ARIHANT FLEXI PACK

FLEXIBLE PACKAGING
STANDARD OPERATING PROCEDURE
HRD

1 `PURPOSE:
1.1 Defines the process of recruitment, selection, induction and
termination of employees

1.2 Defines the process for identification, performance and evaluation of

training

1.3 Defines policy for pay and pay roll, leave and code of conduct

1.4 Define process for transfer of employees

1.5 Define the policy for leave and travel

2 SCOPE:
The procedure is applicable to all the manpower at Head Office.
3 RESPONSIBILITY AND AUTHORITY:

4 Definition and acronyms

4.1 HRD Human resource development

4.2 HOD Head of department

4.3 ESIC Employee State Insurance

4.4 VP Vice president

4.5 GM General Manager

4.6 DGM Deputy General Manager

5 PROCEDURE:
Recruitment and Selection

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Procedure HRD

INPUT PROCESS OUTPUT

Employee Employee
Requisition Requisition Appointment
Form filled by Form filled by
each dept each dept

Sourcing the
Candidate

Scrutinizing the
Resumes

Selection
Process

Salary fixation
and Offer of
appointment

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Procedure HRD

5.1 Recruitment and Selection

5.1.1 Recruitment means inducting the right manpower, at the right time, at the
right place through right process. An employee being an important asset of
the organization should be inducted through proper planning. Poor
Manpower planning can break the organizational goal. Hence, it is expected
from every Department Head to plan about his manpower requirement.

5.1.2 If there is a vacancy in any department in the organization, the Department

Head has to give in the full details in the Employee Requisition Form.

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Procedure HRD

5.2 Sourcing the candidate

5.2.1 Depending upon the Number of Vacancies, Position, Budget and Candidate
Profile, the HR department will decide about the medium for sourcing the
right candidate, which may include any of the following options.
 Advertisement with Newspaper/Magazines/Journals/Internet
 Placement Consultants
 Display on in house notice boards
 Existing Database
 Campus Recruitments
 World of mouth and employee reference

5.3 Scrutinizing the Resumes

5.3.1 On receipt of the resumes, the HR department shortlists the candidates on

the basis of the Job Description, Salary and Person Specification as
mentioned by the Department Head in the Employee Requisition Form. The
Short-listed candidates are then called upon for interview depending in the
availability and suitability in consultation with the HOD. The calling process
may be either by sending the call letter, telegram, phonogram, or telephone
call depending upon the place, time and urgency.

5.4 Selection process

5.4.1 The selection process may comprise of:

 Technical Test, if any
 Preliminary screening by the H.R. Department
 Final Interview

5.4.2 Final Interview may involve interview either with the Department Head
Directors or H.R. Head or Panel of interviews, depending upon position. The
members involved in the selection process record their recommendations and
justify the same with comments and views in the Interview Assessment
Form.

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Procedure HRD

5.5 Salary & offer letter

5.5.1 The selected candidate’s papers are then sent to the HR department for
salary preparation

5.5.2 While preparing the salary, the following things a taken into account:
 Comparison with employees in the same level, designation and grade
 Considering his qualification, experience, expectation and his current salary
 Recommendation, if any by the interview panel

5.5.3 After the salary discussions are over with the candidates, an offer letter is
issued to him.

5.6 Appointment & joining

5.6.1 On the date when the candidate is joining, the appointment letter is given to
him by the HR Department.

5.6.2 The H.R. Head signs appointment Letters across all levels.

5.6.3 The new joiner has to submit a joining report (enclosed) to the department
head, which will be forwarded to the H.R. Department.

5.6.4 The new joiner has to sign the duplicate copy of the letter and give it back to
the HR department along with the following documents.
 Relieving letter from his previous employer
 Qualification Certificates (Educational & Technical, if any)
 Proof of residence (Ration card copy/electricity bill/telephone bill)
 Copy of Birth Certificate
 Salary slip of previous employment
 Two Photographs

Apart from the above, the candidate will be given other nomination forms as
per the company rules, which he needs to fill and return to the HR
department within two days. As of now these forms include, ERP form and
PF nomination form

5.7 Photographs

The candidates shall provide two photographs

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Procedure HRD

Procedure for Induction and Orientation

Flow chart
INPUT PROCESS OUTPUT

Intimation of Fixing of the

the new Induction Update Training
appointments to Schedule and Card
the HOD intimation to the
HODs and new
recruits

A brief by the HR
Dept on the
Company profile,
values, culture and
practices

A brief by each
department and
introduction to its
members Brief
Introduction about
ISO

Factory Visit

Update training card

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Procedure HRD

5.8 Induction & Orientation

5.8.1 The new recruit joining the Liberty Group will have to undergo Induction &
Orientation. The Purpose of this program is to introduce the new recruit to
all Employees, Department Heads, and Department, Processes, Value,
culture and Practices of the organization.

5.8.2 The orientation will be carried out immediately within 2 days of the Joining.

5.8.3 The orientation will be for 2 days one day in Head office and one day in
factory.

5.8.4 The new employee will meet each department and get a brief idea about the
role, working and contribution of the department. This will also serve as a
platform to interact with the members of each department.

5.8.5 After completion of the induction orientation program, the member is placed
in the appropriate identified role.

5.8.6 Each HOD is intimated of the new appointment along with the schedule for
the induction for his approval and availability.

5.8.7 The schedule is intimated to the new recruit and the HOD.

5.8.8 After the induction the training card is updated.

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Procedure HRD

Confirmation, separation, retirement,

Resignation/Termination/Dismissal and death on service

Flow chart

INPUT PROCESS OUTPUT

Confirmation Issue of the

Form confirmation form Issue of
by the HR Confirmation
Department to the Letter
HOD 2 weeks
before the due date

Filling up the
Confirmation
Form

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Procedure HRD

5.9 Confirmation

5.9.1 Every employee who is taken on the company’s role except those who are
trainees and temporary have to undergo a probationary period of six months.

5.9.2 After completion of the probationary period the performance of the employee
is reviewed. A confirmation form will be circulated to the respective HOD of
the employee and accordingly confirmation is made.

5.10 Separation

5.10.1The Separation of employees from the Company would be under the

following circumstances:
 Retirement
 Resignation/Termination/Dismissal
 Death of the employee while still in service

5.11 Retirement

5.11.1When an employee still in service attains the age of 58, he is retired from the
services of the company. A written notice to that effect is served to the
employee one month in advance.

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Procedure HRD

5.12 Resignation/Termination/Dismissal

5.12.1For employees who are still on probation period or working as trainees or

temporary employment, no notice period is required for
Resignation/Termination of the employment.

5.12.2Upon confirmation of services, for management cadre employees, the

contract of employment can be terminated by giving 90 days (3 months)
notice on either side or on payment of 90 days (3 months) salary in lieu
thereof. Either party is not bound to give reason for
Resignation/Termination.

5.13 Death of employee while in service

5.13.1All dues will be settled promptly in favors of the nominees of the deceased
employee as mentioned in the records of the company.

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Procedure HRD

Final Settlement

INPUT PROCESS OUTPUT

Information Final Settlement Employee’s final

from the form to be filled dues are paid to
respective by H.R and then him on his last
Dept. Head process it to working day
Account Dept.
with relevant
papers

Statutory Forms
like PF, ESIC, etc
has to be duly
filled and signed
by the employee
and submit to H.R.
Dept

Necessary dues, if any,

by the employee will
be deducted before
payment of final dues
to the employee.

Only in case
satisfactory
separation, the
employee will be
given the
Relieving letter
and Experience
Certificate

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Procedure HRD

5.14 Final settlement

5.14.1The objectives are to pay all dues to the employees who have separated from
the company and in case any dues from the employee to the Company, to
take appropriate action to recover the same.

5.14.2Upon receiving the requisite information from the respective HOD the HR
dept. will initiate the proceedings of his/her final settlement.

5.14.3Once the HR Dept. receives the information, it fills in the final settlement
form and sends it to the accounts department for payment of dues along with
necessary documents for their records and reference.

5.14.4Based on this data and pay roll data, final settlement dues will be processed
taking into accounts the company’s policy and legal obligations concerning
the same.

5.14.5In case of any amounts due from the employee or in case of unfulfilled
payment contractual obligation, the company may take necessary steps to
recover the dues from him/her.

5.14.6In case of satisfactory separation from the Company only, the employee will
be issued a relieving letter, experience letter as well as last salary slip on the
last working day. The said documents will be issued by the H.R.
Department.

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Procedure HRD

Training

Flow chart

Training Need Initiating Review of the

Identification/Tr Training process effectiveness of
aining Training during annual
Requisition by Performance
Appraisal
each Dept.

Sourcing the
Trainer Candidate

Deciding Time,
Day, Venue for
the Training

Training
Intimation
Process

Training
Attendance

Training
Evaluation

Updating
Training Card

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Procedure HRD

5.15 Procedure or training

5.15.1The first step in the training process would be to set the Training Budget.

5.15.2The next step would be to identify the Training needs which are classified
into two categories as under:
 Planned or budgeted
 Need based

5.16 Planned Training (FO/HR/03)

5.16.1All the departments should identify their training needs for the year. The HR
dept will circulate the Training Need Identification Form to all HODs for the
purpose.

5.16.2Based on the requirements, the HR department will decide on the training to

be provided.

5.17 Need based training (FO/HR/04)

5.17.1Would be apart from the planned training program as per the need arising for
each department

5.18 Training Need Identification: (FO/HR/04)

5.18.1The HR Department will consider the Training needs identified by each HOD.

5.18.2Similarly, the H.R. will also source and initiate certain training programmes
and may nominate the employees accordingly.

5.18.3It will also take care of employees who have expressed their wish to attend
certain training program. However, the same will be initiated and decided by
the H.R. Department in consultation with the Department Head.

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Procedure HRD

5.18.4Factors to be considered before finalization of the training programme

 Deciding whether it is in-house or external
 Contacting Trainers in that field
 Negotiating the Training cost, if possible
 Deciding the venue
 Intimating the employees nominated and their respective Department Head
about the training

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Procedure HRD

5.19 Training Program

5.19.1After the training is decided upon, the Training Intimation Form would be
circulated by the HR Department to all participants and the respective HODs
to inform them of the details of the Program. (FO/HR/05)

5.19.2 During the training, a Training Attendance Sheet would keep a track of the
attendance of the participants. (FO/HR/07)

5.19.3Similarly, the faculty would need to assess the performance of each

participant in the Participants Assessment Form. This form is then forwarded
to the respective HOD. (FO/HR/08)

5.19.4The training card of the participant (FO/HR/09) and training logbook will be
updated by the HR Department. (FO/HR/10)

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Procedure HRD

Pay Roll

INPUT PROCESS OUTPUT

Punching of Updating of the Payment to staff

the Card Outdoor Card in cash and to the
while on outdoor management by
duty
cheque by the 1st
of the following
Updating of the month
Leave Card for
leave availed

Capturing of data
from the system on
the cut off date-25th
of the month

Processing of
salary from the
ERP System

Mandatory
Deductions/ Loan
deductions or
advance
deductions to be
carried out

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Procedure HRD

5.20 Pay & Payroll

Employee classifications

5.20.1The employees are classified into permanent, Trainees & Temporary

Employees.

Pay Period, per day and Hours of work

5.20.2Pay period is for one month i.e. from 25th to 24th

5.20.3Pay day is 1st of every month

5.20.4Every employee is paid for eight hours of work in a day starting from 10.
a.m. to 6.00 p.m. The lunchtime of ½ hour starting from 1.00 p.m. to 1.30
p.m. is a paid hour.

Time Sheets

5.20.5We have a card punching system installed by Zicom Securities. Every

employee is required to punch their access cards while coming to office in the
morning and at the time of leaving office. This data is captured from the
Card Punching system, and then transferred to our ERP System through
software and the final data is generated by from the ERP program for
attendance and pay roll.

5.20.6 Pay roll deductions

The mandatory deductions are carried out as per the Law, which the
company is required to deduct.

5.20.7Advance payment of salary

Advance payment of salaries is made in case of emergency or as approved

by the respective employee’s department head and accounts.

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Procedure HRD

5.20.8 Mode of payment

The permanent employees and those on probation in the Managerial grade

and above are paid salaries and other payments through cheque. For
employees in the staff grade, both permanent, trainees, temporaries and
those on probation period are paid by cash.

5.20.9Grade Structure

Given below is the existing Grade Structure of the Company. It is proposed

to change the Existing Structure in due course of time.

5.21 Salary Structure

Given below is the existing salary structure for both Management and Staff
grade.

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Procedure HRD

5.21.1For Management
The salary structure for Management Cadre is as under:
 Basic Salary
 Allowances
 House Rent Allowance
 Children’s Education Allowance
 Telephone Expenses
 Conveyance
 Special Allowance

 Annual Benefits
 Bonus
 Superannuation
 Medical
 Leave Travel Allowance
 Provident Fund
 Employee State Insurance (ESIC), if applicable

o All Annual Benefits are company’s contribution.

o All Annual Benefits are calculated on Basic Salary.
o Bonus is as declared by the Company from time to time
o Medical & Leave Travel allowance are 8.33% (each) of the Basic Salary.
o Superannuation is 10% of the Basic Salary
o Provident Fund is 12% of the Basic Salary.
o Employees State Insurance, if applicable is 4.75% of Basic Salary
o Only employees who have completed their probation period are entitled for
leave Travel Allowance. However, Leave Travel Allowance will be paid only
after the employee completes one year of service.

5.21.2Deductions
 Professional Tax (As applicable)
 Provident fund (12% of Basic Salary)
 Superannuation (10% of Basic Salary)
 ESIC (1.25% of Basic Salary), if applicable

5.21.3For Staff
The Salary structure for Staff Cadre is as under:
 Basic Salary
For Staff Cadre, Basic Salary = Basic Salary + Fixed Daily Allowance +
Variable Daily Allowance

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Procedure HRD

 Allowances
 House Rent Allowance
 Children’s Education Allowance
 Conveyance
 Special Allowance
 Fixed Daily allowance
 Variable Daily Allowance

 Annual Benefits
 Bonus
 Medical (if applicable)
 Leave Travel Allowance (if applicable)
 Provident Fund
 Employee State Insurance (ESIC), if applicable

o All Annual Benefits are company’s contribution

o All Annual Benefits are calculated on Basic Salary + both Daily Allowances
o Bonus is as declared by the Company from time to time
o Medical & Leave Travel Allowance, if applicable are as decided by
Management
o Provident Fund is 12% of the Basic Salary + both Daily Allowances
o Employees State Insurance, if applicable is4.75% of Basic Salary + both
Daily Allowance
o Leave Travel Allowance is applicable only for employees who have completed
their probation period and they will be paid the LTA after completing one
year of service.

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Procedure HRD

5.22 Attendance

5.22.1Working Days
In Liberty, we observe 6 days working with Sunday as Weekly Off.

5.22.2Office Hours
The official timing for reporting to work is 10.00 a.m. to 6.00 p.m. The
company understands that there can be emergencies or exigencies with
everyone. Hence the relaxation time of 10 minutes is given to employees
every day. However, it is expected by the employees to use it as a privilege
and not as right and be in office by 10.00 a.m. every day.

5.22.3Attendance System
The attendance is recorded

5.22.4Late Coming
Any employee reporting to work after 10.0 a.m. up to 10.30 a.m. is
considered as late coming. However, such late coming shall be allowed only
three times in a month.

Any reporting after 10.30 a.m. would be treated as half day’s leave.

 Also if the late coming exceeds more than 3 times a month, then it is
considered as half day leave for every late coming.
 The said Half-Day will be deducted only from employees’ Casual Leave.
 If no Casual Leave is available, then the same will not be adjusted against
sick leave or privilege leave and will result in Half Day Salary Deduction.

5.22.5Half Day Leave

An employee can avail of the half-Day Leave with prior or post approval of
his Department Head.

 Employee availing Half Day Leave in the morning, should report to work at
1.30 p.m.

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Procedure HRD

5.22.6Outdoor Work
It is understood that some employee has to go out of the office for several
official work. An Outdoor Card is maintained at the Reception for such
purpose.

 All employees going out for such work are required to make an entry in the
outdoor Card either a day prior or after coming back to office and get it
signed by his respective Department Head.
 Please note that any employee failing to do so may not find his salary
accounting appropriate at the end of the month and eventually salary
calculations will be affected.
 It is the responsibility of each employee to fill in the same and get it signed
by their respective Department Head as Self Responsibility.

5.22.7Lunch Time

The Teatime is 10.30 to 11.00 a.m. and 3.30 – 4.00 p.m. Vending machines
have been provided on each floor. The lunch break is from 1.00 to 1.30 p.m.
For employees who are required to offer daily prayers, the lunchtime will be
half an hour after/before their stipulated prayer time.

 Lunch Time will be from 1.00 to 1.30 p.m.

 For employees who are required to offer their daily prayers, the lunchtime
will be half an hour after/before their stipulated prayer time.

5.22.8Late Sitting
The company understands that some employees may require sitting late
after office hours depending upon the urgency and nature of the job and the
department. Such employees can avail of the Late Sitting Concession, which
is as under:

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Procedure HRD

 The said concession can be availed by employees who are required to be in

office beyond 7.00 p.m. till the work get finished or postponed on to next
day, which ever applicable.
 Such employees can come to work the next day by 11.00 a.m.
 It should be noted that 11.00 a.m. is the deadline irrespective of number of
hours he has worked the previous day after 7.00 p.m. If the employees
come after the deadline, then they will have to face Half-day deduction.
 The employee has to mention the same in the Outdoor Card the next day
and get the approval of his Department Head in order to avoid
discrepancies in salary calculations.

5.22.9Outstanding Tours
Employees, who are required to go on official outstation tours, should inform
the HR department well in advance through The Outdoor Tour slip
(enclosed). The employees should ensure that the Outdoor Tour Slip should
be signed by the Department Head and should be sent to the H.R.
Department either prior or after the said tour.

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Procedure HRD

5.23 Travel Policy

5.23.1Applicability:
To all Categories of employees in the regular payroll of the company,
inclusive of Head office, factory, branch offices, docks, inclusive of Dongri,
Ghatkopar office, installations and other service rendering units/sites

5.23.2Definitions:
Travel means a journey undertaken by an employee on company business or in
the interest of the company to different places in the country or abroad. Travel
shall not cover journey within metropolitan city of Mumbai and to /from thane,
Mira Road, Panvel, Vashi etc or any combination thereof.

5.23.3Local Conveyance: Means a journey undertaken by an employee between

place of work within the same city. Travel between Thane, Mora Road, Vashi
and Panvel to Mumbai or any other combination thereof will be considered a
local conveyance.

5.23.4Travel Authorization:
 Travel authorization for domestic travel is required to be approved and
signed by the respective heads of department. Each employee is
responsible for adhering to the policy and procedures defined herein. It will
be the immediate approvers responsibility to be convinced of the need for
the expenditure and to be satisfied about the appropriateness.
 Journey related to monthly or weekly performance review meetings or
other periodical visit to factory or to head office between staff of both ends
can claim railway/bus, auto or taxi for the particular journey as per
eligibility at actual.

5.24 Classification of Cities:

5.24.1Class A
Mumbai. Delhi, Kolkata, Chennai, ahmedabad, hyderabad, Bangalore, Gao
(Within city limit)

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Procedure HRD

5.24.2Class B
Agra, Baroda, Coimbatore, Cochin, Mysore, Hubli, Jaipur, Nagpur, pune,
Nasik, Trivandrum, Calicut, Vishakapatnam, Surat, Madurai, Salem, Trichi,
Indore, Vijayawada, Raipur, Jabalpur, Udaipur, Jodhpur, Bhopal, Gwalior

5.24.3Class C
All cities and towns in India, other than those mentioned above.

5.25 Place of work control:

Place of work control means the normal place of working/duty of an
employee as may be fixed by the company from time to time.

5.25.1Outstation Travel:
A journey on tour shall be deemed to commence from and end at the
residence of the touring official.

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Procedure HRD

5.26 Eligibility:

5.26.1Local Conveyance
Manager Grade:
 First class train fare and taxi/auto fare whichever is lower to reach the
particular destination.
 Auto/Taxi fare is applicable when the distance or reaching the place is
within 25 km. for VPs and above, within 15 km. for GMs and Sr. GMs and
within 5 km. for the rest in the Management Grade.

Staff Grade:
 For Sales / Marketing Staff: 2nd class rail fare
 Junior Staff: Local bus

 Supervisory staff 1st class rail fare

Auto/Local bus (if distance is
More than 10 km., usage of
Auto/bus should be clubbed)
 Officers 1st class rail fare
Auto/local bus (if distance is
More than 15 km., use of
Auto and bus should be
Clubbed)

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Procedure HRD

For Departments other than marketing:

 Peons, Electricians, AC Operator Only local bus

 Security, Attendants, Dock & Factory 2nd class rail
 Messengers
 Telephone Operator, Clerk, Accounts Asst Auto/local bus(if
 Computer Operator, Typist, Import Asst distance is more
 Purchase Asst, Finance Asst, Jr. Accounts than 10kms, usage
 Asst of bills of auto /
Bus to be
clubbed)
2nd class fare
 Accounts Officer, Steno Secretary, Executive: Auto/local bus, if
Secretary, All Supervisors except Marketing: distance is more
than 15 km
Supervisors 1st Class rail

Note:
 For the Staff Grade, the taxi fare will be reimbursed only if auto services
are note available.
 If railway pass is held, no claim for the fare can be raised for the same
route, irrespective of the class as per entitlement.
 Daily Allowance/Bhatta for local/outstation Traveling
 This allowance is applicable only to the Sales/Marketing Department.
 This is a fixed sum of money claimed by the Sales Department staff who
have field working on a daily basis for promotion of our products, retailers
visit, wholesale distribution points, networking increases and related
business deals enhancement. This allowance is claimed only when visiting
the field, with the consent of the superior. The claim is to be submitted
with the visit report and approved by the superior for reimbursement of the
claim. HOD Marketing will fix the target for sales for each Region/Area for
accomplishment by the person visiting such area/Region.

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Procedure HRD

 Designations Bhatt
- - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Sales Representatives/Junior staff 55
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Supervisory staff 75
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Senior Supervisory staff 90
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Officers 110
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Senior Officers 130
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -

5.26.2Ex-HQ Allowance

 This allowance is applicable only to the Sales/Marketing Department.

 This is a fixed sum of money claimable by the Sales Department who are
required to leave the Head Quarter early in the morning and return home in
the night, with the consent of the superior. Ex-HQ Allowance is in lieu of
Daily Allowance.
 Designations Bhatta
- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Sales Representatives/Junior Staff 75

- - -- - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
 Supervisory Staff 95

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

 Senior Supervisory Staff 110
------- ---------- - - - - - - -- - - - - - - - - - - - ----------
 Officers 130
------- ---------- - - - - - - -- - - - - - - - - - - - ----------
 Senior Officers 150
------- ---------- - - - - - - -- - - - - - - - - - - - ----------

5.26.3Outstanding Expenses

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Procedure HRD

Lodging and Boarding Rules:

 Mgt Grade
--------------------- -------------------------
 Grade Design Mode of City Hotel Food Laundry
-ation transport Rs./day Rs./day Rs./day
--------------------- -------------------------
 U/C VP Air(Eco) A Actuals Actuals Actuals
& A/C 2 tier
above B&C Actuals Actuals Actuals
--------------------- -------------------------
 U/C Sr.GM Air(Eco) A 2500 500 50
GM A/C 2 tier
B 1200 400 30
C 800 300 20
----------------------------------------------
 A Dy.GM Air(Eco) A 2000 500 50
A/C 3 tier B 1100 350 30

C 600 250 20

----------------------------------------------
 A AGM Air(Eco) A 1750 350 50
A/C 3 tier B 1000 300 30
C 650 200 20

----------------------------------------------
 A Sr. Mgr Air(Eco) A 1200 250 30
A/C 3 tier B 800 240 25
C 600 230 20

----------------------------------------------
 B Dy. Mgr Air(Eco) A 1000 240 25
Asst. Mgr A/C 3 tier B 750 220 20
A/c Bus C 500 210 20
----------------------------------------

------------------------------------------------------------------------------
 D&E Air(Eco) A 750 210 20
A/C 3 tier B 600 200 20
A/c Bus C 400 190 20
---------------------------------------------

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Procedure HRD

Staff Grade:
 For the Sales / Marketing Department:

---------------------------------------------
 Designation Train Bus Lodging Boarding Total

 Sales Rep
2nd sleeper Ordinary 100 90 190
Class
---------------------------------------------

 Supervisory 2nd Sleeper Ordinary 140 110 250

 Staff class
---------------------------------------------

 Sr. Supervi- 2nd Slee- Super 180 150 330

 sory Staff per class Delux
& Ac Chair
Car
---------------------------------------------

 OfficersAC 3 tier / Ac / 225 175 400

Ac ChairSuper
Car Delux
---------------------------------------------

 Sr. Officers Ac 3 tier/ Ac / 400 200 600

Ac Chair/ Super
Car Delux
---------------------------------------------

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 Department other than Sales / Marketing:

 Grade Mode of
Hotel Food City
Total
Transport
---------------------------------------------

S1. A/C 3 tier All 400 200

600
---------------------------------------------

 S2. 2nd Sleeper All 225 175 400

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

S3. 180 150 2nd Sleeper All

330
---------------------------------------------

 S4. 140 2nd Sleeper All

110
250
---------------------------------------------

 S5. 2nd Ordinary All 100 90

190
class
---------------------------------------------

 S6. 2nd Ordinary All 70 50 120

class
---------------------------------------------

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5.26.4Daily Allowance for foreign Tours:

Daily Allowance on foreign tours applicability is a given below:
Grade Designation Daily Allowance
 U/C VP & above $ 200
Sr. GM/GM $ 150

 A DGM $ 100
AGM $ 100
Sr. Mgr/Mgr $ 100
 Note: Daily allowance as per RBI rules for foreign travel will be applied from
time to time for abroad travel

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5.26.5Advance for Travel / Boarding / Lodging

 With the approval of HOD, advances can be drawn for the outstation by any
person going for outstation travel.

 Once the traveling advance is taken, salary advance is not applicable for
the identical purpose except where outstation travel continues into the
following month. Salary advance is as per the guidelines issued by the VP
– Finance.

For Sales / Marketing Staff:

 Sales/ Marketing staff operating from offices other than corporate office can
avail an impress amount as given below. The impress amount is
exclusively for local market / sales development. The impress amount can
be availed of as per the need and duration of the tour.

 The impress for the different grades are as follows :

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Procedure HRD

Designation Entitlement Entitlement Entitlement

For a week For a fortnight For a month
------------ -------------------
- -------------
 Junior Staff/ Rs. 750 1,000
3,000 Sales Rep
------------ -------------------
- -------------
 Supervisor Rs. 1,000 1,500 3,500
--- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - --
- -
 Sr. Supervisor Rs. 1,200 2,000 4,000
------------ -----------------------------------
 Officer Rs. 1,500 3,000 5,000
------------ ------------------------------
- ---
 Sr. Officer Rs. 2,000 4,000 6,000
------------ ---------------------------------

 The impress can replenish to the extent of the ceiling limit, with the
approval of HOD/Depot in charge. The impress shall not be paid a second
time, unless the bills are submitted and nothing is outstanding for claiming
a second time.

 If the impress account is not cleared, it may lead to deduction from salary
payable by the company.

 If the person on tour is not available till the 10th of the following month and
the tour is supported by the forecast of tasks to be accomplished, the
salary may be advanced with the sanction from VP – Marketing and VP –
Finance.

General guidelines for all

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Procedure HRD

 Travel by air counter foil to be retained and attached, along with tour
expenses statement.
 For rail/ road travel, the employee should mention name and number of
train and relevant documents to be attached with expense statement.
 In case taxi is hired for a long distance, it should be on sharing basis as
far as possible. The taxi receipt shall be attached to the travel expense
statement.
 Employees who are required to spend money on business meetings with
suppliers, customers or any other government servants, it should be done
so only with the consent of HOD, or other relevant official/director of the
company on PRIOR approval basis. Supporting vouchers giving details of
parties, amount spent and bills should be submitted along with travel
expenses statement.
 Employee on travel shall not be entitled to avail of any leave while on
tour.

5.26.6Bills submission practice/ attachments for reimbursement claim :

 For all categories, proof of travel, boarding, lodging to be attached with
the claim (All booked tickets confirmed, canceled at times after confirming
the booking, air, rail tickets photocopy to be invariably required, hence
claimer of TA bill should retain all relevant copies safely)
 Conveyance local by auto, taxi, bus to be as per standard of city visited/
and as HOD sanction. Tickets have to be attached. Without ticket
attachment, no claim will be passed.
 c. Where actual boarding/ lodging expenses exceed above limits, the total
of both (Boarding + Lodging) for the entire tour as per entitlement rules
will constitute actual payable as compensating amount.
 d. In case of misplacement, loss or any other unforeseen reason for non-
submission of documents as proof of journey and related expenses, the
application of rule would be 40% of total applicable as per above eligibility
rules and in case of lodging and boarding bills, the re-imbursement will only
be 50% of the entitlement as per the above mentioned rules.

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Procedure HRD

General rules:
 All employees to submit the bills within 7 days after completion of journey,
except for journey abroad, in which case within 21 days from the date of
return to India
 Advances for journey shall be paid, after approval by HOD, providing
details of journey, approximate days of lodging/ boarding and
recommendation for advance request demand.
 Advance drawn against journey if the journey gets canceled owing to
unforeseen reasons must be returned to the Accounts department in 2
days, as the same cannot be treated as salary advances or others for
adjustment later.
 For all purposes, HOD needs to recommend and approve journey and
bills submitted after return from journey.

 NOTE : The travel policy can be amended as per the necessities of
business operation.

Annexure attached are as follows :

=== For all employees:
 Claim for re-imbursement of Local Conveyance
 Claim for re-imbursement of Outstation Expenses
 Application for advance

=== For the Sales/Marketing Department only :

 Claim for Daily Allowance & Re-imbursement of Local Conveyance
 Claim for Ex-HQ Allowance
 Applicant for impress
 Statement of Objective of the Tour.

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Procedure HRD

5.27 Leave and leave rules

5.27.1Official Holidays
 Apart from Sunday, keeping in line with the National & Public Holidays Act,
1953, the company observes 9 paid holidays every year.
 Along with these holidays, the company also observes Half Days for certain
Public Holidays. The employees are informed about the same a day prior
through issuance of Circular.
 The list of holidays is notified to all employees at the beginning of every
year.

5.27.2Leave Rules
 Leaves are privileges given to the employees by the Company. Leaves are
under the discretion of Management and not the right of the Employees.
 All the leaves are calculated and allotted as per calendar year i.e. January
to December.

5.27.3Casual Leave
Casual Leave is given to an employee to meet certain unforeseen casual
situations, which cannot be avoided during the normal course of one’s life.
 Both Management and Staff Cadre employees are entitled for 5 days Casual
Leaves in a year.

 Casual Leave can be taken for a minimum of ½ day and maximum of 1 day

 Casual Leave cannot be combined with Sick Leave or Privilege Leave.

 Casual Leave cannot be carried forward to next year. If it is not used in the
same year, it gets lapsed.

 Casual Leave cannot be encased. However, it can be prefixed or suffixed

with Privilege Leave, but not both.

 It is the responsibility of each employee to update his Leave Card on time

i.e. on the same day or resuming his duty or before going on leave
whichever applicable. If he fails to update the same, then records of the
HR Department shall be considered as final.

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5.27.4 Sick Leave

The purpose of Sick Leave is to avail employee of the facility to take rest and
recover from illness when he is sick.

 Employees at Management Cadre are entitled 10 Sick Leaves in a year.

 Employees at Staff Cadre are entitled for 5 days Sick Leaves in a year and
should be availed one leave for every two months.

 Sick Leave can be availed for a minimum of 1 day and maximum of 2 days.

 Sick Leave can be prefixed or Suffixed with privilege Leave.

 If the sick leave is taken for more than 2 days then the employee has to
produce medical and fitness certificate from a medical practitioner failing
which his leave will not be sanctioned.

 Sick leave cannot be accumulated and carried forward to next year. Neither
can it be encased.

 The employee has to update the Leave card without fail as and when he
takes leave and get it approved by the respective Department Head failing
which, his application or approval will not be taken into account.

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Procedure HRD

5.27.5Privilege Leave
 Every employee needs a break from his routine office work and needs his
space for relaxation. Hence, every employee is given the benefit of
Privilege Leave as per the Company’s Act, 1953

 Every employee, both Managerial and staff Cadre and entitled for 30 days
Privilege Leave in a year.

 Privilege Leave can be availed for a minimum of 5 days at one time and can
be availed twice in a year.

 If an employee is taking a long Privilege leave for holiday and other such
purpose, then he has to intimate the H.R. department through a leave
application (enclosed) by his department head, 15 days in advance of the
said leave.
 Privilege Leave can be accumulated carried forward to next year to a
maximum of 90 days. If it exceeds 90 days, it is not liable for encashment.

 The encashment is done on the basis of the Basic Salary of the Employee.

 At the end of the year, the HR department will circulate a form (enclosed)
to all employees who need to encase/carry forward their Privilege Leave.

 A minimum of 10 days balance of Privilege Leave is to be compulsorily kept

balance at the end of the year. Only the remaining leaves are enchased.

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5.27.6Half Day Leave

 An employee can avail of the Half Day Leave with prior or post approval of
his Department Head.
 Employee availing Half Day Leave in the morning, should report to work at
1.30 p.m.

5.27.7Compensatory Off
 Any employee who is required to work on paid Holidays/Sundays, as
approved by his Department Head/Sanctioning Authority are entitled for
compensatory Off.

 The said employee has to avail this benefit within a week of his working on
Holiday

 Compensatory Off cannot be accumulated and taken at a stretch.

However, it can be prefixed or suffixed with Casual Leave or Sick Leave.

 The Department Head should approve Compensatory Off and the Leave
Card should be filled accordingly.

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Procedure HRD

5.28 Dress Code

5.28.1From Monday to Friday, employees are required to wear Formal Clothes

which means Formal Pants and Shirts for Men and Sarees, Salwar Kameez
for Women.

5.28.2For Marketing Department, it should be Formal Pants & Full Sleeves Shirts
with necktie.

5.28.3Gentle Casual dress is allowed to all only on Sundays.

5.28.4Shoes should be neatly polished and should be worn with socks only.

5.29 Smoking

5.29.1Since smoking is a fire hazard and has an adverse impact on the person’s
health as well as the passive smokers, the company prohibits smoking in the
office premises. Smoking is permitted, however, during breaks and lunch
times in designated areas outside the premises.

5.30 Visitors
 In order to avoid disruptions and possible security problems, all visitors
must first meet the security at the entrance that will direct them to the
receptionist. The visitors will then identify him and the person he has an
appointment with. The receptionist will check the availability of the
concerned employee and accordingly the visitor is permitted to meet the
employee. No. Visitor is allowed to wander about the premises and meet
anyone with whom there is no business to be transacted. Visits by personal
friends or family to the office is discouraged and they should be kept to
break time or the reception area.

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Procedure HRD

5.31 Procedure for Transfer

Flow chart

Transfer The HR Dept

Intimation issues Transfer All his relevant
Form from the Letter to the papers are sent to
respective respective the respective
Dept. Head Employee branch where e is
transferred

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Procedure HRD

5.31.1The services of any member is transferable to any Department/Location of

the Company Group Companies/either in India or abroad depending upon
business requirement, at the discretion of the Company.

5.31.2The employees may also make request for transfer to other

Department/Locations. However, such requests may be considered upon the
availability of suitable position in the department/location and other factors
considered relevant by the company. There will be no obligation on part of
the Company will be decided by the respective Department Head and the
Directors.

5.31.3All Inter Group/Inter Departmental/ Inter Functional transfers within the

same company will be decided by the respective Department Head and the
Directors.

5.31.4The same has to be intimated to the HR Head through the Form (enclosed)
signed by either the respective Department Head or the Director.

5.31.5A formal letter of transfer will be issued to the respective employee signed by
the HR Head.

5.31.6Where the contract of employment requires changes with regards to transfer,

a new letter of appointment will also be issued to the respective employee by
the H.R. Department.

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Procedure HRD

5.32 Quality records

Form Number Title Custodian Retention period
FO/HR-01 Employee Requisition Form
HR DEPT.
FO/HR-02 Interview Assessment HR DEPT.
Form

FO/HR-03 Training Requisition Form HR DEPT.

FO/HR-04 Training Need HR DEPT.

Identification form

FO/HR-05 Training Intimation Form HR DEPT.

FO/HR-06 Annual Training Plan HR DEPT.

FO/HR-07 Training/Meeting HR DEPT.

Attendance Sheet

FO/HR-08 Training Evaluation Sheet HR DEPT.

FO/HR-09 Training Card HR DEPT.

FO/HR-10 Training Log HR DEPT.

FO/HR-11 Probation Evaluation Form HR DEPT.

FO/HR-12 Transfer Intimation Form HR DEPT.

FO/HR-13 Outstation Tour Slip HR DEPT.

FO/HR-14 Application for Privilege HR DEPT.

Leave

FO/HR-15 Final Settlement Form HR DEPT.

FO/HR-16 Statement of objective of HR DEPT.

the Tour

FO/HR-17 Application for Impress HR DEPT.

FO/HR-18 Application for Advance HR DEPT.

FO/HR-19 Claim for reimbursement of HR DEPT.

Outstation expenses

FO/HR-20 Claim for reimbursement of HR DEPT.

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Procedure HRD

local conveyance

FO/HR-21 Claim for Daily Allowance HR DEPT.

and reimbursement of local
conveyance

FO/HR-22 Claim for Ex-HQ Allowance HR DEPT.

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Procedure HRD

5.33 Document revision history

Rev Description of Change DCR No. Effective

Date

0 Initial release 1/9/03

AFP_HR_SOP_06_010114_00 Page 49 of
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Procedure HRD

6 Records
Sr. Document title Format no
No
1.
2.
3.
4.

REVISION HISTORY

Rev Description of Change Effective Date

New Initial Release 1/11/2014

Prepared by H Bhatt Approved & Reviewed by Vatsal Shah

Designation Admin-Manager Designation MR – Factory Head
Sign Sign
Date Date

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