HR POLICIES

CLAIMS MED 2024

Claims Med believe that a fair and transparent recruitment process
should be followed for all vacancies and it is to ensure the right
candidate is placed in the right role, without discrimination.

Replacement – A vacancy arising due to replacement requirement

i.e. resignation, termination, or demise of an employee; The
concerned Department will request through email for new candidates.
HR Department will initiate the process immediately.

New Addition (Hiring) – The Department will request through email

for new candidates. HR Department will take 2-3 days to initiate the
process after analyzing the situation.

All vacancies will be advertised in different jobs portal, social media

and other platforms etc.

Before advertising any vacancies, it is the responsibility of HR

Department to take approval from the company’s Director.
Recruitment Process
On Boarding

• Before the joining of a candidate, IT Department will be requested

to arrange System and create the official email id.

• HR will take the new employee for the introduction with other
colleagues and then handover his/her charge to his/her line
manager
 Probation Period
As a new associate, the personnel will go through a probationary
period. The length of the probationary period will be for generally
Employment
3 months, which may be further extended depending upon the
performance at the time interview.

Work Days All employees at Claims Med will be required to work

from Monday to Friday. Saturday and Sunday will be off from work.

Hours of Work

The normal office hours are divided into three shifts

1st Shift starts from 9:00 am to 6:00 pm (Morning Shift)

2nd Shift starts from 3:00 pm to 12:00 am (Evening Shift)
3rd Shift starts from 7:00 pm to 4:00 am (Night Shift)

Break Timings All employees shall be allowed one (1) hour meal
break and half an hour tea / rest break.
 Break Timings All employees shall be allowed one (1) hour meal
break and half an hour tea / rest break.
Employment

Shift Break Timings

Morning Meal Break 1:00pm-2:00pm
Tea Break 4:30pm-5:00pm
Evening Meal Break 10:00pm-11:00pm
Tea Break 5:00pm-5:30pm
Night Meal Break 10:00pm-11:00pm
Tea Break 2:00am-2:30am
 Resignation and Notice Period

• If you wish to leave the services of the company, the employee may tender
Employment
the resignation from service at any time by giving prior notice of not less
than 30 days (in writing) or one month’s salary in lieu of notice.

• The notice period for Trainee’s / Probation period is One Week

• Leave and any bonuses or any financial assistance cannot be taken

/granted when an associate is serving the notice period.

• Your resignation email must be sent to your reporting team leader and HR
Department.

• Upon separation from the company, you are required to return all property,
equipment, materials, records and documents that have been borrowed
from the company. You should also obtain clearance of all dues outstanding
dues to / from the company.
 Termination
Employment

• In the event the management decides to terminate the services.

The company will provide one month’s notice (in writing) or one
month’s salary in lieu of notice.
• If the services are terminated with immediate effect on misconduct,
Company will not pay one month’s salary (in lieu of) and no notice
period will be required in this regard and also your full and final
settlement of dues will be lapsed.

• The notice period for Trainee’s / Interns / Probation period is One

Week
 Training & Development
Claims Med believe that Employee Training & Development
policy refers to the Company’s learning and Development
programs and activities.
Training &

As part of our Training & Development process Claims Med

encourage the following;

Orientation – Company’s policies, Job roles and responsibilities

will discuss with the new entrants.

Formal Training Sessions –By Team Leads

On the Job Training

These trainings will conducted by TL / Supervisors and
Managers.

Relocation: Job Rotation after permanent

Dress Code Policy

• Employees must always present a clean, professional appearance.

Everyone is expected to be well-groomed and wear clean clothing,
free of holes, tears, or other signs of wear.
• Faded and old appearing clothes will not be allowed
• Clothes must be ironed.
• Clothing with offensive or inappropriate designs or stamps are not
allowed.
• Clothing should not be too revealing.
• Low-cut revealing necks, and tight clothes will not be allowed.
• Sleeves must cover at least half of the arm (distance between
shoulder and elbow).
• Bottoms should be of ankle length.
• Footwear must be clean and appropriate for work-place.
• Ethnic dresses (Shalwar Qameez) and religious dressing will be
allowed if the above criteria are met.
• Excessive jewelry will not be allowed.

Enforcement:
• Managers and supervisors are responsible for monitoring and
enforcing this policy.
 Attendance and Punctuality
Attendance and
Please mark the attendance every day, failing which you will be
marked absent and same shall be deducted from the salary.
Habitual late coming is serious breach of discipline. Coming late to
office THREE times will be equal to one day’s unpaid leave.

Late coming computation:

15 minutes grace time is allowed for any shift

Any time after 9:16 am till 10:00 , 3:16 pm till 4:00 pm and 7:16 till
8:00 pm would be considered as late coming.

Any arrival after two hours of your shift would be treated as half day.

Payroll will be generated based on the information recorded in the

Attendance Machine.

Note: Night shift timings can alter according to day light saving
changes
 Company’s annual vacation plan is designed to provide you with the
opportunity to rest and get away from the everyday routine. You are
entitled to annual leave of up top 30 working days for full time and 15
working days for part time in a calendar year.
Leave
Employees will be eligible for leave entitlement after confirmation of their
services with the company.

Leaves are divided into to three subcategories:

Casual Leave – Casual Leaves can be taken up to 15 days for full time
and 7.5 days for part time in whole year. Leaves cannot be carried
forward to the next year and cannot be encashment.

Sick Leave Sick – Leaves can be taken up to 15 days for full time and
7.5 days for part time in whole year. Leaves cannot be carried forward
to the next year but it can be encashment.

Maternity/Marriage – Leaves can be taken up to 6 days for full time

and 3 days for part time. Leaves cannot be carried forward to the next
year and cannot be encashment.
Leave and Absence Leave Procedure

• All employees should submit the leave application to the team lead
through email and copy of email must be send to the HR. General
Leaves must be informed at least 3-5 days before. Leave should
be properly approved by the team lead. If an employee has to go on
leave before an approval or someone is failing to inform his or her
leaves that leave will be considered as unpaid leave and two days salary
will be deducted.

• In case any employee want to avail leave due to health reasons, you
need to inform your reporting team lead or HR Department at least 2
days in advance. Except in case of an emergency or illness, prior
approval has to be taken and it is the responsibility of employee to send
email upon return from leave.

• All employees must be presented on Monday and Friday and leaves are
not allowed on these days. If any employee is taking leave on any day
mentioned above or both days the (Saturday and Sunday) will be
counted to leave balances or deducted from the salary.

• If employee quits the company and already has taken excessive leaves
the calculation will be made in proportion to the length of duration
spend during the current year and the amount will be deducted from the
Work from Home (WFH)

● Work from home is available under specific conditions and is not a

guaranteed or permanent arrangement.
● No HR Bonus for WFH members
● Employee should inform us one day before.
● WFH will be allowed by management on the basis of certain
conditions.
 Flextime at Claims Med is a schedule that differs from the standard working
hours.
Time
Criteria:
• Flextime will not be more than two hours.
• no Grace, no late time and no half days.
• Any arrival after 2 hours will be count as full day leave.
• Exempt employees shift will be defined.
• Flexible Time will be allowed for all shifts
• Employees who have flexible work schedule will complete their 9 hours
per day.
• In case any employees wants to change his or her shift (Evening or
Night), they need to submit a written request one day before. Shift can’t
be changed in morning shift. Supervi
• No HR bonus for Flextime members. sor
Manage Team
Who’s r lead ll
eligible
Allowe
d
Compensation and
Provident Fund (3% of Base salary)

EOBI (250 Employees and Company 1,250 D.O.J)

Paid Leaves

Leave encashment (only Sick Leaves can be entitled to

encashment)

Performance related bonus

Attendance Bonus (3,000 on probation and 6,000

Permanent)

Eid Bonus (Subject to the financial conditions)

Medical Allowance (Critical Situation (Minimum one year of

services after D.O.P)

Maternity Allowance (Minimum one year of services after

D.O.P)
 Provident Fund:

• All employees shall be eligible and become the member of Provident

Compensation and

fund from the first day of the employment. Employee shall contribute
to the provident fund monthly 3% of his or her basic salary and the
Company (Claims Med) shall contribute (after completion of probation
period with company and or Permanent employee of the company)
every month an amount equal to the aggregate of monthly
contributions of all the members.

PF Withdrawal Policy:
• The company will be liable to pay the whole amount of provident fund
at the time of termination, cessation of the employment or retirement.
• Fund will not be approved during the employment.
• The company will not be liable to pay the amount of Provident fund, if
any employee is involved in any misconduct and Company has right to
immediately terminate the employment of an employee without
progressive discipline.
• In case of an emergency, any employee wants to withdraw his / her PF
they can only withdraw the employee contribution and Employer
contribution will be lapsed.
 Employees’ Old-Age Benefits Institutions (EOBI)
Compensation and

• A contribution equal to 5% of minimum wages has

to be paid by the Employers and contribution equal
to 1% of minimum wages paid by the employees of
said Organizations.

Calculation:
• Employer's Contribution @ 5 % of the worker's
minimum wages (i.e. Rs25,000 Rs. 1,250/= Per
Month

• Employee's Contribution @ 1 % of the worker's

minimum wages (i.e. Rs. 25,000) Rs. 250/= Per
Month

Note: Amount of EOBI can be change on the basis of

worker’s minimum wages changes in the country
 MEDICAL ALLOWANCE
Compensation and

• Medical Allowance is a benefit paid by company to the employees

and they will have right to receive medical benefit up to 50% of
their Annual Basic Salary. Medical Allowance will cover only for
emergency or Critical Condition. This policy applies to all employees
who have completed on year starting from D.O.P.
• Applicable to spouse and kids
• Amount can be paid up to equal to six basic salaries.
 Maternity Allowance
Normal Delivery up to Rs. 50,000/-
Compensation and

C-Section up to Rs. 85,000/-

Miscarriage up to Rs. 30,000/-

Eligibility
① One who should be a permanent and minimum one year of
service in the organization (starting from Date of Confirmation)
② Submit an application
③ Proof of birth
④ Both full time and part time employee will be eligible
 Marriage Allowance
Compensation and

Marriage Allowance is a benefit paid by company to the

employee.

This policy applies to all employees who are planning to

get marriage and the employee will have a right to
receive wedding benefit of one full his or her Gross salary.

Eligibility
① One who should be a permanent and minimum one
year of service in the organization (starting from Date of
Confirmation)
② Submit an application
③ Proof of wedding
④ Both full time and part time employee will be eligible
Types of Loan
1- Personal Loan
2- Marriage Loan

Eligibility Criteria:
• All permanent employees who have completed one year from
D.O.P
• Loan to employees will be considered on a case to case basis, and
will be granted at the management discretion.
• Employee will be eligible to avail up to a maximum amount of
loan equivalent to one gross salary for personal loan and
two gross salaries for marriage loan.
• Employees can neither apply for multiple loans at the same time
nor for a fresh loan while repayment of an earlier loan is in
progress.
• If an employee leaves the organization (resigns or terminated)
before his/her loan is repaid, the amount due will be deducted
from the full & final settlement.
• Loan repayment will be started from the very next month of the
 Repayment
Loan
Amount less 6 months Equal
than 50K Installment
Loan
Amount 12 months Equal
Installment
Between
50-100K
Loan
Amount 18 or 24 months Equal
Installment
Greater than
100K
 For Claimsmed:
Holidays list for the calendar year 2024 has been prepared. The
following holidays are mentioned in the list are not confirmed.
Holiday confirmation email will be sent to all employees.
Public
US Federal Holidays
Date Holiday
1-Jan-24 New Year
15-Jan-24 Martin Luther King Jr. Day
19-Feb-24 President’s Day
27-May-24 Memorial Day
19-Jun-24 Juneteenth
4-Jul-24 Independence Day
2-Sep-24 Labor Day
14-Oct-24 Columbus Day
11-Nov-24 Veteran’s day
28-Nov-24 Thanksgiving Day
25-Dec-24 Christmas day
 For Hiffey and Tech Team:
Holidays list for the calendar year 2024 has been prepared. The
following holidays are mentioned in the list are not confirmed.
Holiday confirmation email will be sent to all employees.
Public
Pakistani Federal Holidays:
Date Holiday
5-Feb-24 Kashmir Day
23-Mar-24 Pakistan Day
22-Apr-24 *Eid-ul-Fitr
1-May-24 Labor Day
29-Jun-24 *Eid-ul-Adha
27-Jul-24 *Ashura Day (Youm-e Ashur)
14-Aug-24 Independence Day
28-Sep-24 *Eid Milad-un-Nabi
9-Nov-24 Iqbal Day
25-Dec-24 Quaid-e-Azam’s Birthday
*Subject to the sight of moon
Below mentioned activities will be organized in the
workplace to increase the employee morale, encourage
healthy competition and create friendly environment.

Outdoor Activity:
• Annual picnic
• Annual Dinner

Indoor Activity:
• Mango Day
• Fooseball Tournament
• Tournament for girls_UNO/Ludo/Scrabble
• Monthly Team building activities
• Quran Recitation and Milad in Rabi-ul-awwal
• Independence day
• Eid celebration
Annual Trip:
Eligibility:
• Employee participation in the proposed trip is subject to
management approval, and the organization will
organize the trip based on its financial standing. The
trip's confirmation is not guaranteed.
• Up to 2-5 person will be eligible for trip 2024
• Company will bear Tickets and Hotel expenses.

Annual Dinner – Date and Venue pending

Depend on the arrival of Director
 Top
Managem
ent
Grading
Middle
Management

Team Leaders

Senior Analyst

Trainee / Junior Analyst

Claims Med reserves the right to change or
modify the terms at its discretion and without
prior notice to the employee.