE EXCHANGE OPERATIONS

1. Aim. To streamline the procedure for its operation and performance of

duties by the telephone operator and process telephone bills/ private calls
deduction.

2. Composition/ Strength. Following manpower is authorized for telephone

exchange:

Description ACL(N) ACL (Wah)

Telephone Operators 4 2
Telephone Technician 1 2
TOTAL 5 4

3. Guidelines

a. Telephone exchange will function under Administration department

in ACL(N) whereas in ACL(W) the same is under Electrical
department.

b. Administrative control of the operators falls in administration

department whereas technician falls under electrical department in
ACL(N).

c. One operator will perform duty in each shift and the senior most
operator will act as Incharge telephone exchange who will perform
his duty in general shift/ cover the weekly rest/ other leave of
operator.

d. All employees may make official call through exchange free of cost
whereas they will pay for private call irrespective of their grade.

e. The operator on duty will note down all the outgoing call history and
report be submitted to DM/ Manager (Admin) (for ACL(N)) and HOD
(Electrical) (for ACL(W)) on next day for endorsement.

f. If any employee found to make private call in garb of official call,

deduction will be made from his salary and also liable for disciplinary
action.

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 g. The operator on duty will maintain a register for noting down private
calls of each employee and will prepare deduction list on receipt of
bill from PTCL. The list will be put to Manager (Admin) (for ACL(N))
and HOD (Electrical) (for ACL(W)) for endorsement and will be
forwarded to Finance department for deduction. The same may
reach Finance on 22 of each month.

h. Incharge exchange will be responsible to have close liaison with

PTCL authority for timely submission of bill. After verification of bill
by the Incharge same will be endorsed by Manager (Admin) (for
ACL(N)) and HOD (Electrical) (for ACL(W)) and will forward to
Finance Office for payment to PTCL.

i. During shut down of lines, the operator on duty will coordinate with
the PTCL authority with the information of Manager (Admin) (for
ACL(N)) and HOD (Electrical) (for ACL(W)) for early restoration of
lines.

j. While making call, the operator is required to observe decorum of

the grade. While making call, junior employee will be called first and
ask him to hold and thereafter will transferred to the senior
employee.

k. While making call to private/ other organization, the operator is

required to use polite language and introduce Askari Cement Limited
before transfer the call to employee.

4. Record

 Daily report of outgoing call history

 Register for private calls

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 Chapter 23: WEIGHBRIDGE CALIBRATION

1. Purpose and Scope. To conduct the calibration of Weigh bridges to

ensure the correct weighment of inward and outward material.

2. Responsibility. Weighbridge calibration contractor/ representative,

DM/ Incharge (Instrument), Incharge Mechanical and Electrical (Packing Plant)
and DM (Admin)/ DM (Despatch) are responsible for directing the activities related
to this procedure

3. Procedure

a. As the calibration of bridges is on contract, the contractor shall carry

out necessary maintenance including cleaning, lubrication,
adjustment and calibration as per contract agreement.

b. The contractor shall made the calibration and service of Electronic

Road Vehicles Weighbridge as per agreement during the contract
period i.e., one year.

c. The contract shall also attend any service call between the
scheduled visits as and when required.

d. DM/ IC (Inst)/ DM(Admin)/ DM (Desp) will coordinate with the

contractor for scheduled/ emergency visits at Plants.

e. The calibration will be made by the contractor representative having

its “KEY” with the help of weights held for the purpose, whose weight
is already known.

f. The calibration weight will be placed on the weighbridge with the

help of Plant lifter and the weight is noted on the display. The
variation against the known weight is adjusted in the system by the
contractor representative so that it displays the same known weight
placed on the weighbridge.

g. All the weight is removed from the weighbridge and is again placed
for its rechecking/ verification. If the display again shows the same
known weight reading than its calibration is OK.

h. The calibration weight will be removed and the weighbridge is put on

operation for normal working

Page 108 of 118

i. The calibration activities will be done by contractor representative
and witnessed by DM/ IC (Inst), IC Mechanical & Electrical (Packing
Plant) and DM (Admin)/ DM (Desp).

j. The calibration report after each visit will be submitted by DM/ IC

(Inst) to Manager (Admin) for record.

Page 109 of 118

 Chapter 24: Instruction for use of HIRED TRANSPORT

Radius of Operation

(1) ACL(N) is providing transport to all employees working at

plant, living beyond 5 Km but not beyond 120 Kms radius from
Works. However, those employees who are issued company
vehicles are also allowed to travel in hired transport already
plying on the routes. Employees living within 5 KM radius wili
make their own arrangements as per their authorized
conveyance allowance, however if space is available they
may avail free transport facility .

(2) If space is available, workers may also be accommodated in

the officers' transport.

(3) Employees will be picked up/ dropped on specified points on

main road only. Vehicles will not go on side roads.

(5) One vehicle (Van/ Coaster) shall be used from ACL(N) to

Attock City for the conveyance of school going children of
ACL(N) employees who are residing in ACN (Works),
preferably ACL(N) will ply own vehicle

Bonafide Passengers. For optimum utilization of the hired vehicle,

employees will be accommodated in the following priority if additional space
available:-

a. Regular officers/ workers of the shift/ trip.

b. Daily Wage worker of the same shift, including Malis, 'Conservancy

and Mess staff.

c. Employees of other shift/ shifts.

d. Outsourced employees working in ACL(N) under contractors, i.e.

FSS Guards etc.

Separation from Service. On separation from organization, an

employee shall not be entitled for free transport facility with effect from date
of separation.

Page 110 of 118

 Chapter 25: Treatment of Metal Structures of ACL

1. General. Cement Factory is Skelton of huge metal structures and

significance of application of preservative /paints for life enhancement needs no
elaboration. Also is the importance of minimizing the wastages, elimination of
pilferages and economical accomplishment of works. Standard operating
procedures are one of the means to achieve this end. The procedures set here
under are for guidance of all in line responsible for factory management.
2. Execution Concept
2.1 In the month of April every year, Admin Department will detail a
survey board that will identify the need for painting of metal structure
of a particular location. Recommendation of survey board will be
analyzed by Manager Admin and he will accept or reject the
recommendation of each structure. This will be called “acceptance
of necessity”.
2.2 Based on acceptance of necessities, Civil Section will chalk out
annual maintenance plan stating structure details that will be treated
in each quarter of the year in the month of May each year. Manager
(Admin) will accord approval of plan.
2.3 Based on above referred approval, Civil Section will initiate demand
of materials and Labor duly supported by the “Data Bank” details (As
given below) and will process for approval of CA
2.4 On receipt of approval, civil section will initiate purchase process as
per LP SOPs, prepare work program and seek approval of Manager
Admin for proposed work program.
2.5 On arrival of materials, inspection of materials will be arranged by
civil section as described below.
2.6 Materials will be taken on ledger charge as stated in subsequent
Para.
2.7 Needed materials in accordance with work plan will be issued on
daily basis. Work done will be recorded in daily “Work Diary” (format
as per Annex-A).
2.8 Completed work will be inspected by Manager Admin and a record
of quality snags will be prepared by JO/SO civil. After rectification of
snags the work will be accepted.
2.9 After acceptance of completed works by manager admin, an entry
to this effect will be made in “Record of Treatment“ (Refer Para 4.3).
2.10 On authority of this entry an expense voucher will be prepared as
per Annex- B and consumed materials will be charged off.

3. Recurring Treatments
3.1 Acceptance of Necessity:- Usual life of one treatment is 2 to 3
years, however this may vary due to environmental , weathering or
special reasons. Annual survey board for inspection of metal
structures will recommend structures for painting. Civil section will
record reason of requirement out of following four reasons:
3.1.1 Periodic (If three years have passed after previous treatment
and paint is worn out)

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 3.1.2 Environmental (If paint is worn out but three years to previous
treatment has yet not passed and location of structure is
subjected to adverse environmental effects)
3.1.3 Weathering Owing to unusual weather in a particular time
span if metal surface is deteriorating to an extent that
immediate preservative treatment is essential.
3.1.4 Special reason (If above three are not appropriate)
3.2 Initiation of Demand and remaining completion cycle will be
completed as stated above for recurring treatments also.
4. Data Bank. Civil section will be responsible to compile and maintain
following data.
4.1 Record of Metal structures
4.1.1 (Line-I)
Recommended
S/ Description of Date of Type of
Location Level ID Paint ( Type and
No Structure Installation Metal
Grade)
Main
1 25’ Hopper MC/H1/001 1993 MS Enamel Paint
Crusher
2 LBC Track MC/LBC/002 1993 MS Enamel Paint
3 Stacker MC/SK/003 1993 MS Enamel Paint
4 Reclaimer MC/RC/004 1993 MS Enamel Paint
5 Raw Mill 35’ Main Mill RM/MM/005 1993 MS Enamel Paint
6 Ducts RM/DT/006 1993 MS Enamel Paint
7 Kiln 35’ Main Kiln KN/MK/007 1993 MS Read Oxide
Main
8 Pre-heater 50’ PH/MS/008 1993 MS Enamel Paint
Structure
9 TAD PH/D/009 1993 MS Heat Resistant
10 Chutes PH/CH/010 1993 MS Heat Resistant
11 Cyclone 1-5 PH/CN/011 1993 MS Heat Resistant
12 DDF PH/DDF/012 1993 MS Heat Resistant
13 Air Lift Pipes PH/LT/013 1993 MS Heat Resistant
C-1 to C-5
14 PH/DT/014 1993 MS Heat Resistant
(Duct)
15 Cooler PH/CR/015 1993 MS Heat Resistant
Main Frame
16 Cement Mill 35’ CM/MS/016 1993 MS Enamel Paint
Structure
Hopper and
17 CM/HS/017 1993 MS Enamel Paint
Chute
Belt Conveyor
18 CM/BC/018 1993 MS Enamel Paint
Track
19 Silos Top CM/ST/019 1993 MS Enamel Paint
20 Packing Plant CM/PP/020 1993 MS Enamel Paint
4.1.2 (Line-II)
Recommended
S/ Description of Date of Type of
Location Level ID Paint ( Type and
No Structure Installation Metal
Grade)
1 Raw Mill 35’ Main Mill RM/MM/021 2001 MS Enamel Paint

2 Ducts RM/DT/022 2001 MS Enamel Paint

3 Kiln 35’ Main Kiln KN/MK/023 2001 MS Read Oxide

Main
4 Pre-heater 50’ PH/MS/024 2001 MS Enamel Paint
Structure
5 TAD PH/D/025 2001 MS Heat Resistant

6 Chutes PH/CH/026 2001 MS Heat Resistant

7 Cyclone 1-5 PH/CN/027 2001 MS Heat Resistant

Page 112 of 118
 8 DDF PH/DDF/028 2001 MS Heat Resistant

9 Air Lift Pipes PH/LT/029 2001 MS Heat Resistant

C-1 to C-5
10 PH/DT/030 2001 MS Heat Resistant
(Duct)

11 Cooler PH/CR/031 2001 MS Heat Resistant

Main Frame
12 Cement Mill 35’ CM/MS/032 2001 MS Enamel Paint
Structure

Hopper and
13 CM/HS/033 2001 MS Enamel Paint
Chute
Belt Conveyor
14 CM/BC/034 2001 MS Enamel Paint
Track

15 Silos Top CM/ST/035 2001 MS Enamel Paint

16 Packing Plant CM/PP/036 2001 MS Enamel Paint

4.2 Periodical Services Measurement Book

Histori
cal
Surface Applicatio Labo
S/ Descriptio Type of Appropriate Quanti
ID Recognition Length Width Area n rate of r
No n Treatment Paint ty
indicator paint Cost
Of
paint

Cleanliness

Primer Red oxide

Heat
1st coat
Resistant

2nd Coat

Total
Area

4.3 Record of Treatment

S/N I Description Surface Applied Used Used Cos Labor Date of Reason for
o D Recognitio Treatm paint Quantit t cost Treatmen Treatment
n Indicator ent y t

5. Initiation of Demand. Painting of metal structure is a continuous activity

with intermittent intervals. Such activities may be ignored due to heavy
commitments. Therefore following procedures will be adhered to so that it
is not overlooked.

Page 113 of 118

 5.1 Civil section will plan and execute painting services. A quarterly
demand will be compiled and will be processed for approval of CA
on following format:-
5.2 Summary
S/ ID Desc Surface Total Applicatio Needed Rate Est Cost Labor Labor Total Reason
N riptio Recogniti Area n Rate Quantity (Rs./Lit) (Rs.) Rate Cost Cost for
o n on sft ( sft/Lit) (Lit) (Rs./sft (Rs.) (Rs.) Treatme
Indicator ) nt

Total 1234 345 Lit 125/Lit 43,12 Rs.2/sft

5.2.1 Total area to be painted

5.2.2 Rate of application
5.2.3 Needed Quantity
5.2.4 Rate of paint
5.2.5 Cost of Paints
5.2.6 Labor rate
5.2.7 Cost of Labor
5.2.8 Cost of other materials with details
5.2.9 Total Cost
6. Procurement Process
6.1 Paints. All paints (Paints of any grade and type and oils etc) will be
purchased direct from factory/ sole distributor by the BUs Spot Purchase
Committee. SOP regarding its functioning has been approved by the ACL
HO (copy attached at Annex-D). Preferable brands are Berger, ICI or
Master, Jotun. Maximum allowable period of placing paint in store should
not increase 120 days. Therefore one time purchase should be completely
used within 4 months
6.2 Labor. Labor will be arranged as per prevailing situation
7. Inventory Control:-
7.1 Materials on arrival at factory will be inspected by DM (Admin) , DM
(Security) and JO (Store) and inspection report on following format will be
submitted to Manager Admin:-

Material Inspection Report

Materials for Painting and Decorative (P&D) works as per list below
purchased vide approval reference xxxxx dated xxxx on xxxx and brought in
vide Gate Pass No xxxx dated xxxx were inspected for brought verses
specified and our comments are as noted against each:

S/N Description Quantit Quantit Quality Quality Satisfactory Remark

o y y Specifie Observed /Unsatisfact s
Stated availabl d ory
e
Page 114 of 118
 Recommendations. Accepted except following (If Any)
Signatures

__________ __________ ________

DM (Admin) DM (Security) JO
(Store)

7.2 Paint Ledger:- On recommendations of inspection Committee,

P&D stores will be taken on Ledger charge as under:-

Paint Ledger
Item Name:-

Cost of
IN Out RV/IV Balance Cost Cost
S/No Description Unit Rate Balance Remarks
Quantity Quantity Reference Quantity IN Out
Quantity

8. Issue Expense and Charge off

8.1 Materials will be issued on daily basis. Unused quantity will be
deposited back and a record to this effect will be endorsed in Work
Diary (Annex A)
8.2 Used materials will be charged off and a record to this effect will be
made in Paint ledger (Quantity Out)

9. Conclusion. All SOPs are aimed to shape the behavior for routine works
and making decisions in fogy situations and to follow a specified course of
action. In case of emergent or special situation when action as per SOP is
impractical then guidance from superior authority may be sought. These
formulated SOPs will be followed in letter and spirit for attainment of
management objectives of appropriate maintenance of metal structures in
a professional manner through a transparent system of procurement,
properly accounted inventory, documentation of occurrences and
economical execution by eliminating any probability of embezzlement,
pilferage or inordinate wastages.

Page 115 of 118

 Annex-A
DAILY WORK DIARY – PAINT WORKS-ACL(__??____)
Date:-

Weather

Sunny/Cloudy/Rainy/W Ambient
indy Temperature

Employed Labor Force

Name of Supervisor No. of Painter Employed

No. of Unskilled No. of Experienced

Worker Employed Worker Employed

Location of Structure

Description of ID of Structure
Structure

Planned quantity of Area to be Painted

Today

Drawn Stores/Materials

Paint Thinner oil

Other materials:-

Actual amount of area painted Today

Used Stores/Materials

Paint Thinner oil

Other materials

Signature of Supervisor Signature of DM Civil

Page 116 of 118

 Annex-B
EXPENSE VOUCHER-PAINTING STORES
Date:-
Date Expense Voucher EV/P/Q-?/M-J/15-00*
No
Details of Painted Structure Today
Location Description
ID Amount of Area
Painted Today
Used Materials
Paint Oil
Other:-

It is certified that materials has been used for painting the metal structure as
stated above and charged off from ledger.

Signature JO civil----------------------------------Scrutinized by DM Civil-------------------

------------------

Vetted by DM (Admin)

* Voucher Code
EV = Expense voucher
P = Painting Works
Q =Qurter 1,2,3, or4
Month = Jan to Dec
15 = Year
00 = Serial No

Page 117 of 118

 Annex-C
RECEIPT VOUCHER
Date RV No
Gate Pass No Date of Gate
Pass
Details of
Materials
S/No Name Quantity Unit Rate Cost Remarks

Signature JO/SO (Civil) Signature DM (Civil)

NOTE. This SOP is for ACL(N) only, however, it will be used as

guideline by the ACL(W) if needed.

Page 118 of 118