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Company Name

HUMAN RESOURCES POLICY MANUAL

HR Manual
Sr.No. Content Page No.
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1. Massage From Director 3

2. About the manual 4

3. Background 4

4. Vision & Mission 4

5. HR Policy 4

6. Organisation Structure Annexure -1

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7. Recruitment
. The recruitment process 5
. Joining Formalities 5
8. Administrative Procedures 6
. Personal Records 6
. Working Hours & Days 6
. Attendance 6
. Holidays & Leaves 7
. Office Management 8
. Salary Disbursement 9
9. Performance Management 9
. Periodicity 9
. Process 10
10. Training & Development 10
11. Travel Rules 11
12. Separation 11
. Exit Policy 11
13. HR Initiatives / Employee Engagement / 12
Development Activities
14. Suggestion Schemes 12
15. Feedback 13
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 MESSAGE FROM DIRECTOR

About The Manual

The Human Resource policy & Procedure manual has been developed to guide the actions &
Govern the right of employee .The manual contains policies approved by the management.

Background

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Vision & Mission

HR Policy
 RESPECT FOR INDIVIDUAL

 We passionately believe that people are the most valued assets of our company, and that
they are essential participants with a shared responsibility in fulfilling our mission.
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 We trust, inspire, and empower our people to set and achieve high expectations,
standards and challenging goals.
 We treat all people with dignity and courtesy.

 RESPECT FOR WORK-PLACE ETHICS

 We work smartly with passion, integrity, conviction and commitment.

 We work in teams with a shared purpose and value individual ability and diversity as
essential to promote harmony and open communication. Each of us succeeds individually
when we, as a team, achieve success.
 We respect and adhere to company policies, systems and procedures
 We will be well-informed and respect the regulations, rules, and compliance issues that
apply to our businesses around the world.
 We respect the values and cultures of the communities in which we operate.

Recruitment Policy

 PROCEDURE

Concerned department will forward the requirement of manpower to HR department duly

approved by Executive Director. HR will check the requirement against Manpower Budget.

HR will arrange for Bio-Data from its own data bank or other sources. As far as possible, staff
should be recruited through reference of one of our existing employee, who would assure
his/her conduct and past record and will give declaration in the format.

Concern department head will take an interview & if selected forward to HR department for HR
round of interview .After selection HR dept will issue the offer letter and make joining formalities
at the time of joining date.

 JOINING FORMALITIES

The HR Department initially issues the offer letter & on acceptance by the selected candidates
issue appointment letter to the selected candidate duly signed by Executive Director.

The candidate at the time of joining are required to submit,

1. Letter from your present employer relieving you from your services
2. Recent passport size photgraphs-4 nos.
3. Copies of all certificates regarding educational (incl. mark sheets)
& other qualifications.
4. Present and permanent address proof.
5. Identity and age proof.
6. PAN card copy.
7. Voter Photo Id.
8. Appointment letters and relieving letters from all the previous employments.
9. Two references.
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10. Latest Salary slip/statement of the current employment.

11. Copy of passport.
12. PF number.
13. Certificate of fitness from a registered medical practitioner- original.

Administrative Procedures

 Personal Record:

Basic information of staff will be collected & maintained by the establishment section in separate
staff personal file.

 Working Hours & Day

 There is six full days & Sunday half day working in a week.

 Working hours are from 10.00 A.M. to 06.30 P.M. with lunch break for half an hour from
1.30 P.M. to 02.00 P.M.

 Attendance

 Attendance register is maintained at the establishment section

 Every member of staff is expected to be in his seat and to start work by 10.15 a.m.

 Similarly leaving the office early will be only the due permission of HR .

 The employee should give OD (for going out for official job/out of station duty/or on
duty to other units for whole day) slip to the HRM Department on prescribed format on
the previous working day duly signed by his/her immediate superior Leave

 CAUSAL LEAVE (C.L.)

All leaves shall be calculated after three month from date of joining of the an employee

All the employees shall be entitled for 5 days Casual Leaves (CL) in a calendar year.

CL not availed during the year will not laps. Balance CL will be clubbed with EL.
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Maximum of 3 days CL can be availed in one spell.

CL can not be clubbed with any other type of leave

No encashment of CL is permissible.

All holidays/weekly off falling in between a spell of CL shall not be counted as CL.

CL should be applied at least 24 hours in advance in writing. However, in case of extreme

circumstances when person is unable to apply for CL in advance, leave card duly
approved by superior for the same must be given immediately on resuming duty.

 SICK LEAVE (S.L.)

 All employees, excluding employees covered under ESI shall be entitled to 5 days of SL in
a year. Employees joining any time during the leave year will have pro-rata SL for that
year of joining as per the details given above similar to CL.
 SL can be accumulated up to a maximum of 21 days.

 Any accumulation beyond prescribed limit will lapse automatically.

 SL cannot be clubbed with CL.

 All holidays/weekly off days falling in between a spell of SL shall be counted as SL.

 No encashment of SL is permissible.

 Any employee falling sick shall arrange to send information to his superior at the earliest
but not later than 24 hours of his absence on account of SL and to apply for the same in
writing immediately on resuming duty.

 In case of sickness for more than 3 days, concerned employee must produce a medical
certificate either from a Doctor or from a Registered Medical Practitioner.

 EARNED LEAVE (E.L.)

 An employee is eligible for Earned Leaves if he/she fulfils the condition of attendance of
240 days in a year.

 For calculating 240 days attendance actual days worked + earned leaves availed during
the year to be considered.

 Where an employee fulfils the condition of 240 days (as mentioned above ) but has
remained absent or on leave without pay, such an employee shall be deprived of Earned
Leave on pro-rata basis, as per following table :-

NO. OF DAYS DAYS BY WHICH EL TO BE

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(ABSENT/LWP) REDUCED

Upto 7 days 0

8-14 1

15-22 2

23-29 3

30-37 4

38-45 5

46-51 6

 In case of new joinee, during first year, EL will be calculated on pro-rata basis and also the
condition in last para will be applied.

 All staff members shall be entitled to 15 days EL in a calendar year.

 EL would be credited to the individual employee’s account only after completion of one
year of his service (one year service means having worked for 240 days or more days in
the previous year). For the purpose of computing 240 days, period of LWP, unauthorized
absence, all period of legal lockout, strike and closures, inclusive of

 Intervening, succeeding and preceding Sundays and holidays shall be excluded; however,
sanctioned leave can be counted as working days.

 EL can be clubbed with SL on account of special circumstance like illness/death in the

family. This power rests only with Head of the Department & above category of
employees.
 EL cannot be availed for more than 4 times in a year and must not be of less than 1 day,
weekly off days falling within EL period will not be counted as EL.
At the time of resignation, retrenchment, termination or dismissal encashment of EL

 For availing EL, an employee would be required to apply in writing at least 7 days
before the date on which employee wishes the leaves to commence.

 For availing LTA, employee has to avail minimum of 5 days EL.

Office Management

 Addresses of the staff

A list of the addresses of all staff members, including their contact numbers, working in
Office/section is maintained in the Office/Section

 Office rooms
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When leaving office, every member of the staff should see that all files, papers, books,
Registers, etc in his charge are kept in proper places. (As far as possible in locked almirahs )

Telephone provided in the Office is used strictly for official calls under no circumstances; the
telephone should not be used for private calls except in cases of emergency.

 Mobile Limit :

The mobile limit eligibility is mentioned below; if the mobile bill is more than eligibility amount
then it will be deducted from the concern employee salary.

Mobile Limit

Eligible
Department
Amount

Regional Head 1167.00

Manager –HR 650.00
BDM 500.00
Sr.Executive & Executive 400.00
Centre Co-ordinator 500.00

 Salary Disbursement

The salary will be prepared positively by 1st of every month for the preceding month. This
Requires timely submitting all the information to Accounts Department by 30th of every month.
If incidentally 30th is falling on Sunday it should be positively provided by 29th.

The information’s will include No. of days present, leave with pay, leave without pay and
Unauthorised absent.
After making calculation of earning portion and deductions (Within authority of accounts
Department) the s alary sheet will be forwarded t o Executive Director/ HR Head for final
approval. If any changes are made it should be dully and timely communicated amongst the staff
responsible for it.

 Performance Management

The objectives of the performance appraisal at are as follows:

 Provide feedback to the employees on their performance

 Assessment of training needs
 Compensation (increment) decisions
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 Benchmark for promotions

 Personal development of the employee

HR team is in charge of the performance appraisal process, which h will also provide guidance
On conducting appraisals and will coordinate timely execution of the same. HR will also impart
Skills to concerned evaluators for executing appraisals on an objective and impartial basis. All
Performance evaluations are monitored by the immediate supervisor of the evaluator/ HR
Head/HR Department Performance evaluation scores are also used to determine the annual
Compensation increase.

 Periodicity

Performance appraisals are required to be done for the following purposes with related
Periodicities. For purpose s of assessment of training need, personal development and feedback
on Performance – Half yearly -July and December.
For promotion and compensation increase purposes- annually in March (For financial year
April to March basis) or according to their contract

 Process

Performance appraisal is conducted on the basis of individual performance set-out in Job profile.
Further, Institutional Objectives/Goals / Targets etc. are set at the beginning of the financial
year. These e are then broken down into departmental level, and then on individual level. The
individual objectives are linked to the compensation scheme and the performance on these
objectives is the basis for determining the rewards pay outs for individual employees.
For performance appraisal employee level wise formats will be designed and the rating system is
inbuilt.

Staff Training & Development

Considering the quality of work & achieving the institutional goals objectively and successfully.

The training programs for staff are of the following types:

 Orientation / Induction Training

 On-the-job training

 Orientation / Induction Training:

All new recruits receive a comprehensive orientation of

 Dhanada Vision, Mission, Core Values & expectation from new recruits.
 Overview of Dhanada Corporation
 Organisation Structure
 Office procedures
 HR Policy

 On-the - job training :

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On-the-job training builds confidence and help in learning the processes and procedure of the
work very effectively .All the recruits are provided with on the job training for the stipulated
period as per terms of their appointment so that their performance during the probation period
may be appraised objectively.HR department will monitor the training .

 Training Planning:

Planning for training towards orientation, on-the-job, refresher and motivational trainings will be
done by HR department before the beginning of the financial year and will seek approval of the
Executive Director.

Travel Rules

No travel expenses are entitled for commuting from residence to office and back.

The employees, for official work, may be required to travel locally as well as out
station .expenses will be reimbursed on the following basis.

Note –

1. The accommodation and meals reimbursement will be reduced proportionately if the

accommodation and meals are arranged by the institute or are otherwise available like in
training program etc.
2. While availing local travel facility .if the traveller are more than one to and fro same
destination ,the conveyance facility should be availed jointly
3. For outstation travel the ticket arrangement will be made by the employee only.
4. The bills for reimbursement of expenses must be submitted within 4 days of return from
journey otherwise the advance taken if any, will be deducted from the salary of that
month.
5. Lodging & Ticket charges will be paid on production of bill issued by the hotel.
6. Travel Allowance / Remb.- Two wheeler Rs.2.5 Per K.M.
7. Travel Allowance /Remb. – Four Wheeler Rs.5 per K.M.
8. Please note that four wheeler allowances is applicable for Regional head and above.
9. Local travel allowance for BDM is Rs.500 fixed which will deposit at the time of salary.
10. For travel by Air the permission of higher authority, not below Director, will be obtained.
Actual Hotel charges for Director, within State and outside State

Separation

There are several reasons for employee exit. Employees may leave the institution of their own
will; alternatively, their employment may be terminated by the institution due to under
performance or misconduct.
The higher attrition rates tell a lot about institution and therefore it is our sincere endeavour to
retain employees with highest level of motivation. However, in case of inevitable reasons, a
certain process is followed
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 Exit Process

 Resignation / Termination

Dhanada employee shall have to take prior permission of the Department for applying for
alternative assignments/posts. If a employee did not obtain prior permission from the
management and apply or serve his services elsewhere, he will not be relieved, till alternate
arrangements are made or till two months, whichever is earlier.

Employees who wish to resign have to give a mandatory one month advance notice as per terms
of the appointment. In certain cases, the notice period may be waived at the discretion of
Executive Director in consultation with the HR Head will conduct exit interviews to critically
asses and analyze the reasons thereof and suggest corrective action if needed in future.

 Punishment/Termination

The Executive Director has the authority to terminate the services of those whose performance
is unsatisfactory/habitual absentee/habitual non-compliance of orders from superiors/feeding
wrong information or any other suitable reason.

HR Initiatives / Employee Engagement and Development Activities

HR team Responsible for facilitating employee welfare & team building activities to improve staff
retanton.
 Roll out Motivational activities
 Birth calendar of the employ ee
 Skill Development program for staff.

 Recreational Activities:

• Games
• Special days celebration
• Festive celebrations
• Monthly birthday celebrations
• Picnic
• Staff party

Suggestions Scheme

The organisation encourages participation and involvement of all the employees in finding
innovative ideas in the interest of safe and easy procedures, institutions’ growth, profitability,
cost saving associate satisfactory & image building.

All the employees are expected to contribute their innovative ideas in the above-said areas
actively and on regular basis by way of Suggestions
Suggestion can be handed over in person to HR Department. The suggestions will be examined
by the senior management. Any suggestion found useful and worthy of implementation capable
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of yielding desired results will be considered. The same will be put to publicity in the institute so
that others get encouraged.

Feedback

This manual contains policy and procedure relating t o overall aspects of Human Resource in the
institution. Except the Director/ Governing Board, no employee of whatever designation is
authorized to make any changes in the same

If there appears any problem in implementing any condition of this manual it will be brought to
the knowledge of Director and Human Resource Department with alternative suggestions. These
will be dully considered and appropriate decision will be conveyed

Human Resource department will continuously monitor implementation of this manual and will
seek feedback for progressive development on any provision. Deviation will neither be expected
not permitted.

We are always open to feedback and value your suggestion Soliciting cooperation of family
members to carry a demeanor that helps in maintaining discipline, determination and
dedication.