HR Policies

HUMAN RESOURCES POLICY MANUAL
HEALTH IS WEALTH ASIA (HIWA)

MUMBAI
SEPTEMBER, 2009
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PREFACE
In consonance with the Vision of transforming our health is wealth Asia into an
Institution, we recognize our Employees are our biggest asset. To assist and facilitate
transparency, it is imperative to institutionalize processes across all functions and
hierarchies which are accessible to all.
The issuance of this first Human Resource Manual is tin attempt to bring transparency
in all that touches our daily life at our workplace and thus help us synchronize what is
expected of us with what we expect of the system.
This HR Manual is the first building block of this journey and will be followed by the
Finance Manual; the Commercial Manual and the Operations Manual respectively.
This HR Manual provides all information and guidelines but is not a contract and the
information contained herein is not to be considered contractual promises.
The Policies laid down in the Manual are effective from today and supersedes all
previous instructions. The Management reserves the right to modify the provisions of
this manual as and when required.
P.L. Shashi
CEO
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Index
Sl. No. Contents Page no.
(i) OBJECTIVE OF HR POLICY MANUAL 9
(ii) CORPORATE VISION 9
(iii) CORPORATE PHILOSOPHY 10
(iv) OUR CULTURE 12
(v) HR VISION 12
(vi) HR MISSION 12
(vii) HRD QUALITY OBJECTIVES 13
(viii) HR STRATEGY 13
(ix) CLASSIFICATION OF GRADES 14-15
1 RECRUITMENT 16 - 30
Internal Recruitments at HO / Sites 16
External Recruitments at HO / Sites 18
Recruitment of GET, MT & DET 18
Offer of Appointment – Letter of Intent 20
Employee Referral Program 20
Travel Fare Reimbursement of Candidates 23
Recruitment, Training & Regularization of Regular Trainees 24
Medical Examination 25
Joining Formalities 25
Reference Checks/ Antecedent Verification 26
Induction 28
Probation Period & Employee Confirmation 29
Reimbursement of Expenses on Joining 30
2 TRANSFERS 30 - 31
Transfers between Departments & Functions , Site to Site 30
Intra-Group or Inter-Company Transfers 31
3 RECORDING OF ATTENDANCE 32 - 33
Working days 32
Punctuality 33
Page No.
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Sl. No. Contents Page No.
4 RESIDENTIAL ACCOMMODATION 35 - 36
Company Leased Accommodation 35
Adjustment of Rent from the Employee 36
Housing Loan Interest Subsidy (Proposed)
5 COMPANY GUEST HOUSE 37 - 38

Guest House at Corporate Office & Guest House at Site 37
6 TRANSPORT 39-42
Road Tax of Company Buses 40
Insurance of Company Vehicles 40
Vehicles policies 41
Local Travel Conveyance Reimbursement 41
7 UNIFORM & DRESS CODE 42
8 CAFETERIA & CANTEEN 43 - 46

Provision of Meal & Tea for Employees 44
Provision of Guest lunch 44
Food Subsidy at Plant Site 44
Rates 45
9 TRAINING & DEVELOPMENT POLICY 46 - 56

GETs & MTs Training Scheme (NGTS) 46
Growth Pattern & Common Policy Clause 46
Induction 48
On The Job Training 48
Competency & Skill Development 49
In Service Training & Education Policy (INSTEP) 51
10 TELECOMMUNICATION 57 - 59
Mobile Phone Eligibility, Usage & Reimbursement 57
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11 TRAVEL & TOUR ALLOWANCE 60 - 64
Outstation Travel/ Tour Allowance Reimbursement 61
Classification of Cities for Travelling Allowance 63
List of Hotels Not To Be Patronized 63
Allowance for Outdoor Duty 63
12 FOREIGN TRAVEL 65 - 71
Travel Requisition 65
Eligibility for Class of Travels for Foreign Travel 66
Entitlement of Expenses 67
13 COMPENSATION & GRADE RELATED POLICIES 71 - 75

Leave Travel Assistance 72
Reimbursement of the Cost of Brief Cases 74
Banking & Payment Facility 74
14 LEAVE 76 - 78
Leave Entitlement 76
Leave Availment 77
Leave Accumulation & Encashment 78
Maternity Leave 78
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15 MEDICAL 8
Medical Reimbursement 79 – 89
Medical Facility 79
Health Checkups & Camps 81
First Aid Centre 81
Mediclaim Policy 82
Group Personal Accident Policy (GPA) 86
Compensation on Minor/ Fatal Accidents as per Workmen 89
Compensation Act & Welfare Policy of Company
16 PERFORMANCE MANAGEMENT SYSTEM 90 – 92

Key Result Area Setting/ Target Setting 91
Self Appraisal 91
Review 92
No. Contents
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17 PROMOTION 92 - 93
18 LOAN & ADVANCE POLICY 93 - 95
19 SALARY ADVANCE 93
REWARDS & RECOGNITION 96 - 100

Award Amount 96
Types of Awards 97
Types of Employee Recognition 98
Levels of Employee Rewards & Recognition 99
Management Responsibility 100
20 SUGGESTION SCHEME 100 - 101
21 101 - 116
DISCIPLINE MANAGEMENT
102
Code of Conduct
104
Discrimination & Harassment Policy
105
Harassment
107
Discrimination
109
Guidelines for Formulation of Grievance Redress
110
Committee
110
Maintenance of Positive Discipline in the Company
113
Misconducts
117
Process of handling cases of misconduct
Appeal
22 117 - 125
SEPARATION & FULL AND FINAL SETTLEMENT 118
Resignation 119
Termination 120
Separation Due to Death 120
Exit Interview 121
Full and Final Settlement 121
Gratuity 122
Statutory Deduction of Income Tax 123
Provident Fund 124
Retirement Policy for regular employees
No. C
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23 WORKING HOURS & SHIFT PLANNING 125 - 127
Working Hours 126
Weekly Off 126
Late Entry 127
24 VISITING CARDS 127 - 128

25
UPDATE OF PERSONAL DATA 129
26 OFFICE INFRASTRUCTURE 130 – 131
27 INFORMATION TECHNOLOGY USAGE 131 - 134

Policy-Clause Guidelines 132
Usage of Personal Computers & Laptops 133
Usage of Internet 133
Usage of Outlook 134
Software Usage 134
28 135 – 136
SAFETY
29 136 – 137
COMMUNICATION
30 138 - 140
SECURITY & VIGILANCE
Movement of Goods-Vehicle 139
139
Movement of Visitors
31 140 – 142
FLEXIBLE BENEFIT PLAN
32 142 – 143
HIV AIDS POLICY FOR INDUSTRY
33 144
CONFIDENTIALITY AGREEMENT
34 144
ADHERENCE TO POLICIES
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Amendments
Sl. Policy/Clause Contents Effective from Amendments Page No.
No. date date
1.
2.
3.
4.
5.
6.
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OBJECTIVE OF HR POLICY MANUAL
The Objective of the Human Resource policy manual is to provide support its
employees through:
• Continuity and consistency of Service.

• Better Communication, Internal & External, in the Group.
• Enhancing Orientation & Focus.
• Mentoring reference.
• Improvement of in house customer services on time.
Development is an ongoing process and it is so for our Health Is Wealth Asia

(HIWA) too. The attempt of putting together this First HR Policy Manual is part
of this initiative keeping in perspective the size that we have grown to. We,
today, have around 1700 employees spread across the country and it is
important that we are all in tandem and on a common page.
The Privileges and Amenities mentioned in the Manual are the current set and
obviously will undergo changes as we progress in our journey.
CORPORATE VISION
Amendments in the Policy will be communicated to all colleagues from time to

time. To be a Leader in our chosen Markets by 2012 by building a strong bond
with our Customer, our Stakeholders and Our Employees.
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CORPORATE PHILOSOPHY
1) Managerial Ethics
Our Business ethics are based on Integrity and Commitment towards achieving
organizational goals. Our code of Ethics is enshrined in the values of good
Humanity and Governance.
2) Leadership
Will encourage & foster Leadership with a Vision to focus on leveraging
Opportunities and meeting Challenges.
3) Customer Satisfaction
We are committed to benchmark our success with Customer satisfaction by
attaining, delivering and maintaining the highest standards of Quality & Cost
effective Services and Products.
4) Employee engagement
 Ensuring fair Recruitment, enhanced Performance, Promotions, and
improved Quality of Life for employees and their family members.
 Ensuring Care for each other, Transparency & Trust with focus on
institutionalizing the collective Initiatives of all.
 Ensuring Job Rotation, Job Enrichment, Training and Re-training, Career
& Succession Planning, across the hierarchy.
 Enabling each employee to develop to his or her full potential with a
shared sense of direction with a well-defined accountability and
responsibility.
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 Enabling each employee to evolve into self starter Team Leader and meet
the fast changing business environment and maintain a competitive edge.
5) Communication
Our focus is to facilitate free flow of communication with trust on People and
Policy and evolve a participative work environment.
6) Passion for Excellence
We strive for Excellence with passion in all of our businesses and with a
focused approach --- aptly captured in our company‘s tag line “Prominence
through Excellence”.
7) Concern for Environment
We are committed to preserve & protect our ecological environment and our
heritage. We will do this by adopting an environment friendly attitude and
promoting practices that enhance our esteem.
8) Entrepreneurship
We are committed to develop an Entrepreneurial work culture by fostering an in
depth knowledge of our core businesses and then attendant opportunities so that
all our employees can be trustees of our Stakeholders. We will develop
Entrepreneurial Managers.
9. Group Synergy
We will build and leverage business synergy any our various Group Companies
and Business Verticals to ensure overall optimization of cost, improved Quality
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and Customer Service so that we gain market dominance. We will adopt State-
Of-Art technologies to suit Business needs and priorities.
OUR CULTURE
We believe in TTE and these three words define our commitment to both our
Internal and External customer.
T Transparency
T Trust
E Entrepreneurship
HR MISSION
Our mission is to support our Corporate Leadership, Department Heads and
employees in the achieving their personal and strategic goals. We intend to
achieve this by attracting, recruiting, training, developing and retaining high
caliber staff and constantly revitalizing the employees of Health Is Wealth Asia
(HIWA) through Benchmark policies and practices.
HR QUALITY OBJECTIVE
 Demonstrate a compelling modesty and act with quiet & calm
determination to create an atmosphere of self motivation across all levels.
 Facilitate people to build a congenial working environment.

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 Promote a culture of Teamwork amongst employees.
 Strive for continuous improvement in upgrading the competencies of
employees through focused initiatives.
 Focus on defined Values and Principles.
 Facilitate people towards a multi skilled and multi tasking approach.
HR STRATEGY
Our HR Strategy is encompassed by: R E S P E C T
 Reliability You can Count on us
 Excellence Is our Standard
 Service Customer is First. Exceed meeting his needs
 People Serve people with fairness and firmness
 Empowerment Enabling each to attain his / her Potential.
 Caring Care for all as we wish to be cared for
 Teamwork Foster a spirit of Teamwork
Clear distinction shall exist between each level of the Organization and likewise
Role Clarity shall be distinctly manifested for each level.
CLASSIFICATION OF GRADES & CTC COMPONENTS

G
Grade Designation or position CTC Components
CMD/M Chairman /Managing Director /Joint Managing Director /Director Basic, HRA, Retirement benefit, FBP
D/JMD
Level-1
P-4 President/CEO Basic, HRA, Retirement benefit, FBP
P-3 COO/Senior VP /Group VP Basic, HRA, Retirement benefit, FBP
P-2 Vice President / Executive VP Basic, HRA, Retirement benefit, FBP
P-1 Associate VP /Assistant Basic, HRA, Retirement benefit, FBP
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Level-2
M-3 Sr. GM Basic, HRA, Retirement benefit, FBP
M-2 General Manager Basic, HRA, Retirement benefit, FBP
M–1 Assistant GM / Deputy GM Basic, HRA, Retirement benefit, FBP

Level-3
S-6 Sr. Manager/Project in – charge Basic, HRA, Retirement benefit, FBP
S-5 Proj. Manager/Chief Designer/Chief Engineer/Gen. Superintendent Basic, HRA, Retirement benefit, FBP
S-4 Deputy Manager/Deputy Superintendent/Sr. Exe. Secretary Basic, HRA, Retirement benefit, FBP
S-3 Assistant Manager/Exe. Secretary/Asst. Superintendent Basic Basic, HRA, Retirement benefit, FBP
S-2 Sr. Engineer/Sr. Executive/Sr. Designer Basic Basic, HRA, Retirement benefit, FBP
S-1 Engineer/Executive/Designer/MT Basic, HRA, Retirement benefit, FBP
Level-4
O-3 Asst. Engineer/officer/Exec. Secretary/Sr. Surveyor/Sr. Foreman/GET Basic, HRA, Retirement benefit, FBP
O-2 Jr. Engineer/ Jr. officer/Foreman/Sr. Secretary/Surveyor/Deputy Basic, HRA, Retirement benefit, FBP
Designer/EDHT
O–1 Supervisor/Secretary/Spl. Assistant/Sr. Storekeeper/Sr. Draftsman/ Basic, HRA, Retirement benefit, FBP
(HSK) Accountant/Asst. Surveyor
Level-5
W–3 Assistant/Asst. Storekeeper/Stenographer/Asst. Draftsman/Chaser / As per statutory rules
Sec. Supervisor/Sr, Operator/Sr. Welder/Sr. Mechanic/Sr. Electrician/
EHVD/Sr. Auto Electrician/Sr. Painter/Sr. Chaser/Sr. Plumber
W–2 Sr. Daftari/Head Security Guard/Electrician/A.C. Plant Operator/ As per statutory rules
(SSK) Mechanic/Plumber/Driver/Operator, Welder, Mechanic, Electrician,
Painter, HVD, Auto Electrician/Sand Blaster/Grinder/Str. Welder/
Denter/Chaser
W- Sweeper/Peon/Daftari/Gardner/Rigger/Insulator/ Jr. Sand As per statutory rules
1(USK) Blaster/Jr. Painter/Tyreman/Jr. Grinder/Jr. Denter/Jr. Chaser/ Helper
RADE DESIGNATION OR POSITION
CTC COMPONENTS
CTC Components
Location Basic HRA Retirement benefit FBP (Flexible benefit pay) CTC
HO &Capital cities 50% of CTC 50% 0f Basic /20% 12% of Basic /6 % 24 % of CTC Choice of 100%
of CTC of CTC) components will be with
the concerned individual.
Other 40% of CTC 40% of basic / 12% of Basic / 39. 2 % of CTC
locations 16% of CTC 4. 8% % of CTC) Choice of components will
be with
the concerned individual.
COMPETENCE REQUIREMENT
GRADE DESIGNATION OR POSITION
Grade Designation or position Competence Requirements
Qualification Experiences/Competencies
Strategic Role
P-4 President/CEO B.Tech / M.Tech / CA Experience 20-30 years with
P-3 Executive VP/Group VP/COO/Sr.VP /MBA/Post EPC/Manufacturing company. At least
P-2 Vice President Graduate Degree/Diploma two years in same position. Holistic &
P-1 Associate VP in the effective leadership skills.Visionary &
relevant field having sound networking.
Level – 1 (Managerial Role)
M-3 Sr. GM Must have professional Experience of 18-22 years with Steel
M-2 General Manager Degree, /Manufacturing /EPC company/. Well
M–1 Deputy GM /Assistant GM/ B.Tech / M.Tech / CA aware about business deliverables in the
/MBA/Post respective field. Effective leader,
Graduate Degree/Diploma communicator, Well versed in system &
etc. in Process development & implementation.
the relevant field
Level - 2 (Supervisory Role)
S-6 Sr. Manager/Project in – Professional Degree Relevant post qualification exp. of 5 – 15
charge/Territory Manager/Area /Diploma ,BE years in respective field of operation.
manager/ Branch Manager / Dip.Engg. /Graduate/Post Well versed in SOP preparation
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S-5 Proj. Manager/Chief Designer/Chief Graduate etc. in respective /modification, cost consciousness &
Engineer/Gen. Superintendent/Sr. Sales field good communication skills. Must have
Manager Effective leadership qualities.
S-4 DeputyManager/Deputy Must be confident & sincere.
Superintendent/Sr. Exe. Secretary/Sales Good learning ability.
Manager
S-3 Assistant Manager/Exe. Secretary/Asst.
Superintendent/Team Manager
S-2 Sr. Engineer/Sr. Executive/Sr.
Designer/Sr. RM/ Sr. CRM/
S-1 Engineer/Executive/Designer/MT/
RM/CRM/Shift in charge
Level – 3 (Operative Role)
O-3 Asst. Engineer/officer/Exec. Engineering Relevant post qualification exp. of 4– 10
Secretary/Sr. Surveyor/Sr. Foreman Degree/Graduate / yrs in respective field of operation.
/GET/Control room operator Dip Engg./any Diploma in Sound operative knowledge, fairness
O-2 Jr. Engineer/ Jr. officer/Foreman/Sr. respective field. while dealing with subordinates, must
Secretary/Surveyor/Deputy have front line leadership skills
Designer/Dip. Sincere, & keen to learn.
Engineer/ Field Operator Sound understanding of deliverables.
O–1 Supervisor/Secretary/Spl. Assistant/Sr.
(HSK) Storekeeper/Sr. Draftsman/
Accountant/Asst. Surveyor/MW
Fitter/Pipe welder/ /DET/Asst.Foreman
Level – 4(Workers category – As maximum as possible engagement through outsourced agencies / Registered contractor)
W–3 Assistant/Asst. Graduate/ITI in relevant . Relevant experience of 2 – 6 years.
(SK) Storekeeper/Stenographer/Asst. field Sound Operative Knowledge.
Draftsman/ Security Supervisor/Sr, Sincere & keen to learn.
Operator/Sr. Welder/Sr. Mechanic/Sr. Sound understanding of deliverables
Electrician/Sr. Auto Electrician/Sr.
Painter/Sr. Plumber / Rigger
/Sr.Mechinist/Data Entry Operator
W–2 Security Guard/Electrician/A.C. Plant ITI / Secondary/Higher ITI with one year or 3 – 8 years
(SSK) Operator/ Secondary/ Under Matric experience in respective field.
Mechanic/Plumber/Driver/Operator, /any Sufficient Operational Knowledge,
Welder, Painter, Auto Electrician/Sand other equivalent Sincere & keen to learn.
Blaster/Grinder/ Denter/ Gardner/ qualification Sufficient understanding of deliverables
Insulator
W– Sweeper/Peon/Daftari/Gardner/Insulator/ .
1(USK) Jr. Sand Blaster/Jr. Painter/Tyreman/Jr. Non ITI/ Secondary/Higher 3 – 8 years relevant experience
Grinder/Jr. Denter/ Helper, store or Secondary/ Under Matric Fair Operational Knowledge,
officeboy /any Sincere & keen to learn.
Helper etc. other equivalent Fair understanding of deliverables
qualification
1. RECRUITMENT
1. 1 CORPORATE HR POLICY
The Recruitment Policy at Health Is Wealth Asia (HIWA) aims at enriching its
talent pool by acquiring skills and functional expertise that strengthen its goal to
become a Leader in its chosen verticals on the pivots of a set of committed,
motivated and empowered employees.

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1. 2 OBJECTIVE
 The objective of the Recruitment Policy is to source the best talent from
Internal and External resources to achieve the Business Objectives and
Goals of the Company.
1. 3 INTERNAL RECRUITMENTS
1.3.1 SCOPE
 New vacancy
 Replacement
 Demobilization / transfer
1.3.2 RESPONSIBILITY
 Requirement identification – SBU head/Operational Head/Project Head

 Demobilization /Transfer plan – Concerned SBU head/Oprs.
 Head/Project head / Corporate HR
 New vacancy approval – Corporate HR -> VCMD/CMD
 Identification of Interviewer – Corporate HR.
 Other Activities in the process – Corporate HR /Site HR
1.3.3 KEY POLICY-CLAUSE
a. Internal vacancies shall be posted on MS Outlook and displayed on the
Notice Boards.
b. Eligible employees may apply for any vacancy.
c. All applications shall be sent through ―CORPORATE HR HELP DESK‖e-
mail at ([email protected])
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d. Databank of potential candidates‘ profiles shall be scanned, and Corporate
HR will hand over these to the concerned Site HR/Ops. Head.
e. In case of non-availability of suitable internal candidate(s), external sources
shall be approached.
f. The process of selection shall include (i) Panel interview (ii) competency
matching and (iii) a skill test shall be administered.
g. The decision of the panel shall be binding and final.
1. 4 EXTERNAL RECRUITMENTS
 Demobilization /Transfer plan – Concerned SBU head/Oprs.
Head/Project head / Corporate HR
 New vacancy approval – Corporate HR -> VCMD/CMD
 Identification of Interviewer(s) – Corporate HR.
 Other Activities in the process – Corporate HR /Site HR
a. In case of non-availability of suitable internal candidate(s) with requisite
talent /expertise for the vacant post(s), external sources shall be approached.
b. Referred candidates through existing Employees may be considered as per
EMPLOYEE REFERRAL PROGRAM/ SCHEME.
c. All Job Advertisements shall indicate JD, Role Summary, Location, required
Experience and the Last Date of Application
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d. Decision of the Interviewing Panel shall be Obligatory and Final.
1. 5 RECRUITMENT OF GET, MT AND DET
1.5.1 OBJECTIVE
• To garner a proper blend of Skill & Knowledge and to ensure that balance is
maintained in terms of the Age-mix, the Qualification-mix & the Skill mix.
1.5.2 SCOPE
Final year students from the top 50 Engineering & Management Institutions
scoring CGP of 6.5 or above.

 Vacancy approval – Corporate HR -> VCMD / CMD
 Selection of Institutions – Corporate HR
 Selection of Panel – Concerned HOD /Corporate HR
 Selection method – Written test -> GD -> PI
 Other Activities in the process – Corporate HR
a. The Campus Visit(s) for recruitment shall be done in November-December
each year.
b. Corporate HR will initiate the Campus Recruitment with a Corporate Profile
presentation followed by other selection process.
c. Letter indicating the names of short listed candidates shall be handed over to
the institution on the spot or a day after selection.
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d. The absorption of the GET, MT and DET shall take place only on successful
completion of their final semester examination and strictly in accordance to
company‘s policy.
e. GET, MT and DET shall undergo a training period of ONE YEAR and on
successful completion of the training period, they shall be absorbed in regular
grades.
f. The management will be within their rights to regularize such trainee without
making it compulsory regularization.
1. 6 LETTER OF INTENT
1.6.1 SCOPE
All candidates selected for employment with Health Is Wealth Asia (HIWA).
Corporate HR.
a. Only Candidates who qualify for the Final Stage of selection shall be issued
Letter of Intent (LOI)
b. Corporate HR shall have a duplicate copy of the LOI duly signed by the
candidate in acceptance of offer.
C. Offer shall be VALID FOR A PERIOD AS STIPULATED.
1. 7 EMPLOYEE REFERRAL PROGRAM
1.7.1 OBJECTIVE
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• To make recruitment cost-effective.
• To encourage employee involvement in sourcing potential candidate(s).
• To recognize employee efforts.
1.7.2 SCOPE
• Employees on permanent role.
• Prospective employees who have been offered employment with Health Is
Wealth Asia (HIWA) and are yet to join.
• Corporate HR.
a. Employees on permanent roll and on direct contract are eligible to participate
in the program.
b. Prospective employee who have been offered employment with Health Is
Wealth Asia (HIWA) and are yet to join will also be eligible.
c. No obligation on Management to recruit All Referred Candidates.
d. All Referrals shall be entertained only if Referring Employee specifies his
/her Name and Employee Code.
e. Resume shall contain personal details of the candidate, educational
qualification, skills & competencies with experience profile.
f. Employee referral scheme is not applicable to HR department employees,
HOD & above.
g. The policy is not valid for Trainee recruitment.
h. The program is applicable for qualified Management (S-1 grade) and above.
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i. The qualification for which this scheme is valid as below:
i. B.A/B.B.A/B.SC
ii. MA/MBA/M.SC
iii. MCA/MBA
iv. Diploma
v. Diploma (Medical)
vi. CA, ICWA, CS, MBA
j. The CVs submitted by the employees will be valid for three months from the
date of registration.
k. The candidate shall be contacted directly if considered appropriate for any
position.
l. On selection, corporate HR shall mark the resume as ―Referred by …..‖ m.
The Referring Employee shall be given a Certificate in recognition of his /her
participation in building the team.
n. If case of prospective employees too. The Certificate will be given on joining.
1. 8 TRAVEL FARE REIMBURSEMENT OF CANDIDATES
1.8.1 SCOPE
All candidates who would attend interview for the regular posts at Health Is
Wealth Asia (HIWA).
 Process Owner – Corporate HR
 Approval - Head HR
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 Reimbursement amount encashment – Corporate HR / Accounts
Department.
a. Corporate HR shall sanction all the reimbursements.
b. No reimbursement shall be allowed if candidate is from same city / town in
which the interview is being held.
c. The Travel Fare reimbursement shall be made STRICTLY FOR THE
SHORTEST ROUTE.
d. The claim for reimbursement shall be entertained on prescribed form.
e. The Travel Fare Reimbursement shall subject to the submission of authentic
Traveled Tickets only.
f. NO CLAIM FOR LODGING SHALL BE ENTERTAINED.
g. For senior position guesthouse may be provided, on availability.
h. Candidates claiming for Air Fare must submit their BOARDING PASS for
reimbursement.
i. The Entitlement for Reimbursement shall be strictly as per the following table
specifications:
Interview attended for Grade Air/rail Eligibility Local Travel Eligibility

AVP & Above (Grade P- Air (Economy class) / AC Ist Hired Car
1 to P-4) class
AGM to Sr GM (Grade Air (Low fare Economy class for distance Taxi point to point
M-1 to M-3 1000 or more kilometers) & AC 2nd class
(For less than 1000 kilometers
distance)
Engineer to Sr. Manager AC Sleeper Class Taxi point to point
(Grade S-1 To S-6)
All others Sleeper Class Auto OR Bus
INTERVIEW ATTE
1. 9 REGULARIZATION OF TRAINEES
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1.9.1 SCOPE
All regular trainees.
 Regularization – Corporate HR
 Extension of training period – Concerned HOD /Corporate HR
 Other Activities in the process – Corporate HR
a. All Regular Trainees shall be engaged on an induction Training for three days
at respective work place.
b. All Regular Trainees shall be engaged on a Training Period of ONE YEAR.
c. Trainees will be provided with a Training Dairy wherein they shall maintain
an Activity Schedule and Tasks done on daily basis.
d. The Reporting Officer shall review the Training Dairy and submit a monthly
report to Corporate HR by 10th of every month.
e. It is mandatory for trainees to maintain the Training Dairy and keep it up-to
date.
1. 10 MEDICAL EXAMINATION
1.10.1 OBJECTIVE
To ensure the medical fitness of the New Entrants.
1.10.2 SCOPE
All permanent Employees including Trainees
Corporate HR / Site HR
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a. All appointments in the organization shall be subject to being found
medically fit.
b. A new entrant may obtain a Medical Fitness Certificate from a Certified
Medical Centre before coming to join Health Is Wealth Asia (HIWA).
1. 11 JOINING FORMALITIES
1.11.1 OBJECTIVE
To verify all required credentials of the candidate
1.11.2 SCOPE
All Employees including trainees.
Corporate HR / Site HR
a. No Candidate shall be entertained for joining without presenting authentic
LOI
b. Copies of testimonials and photographs shall be submitted by the new entrant
on the day of joining.
c. Following authentic documents shall be verified:
• Appointment Letter
• Copy of Interview Evaluation Sheet
• Resume
• Employment Application Form
• Compensation Package
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• Medical Report
• All other documents as mentioned in letter of intent
d. Verification shall be carried out of all documents.
e. Any nonconforming issues shall be communicated immediately to the
corporate HR head.
f. Relieving Letter from previous employer shall be submitted by the new
entrant.
g. Welcome Note with Introduction and Photograph of new entrants shall be
circulated among all staff members through Outlook.
1. 12 REFERENCE CHECKS
1.12.1 OBJECTIVE
 To validate the information provided by the New Entrant or the
prospective candidate(s) in the process of recruitment.
1.12.2 SCOPE
All candidates
1.12.3 RESPONSIBILBITY
 Corporate HR
a. Reference Check through appropriate authority like last employers (at least
two), etc.
b. Professional Reference(s) shall be requested in the Employment Application
Form.
c. Professional Reference(s) shall be networked via telephone etc.

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d. No one shall disclose or share the information and feedback extracted from
the previous employer and professional references to the New Entrant.
e. Reference Check shall be processed only on the prescribed format.
1.13 INDUCTION
1.13.1 OBJECTIVE
 To familiarize the New Entrant with Organization‘s Operational
processes, System & Practices and other crucial aspects.
1.13.2 SCOPE
All New Entrants
1.13.3 REPSPONSIBILITY
 Initial Induction Program – Corporate HR
 Respective HOD
 Other Activities – Corporate HR
a. Induction Program shall be organized every month.
b. It shall be mandatory for New Entrants to attend Induction Program.
c. Induction Inputs provided to the New Entrant shall be:
• About the Company (Company Profile)
• Vision and Mission & Values
• Achievements & history of the Company
• Organization structure and introduction with Key role Executives
• HR and other related Policies
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• Understand the Challenges that face the company
• New Initiatives
• Organizational Culture
• Induction Kit
• Roles & Responsibility
• Telephone Directory
d. The Inputs during Induction shall be provided through classroom
presentations, discussions and sharing of experiences that shall be followed by
visit to sites & interface with cross functional team members.
e. Heads of concerned Departments shall chalk out their own Departmental
Induction Program.
f. One Officer from HR department shall accompany the New Entrant while site
Induction.
1.14 PROBATION PERIOD & EMPLOYEE CONFIRMATION
1.14.1 OBJECTIVE
 To encourage and facilitate the performance of the New Entrant or
Probationer.
1.14.2 SCOPE
All employees appointed for regular Positions
 Assessment - Concerned HOD
 Confirmation – Corporate HR.
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 Other Activities – Corporate HR
a. New Entrants appointed against regular positions shall be kept on Probation
for a minimum period of SIX MONTHS.
b. Performance of Employees on Probation shall be assessed only using the
prescribed Probation evaluation format.
c. Probation Evaluation Form shall be sent to the departments 15 DAYS
BEFORE the due date of confirmation.
d. Evaluation form shall be sent back with necessary remarks to HR 7 DAYS
BEFORE the due date of confirmation.
e. Concerned HOD shall keep a track on the performance of the concerned
probationer periodically.
f. Extension of the Probation Period at the time of final assessment is not
allowed without valid reason.
g. Probationers shall be confirmed subject to all round performance of the
probationer being adjudged satisfactory by respective HOD.
h. As deemed fit, the Probation Period shall be extended for THREE MONTHS
at a time and not more than TWO TIMES.
i. In case probationer is not confirmed even after the second extension of
probation period, shall be issued a written communication on removal from the
services.
j. A reasonable time, maximum of SEVEN DAYS shall be allowed in regard to
removal.
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k. In absence of written communication in regard to the confirmation after SIX
MONTHS probation period, the concerned probationer shall automatically be
confirmed.
1.15 REIMBURSEMENT OF EXPENSES ON JOINING
1.15.1 SCOPE
All New Entrants joining in Regular Employment with Health Is Wealth Asia
(HIWA) subject to agreed upon during selection of candidate.
 Corporate HR.
 Amount Reimbursement – Accounts department
a. New Entrant residing within the radius of five hundred KM of the place of
posting, wherein the concerned shall not be eligible for reimbursement of
joining expenses.
b. New Entrants from any location beyond five hundred km from the place of
posting shall be entitled to claim for Joining Expenses incurred for self and
Family by the mode and class to which they are entitled and for Travel &
Transportation of Household Articles which shall be reimbursed at actual
subject to a maximum of ONE MONTH’S Basic Salary.
c. All reimbursements are subject to submission of Transporter‘s Bills, Delivery
receipts, any other relevant receipts, and Travel Tickets.
d. Transportation Bills to be raised from the Present Location (i.e., the location
from where the shifting has to take place). Information in this regard to be
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communicated in writing to HR department at least SEVEN DAYS in advance
from the date of transportation.
e. Claim in this regard will be entertained through prescribed format.
f. The concerned employee shall claim the said reimbursement within THREE
MONTHS of joining along with the required documents
g. No claim shall be entertained after three months.
h. In case an employee after getting reimbursement of Joining Expenses leaves
the services of the organization before completing twelve Months, 100%
amount reimbursed to the concerned shall be recovered from the Full & Final
settlement.
2. TRANSFERS
2. 1 OBJECTIVE
To relocate or reassign the services of the employee or trainee from one project
to other, from one location to other, or from one department to other etc.
2. 2 SCOPE
All Employees
2. 3 RESPONSIBILITY
�Request of Transfer – Concerned HOD.
�Approval of Transfer – Corporate HR and/SBU Head.
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�Other related Activities – Corporate HR.
2. 4 TRANSFERS BETWEEN DEPARTMENTS OR FUNCTIONS
a. Transfers between different Departments and/or Functions in the same office
/ project sites shall be covered under this head.
b. No Transfer shall take place without prior mutual agreement between the
concerned Heads of Department and/or Function(s) with intimation to the
concerned employee well in time.
c. All Transfers shall be made strictly using the prescribed Transfer Requisition
Letter Format.
d. Transfer from one site to another site is also as a part of demobilization plan
time to time.
2. 5 INTRA-GROUP OR INTER-COMPANY TRANSFERS
a. Only such transfers shall be considered ―Intra Company‖, which shall be
between Project site to HO or HO to sites and other group company.
b. In case of Transfer from one establishment to other or site to HO, New
Employee Number & PF Number shall be allotted from the establishment
Transferred to.
c. Preparation of Transfer Advice Details shall indicate the following:
 Leave Status,
 Date of Joining,
 Salary details,
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 Date of transfer,
 Loan dues, etc.
3. RECORDING OF ATTENDANCE
3.1 OBJECTIVE
To record the attendance and bring discipline at work.
3.2 SCOPE
All Employees.
3.3 RESPONSIBILITY
 Ensuring the attendance – Each individual, HOD /Corporate HR / Site
HR
 Other related Activities – Corporate HR/Site HR
a. Recording of attendance shall be compulsory every time any employee enters
or leaves the relevant premises. With a view to suffice with this requirement, the
company shall introduce & implement the electronic attendance recording
system wherever feasible.
b. Otherwise employee shall follow the attendance marking system established
at respective places.
c. All new entrants must sign the attendance register till the Permanent Identity
Card issued.
d. Permanent I Card shall be issued within thirty days of joining.
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e. Every employee shall carry I Card all the time during working hours.
f. Employees shall produce their I Card at any point of time on demand by the
authorities while in transit in the company vehicle or any place in the sites or
offices.
g. In case any employee loses /misplaced his or her Personal Identity Card, shall
need to inform the Administration dept., and a new card shall be issued
h. Actual cost of the card shall be recovered from the individual.
i. When the employee leaves (gets relieved from services of the company), shall
return the Personal Identity Card to Corporate HR /Site HR.
j. Any change in ―scheduled off‖ shall be effected from the first day of the
month and intimation must reach the Corporate HR / Site HR at least two days
before.
k. Concerned HOD shall inform HR / Site HR for abnormal absenteeism of any
employee.
3.4 WORKING DAYS
The workdays in Corporate Office is 6 days from Monday to Saturday with
Saturday second half and Sunday being holidays.
3.5 PUNCTUALITY
a. To maintain punctuality in attendance the following shall be observed:
 To debit one day Casual Leave (CL) for three late comings / early leaving
in a month. (Mention timings of late coming).
 If the employee has no Casual Leave to credit, a day‘s of other Leave
would be deducted. (First CL then ML and then PL).

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b. Any employee having an urgent reason for leaving work must obtain
permission from respective HOD /department chairperson prior to leaving the
designated duty station.
c. Late attendance / leaving office early for an hour, and not more than two
occasions in a month may be allowed if prior permission of the HOD is
obtained. Similarly
d. If employee goes out during Office hours on account of Office Work, shall
fill-in prescribed ‗Out Door Duty‘ slip duly approved by the HOD and submit
with the Reception.
e. An entry will also be made in the register maintained at the Reception / Gate
for the purpose. On return after Office Work, return time shall be entered in the
register.
f. For employees posted on certain types of jobs, such as Dispatch, House
Keeping, Maintenance etc. flexible working hours has been prescribed, but in
any case the total working hours will not be less than eight hours a day
(excluding half an hour for lunch).
4. RESIDENTIAL ACCOMMODATION
4.1 COMPANY-LEASED ACCOMMODATION
4.1.1 OBJECTIVE
To provide residential accommodation to the regular Employees.
4.1.2 SCOPE
 All Project heads deputed at sites.
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 Other staff members deputed at project sites of infra division.
 Case to case basis.
 Proposal – Concerned HOD / Corporate HR
 Approval – VCMD / CMD
a. The company leased accommodation shall be provided on the basis of need
duly approved by VCMD /CMD.
b. The Rent Amount of Company-Leased Accommodation shall be directly sent
to the House-Owner. A Security Deposit @ maximum Three Month‘s rent shall
be provided by the Company.
c. Security Deposit shall be considered as an Advance against Employee‘s
Name. He or she has to organize for the refund of the same while vacating the
leased accommodation.
d. Security Deposit if not returned by the House-Owner within a period of one
month of vacating the Leased House, the entire amount shall be recovered from
the Salary of the concerned employee.
e. At the time of Lease, in regard to ownership of security deposit, the
concerned Employee shall submit a Declaration through the prescribed format.
f. Security deposit is not payable to those employees who are having own house
in the name of spouse or parents.
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g. Residence will be provided by the company to Employees posted at project
site and covered by separate scheme as per Annexure A.
4.2 ADJUSTMENT OF RENT FROM THE EMPLOYEE
4.2.1 SCOPE
Employees who are accommodated as per Company-Leased Accommodation.
 Adjustment – Corporate HR.
a. If the Rent is more than the amount of HRA, the difference between HRA
and Lease Rent Amount shall be recovered from the Salary of the concerned
employee.
b. If the Rent is less than the HRA amount, the balance amount shall be given to
the employee as Special Allowance or additional HRA.
c. In case of rent free accommodation provided as per terms of employment no
HRA adjustment as per this policy.
d. Tax liabilities as per income tax act shall be borne by the employee
concerned.
5. COMPANY GUEST HOUSE
5.1 OBJECTIVE
To provide hospitality to visiting guests and dignitaries.
5.2 SCOPE
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This facility shall be for Housing Expatriates, Visiting Executives of Sister
Concerns, Employees of different Sites / Branches, Consultants, Outstationed
Dignitaries, VIPs, Auditors.
5.3 RESPONSIBILITY
 Proposal – Concerned HOD
 Approval – Corporate HR Head / Project Head
 Facilitation - Administration Department/Site HR
5.4 GUEST HOUSE AT CORPORATE OFFICE & GUEST HOUSE AT
SITE
a. No charge is applicable for Guests.
b. Allotment of rooms would be made based on the requisition originating from
executives not below the level of GM of concerned Department. In absence of
GM, the next hierarchy can raise the requisition.
c. Accommodation at suitable Hotel is to be made in case the occupancy of the
Guest House is full with the approval of MD or any other MD‘s designated
person.
d. Allotment of accommodation would be made to the following categories of
individuals on priority by prescribed Guest House Accommodation Requisition
Slip TWO DAYS in advance.
 Expatriates during the duration of their official stay in the Company
Guest House.
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 Consultants and Official Guests (other than that of company) on special
permission from concerned HOD (not below than the rank of GM),
subject to availability of accommodation.
e. Official Guests and Host Officials accompanying guests are to be treated as
Official Guests and no charges levied as per first clause. However, concerned
Officials are required to sign Guest House Accommodation Requisition Slip.
f. Intimation regarding meals for guests must be conveyed to the caretaker at
least FOUR HOURS in advance by the Host Officer. (Intimation Consumption
Order Slip)
g. The Guest House has standard Furniture & Fixtures to be maintained as per
Inventory in serviceable and presentable state.
h. Regular maintenance of Fixtures, plumbing, and electrical jobs is to be
carried out immediately on receipt of complaints.
i. Company Guest House is a privilege offered for executives and visitors.
Occupants must maintain and observe due decorum and discipline at the Guest
House in keeping with their status and position.
j. All above clauses followed at HO Guest Houses shall remain same for all
Guest Houses at Plant / Project sites.
6. TRANSPORT
6.1 OBJECTIVE
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To provide adequate facilities (in case of non-availability of public transport) to
the employees for commuting to and fro from their residence to the place of
work as well as for business related local travel.
6.2 SCOPE
 As per the sub policy specified below.
6.3 RESPONSIBILITY
 Critical and Final Approvals for transportation – Concerned HOD.
 Administration Department.
6.4 EMPLOYEE TRANSPORT
6.4.1 SCOPE
Employees who are staying at a distance of more than five kilometers from the
Plant /project site where regular public transport facilities are not available.
a. Hired / Company vehicle shall be utilized for ―pick and drop‖ from a
particular common place to plant / project site. Stoppages of vehicle shall be
designated / determined by the local management.
b. In case any empty company vehicle is returning to site, the pick-ups facility
shall be managed in that vehicle.
c. All Employees shall abide timings of all vehicles subject to change from time
to time
d. On the day of availability of public transport this facility will be withdrawn
automatically.
6.5 ROAD TAX OF COMPANY VEHICLE

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6.5.1 SCOPE
All Company vehicles.
a. One time Road Tax shall be paid otherwise Road Tax shall be paid as per the
start date of usage of the vehicle (because vehicles may have different purchase
date and their insurance due dates may vary).
b. As and when the Due Date comes up the Road Tax shall be paid on the
completion of ONE YEAR.
c. Road Tax shall be paid for all Company vehicles only.
6.6 INSURANCE OF COMPANY VEHICLES
a. Company shall pay all the charges or amount of renewing the Insurance
Policy of all Company Vehicles.
b. Insurance Policy shall be renewed for all company vehicles at least two
weeks before the due date.
6.8 LOCAL TRAVEL CONVEYANCE REIMBURSEMENT
6.8.1 SCOPE
 All regular Employees including Trainees
a. LOCAL TRAVEL for this policy shall mean traveling for official purpose
from either residence or company location to another company location or to the
premises of external agency located within the radius of less than 80 km.
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b. Local Conveyance Reimbursement shall be made with Full details in the
prescribed form Reimbursement of Local Conveyance, duly approved by
respective departmental head to Accounts department. ENTITLEMENT FOR EM
Level Reimbursement entitlement for employees & trainee
VEHICLE R S. DESCRIPTION
RATE
PER KM
Level-1 Company provided -Nil - Eligible for NO Reimbursement
―Own Car‖ over and above the eligibility
Level-2 - do- -Nil- All official journeys by company
car
Level-3 4 or 2 -Wheeler 4.00 Travel can be made wholly or in
―personal /2.00 combination of the Vehicle
vehicle‖ eligibility.
Claim reimbursement after due
approval of
Functional Head.
Level-4 Non-taxi Public 2.00 Travel can be made wholly or in
Transport and/or 3- combination of the Vehicle
wheeler or 2- eligibility.
Wheeler ―personal Claim reimbursement after due
Vehicle‖ approval of
Sectional-in-charge.
Level-5 Public transport 2.00 Claim reimbursement after due
or 2-Wheeler approval of
―Personal Functional Head.
Vehicle‖ Reimbursement of Parking and Toll
Charges would be done on Actual.
c. In case an Employee goes on duty within the city from residence directly, to
& fro distance between the residence and work place shall not be considered as
distance traveled and shall be deducted from the total distance traveled. The
balance distance shall be taken for calculation.
d. Employees who do not own company provided vehicle shall be entitled for
Local Conveyance Reimbursement as per specifications, if travel by same
mode.
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e. Employees who shall travel for official work using their own vehicle as per
their entitlement, they shall be eligible for Local Conveyance Reimbursement
on the rate per km specified in the table subject to a limit of 15 KILOMETERS.
f. Entitlement of FOUR Wheeler shall be for the Employees who are in Level -
and above subject to using their own Four Wheeler for official purpose only.
g. For the Travel Destination of more than 15 KILOMETERS, Employee shall
travel by any mode and may claim for only BUS.
1. ENTERTAINMENT EXPENSES of Company Guests are reimbursed on
actual.
2. Management shall have rights to mainly alter, add or delete any part of the
Travel Allowances or Reimbursements.
 NOTE: Wearing of Crash Helmet is mandatory while driving any two-
wheeler.
7. UNIFORM & DRESS CODE
7.1 OBJECTIVE
To have Safety of the employees, induce homogeneity & evolve a sense of
belongingness amongst the employee for the company.
7.2 SCOPE
All Permanent Employees including Trainees.
7.3 RESPONSIBILITY
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Each employee concerned.
7.4 COMMON POLICY-CLAUSE
a. Health Is Wealth Asia (HIWA) staff members are expected to be in Business
Casual dress from Monday to Friday.
b. It is advised that during business meetings with customers, employees should
be dressed in formal attire.
c. While we do not wish to limit one‘s expressions of taste and individuality, we
must all be aware that what we wear to work is a reflection of our own
professionalism and that of the organization.
d. Examples of unacceptable attire would be clothing that are Jeans, Kurtas, T
Shirts, Sport Shoe, Short Skirts /Slacks etc.
8.1 OBJECTIVE
To provide hygienic clean environment to have food / refreshment at cafeteria /
canteen
8.2 SCOPE
All regular Employees including Trainees
8.3 RESPONSIBILITY
 Administration Dept.
 Plant / site HR.
8.4 PROVISION OF MEAL & TEA FOR EMPLOYEES
a. Pure vegetarian food shall only be allowed in the Cafeteria / Canteen.
8. CAFETERIA & CANTEEN

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b. The company shall provide free Lunch, Dinner, in the canteen to the regular
Employees including Trainees only at project sites.
c. Employees including trainees shall bring their lunch and have it in cafeteria at
HO / branch Offices and Plant.
d. Employees including Trainees shall procure their requirement of coupons for
Lunch from the authority as decided by local management.
e. Coupons shall be available with Cafeteria /canteen personnel / Administration
Dept / Sites HR.
f. Issue of the coupons shall subject to maximum limit per month as prescribed
by local management.
8.5 PROVISION OF GUEST LUNCH
a. Official Guest shall be provided food facility at the canteen in addition to
Apprentices, Vocational Trainees, Visiting parties and other non-employees at
plant / project sites.
b. The Cost of Food facility given via Guest Slips shall be exclusively borne by
the Company.
c. An Employee in level 3 & above/ Section-in-Charge/ Head of the Department
shall be the authorized signatory for approving Guest lunch.
8.6 FOOD SUBSIDY AT PROJECT SITES
 Food subsidy will be payable to the following categories of employees
posted at project sites.

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 Free food facility will not be provided at HO / brunch offices /plant.
8.6.2 RATES
a. Regular Employees
i) The rates of food subsidy are as under where food not provided by the
company at Project sites. All respective employees: Rs. 40/- per day
ii) The above food subsidy will also be payable to the employees at Project sites
residing with their families in the accommodation / leased accommodation
either arranged by them or the company.
iii) Employees in the levels of Managers & above staying in the company‘s
guest house at Project sites on bachelor status may be provided free food
facility, at the discretion of the management. In such a case, food subsidy will
not be payable.
b. Temporary / Contract Employees
i) Temporary / Contract employees in the levels of Managerial / Supervisory
and Non – supervisory staff employed by the company on its roll for duration of
project / specific work assignment will also be paid food subsidy as per the rates
given above.
ii) Workers / Cooks / Messengers / Couriers / Chowkidars etc. those who are
employed at site through contractor‘s roll will not be eligible for food subsidy.
e. Regulating Payment of Food Subsidy
i) Employees getting food subsidy will not be allowed free food facility.
ii) Food subsidy will not be provided, if an employee remains absent / on leave
from the work site.

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9. TRAINING & DEVELOPMENT POLICY
9.1 GRADUATE ENGINEER TRAINEES & MANAGEMENT TRAINEES
TRAINING SCHEME (NGTS - Next Generation Training Scheme)
9.1.1 OBJECTIVE
 NGTS have been formulated with a view to ensure full utilization of the
inherent skills of the new entrants and provide them with comprehensive
foundations needed for successful performance in the first job and in
subsequent career progression.
9.1.2 GROWTH PATTERN & COMMON POLICY CLAUSE
a. Adequate emphasis shall be given on developing the essential knowledge and
required to perform as a Front Line Manager, i.e.
• Knowledge in terms of:
- Process Parameters
- Setting and Maintaining Standards
- Man Management
- Line and Function Relationships
• Skills in terms of:
- Investigation and Analysis
- Problem Solving and Decision-Making
- Preparing and Presenting a Case
- Presentation & Report Writing

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b. The company has a system of Project Based Training (PBT) as a part of
NGTS wherein each trainee is assigned a number of projects his/her core area of
education as well as from other functions. Hands-On Training is also included
in the curriculum with a view to strengthen technical base of the Trainees.
c. Induction of Graduate Engineer Trainees (GET) & Management Trainees
(MT) in company shall be done each year on the basis of requirement.
d. They shall be trained within the company for a period of one year and the
training shall include the subsections (9.1.3, 9.1.4 & 9.1.5).
e. The trainees shall be absorbed into regular grades based upon the Project
presentations, personal interviews (by a panel comprising of Departmental
Representative, Training Manager & HR representative) and assessment by the
Project based Mentor.
f. Trainees shall be absorbed into regular grades as under. GRADE
Qualification Grade
CA / CS / ICWA / ME / M Tech S–2
BE / B Tech /MBA S -1
BE + MBA / MBA / MCA S -2
9.1.3 INDUCTION
9.1.3.1 KEY POLICY-CLAUSE
a. The Trainees shall undergo the Induction training during the first week
wherein they shall be given inputs about the group companies and orientation of
various functions in respective place of posting.

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b. Second phase of training is departmental induction and lasts for one to two
months as required.
c. The Trainees shall undergo departmental orientation wherein they shall be
associated with different departments on a rotational basis.
d. They shall be associated with a mentor and are required to undertake an in-
depth study of the departments.
e. The trainees shall also undergo critical equipment training. Industrial tour to
other companies is a part of this module (if required).
f. Assessment of performance shall be done through project reports,
presentations, report by the mentor & performance in tests.
9.1.4 ON-THE-JOB TRAINING
a. This shall form the third phase of NGTS and shall last for the balance six
months of the training period.
b. The trainees shall be allocated departments based on the generic branch of
their study, performance in the tests & counseling interview.
c. They shall then undertake project-based hands—on training in the respective
department.
9.2 COMPETENCY & SKILL DEVELOPMENT
9.2.1 OBJECTIVE
 The basic objective of competency and skill development is to ensure
continuous development of skills and competencies of employees.
9.2.2 SCOPE
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�All regular employees including trainees.
9.2.3 IDENTIFICATION OF TRAINING NEEDS
a. Training needs are identified on an annual basis.
b. For the employees in grades O - 2 & above, training needs are derived from
the performance management system and assessment of Competencies through
the Assessment Centre.
c. For the Operation, Maintenance & Support Services Staff (O-1 & below
Grades) the needs are projected by the Supervisors/ Controlling Officers
through the Annual Appraisals.
d. Assessments of Skills are also done annually to ascertain the skill gaps.
e. Over and above that there are organizational interventions like Multiskill
wherein the Supervisor identifies the skills that need to be learnt by the
employee in order to form multi-functional workgroups.
f. The company also has organizational initiatives wherein the target population
is identified for the purpose of each initiative and the same is included in their
training need.
9.2.4 ASSIMILATION OF TRAINING NEEDS & DRAFTING THE
ANNUAL
TRAINING PLAN
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a. Projected needs are assimilated and groups are formed on the basis of level,
function, skill / competency, initiative, etc. and an annual training plan is drawn
accordingly.
b. This plan contains the dates for each program, venue, target population,
number of participants per program, Training Hours per program, Faculty for
the program, etc. (Training Calendar)
9.2.5 CONDUCTING TRAINING PROGRAM
a. Faculty is identified for each program from Internal Sources, External
Sources or Experts in respective fields.
b. Employees are nominated for program / seminars/ workshops/ visits
conducted by leading institutions or professional bodies.
c. Study of effectiveness of training is done every 3 months wherein the trained
personnel as well as the respective supervisor respond about the benefits
accrued out of the training in terms of skill/ competency up gradation and the
resultant tangible/ intangible benefits.
d. Skill / Competency assessment is also done to measure the effectiveness of
training imparted.
e. Retraining is imparted to an employee if after assessment it is found that
his/her skill or competency level has not improved to the benchmarked
standards.
9.3 IN SERVICE TRAINING & EDUCATION POLICY (INSTEP)
9.3.1 OBJECTIVE
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To encourage and provide for employees, an organizational support system for
enhancing their technical, managerial and professional abilities through the
special courses available for this purpose at recognized and eminent institutes in
subject area, which is mutually rewarding to the Company and the employee.
9.3.2 SCOPE
Regular Employees of the company in grades O - 3 & above and shall be
applicable for recognized professional courses.
9.3.3 COMMON POLICY-CLAUSE & COVERAGE
a. The courses covered shall be in the areas of:
• General Management.
• Engineering and technology, and
• Any other functional disciplines applicable to Health Is Wealth Asia
(HIWA)‘s line of business.
b. The subsections mentioned below are all policy clauses & sub-clauses of this
main policy.
9.3.4 TYPES OF SPONSORSHIP
 Sponsorship shall be considered under the categories mentioned in
foregoing points.
9.3.4A INDIVIDUAL INITIATED
i) Part-time/ correspondence courses where continued long absence from duty is
not required for pursuing the course.
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ii) Study Leave for prosecuting higher studies or for specialized training in India
or abroad on the basis of external scholarship or fellowship received by the
employee.
iii) Sponsorship with no financial commitment from the Company with own
study leave as in the previous statement.
9.3.4B COMPANY INITIATED
i) Sponsorship shall be given by the Company for special courses/ training in
India or abroad based on Company's needs and career plan of the individual.
ii) Sponsorship with no financial commitment and paid leave up to the limit of
individual‘s credit balance of leave, by the Company for a specialized subject of
relevance to company‘s business.
iii) This is the discretion of the management to allow such sponsorship to any
one and employee will have no right for such sponsorship.
9.3.5 INSTITUTIONS & COURSES
a. Sponsorship without any financial commitment from the Company shall be
made only for the following courses/categories of institutes:
i) Management courses at IIM, XLRI, TISS, XISS etc. (This is an indicative list
only)
ii) Graduation/Post-Graduation in Engineering/ Technical courses at IIT and
NIT or any other institutes of national repute, according to national ranking
within top ten.
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iii) Company also may have tie-ups with leading institutions for a fixed number
of seats in different courses for executives of the Company in future on the basis
of business growth.
9.3.6 ELIGIBILITY FOR SPONSORSHIP
a. Employee shall be sponsored for /allowed to undertake any part-time OR
correspondence course subject to the number as may be decided by the
respective SBU head so that the Company's working is not hampered and duly
approved by CMD.
b. For full-time regular courses not supported financially by the Company, the
following eligibility shall be required:
i) Minimum 6 years of length of service, excluding training/probation period.
ii) Less than 40 years of age.
iii) Employee during training/probation will not be eligible for the same.
iv) Consistent ‗Excellent‘/ ‗Very Good‘ performance on-the-job, in consecutive
six years.
v) Demonstrated potential for growth in the Company (as decided by the SBU
Head of the concerned Area).
vi) Displays ability to acquire new knowledge and use it effectively at work.
9.3.7 CRITERIA FOR SELECTION / AUTHORITY
a. Employee desirous of availing sponsorship would, apart from meeting the
requirements of the institution in which they intend to pursue the course have to
undergo such screening/interview for selection for sponsorship.
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b. Cases of grant of leave for part-time or full-time courses and sponsorship
without financial commitment shall be recommended by respective SBU Head
and forwarded to the Corporate HR for final approval. In case of such
recommendation(s) no substitute shall be provided. The position will stay
vacant for the period. Internal job allocation can be done, as may be the case.
c. Cases of sponsorship (part/full/stipend/grant) from the Company shall be
decided by VCMD / CMD on the recommendation of respective SBU Head &
Corporate HR head.
9.3.8 PERIOD OF STUDY OR EXTENT OF LEAVE
a. Sponsorship/extent of leave for pursuing any course shall be of maximum one
year duration.
b. Extension of study period or extent of leave beyond initial approved period
will be discouraged.
9.3.9 GRANT OF LEAVE / OTHER ASSISTANCE ON SPONSORSHIP
a. For part-time/correspondence courses, the Company shall grant no leave and
financial assistance.
b. For normal study leave, executive may be granted leave up to 12 months,
which shall first consume all paid, leave in credit and the uncovered period as
leave without pay. In general, no financial assistance shall be given.
c. While on study leave with pay, the term ‗pay‘ is defined as basic, special pay
(if any), medical, LTA, HRA (or lease for family or hostel fee up to HRA limit),
retrial benefits.
d. Phone/mobile/car to be surrendered during this period.

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9.3.10 NUMBER OF EMPLOYEES TO BE GRANTED THE STUDY
LEAVE /
SCHOLARSHIP / SPONSORSHIP
a. The number of sponsorship shall not exceed two at a time.
b. Normally not more than 1% of the executive strength shall at any time avail
sponsorship/leave for full-time courses including a maximum of two
sponsorships without any financial support as mentioned above
9.3.11 BOND / GUARANTEE / BOND PERIOD
a. The employees, who are granted study leave or who are sponsored or
pursuing higher studies shall, before proceeding on leave have to execute a bond
to serve the Company for minimum three years of service after returning back to
job or in default, pay the Company an amount in lieu thereof, so that the
Company's efforts and resources on the development of individual are gainfully
utilized.
b. For any type of full sponsorship with salary/benefit for course in the
country/abroad, the individual shall have to give appropriate bank
guarantee/guarantee equivalent to the bond money.
c. An employee who is under a bond to serve the Company for a stipulated
period shall not be eligible for any other study leave during the duration of the
bond.
d. The details of the bond period and amount for different types of sponsorship
shall be applicable as given below:
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Period of study Type of sponsorship Bond Bond amount (in
Period Rs)
Part-time courses/ No financial commitment No bond Nil
correspondence from Company side.
courses (any No grant of leave involved
duration)
Full time courses/ Any type of external No bond Nil
training for less sponsorship
than a semester in
India (One semester
shall be treated to be
of 6 months’
duration)
Six month’s course Own study leave 1 year 2 year 50,000.00 or
or training and no financial support double the cost to
the company
whichever is more
Own study leave with 3 years 1,00,000.00 OR
stipend or grant of finance Double the cost-to
company,
whichever is more
10. TELECOMMUNICATION
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10.1 OBJECTIVE
To assist employees in making business related calls.
10.2 SCOPE
All regular Employees in all Grades on the basis of need.
10.3 KEY POLICY-CLAUSE
a. GM & above are eligible for mobile connection, while for others, this shall be
need based with due approval of respective HOD.
b. The employees eligible for mobile connection shall be required to purchase
the hand set of their own or company will provide as per eligible matrix
mentioned below.
c. In case of an employee leaves the services of the company the mobile handset
provided by the company will have to return or the purchase cost of the handset
would be adjusted from the final settlement.
d. In case of loss of Mobile handset, no reimbursement /claims shall be
entertained till the period of 24 months from the date of purchase of the lost
mobile handset.
e. The employee shall purchase new handset by his / her own along with the
cost of procuring New SIM Card and reactivation charges, if any within a week
of such loss and 50% of the value of lost handset will be recovered from the
concerned.
10.4 DIRECT LAND LINE / MOBILE PHONE ELIGIBILITY, USAGE &
REIMBURSEMENT
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10.4.1 SCOPE
 Providing phone facility to employees, irrespective of grades.
 Need based subject to recommendation of respective HOD and duly
approved by VCMD / CMD.
10.4.2 KEY POLICY CLAUSE
a. Eligibility matrix of company provided mobile handset.
Grades Value of Mobile
phones (in Rupee)
President & above Actual
P -1 to P - 4 Rs.8000/- (Max)
M – 1 to M - 3 Rs.3500/- (Max)
S – 1 to S - 6 Rs.2500/- (Max)
Others Rs.2000/- (max)
b. Mobile phone usage matrix (Max. limit p.m.)
Grades Corp. Office Plant Project Site
President & above Actual Actual Actual
P -1 to P - 4 Actual Actual Actual
M – 1 to M - 3 Rs.1200/- Rs.1000/- Rs.1000/-
S – 1 to S - 6 Rs.500/- Rs.400/- Rs.400/-
Others only incoming only incoming only incoming calls
calls calls
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c. All Employees eligible for Mobile reimbursement shall be approved and/or
sanctioned not more than the amount they are entitled for.
d. Employees will have to certify personal calls they have made from their
mobile phones. 100% recovery will be made through pay slip for the same.
e. Mobile phone facilities shall be provided on four categories, (A) Mobile
without roaming - Need for continuous accessibility. (B) Mobile with national
roaming – Need for frequent travel within the country for official purpose.
(C) Mobile with international roaming – Need for frequent international travel
for official purpose. (D) Mobile for departmental use – Based on occasional
need.
f. Managers in the grades Sr. GM & above are eligible for having Office Direct
Line Telephone Connection through 0 dialing.
g. This shall be need based for other category of employees and needs due
approval of VCMD / CMD.
h. Monitoring of telephone calls is with Administration Dept.
i. All should Keep call duration as minimum as possible.
j. Alarm in regard to excessive usage of phone calls shall be provided to
concerned individual by Admin Dept. time to time. Mobile phone provided to
other category of employees under CUG, will not be covered under this policy
for call charges.
k. Respective HOD is liable to control calls of the department.
l. Each individual is entitled for official phone calls only.

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m. All STD & ISD calls shall be made from the reception desk only through
front office executive.
n. ―Telecommunication facilities at a glance‖ provided at separately.
11. TRAVEL & TOUR
11.1 OBJECTIVE
The Objective of this Policy is to cover all business related tours and exigencies.
11.2 SCOPE
As per sub-policy specified below.
11.3 RESPONSIBILITY
 Final Approval – VCMD / CMD
 Department‘s Approval – Head of Department.
 Booking of Tickets or Travel Arrangements – Travel Desk.
 Administration department.
a. Entertainment Expenses of Company Guests shall be reimbursed on actual
subject to the approval of VCMD / CMD
b. Employees on Tour shall settle their hotel bills directly and not through the
company.
c. Managing Director and above are eligible for business class air travel.
d. Employees in the grade GM (M-2 grade) and above are eligible for economy
class air travel.
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e. Employees up to M - 4 Grade will be eligible for travel as per applicable
mode / class of travel, as mentioned in the table.
f. Adequate Advance notice must be given to the Travel Desk to take them
advantage of concession fares available for advance or group bookings. In any
case, the MINIMUM PERIOD OF ADVANCE NOTICE HAS TO BE FIVE
DAYS.
g. Employees not eligible for travel by air under normal circumstances may
travel by air to minimize the loss of personal productivity subject to approval of
VCMD / CMD.
h. For short journeys and planned journeys (up to 10 hours overnight) train
should be preferred.
i. Only Train shall be used for all Traveling related to Training.
11.5 OUTSTATION TRAVEL/ TOUR ALLOWANCE
REIMBURSEMENT
11.5.1 SCOPE
�All regular Employees including Trainees.
a. OUTSTATION TRAVEL for this policy shall mean traveling towards an area
beyond 150 KILOMETERS from the place of work.
b. OUTSTATION ALLOWANCE prescribed for reimbursement is inclusive of
Boarding & Lodging.
c. Outstation stay beyond 15 days will reduce outstation allowance and
incidental expenses to 75%.

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d. During Traveling no other allowance shall be admissible except as specified
in Travel Allowances Table
e. Any outstation business tour not require night stay, the employees shall be
entitled for Day Travel Allowance only.
f. Where travel time is more than 24hrs by train, employees in category 4 may
be allowed least cost economy air travel / no frills air travel.
g. Employees may be encouraged to book the tickets online with their credit
cards, which shall be reimbursed later after necessary approval.
h. All the payments are subject to submission of bills except for own
arrangements /day travel allowance / out of pocket expenses.
i. Out of pocket expenses (without bills) will be paid to cover miscellaneous
expenses while on outstation tour, requiring night stay.
j. No out of pocket expenses will be paid in case of day travel.
k. The employees can make their own arrangements for lodging and boarding
while on tour and claim a lump sum amount prescribed for "own arrangements
allowance" without bills. No other allowance shall be paid apart from that.
l. The above rates are dependent upon current market rate. These rates will be
revised every 3 years, subject to market conditions.
m. Any deviation on mode of travel will require approval from VCMD / CMD.
n. Employees need to submit the bills for claiming actual for Day Travel
Expenses else would be entitled for a fixed amount as mentioned without bills.
o. No claim will be entertained for local conveyance within the city where he or
she lives in case he or she has been provided with company maintained vehicle.
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11.6 CLASSIFICATION OF CITIES FOR TRAVELING ALLOWANCE
a. Company shall reimburse Tour or Travel Allowance for Boarding & Lodging
subject to the submission of Travel Bills and payment of Travel Allowance
Entitlement shall be based on the City or Town visited.
b. Classification of Cities for reimbursement of Travel Allowance is listed
below: OF CITIES
Category Name of Cities
1 Includes New Delhi, Mumbai, Kolkata, Chennai, Hyderabad,
Bangalore, Pune and all State Capitals and Union Territories.
2 Includes All other Cities / Towns
11.7 LIST OF HOTELS NOT TO BE PATRONIZED
a. The Company shall not patronize any Deluxe Five Star Hotel in any place for
Tour or Travel made for its purpose.
b. Company shall not patronize any of the Hotels as specified under:
City Hotels Not Be Patronized
Mumbai Hotel Oberoi / Hotel Oberoi Towers / Taj Intercontinental / Leela
Kempenski / Hotel President
Kolkata Oberoi Grand / Taj Bengal /Sonar Bangla
Delhi Hotel Oberoi International / Hotel Taj Mahal / Mourya Sheraton /
Hotel Taj Palace / Hyatt Regency / Holiday Inn
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Chennai Hotel Taj Coromandal / Adiyar Park
11.8 ALLOWANCES FOR OUTDOOR DUTY
11.8.1 SCOPE
 All regular Employees including Trainees.
a. The Key Policy-Clause points of LOCAL TRAVEL CONVEYANCE
REIMBURSEMENT (in Transport Policy) shall be followed here along with
the underwritten clauses.
b. The Outdoor Duty can be within the radius of 80 KILOMETERS from the
workplace.
c. The eligibility of Lunch / Dinner shall be as mentioned below:
Grade Maximum limit of lunch/dinner
GM & above Actual
M2 to M3 At actual on production of bills or Rs. 150/- without bill
S-1 to S-6 Rs. 100/-
Others Rs. 75/-
11.9 TRAVEL REIMBURSEMENT DURING EMPLOYEES’ GROUP
TRAVEL
11.9.1 SCOPE
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a. In case of Group Travel, Employees / Trainees may travel and stay jointly.
b. Staying together (if belonging to different categories) is allowable in higher
class of hotel accommodation as applicable to Senior Personnel.
c. Prior approval of the VCMD / CMD is required for above clause.
12. FOREIGN TRAVEL
12.1 OBJECTIVE
 The Objective of this Policy is to cover all business related tours and
exigencies.
12.2 SCOPE
 Employees (both permanent / contract) who may require to travel
overseas on business trip.
12.3 RESPONSIBILITY
i) Recommendations – functional head not below the level of Vice President.
ii) Final Approval – VCMD / CMD
iii) Other related activities – Corporate HR / Administration
12.4 TRAVEL REQUISITION
a. The Travel Requisition Form is to be completed by all concerned executives
duly authorized by VCMD / CMD
b. The requisition for travel should reach the Travel Desk ten days prior to the
tentative date of departure in the prescribed format in duplicate, the second copy
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of which should go to Accounts for payment of foreign exchange and other
miscellaneous expenses daily allowance not exceeding amounts as approved by
RBI from time to time.
c. No other allowance shall be paid over and above this amount.
d. On return from an overseas tour, the employee should submit statement of
account with supporting documents.
e. The itinerary along with fare should be worked out by the Travel Department
and sent for approval VCMD / CMD.
f. All related correspondence / fax/ telex received from Company‘s business
associates abroad (pertaining to travel) should be attached with the requisition
for the purpose of obtaining visas.
g. The executives visiting abroad must check their passports thoroughly with
respect to its validity, blank pages for Visa Endorsement etc., well before
planning for a visit.
h. All visas to be obtained locally would be arranged by the concerned Travel
department. Visa will be obtained from Kolkata / Delhi as applicable.
i. Intimation for overseas trip to be sent to Corporate HR.
12.5 ELIGIBILITY FOR CLASS OF TRAVELS FOR FOREIGN
TRAVEL (Mode of Travel)
12.6 OVERSEAS TRAVEL TYPEDESIGNATION CLASS OF TRAVEL
Designation Class of travel
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Managing Director & above Business Class, in exigency First Class
Others Economy Class
a. Single hop travel up to 8 hours of flying time restricted to economy class.
(Destinations in Asia Pacific, Europe)/ Gulf countries.
b. Transatlantic travel / long haul fights as per applicable rules (destinations in
US, Canada, Korea, Japan).
12.7 MISCELLANEOUS EXPENSES
a. The Company shall bear miscellaneous expenses related to Visa Fee, Airport
tax, Any trolley charges.
b. Cost of local taxi from residence to airport and vice versa in India and the
international location.
c. However, employees are encouraged to use local public transport where ever
available.
d. The same will be reimbursed an actual basis against receipts.
12.8 ENTITLEMENT OF EXPENSES
(a) Lodging Expenses:
The company will reimburse actual reasonable expenses incurred on
accommodation, subject to submission of bills, up to applicable limit as given
below:
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(b) Boarding Expenses:
The company will reimburse actual reasonable expenses incurred on food,
subject to submission of bills, up to applicable limits as given below:
(c) Local Transport Expenses:
The company will reimburse actual reasonable expenses incurred on local
transport up to applicable limit as given below:
(a) Lodging Expenses:
EMPLOYEE GRADE USA, UK, CIS, EUROPE & OTHER
JAPAN (US $) COUNTRIES (US$)
Managing Director & Actual Actual
above
P-1 to P-4 Tariff limit $225 per day (Max) Tariff limit $125 per
day (Max)
M-1 to M-3 Tariff limit $150 per day (Max) Tariff limit $75 per day
(Max)
Others Tariff limit $80 per day (Max) Tariff limit $60 per day
(Max)
(b) Boarding Expenses:
above
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P-1 to P-4 $ 75 $ 50
M-1 to M-3 $ 45 $ 30
Others $ 25 $ 25
(c) Local Transport Expenses:
above
P-1 to P-4 $ 50 $ 30
M-1 to M-3 $ 40 $ 30
Others $ 25 $ 25
(d) Per Day Allowance:
Employees will be eligible for Per Day Allowance to cover miscellaneous and
out of pocket expenses like cigarettes, tips, porter charge, magazines, personal
telephone calls, newspapers etc. The grade wise Per Day Allowance limit is
given below:
EMPLOYEE GRADE (US $) ALL COUNTRIES (US $)
MD & above Actual
P-1 to P-4 $ 50
M-1 to M-3 $ 40
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S -1 to S-6 $ 25
Others $ 20
i. The Per Day allowance will be payable from the date of leaving the last
Indian port till the person reaches the Indian port on return.
ii. No supporting receipts / vouchers are required to claim this allowance.
iii. This allowance will continue to be payable even if an employee is provided
with free boarding and lodging or chose to make his own arrangement.
iv. Day for this purpose will be reckoned on 24 hours basis from actual time of
departure from the last Indian port till the time of arrival at the first Indian port
during return journey.
v. For travel duration of over 6 hours and less than 12 hours, half the
entitlement will be payable.
(e) Medical Insurance:
The company will cover the employee under a suitable international medical
insurance during the overseas tour.
(f) Travel Advance / Travel Booking:
i. Employees visiting assignment locations on short-term duration will be
required to carry sufficient fund to cover all expenses that will be incurred while
on trip.
ii. Advance for travel will be released according to ―Travel Advance
Requisition Slip‖ and action for buying the ticket by Travel Desk.
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iii. The quantum of travel advance will be estimated and based on the duration
of the tour will take into account the daily expenses towards, boarding, lodging,
transport etc. per day.
iv. Respective HOD will ensure that the amount for travel advance requisitioned
is reasonable.
(g) Approvals:
Approvals for various activities while going on tour will be as per below:
Activity Approval by
Ticket requisition VCMD /CMD
Travel Advance VCMD /CMD
Expense Report VCMD /CMD
(h) Expenses Reporting:
The employees will be responsible for submission of travel Expense statement
on the prescribed form to accounts department within 7 working days of the
return from the tour, failing which the advance / outstanding amount will be
recovered from the employee‘s salary. The unspent money, if any, will have to
be refunded to the accounts department.
(i) Support Vouchers
The travel expense report must be supported by the following :
i. Counter foil of air (boarding pass)
ii. Bills for boarding and lodging and local transport.
iii. Bills related to official communication.
iv. Bills spent on client entertainment.

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v. Telephone bills or receipts of ISD calls.
vi. No support vouchers are required for per day expenses.
(j) Resignation while at site :
If an employee resigns from the services of the company while on international
business trip, then no expenses towards return travel to HO or the place of
permanent residence will be paid. Also employee will be responsible for getting
all relevant clearances, without which full and final settlement will be with held.
13.1 OBJECTIVE
To provide adequate compensation package based on capability and potential of
the employees.
13.2 SCOPE
As per sub-policies specified below
13.3 RESPONSIBILITY
Proposal / Recommendation – Corporate HR
Final Approval – VCMD / CMD
13.4 COMPENSATION PACKAGE
13.4.1 KEY POLICY – CLAUSE
a. CTC (Cost to the Company) consists of three major following components:
• Basic: Basic rate determine as 40% of CTC amount.
• Retirement benefit: 12% of Basic rate (PF employer‘s contribution where
applicable)
• FBP: FBP (Flexible Benefit Pay) consists of:
13. COMPENSATION & GRADE RELATED

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POLICIES
i) HRA – For metro cities 50% & other cities 40% of basic.
ii) Conveyance allowance Rs.800/-pm (Max)
iii) Vehicle maintenance reimbursement including fuels Rs.15000/-pm (Max)
iv) Driver’s salary – Reasonable amount as per local trend
v) LTA reimbursement - Equivalent amount of one month‘s basic pa (Max)
vi) Medical reimbursement 8.33% of basic, Max Rs.1250/- pm
vii) Special pay – Rest amount.
b. Employees have option to choose the desired components as part of FBP.
c. There are limit fixed by the management in regard to the various components
of FBP. In case the total FBP amount is more that the total of abovementioned
components in such case the balance amount will determine as special pay.
Note: Amount taken into consideration by the employee all in the above
mentioned components pays along with the monthly salary, as per income tax
rules employee to submit the relevant bills / documents to get benefit under
income tax in every quarter otherwise all amount will come under tax bracket.
13.5 LEAVE TRAVEL ASSISTANCE
13.5.1 OBJECTIVE
To provide financial assistance to employees for travel on outstation leave
13.5.2 SCOPE
All regular Employees on Company Rolls
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a. LTA Reimbursement is subject to maximum of ONE-MONTH BASIC
SALARY PER ANNUM.
b. Entitlement for first LTA shall be on completion of one year of service in the
company.
c. In case an individual joins in the course of the year, then the actual limit of
Payment of LTA for the initial year of joining shall be paid on pro-rata basis for
the number of months completed as on 31st March of the financial year with
Health Is Wealth Asia (HIWA).
d. Application for claim of LTA can be made at any time in the financial year.
e. Claim of LTA shall be carried forward for a maximum period of one year.
f. Claims shall be taken as an advance but bill along with copy of the tickets
(Air/ Rail) shall be required to be submitted, else the amount paid shall attract
deductions under Income Tax.
g. Any employee availing LTA shall be required to get a minimum of 4 days
leave (inclusive of intervening weekly off & holidays) sanctioned for the
purpose.
h. Employees claiming LTA of Rs. 2,500.00 or less in a year are not required to
avail leave to claim LTA.
i. A maximum claim of LTA shall be allowed at a time i.e. one for the current
financial year in operation and one either for the previous year for which no
claim was made.
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j. Employees who are not granted leave due to exigency of work shall get the
payment of LTA amount without availing leave. However, such payment shall
attract deductions under the provisions of Income Tax.
k. In case of an employee leaves the services of the company within one year
the Leave Travel Allowance earned shall be en-cashed at the time of final
settlement.
l. In case any employee leaves the services of the company in between the
financial year, he or she shall be eligible for payment of LTA on pro-rata basis
subject to fulfillment of basic eligibility requirements detailed above.
m. In case an employee has already drawn the amount, the balance of the
prorated payment shall be recovered from final settlement.
n. The claims shall be on the financial year basis.
o. An employee has the option of not opting for the above LTA scheme. Instead
of this he or she can opt once a year to receive this LTA amount divided on
equal monthly basis to be paid along with monthly salary. This component
would then be reflected as part of Special Allowance. The employee can opt for
this provision by 15th of April every year.
 NOTE: LTA Amount is meant for Reimbursement it shall not be paid
in Advance.
13.7 BANKING & PAYMENT FACILITY
13.7.1 SCOPE
• All Employees including Trainees.

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a. All Employees shall be provided with a minimum zero Balance Bank
Account.
b. All salary payment shall be deposited directly into respective individual
accounts.
c. The company shall have tie-up with banks to facilitate the process.
d. The company shall not be responsible for the transactions between employees
and bank.
e. Salary of employees will be paid through bank. Company shall have
provision to send Salary directly to the Banks with which Company shall have
tie-ups.
f. The list of Banks with which the Company has tie-ups shall be communicated
to the Employees from time to time.
g. Change of Salary Bank shall be made through the Corporate HR / site HR.
h. Willingness to change the Bank shall be communicated to the Corporate HR /
site P&A dept. and accordingly either New Bank Account shall be opened or
existing Account Number of same Bank, if any.
14. LEAVE
14.1 OBJECTIVE
To provide guidelines for permissible leave from work during the year
14.2 SCOPE
All regular Employees including Trainees.

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14.3 RESPONSIBILITY
Recommending authority – Respective immediate superior
Sanctioning authority – Respective HOD
Other activities – Corporate HR / Site HR
14.4 LEAVE ENTITLEMENT
a. The leaves entitlements:
▫ Privilege Leave / Earned Leave: 15 days a year
▫ Medical Leave: 08 days a year
▫ Casual Leave: 07 days a year
b. Un-availed Casual Leave during the calendar year would automatically be
lapsed.
c Any holiday or weekly off falls between two sanctioned leave will not be
counted as leave.
d. In case of long (7 or more days) sanctioned leave the holiday /weekly off falls
in between will be treated as leave.
d. The list of paid holidays at Health Is Wealth Asia (HIWA) will be circulated
at the beginning of every year.
14.5 LEAVE AVAILMENT
a. Employees can avail leave for HALF-DAY or more subject to approval of
respective authority.
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b. For availing HALF-DAY leave, they must ensure that they have completed
MINIMUM FOUR HOURS DUTY before or after availing such a leave.
c. The leave can be prefixed and/ or suffixed to weekly Offs or Holidays.
d. At the beginning of the Calendar Year (i.e., on 1st January) leaves earned by
the employee in the previous year shall be credited to individual Leave Account.
e. Availing Leave for THREE-DAYS OR MORE on ―Sick‖ ground is subject to
submission of a Medical Certificate from a registered medical practitioner for
the relevant period, which is to be attached along with the Leave Application.
f. Leave Availing shall subject to approval of concerned sanctioning authority.
g. The intervening Holidays or Offs during the period of leave will be excluded
from leave in case of less than seven days sanctioned leave and in case of seven
or above sanctioned leave the same will be included in leave.
h. The criterion of availing leave is ―Personal‖, ―Sick‖ and ―Going out of
Station‖ – this need to be indicated at the time of creation of Leave Application.
i. All sanctioned Leave Applications must be submitted to Corporate HR / Site
HR well in time.
14.6 LEAVE ACCUMULATION & ENCASHMENT
a. Employees can accumulate un-availed PL/EL to a maximum of 105 Days and
medical leave to a maximum of 32days.
b. Privilege leave beyond 105 would en-cashed and ML beyond 32 days would
automatically be lapsed.
c. Employees can en-cash their PL/EL keeping a minimum balance of 30 Days.

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d. The encashment shall be admissible only when the employee has taken
minimum 10 Days leave in a particular calendar year.
e. On Retirement/ Resignation/ Termination/ Death, the un-availed leaves shall
be en-cashed.
f. Encashment may be made only once, at any time of the year and shall be
encased at (Basic) as on date of encashment.
g. Encashment Amount shall be paid through salary of the respective month(s).
14.7 MATERNITY LEAVE – 84 DAYS
14.7.1i KEY POLICY-CLAUSE
a. It shall cover only Married Female Employees who have completed 180 days
of continuous service on date of availing this leave.
b. This Leave can be availed for restricted to two children.
c. Maternity Leave maximum admissible is 12 WEEKS (84 days) with full pay,
six weeks before and six weeks after delivery or in any other proportions.
d. Maternity Leave can be combined with PL or ML, if having any balance to
her credit.
15. MEDICAL
15.1 OBJECTIVE
To provide better Health & Quality of Life to individuals working with the
Company and their immediate family members.
15.2 SCOPE
As per sub-policy specifications below

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15.3 RESPONSIBILITY
 Recommendation - Respective HOD / Site HR
 Approval – Corporate HR
 Payment reimbursement – Accounts Dept.
15.4 MEDICAL REIMBURSEMENT
15.4.1 SCOPE
Only regular Employees.
a. The scheme is applicable to all permanent employees drawing above
Rs.10000/- pm as CTC.
b. Any individual may opt the scheme as a part of CTC
c. The Coverage includes declared dependent family members i.e., Wife,
Children (up to the age of 25).
d. Medical Reimbursement Amount does not lapse if not en-cashed.
e. Reimbursement is subject to maximum limit shown in letter of appointment.
f. In case an individual joins in the course of the year, the actual limit shall be
pro-rated for the number of months completed as on 31st March of the year.
g. Reimbursement of Medical expenses is a part of FBP.
h. All Medical Reimbursement Claims towards Doctor‘s Fee, Medicines,
Laboratory Tests, Spectacles, Dentures, etc. must be supported by Bills/
Receipts/ Cash Memo and shall be submitted to Accounts Department on
monthly basis by 17th of each month.
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i. NO REIMBURSEMENT shall be made for expenses on Baby foods, Beauty
Aids, Cosmetics & Health Drinks and expenses under Naturopathy System.
j. Medical expenses bills of a financial year must be claimed during that year or
during the first Quarter of the next year else the Bill shall be considered as ‗Not
Eligible‘. Unutilized medical reimbursement expenses can be carried forward to
unlimited amount. Any tax liability on this amount has to be borne by the
individual employee.
k. Medical Expenses without submitting medical bills and shall pay in monthly
salary.
15.5 MEDICAL FACILITY
15.5.1 SCOPE
 All Employees, Trainees and Contract persons working at Project site
who come across any minor or major Injury On Work
a. First aid boxes are kept and made available at various locations in the Plant.
b. In case of accident or injuries, the Company shall take care to ensure that
first-aid is given to each and every employee who meets with an accident.
c. Company has a part time Doctor at First Aid Centre at Project site.
15.6 HEALTH CHECKUP & CAMPS
15.6.1 SCOPE
 All Employees including Trainees working at Project site.
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a. The Company shall initiate the Health Checkup Program (s) for all its
employees as per statutory laws applicable in different states.
b. Health Checkups shall be organized on a periodical basis and their
arrangement shall be communicated to the Employees from time to time.
c. Health Checkups shall be either organized in project sites or any of the
Company referred Hospitals.
15.7 FIRST AID CENTRE
a. In case of ―Injury on Work‖, the concerned employee or supervisor or any
other person should first contact with the attendant in First Aid Centre (FAC).
b. FAC will only provide First Aid Services. In case of major injury (which is
beyond the control of attendant) the injured person will be sent to company‘s
authorized doctor or hospital.
c. No employee should instruct the attendant of First Aid Centre regarding their
choice of treatment with any hospital referred by them.
d. The attendant of First Aid Centre is trained for only first aid services during
injury on works and not competent enough to suggest any medicine, pain killer
etc. In such case all are requested to avoid taking medicine without consulting
any doctor.
e. Besides, injury on work for any other medical treatment, First Aid Centre will
refer the case to the Doctor and expenses towards those treatments will be borne
by the concerned employee only.
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f. Attendants or doctors are advised not to give any such medicines which create
drowsiness to any employee during duty hours to avoid any accident.
g. No employee is allowed to attend duty in drunken position.
h. In case of any person injured on work while in drunken condition, the
expenses towards first aid as well as doctor facilities provided to him will be
charged from the concerned employee. In such cases, management reserves the
right to initiate disciplinary action against him.
i. No employee or person is allowed to sit for gossiping in the First Aid Centre.
15.8 MEDICLAIM INSURANCE POLICY
15.8.1 OBJECTIVE
 To build positive and supportive attitudes towards those infected and
promote health and safety amongst the employees.
15.8.2 SCOPE
 All employees as per their terms of appointment.
 Optional for individual.
WHAT IT COVERS
a. It covers expenses incurred towards hospitalization up to the limit of amount
insured.
b. For illness/disease
d. Hospitalization due to accident
e. Minimum 24 hours stay at the hospital is compulsory.
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f. Hospital should have 20 beds or more and registered with competent
authority, capable of carrying out operations.
g. Any pre existing illness treatment taken prior to joining of policy not covered
–Pre- & post hospitalization expenses pertaining to the treatment at the
hospitalization
h. Period covered 30 days pre & 60 days post.
i. It covers self, spouse & two children under the single sum insured.
j. Maternity covered Rs 25,000/- normal & Rs 30,000/- for caesarian
k. Checkups cursory tests general colds & coughs are not covered. Other terms
as per insurance company‘s detailed guidelines.
EMPLOYEES’ OBLIGATIONS TO
a. Provide the correct information regarding the name and age of your family
members to Corporate HR at the time of joining.
b. Pay a nominal advance at the hospital, to ensure uninterrupted service.
c. Pay only in the event, the concerned is unable to communicate and at
unearthly hours and emergency treatment is given by hospital and ensure that
the details of your employee code are correctly filled and given to the billing
section of the hospital
d. Follow up for the fax to be sent by the hospital to the TPA, so that TPA can
timely approve. This takes less than four hour subject to documents
e. Check the veracity of the bills to ensure that you have been charged only for
the treatment given.
EMPLOYEES’ BENEFIT
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a. Hospitalization treatment at your choice within listed hospitals.
b. Treatment at the hospital without paying cost.
d. Ensuring the family members is always protected.
CASH LESS FACILITY
a. A facility where the employee, need not to pay cash for all expenses
RELATED TO ILLNESS/DISEASE.
b. How to get cash less facility
c. What to do?
o Check if the hospital is on the panel of the TPA
o Go to the link and you will have the list of Hospitals in panel
o List attached ( if not in list
o Hospital needs to be registered with the local authorities
o With more than 18 beds and is capable of performing operations
e. You need to approach the billing section of hospital fill in a form mentioning
the details of the treatment. Show the card if you have else.
f. Fill in your id which is HDRxxxxxHIWA
g. xxxxx refers your employee id
h. Show your company i card at the billing section after providing a photocopy
of the same.
i. Copy of form needs to be faxed by the hospital to the TPA
j. TPA after verifying by the panel will send a approval for the same.
k. Before discharge the final bills need to be intimated, this takes a little time
please provide for the same after which you get final approval/clearance for
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the bill
REIMBURSEMENT
a. In case the hospital is not in panel.
o Get treatment at your choice of hospital within the listed hospital.
o Fill claim form
o Write your member ID
o Submit all prescriptions, reports, bills in original, test reports hard proof like
X-ray Scan etc
o Payment proof in Original
o For getting the same settled by the insurance co
b. The claim will be processed by insurance cell thru insurance company
c. You will be paid by cheque on receipt of the claim
d. For recovering expenses incurred post and pre hospitalization
o Please follow same steps mentioned above.
o Ensure that all the documents are submitted in Original and in complete
respects; any shortfall in documents would delay the processing.
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15.9 GROUP PERSONAL ACCIDENT POLICY (GPA POLICY)
15.9.1 OBJECTIVE
 The objective of the Group Personal Accident Policy is to help employees
and/or their dependants in reimbursing the medical treatment of the
insured employee and also financial assistance to the insured employee‘s
family in case he or she dies of accident at work.

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15.9.2 SCOPE
 All Employees
a. This policy is purely Accidental Policy, which has been taken by the
Company to support Workmen Compensation Policy.
b. Please read below for details of this Policy, covered as KEY
POLICYCLAUSE.
15.9.4 DEFINITION & CLAUSE: INSURED PERSON
a. Insured name declared in the schedule is called insured person.
b. If any of the insured persons shall sustained any bodily injury resulting solely
and directly from accident caused by external violent and visible means, the
sum herein after set forth in respect of any of the insured person specified in the
schedule.
1. The employee is provided with Insurance cover for 24 hours.
2. The Company seeks loss of wages due to accident under this cover apart from
benefits on account of disability/death.
3. In case of Permanent Disability, Certificate to be obtained from District Civil
Surgeon, which is to be submitted along with claim and as per percentage of
disability sum insure declared in the schedule will be admissible.
15.9.5 REIMBURSEMENT OF EXPENSES OF CARRIAGE OF DEAD
BODY
a. This policy will reimburse the actual expenses incurred for carriage of the
dead body of the insured (death due to accident) to the place of residence
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subject to a maximum of 2% of the capital sum insured or Rupees 1,000.00
whichever is less.
15.9.6 EXCEPTIONS OF POLICY
a. Compensation under more than one of the foregoing clauses in respect of the
same period of disablement
b. Any payment in case of more than one claim under the policy during any one
period of insurance by which the maximum liability of the company in that
period would exceed the sum payable under of this policy.
c. Payment of compensation in respect of Death, Injury or Disablement of the
Insured
i. From intentional self injury, suicide or attempted suicide
ii. While under the influences of intoxication liquor or drugs
iii. While engaging in Aviation or ballooning, whilst mounting in to,
dismounting from or traveling in any balloon or aircraft other than as a
passenger (fare paying or otherwise) in any duly licensed standard type of
aircraft anywhere in the world
iv. Arising or resulting from the Insured committee any breach of the law with
criminal intent
d. Payment of compensation in respect of death, injury or Disablement of the
insured due to or arising out of or directly or indirectly connected with or
traceable to war, invasion, Act of foreign enemy, Hostilities civil war,
Rebellion, Revolution, Insurrection, Mutiny, Military or Usurped Power
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Seizure, Capture, Arrest, Restraint and Detainments of all kings, princes and
people of whatsoever nation condition or quality
e. Directly or indirectly caused by or contributed to by or arising from nuclear
weapons material
f. Pregnancy
15.9.7 APPLIED CONDITIONS
a. Upon the happening of any event, which may give, rise to a claim under this
policy written notice with full particulars must be given to the insurance
company immediately. In case of death written notice also of the death must,
unless reasonable cause is shown, be so given before interment cremation and in
any case, within one calendar month, after the death, and in the event of loss of
sight or amputation.
b. Proof satisfactory to the company shall be furnished of all matters up on
which a claim is based. Any medical or other agent of the company shall be
allowed to examine the person of the insured on the occasion of any alleged
injury or disablement when and so often as the same may reasonably be
required on behalf of the Insurance Company and in the event of the death, to
make a postmortem examination of the body of the insured.
c. The company shall not be liable to make any payment under this policy in
respect of any claim be in any manner fraudulent or supported by any fraudulent
statement or device whether by the insured or by any person on behalf of the
insured.
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15.10 COMPENSATION ON MINOR / FATAL ACCIDENTS AS PER
WORKMEN
COMPENSATION ACT + WELFARE POLICY OF COMPANY
15.10.1 SCOPE
 Only for Employees working with Project site.
 NOTE: All Medical Expenses on injury to Contractor Labors while at
work at the project site will be borne by the respective Contractors only.
 Under Comprehensive Medical Coverage for the Employees, in case of
accidents at work resulting in unfortunate death, Compensation extended
to the dependants of the diseased employee is 50% Medical expenses on
loss of wages of sum insured (30 times Basic) subject to submission of
bills.
 In case of Fatal Accident the Accidental Death Coverage is as per
workmen compensation act.
16. PERFORMANCE MANAGEMENT SYSTEM
16.1 OBJECTIVE
 The Performance Appraisal system shall primarily be meant to achieve\
the following:
To provide systematic review of the performance of an employee
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To assess training and development needs of the employee keeping in
view the organizational development needs.
16.2 SCOPE
 All regular Employees
16.3 RESPONSIBILITY
 Intermediate & Quarterly/ half yearly/ yearly review of KPIs &
Performance of Employee – Reporting Officer
 Final Review – HOD or Functional Head or SBU head.
16.4 FEATURES
 The Performance Management System shall primarily consist of:
Annual Performance Planning/ Target Setting latest by second
week of April every year.
Self Appraisal & Review by Reporting Officer end of every
quarter.
Review of employee by the HOD/ Functional Head at the end of
the financial year.
16.5 KEY PERFORMANCE INDICATOR (KPI) SETTING / TARGET
SETTING
a. The Performance planning shall be done latest by second week of April every
year along with the Reporting Officer.
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b. The Performance plans should have direct linkage with the Corporate Plan of
the department (Balanced scorecard) and each task should have target date.
c. Each KPI in the KPI sheet should be specific and have a fixed time frame
depending upon the nature of the task with built-in provision for carry forward.
d. The broad areas of performance measurement in the KPI sheet are Finance,
Internal Business process, People Development and Customer.
16.6 SELF-APPRAISAL
a. The KPI achieved should be put in the quarterly review form every quarter.
b. KPI achieved should have direct linkage with the Annual KPI Target for the
relevant period.
c. The reporting officer should comment on the self-appraisal for the employees
both on the performance as well as the constraints highlighted in the self
appraisal.
d. Employees undertaking new or additional activities over and above envisaged
in the Annual KPI Target for the relevant period may include new/ additional
KPI in their self-appraisal in separate window with built-in provision to
incorporate these activities in the Annual KPI Target.
16.7 REVIEW
a. The HOD/ Functional Head shall do the review at the end of the financial
year in the Annual Review Form of the appraisal.

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17. PROMOTION
17.1 OBJECTIVE
 To integrate growth opportunities, motivate employees for better
performance and ensure continuity in managerial positions.
17.2 SCOPE
17.3 RESPONSIBILITY
 Final Approval for Promotion – Concerned HOD / Corporate HR head /
VCMD /Chairman
 Other letter preparation tasks – Corporate HR.
a. Promotion would be based on the existence of the vacancy in the next level
and role enhancement.
b. The employees shall be considered for promotion only if their performance
has been assessed not below ―SIGNIFICANT CONTRIBUTOR‖ in any of the
quarters of the financial year under consideration and should have at least one
year of service left from the date of which the promotion order is being issued.
c. Promotion will be on the basis of various criterions declared by the
management every year at the time of annual appraisal.
d. The promotions shall be effected along with the annual increments.
18. LOAN & ADVANCE POLICY
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18.1 OBJECTIVE
 To impart welfare through providing financial assistance to the
employees
a. Eligibility
i. Two years of continuous service is required to avail advance / loan
ii. There should be no advance / loan outstanding against the individual name at
the time of the application of advance / loan.
iii. The advance / loan permissible only one in 2 years.
b. Purpose
i. Sudden illness of self, spouse, dependent parents / children.
ii. Marriage of self, sister, daughter / son.
c. Entitlement
i. Three months – basic salary.
ii. The entitlement can be increased to additional 3 months basic salary and in
that case the individual will have to pay interest @7%. This would require the
approval of Chairman.
d. Repayment of Advance / Loan
i. The amount will be repayable in maximum 12 equal monthly installments.
ii. In the case of separation of the individual, the company will reserve the right
to withhold the individual‘s final settlement.
e. Procedure for availing advance / loan

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i. The application for advance / loan should be submitted in the prescribed form
which is available with the HR.
ii. The application should bear the recommendation of the concerned HOD.
iii. The HOD has given his recommendation; the application will be forwarded
to the Head HR.
iv. The Head HR will that give this approval on the application as per the
guidelines mentioned above.
18.3 SALARY ADVANCE
18.3.1 SCOPE
All regular Employees in all the grades on the roll of HO
• Verification of Advance Applications and/or Applicants – Corporate HR / Site
HR.
• Update of confirmed Advances – Corporate HR / Site HR.
• Preparation and Issuance of cheques - Accounts Department
• Regular deductions – Corporate HR /Accounts Department
a. This shall be limited to ONE month's Basic salary, interest free and
recoverable in the current month‘s salary.
19. REWARDS & RECOGNITION
19.1 OBJECTIVE
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A rewards and recognition policy is designed to encourage employees to make a
performance difference either individually or through teams.
To recognize positive behaviors that support individual or team goals and
Objectives
To provide timely recognition to employees either as planned or
immediate recognition
To provide multiple-levels of recognition based on the significance of the
contribution
To provide for both manager and employee initiated recognition and
rewards
To improve employee productivity and quality of work
To improve customer service
19.2 SCOPE
All regular Employees
19.3 AWARD AMOUNT
a. The policy recognizes achievements or accomplishments that contribute to
the overall objectives of the organization.
b. The policy may provide both monetary and non-monetary awards.
c. The total of monetary and non-monetary awards shall not exceed Rs.
5,000.00 per employee per fiscal year.
19.4 TYPES OF AWARDS
19.4A MONETARY AWARDS

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a. Monetary awards shall include:
i. Those paid by cash
ii. Items that can be readily converted to cash, such as savings bonds or gift
certificates
b. Monetary awards shall not be added to an employee's base pay.
c. Departments cannot increase award totals by the amount of payroll taxes
normally deducted from employees' pay.
19.4B NON–MONETARY AWARDS
a. Non-monetary recognition awards include:
i. Non-refundable gift certificates
ii. Meals & trips
iii. Plaques, trophies, certificates, and desk items
iv. Personal items of clothing such as caps, shirts, and sweatshirts
v. Other items such as tools, electronics, radios, sports equipment and
timepieces
vi. Industrial Tour etc.
19.5 TYPES OF EMPLOYEE RECOGNITION
 To insure both fair and consistent application of recognition, a core set of
rewards and recognition programs have been developed, as described
below.
Additional recognition programs may be added as deemed appropriate.
19.5A PLANNED EMPLOYEE RECOGNITION
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a. This approach is characterized by pre-arranged, more frequently scheduled
ways of acknowledging contributions and accomplishments of an individual or
team.
b. This approach is less formal and provides more frequent opportunities to
recognize employees.
c. Examples include rewards and recognition for:
i. Employee of the month award
ii. Safety award
iii. Customer service award
iv. Public service award
v. Productivity award
vi. Outstanding achievements award
19.5B IMMEDIATE EMPLOYEE RECOGNITION
a. This approach provides employee rewards and recognition at any time for
demonstration of behaviors and values of the organization, contributions to the
goals and objectives of the organization or work unit and to acknowledge
individual or team accomplishments.
b. Examples include rewards and recognition for:
i. Teamwork award
ii. Project Completion award
iii. New or modified business practices award
iv. Exemplary effort award
v. Employee appreciation award

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19.6 LEVELS OF EMPLOYEE REWARDS & RECOGNITION
19.6.1 LEVEL - ONE
a. To recognize a superb job on a project, task or activity or suggestions leading
to the improvement of a work process, workflow, or customer service practice.
i. Up to 500 cash/non-cash
19.6.2 LEVEL - TWO
a. To recognizes sustained outstanding achievement or contribution above and
beyond standard job requirements or suggestions leading to improvements in
the work process, workflow, or in customer service.
i. Up to 3000 cash/non-cash
19.6.3 LEVEL - THREE
a. To recognize an extraordinary achievement or extraordinary contribution
requiring maximum effort that significantly impacted customer service and
productivity that is not likely to repeat itself.
i. Industrial Tour with spouse.
19.7 MANAGEMENT RESPONSIBILITY
a. Each HOD shall determine how the policy is to be administered within their
respective areas within the pre-allotted budget.
b. A written plan will be developed that indicates the type of reward and
recognition programs to be used, the nomination process, the criteria for
determining the level of the award, the approval process, and the
communication plan.
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c. The written plan will be reviewed by Corporate HR for adherence to the
organization‘s policy for recognition and approved at the level of VCMD /
Chairman prior to implementation.
20. SUGGESTION SCHEME (STAR IDEAS)
20.1 OBJECTIVE
 To provide innovative thinking for work life improvement
 To encourage and recognize employee creativity
 To provide scope to participate in the development and growth of
company
 To improve productivity, techno-economics, quality and system
20.2 SCOPE/ COVERAGE
 All employees
20.3 RESPONSIBILITY
• Authentication of implemented suggestions – concerned Reporting
Officer
• Reporting of suggestion – HOD / Functional Head
• Other tasks - Corporate HR / Site HR.
a. Through this policy the innovative and creative skills of the employees will
be recognized on a daily basis.
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c. A special certificate will be awarded to the employees whose suggestions and
recommendations make significant difference on the following areas:
i. Productivity improvement
ii. Cost reduction
iii. Quality improvement
iv. Areas of new initiatives.
v. Break down control and Reducing machine down time
vi. Speed of delivery – without compromising on quality
vii. Positive and good attitude towards work and colleagues
viii. Safety Environment and Pollution Control
ix. Innovation and new ideas impacting the company in a positive manner
d. All ideas/ suggestions implemented to be authenticated by Reporting officer
and forwarded to Corporate HR for recognition certificate.
e. All HOD / Functional Heads should send a report on the prescribed format
addressed to Head Corporate HR by every last day of the week.
f. All the certificates will be handed over by the VCMD / Chairman OR their
representative every weekend in the presence of other team members.
21. DISCIPLINE MANAGEMENT
21.1 OBJECTIVE
 To maintain cordial and cohesive relationship with co-employees,
customers and to maintain ethical dealings with job, organization and
society,
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 To show high standard of integrity.
21.2 SCOPE/ COVERAGE
 All employees
21.3 RESPONSIBILITY
 Each individual
21.4 CODE OF CONDUCT
a. Code of conduct is compulsory and binding on all employees
b. Non-observation or breach of code of conduct shall make the employee liable
for disciplinary action leading to imposition of major or minor penalty or with
adverse impact on their career including termination/ dismissal.
c. Non-supervisory employees shall be required to adhere to the provision
applicable Standing Orders notified by the respective State Government
pending finalization of the own certified standing orders.
d. The salient features of the CODE OF CONDUCT applicable to the
employees are as under:
i. All the employees shall display complete loyalty towards the Organization.
ii. All the employees shall follow company rules and regulations framed from
time to time.
iii. All the employees shall strictly observe the working hours prescribed.
iv. All the employees shall follow job instructions given to them by their
superiors and achieve their mutually agreed targets.
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v. All the employees shall be expected to observe strict moral and ethical
standards in their work and personal life.
vi. The employees shall not criticize the company and the company policies at
any point of time within or outside the company. If they have any suggestion,
they shall be welcomed to route it through proper channel.
vii. All the employees shall be expected to follow organization hierarchy in
accepting orders and giving instructions for work. Refusal to obey the
instructions of the superior shall be a serious case of misconduct.
viii. All the employees shall work in such a way as to ensure complete personal
integrity.
ix. All the employees shall be expected to protect company property and keep
the company information confidential wherever required.
x. No employee shall accept any part-time or full time paid job outside the
organization. If they desire to take up some exceptional assignments outside, it
shall be accepted only with the approval of the appropriate authority.
xi. No employee shall publish or cause to be published an article written by him
or her on any matter relating to the company in any local, national or overseas
newspaper, journal or any other publication without the written permission of
the management.
xii. Such permission shall not be necessary for publication of articles that has no
bearing on the affairs of the company and which do not directly or indirectly
affect the company and for which no remuneration is given.
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xiii. No Employee shall neither consume nor bring alcohol inside the office
premises / workplace nor shall he or she enter the office premises /workplace in
an alcoholic state after consuming any kind of alcohol.
21.5 DISCRIMINATION & HARASSMENT POLICY
21.5.1 SCOPE / APPLICABILITY
21.5.2 COMMON POLICY-CLAUSE
a. The company shall be committed to providing and maintaining an open,
positive work environment, which is free from any discrimination or
harassment.
b. All employees must be treated with respect, dignity, and courtesy.
c. There shall be no discrimination or harassment against any person on the
grounds of race, color, religion, national origin, disability, age, sex, marital
status, sexual orientation or citizenship.
d. Any discriminatory action against full time employees, contractual
employees, clients, or vendors shall be met with disciplinary action.
e. Every complaint shall be promptly and thoroughly investigated and
confidentiality is maintained as far as the situation would permits. Furthermore,
the Company does not retaliate against any employee for bringing questionable
circumstances to attention.
f. Along with the preceding points in the policy, the foregoing paragraphs under
this policy shall be covered.
21.5.3 HARASSMENT
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21.5.3a STATEMENT
� Harassment is behavior that is offensive to individuals including negative
stereotyping, unwelcome sexual advances (from the same or opposite sex),
epithets, sexist, racist or religious slurs, demeaning jokes, gestures, written or
graphic material that communicate these concepts and any other conduct that
makes the working environment hostile or offensive.
21.5.3b PROHIBITIVE CONDUCT
Specific types of prohibitive conduct include, but are not limited to:
i. Request for sexual favors
ii. Verbal or physical conduct of sexual nature
iii. Discussion of a person‘s physical characteristics or dress
iv. Any unwelcome advances
v. Use of offensive language or demeaning terms
vi. Narrating offensive jokes or sexually explicit stories
viii. Circulation or posting of offensive pictures
ix. Objectionable physical proximity or contact
x. Spreading rumors or talking to third parties about an individual in
a demeaning fashion
NOTE: All the above is prohibitive through any mode of communication
including in person, over the phone, on voice mail, through pen and paper,
on e-mail, through chat, through SMS or any other form of
communication.
21.5.3c EXCEPTIONS
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 Harassment shall not include occasional compliments or voluntary
relationships between individual employees.
 However, in case of voluntary relationships, employees must ensure that
the work environment is free from favoritism and the relationship does
not affect work in any way.
21.5.4 DISCRIMINATION
21.5.4a STATEMENT
Discrimination means treating employees differently, in any aspect of
employment, solely because of a trait or characteristic that is not related to their
ability to do their job.
21.5.4b KEY POLICY-CLAUSE
a. The Company shall discourage discrimination based on a person's sex, race,
caste, community, marital or family status, religion, national origin, age, sexual
orientation, and disability.
b. The Company forbids retaliation against an employee for filing a charge of
discrimination or participating in an investigation, or opposing discriminatory
practices.
c. Charges on harassment and discrimination are likely to be grounds of
termination of employment.
21.5.4c HIGHLIGHTING POINTS
a. If an employee is encountering discrimination or harassment, he/she may take
the following course of action:
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b. Speak directly to the offender using statements like "Please stop that," "I
don't appreciate that," or "I find that offensive". However, it is not necessary for
an employee to take this action before reporting a complaint to HR
c. If the offensive behavior continues or if the employee feels uncomfortable in
confronting the offender, the situation needs to be brought to the attention of the
manager or the Grievance Redressed Committee. A thorough investigation of
the case and necessary action shall be taken. It shall be ensured that the case is
kept confidential both internally as well as externally.
d. If an employee hears about or observes a possible harassment or
discrimination, the employee is accountable to report the situation to the
Grievance Redressed Committee. The employee‘s identity will be kept
confidential. To maintain confidentiality, employees should not confer with
anyone else at the company about the situation. All complaints of discrimination
or harassment are serious and appropriate investigation of complaints will be
conducted.
e. The Grievance Redressed Committee shall spearhead the investigation. The
questions asked during an investigation shall be focused on what occurred
during the incident, including specifics about what happened, who said what,
who was present, venue, time and what happened before the incident. After all
the facts have been analyzed a determination shall be made and appropriate
corrective action will be taken. Corrective action shall depend upon the nature
and intensity of the situation and may include counseling or termination of
employment.
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f. After completion of an investigation, the concerned parties shall be informed
of the decision taken.
21.6 GUIDELINES FOR FORMULATION OF GRIEVANCE
REDRESSAL COMMITTEE
a. In order to resolve all cases related to Workplace Harassment or
Discrimination, setting up a Grievance Resolution Committee would be set up
on which the Corporate HR will be represented. The Corporate HR would own
the process of formulating this committee, and the following guidelines shall be
used while doing so:
i. Committee shall be represented by women.
ii. Complaints Committee may include a representative of an NGO or other
organization that is familiar with the issue of sexual harassment.
iii. Confidentiality of the complaint procedure shall be maintained.
iv. Complainants or witnesses shall not be victimized or discriminated against
while dealing with complaints.
b. The Committee shall make an annual report to the management committee of
the organization of complaints received and the action taken by them.
NOTE: These have been extracted from the Supreme Court of India
Guidelines on Sexual Harassment, August 1997; the same can be referred to
for further details.
21.7 MAINTENANCE OF POSITIVE DISCIPLINE IN THE COMPANY
21.7.1 OBJECTIVE
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 To establish a transparent system for maintaining positive conduct &
discipline amongst the employees in the Company following the
Principles of Natural Justice.
21.7.2 SCOPE
 All employees
21.7.3 DEFINITIONS
Misconduct Any act committed by an employee at his or her workplace or
within the premises of the Company, which is subversive to
the discipline within the organization.
Employee All employees in the regular grades i.e. E08 – E18
(Presidents) of the organization.
Trainee GETs or MTs on the rolls of the Company undergoing
Training.
HOD Head of Department of the employee who has indulged into
any misconduct(s).
Disciplinary Head of Department or Functional Head of the employee
Authority who has indulged into any misconduct(s).
Management The management of Health Is Wealth Asia (HIWA)
depending upon the enrolment of the employee concerned.
Company Health Is Wealth Asia (HIWA) – Mumbai
21.7.4 MISCONDUCTS
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 Following is a list of misconducts for which an employee may be
charged. This list is illustrative and not exhaustive and depending of the
act of omission/ commission the nature would be included for issue of
Show Cause/ Charge sheet.
a) Willful insubordination or disobedience, whether or not in combination with
another, of any lawful and reasonable order of a superior.
b) Going on an illegal strike or abetting, inciting, instigating of action in
furtherance thereof.
c) Willful showing down in performance of work, or abetment or instigation
thereof.
d) Theft fraud or dishonesty in connection with the employer‘s business or
property or the theft of property of another workman within the premises of the
establishment.
e) Taking or giving bribes or any illegal gratification.
f) Habitual absence without prior sanction of leave, or absence without leave for
more than ten consecutive days or overstaying the sanction leave without
sufficient grounds or proper or satisfactory explanation.
g) Late attendance on not less than four occasions within a month.
h) Non-swiping of Card at the time of reporting for duty and/or leaving the
workplace.
i) Habitual breach of any Standing Order or any law applicable to the
establishment or any rules made there under.
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j) Collection without the permission of the Manager of any money within the
premises of the establishment except as sanctioned by any law for the time
being in force.
k) Engaging in trade within the premises of the establishment.
l) Drunkenness, riotous, disorderly or indecent behavior on the premises of the
establishment.
m) Commission of any act subversive of discipline or good behavior on the
premises of the establishment.
n) Habitual neglect of work, or gross or habitual negligence.
o) Habitual breach of any rules or instruction of the maintenance and running of
any department, or the maintenance of the cleanliness of any portion of the
establishment.
p) Habitual commission of any act or omission for which a fine may be imposed
under the Payment of Wages Act, 1936.
q) Canvassing for union membership, or the collection of union dues within the
premises of the establishment except in accordance with any law or with the
permission of the Manager.
r) Willful damage to work in process or to any property of the establishment.
s) Holding meeting inside the premises of the establishment without the
previous permission of the Manager or except in accordance with the provisions
of any law for the time being in force.
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t) Disclosing of any unauthorized person any information in regard to the
process of the establishment which may come into the possession of the
workman in the course of this work.
u) Gambling within the premises of the establishment.
v) Smoking or spitting on the premises of the establishment where the employer
prohibits it.
w) Failure to observe safety instruction notified by the employer or interference
with any safety device or equipment installed within the establishment.
x) Distributing or exhibiting within the premises of the establishment hand bills
pamphlets, posters, and such other things or causing to be displayed by means
of signs or writing or other visible representation on any matter without
previous sanction of the Manager.
y) Refusal to accept a charge sheet, order or other communication served in
accordance with these standing orders.
z) Unauthorized possession of any lethal weapon in the establishment.
21.7.5 PROCESS OF HANDLING CASES OF MISCONDUCT
 In the event of any employee committing one or more of the
misconduct(s) mentioned above at (a) to (z), the following procedure
shall be followed:
1. A written complaint is to be submitted by the person(s) affected/ witness to
the misconduct to the HOD of the employee indulging into misconduct.
2. The HOD would forward the complaint to HR Head at HO with specific
3. Observations like issuance of Warning/ Show Cause/ Charge sheet.

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4. The Corporate HR /Site HR will prepare the Warning Letter / Show Cause/
Charge sheet as the case may be, get it signed by the concerned HOD as the
Disciplinary Authority and serve the same upon the employee concerned.
5. The employee concerned shall be required to submit a statement of defense of
his or her HOD within the stipulated time as mentioned in the Show Cause/
Charge sheet.
6. In the event of non-receipt of a reply/ statement of defense, it would be
presumed that the employee has nothing to offer in his or her defense and HOD
would propose to HR of initiation of next course of action.
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7. In case wherein the employee submits his or her statement of defense or
reply, the same will be examined by the HOD who would suggest for either
dropping the charge(s) in case the reply is found to be satisfactory with evidence
or for proceeding with domestic in case the reply is not found to be satisfactory.
8. If the recommendation of the HOD is to drop the charge(s), a letter to the
effect will be prepared by HR, signed by the HOD and issued to the employee
concerned.
9. Case(s) wherein the HOD has advised for proceeding with domestic enquiry,
the HOD would also propose the members of the Enquiry Committee
comprising of representative(s) of the Department in question and HR
indicating the name of the Chairman and The Enquiry Committee. A Presenting
Officer would be nominated who would present the case before the Enquiry
Committee on behalf of the Management. The HR representative in the
committee would be the de facto Member Secretary who over and above of
participating in the enquiry proceedings would maintain all the documentation
like maintaining the proceedings of the enquiry, exhibits produced before the
committee, etc. An order for constitution of Enquiry Committee would be
issued by the HOD and copies sent to all concerned.
10. The Chairman of the Enquiry Committee would then issue an Enquiry
Notice indicating the date, time and venue of the enquiry.
11. The charge sheeted employee will be given the liberty of defending his or
her case alone or take help of a colleague who shall be an employee on the
regular rolls of the company.

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12. The Committee would go into every detail of the incidence, examine the
facts, witnesses and exhibits brought before the committee, draw out the
conclusion whether the charge(s) have been proved or not and submit the
Enquiry Report to the concerned HOD.
13. In no case can the Enquiry Committee suggest for imposition of penalty.
14. The HOD would go through the Enquiry Report and based upon the findings
of the Committee & the severity of the charge(s), the HOD would take decision
upon the quantum of punishment that is to be imposed upon the quantum of
punishment that is to be imposed upon the charge sheeted employee, as below:
i. Warning
ii. Censure (Eligibility to be increased by one year of consideration for
promotion)
iii. Reduction of Basic Pay by 20%
iv. Stoppage of Increment for one or two successive years
v. Dismissal from services of the Company
15. The HR will prepare the requisite order and get it signed by the HOD
(Disciplinary Authority) and serve upon the employee.
21.7.6 APPEAL
a. The employee if dissatisfied with the penalty imposed can appeal only once
and the Appellate Authority would be as under: APPELLATE AUTHORITY
Grades Appellate Authority
All Appeal Committee
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b. An Appellate Authority would look into the charge(s), deposition before the
Enquiry Committee, Enquiry Report, penalty imposed and give a final decision
upholding the penalty or otherwise.
c. Conclusion: The applicable Standing Orders would govern employees in
level 4 & 5.
22. SEPARATION & FULL AND FINAL SETTLEMENT
22.1 OBJECTIVE
 The objective of Separation Policy is to ensure smooth separation or
depart of the Employees or Trainee from the organizational works.
22.2 SCOPE / COVERAGE
All regular Employees
22.3 RESPONSIBILITY
• Final Discussions with Resigned Employee – Corporate HR / Site HR
• Exit Interview – Corporate HR / Site HR
• Acceptance of Resignation – Functional Head
• Other tasks - Corporate HR / Site HR
a. An Employee or Trainee is separated from his or her services with the
Company due to the following (which have been covered in detail in different
sub-clauses in this policy):
i. Resignation
ii. Termination
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iii. Superannuation
iv. Death
22.5 RESIGNATION
a. An employee who wishes to resign from the services of the Company will be
required to give the notice of resignation as per the terms of his or her
appointment or subsequent amendments thereof.
b. Pro-rata benefits and perquisites will also be available to all employees on
separation.
d. When the resignation has been accepted by Department/ Functional/ Unit
Head, but requires final discussions with the Resigned Employee or Trainee,
Corporate HR / Site HR shall undertake the Final Talks.
e. With a view to pick up feedback from the employee who has submitted his
resignation, the Corporate HR / Site HR conduct an Exit Interview.
f. Resignation Acceptance Letter shall indicate the date of relieving and
advising him or her to return and handover the Company properties or
document(s) if any.
g. Full & Final settlement is subject to submission of NO DUES CERTIFICATE
duly signed by respective HOD.
22.6 TERMINATION
a. Termination of services of regular Employee or Trainee is made on the
grounds of Long Absenteeism and/or any intense Disciplinary Action(s).

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b. In case of Termination due to any disciplinary action, the concerned
Employee is relieved on the very same day. All the following are processes are
undertaken on the same day.
i. Full & Final Settlement dues cleared
ii. Full & Final Settlement cheque handed over
iii. All Legal dues paid without making any Notice period recovery
 NOTE: All the Notices as per applicable Standing Orders shall be sent in
the name of the concerned Employee through the HR head.
i. Third & Final Notice issued by Corporate HR / Site HR and sent through
registered A/D on 15th Day of absenteeism
ii. On account of Employee not reporting to duties even on the 20 th day,
appropriate disciplinary action according to the applicable standing order
applicable in the organization. Full & Final settlement is subject to submission
of NO DUES CERTIFICATE duly signed by respective HOD
22.7 SEPARATION DUE TO DEATH
a. On account of Death of the Employee, all processes are followed as per the
above mentioned Sub-sections describing No Dues Clearance, Superannuation
Fund Scheme & below mentioned Full & Final Settlement.
b. Cheque of dues and others is paid to the declared nominee(s) of the
Employee.
22.8 EXIT INTERVIEW

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a. The Employee or Trainee who has submitted the Resignation shall attend the
Exit Interview to share his or her opinions and views on the Company‘s
policies, procedures, systems and practices for improvement in these areas.
b. An Exit Interview is arranged and conducted by the Corporate HR / Site HR
c. Exit Interview shall be conducted before processing Full & Final Settlement.
e. In case of Separation owing to Termination NO Exit Interview is conducted.
22.9 FULL & FINAL SETTLEMENT
a. For processing Full & Final Settlement, following aspects are thoroughly
checked & calculated
i. Accumulated Leave as on date for calculating Leave Encashment
ii. Years of Service more than FIVE YEARS for Gratuity Amount
iii. Information in No Dues Clearance Form for any Loan Recovery or Salary
Payable
b. Employee/ Trainee who‘s No Dues Clearance is not cleared due to various
reasons their Full & Final Settlement is kept pending. After clearing all the
dues, his or her Full & Final Settlement is processed.
c. In case, an Employee/ Trainee wants to be relieved early before completion of
his or her specified Notice Period, Notice Pay is recovered from his or her
Settlement Amount. All legal dues as per the normal resignation are given to the
Employee/ Trainee.
22.10 GRATUITY

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a. As per the gratuity act an employee who completes 5 years or more
continuous service or either resigns or retires or services terminated or
dismissed or discharged are liable to be paid gratuity at the rate of 15 days Basic
salary for each completed year of service to a maximum of Rs. 3,50,000.00 or
20 months‘ salary whichever is less.
b. For the purpose of gratuity one month consists of 26 days. The payment
towards Gratuity is payable to all the employees.
22.10.2 DISQUALIFICATION AND FORFEITURE
a. Notwithstanding anything contained in this Gratuity Scheme.
i. The gratuity of an employee, whose services have been terminated for any act,
willful omission or negligence causing any damage or loss to or destruction of
property belonging to the company, shall be forfeited to the extent of the
damage of the loss.
ii. The gratuity payable to an employee can be wholly forfeited if:
 The services of such employee have been terminated for riotous or
disorderly conduct or any other act of violation on his part.
OR
 The services of such employee have been terminated for any act, which
constitutes an offence involving moral turpitude; provided that he
commits such offence during the course of his employment.
22.11 STATUTORY DEDUCTION OF INCOME TAX
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a. The company shall deduct from the gross amount of Gratuity to which the
employee is entitled, any income tax, super tax or any statutory tax, which the
employee is liable to pay, and shall pay to the employee the net amount after
deduction.
22.12 PROVIDENT FUND
a. All employees are covered under the Employees Provident Fund &
Miscellaneous Provisions Act, 1952 and shall contribute 12% of Basic per
month or as fixed under the said Act from time to time. The Company shall
make a matching contribution. Contributions to the Fund commence with effect
from the date of joining of the employee.
b. As per the said Act, an employee can make voluntary contributions to the
Fund. However, the company will not be liable to match any contribution made
by the employee over the entitled amount.
c. As per the provisions of the EPF & MP Act, 1952, employees may apply for
a loan against their accumulated Provident Fund balance for the following
purposes:
i. Housing
ii. Illness
iii. Marriage
iv. Education
v. Natural Calamities
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d. An amount of 12% of the Basic salary is deducted from the salary of the
employee with matching/ equivalent employer‘s contribution.
e. For Transferring and/or Withdrawing the PF Amount, Employee has the
option to fill the respective Forms available with Corporate HR / Site HR and
submit the same with HR.
22.13 RETIREMENT POLICY FOR REGULAR EMPLOYEES
a. Every employee will retire from the services from the company on attaining
the age of superannuation i.e. 60 years, as per the date of birth recorded in the
company‘s records.
b. The management may at its sole discretion grant annual extension beyond the
age of superannuation in case of the company desires to avail the services of the
retired employee. Alternatively he can be engaged on annual contract basis
either on per diem allowance or fixed monthly remuneration on mutually agreed
terms and conditions. The person will not be entitled to any long-term benefits.
c. The above is subject to job requirement, satisfactory service and continuing
good health of the employee. The authority to approve such extension(s) will
rest with the Chairman.
d. The date of retirement of the employees will be regulated as under:
Date of birth falling between the period Date of Retirement
1st January - 31st March 31st March
1st April - 30th June 30th June
1st July - 30th September 30th September
1st October - 31st December 31st December

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e. Corporate HR will intimate to the concerned retiring employee three months
in advance through respective Reporting officer / HOD.
f. During the above intervening period, the employee will be required to obtain
necessary clearance from all concerned departments. The HR and Account
Dept. will prepare employee‘s full and final settlement such as salary, balance
of leave and medical reimbursement encashment, if any, for settling the
employee‘s dues timely.
g. Retirement cases of the officers of the level of GM & above will be put up to
the Chairman prior to the intimation to the concerned employee.
h. On the day of retirement, a small get-together will be arranged by the
concerned department and an appropriate moment taking into account the
employee‘s service / seniority in the company will be presented.
i. Cases of existing employees over the age of superannuation shall be dealt
with case-to-case basis.
j. All regular employees on retirement or death if he or she comes from outside
the city limit (beyond a radius of 100 Kms) transfer of household goods and
travel (Rail / Road) fare subject to actual at the discretion of the management.
23. WORKING HOURS & SHIFT PLANNING
23.1 OBJECTIVE
 To ensure smooth and continuous operation /functioning of projects
/plant /offices.
23.2 SCOPE
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23.3 RESPONSIBILITY
• Corporate HR / Project head /Plant head /Site HR
23.4 WORKING HOURS
a. The Working Days at HEALTH IS WEALTH ASIA (HIWA) is six days, i.e.,
Monday to Saturday.
b. An employee may be required to work in different work hours under special
circumstances.IFT WO
Shift Working hours Lunch/Dinner time off
‘G’ Shift (General Shift) 9:30 AM – 6:30 13:30 PM – 14:30 PM in a
PM staggered manner
23.5 WEEKLY OFF
a. Sunday shall be the normal Weekly Off days, at project site / plant weekly off
will be depending upon shift duties.
b. Owing to work emergency or demand, an employee may be expected to work
either on Sunday or a public holiday.
c. In above case, after obtaining due approval from his or her immediate
manager, the Employee is entitled to take any of the following weekdays as a
compensatory off in lieu of the day of the weekly off/ public holiday.
d. Compensatory off or holiday can be availed of with mutual convenience.
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e. Any change in Shifts or Weekly offs after mutual dealings or Departmental
convenience must be communicated to Corporate HR / Site HR immediately.
f. Such compensatory off cannot be clubbed with any other weekly off or
holiday. Not more than one compensatory off is allowed in a week.
g. No accumulation of compensatory off at the end of year is carried forward.
23.6 LATE ENTRY
a. Employees are expected to be punctual at work place.
b. If an employee anticipates late arrival within 30 minutes of the start of the
normal duty hours, the concerned must inform his or her Reporting officer.
c. Three such occasions in month would account for one day leave or one day
without pay in case of non-availability of leave in credit.
24. VISITING CARDS
24.1 OBJECTIVE
 To assist Company employees in their business dealings with external
agencies
24.2 SCOPE
 All employees (Manager & above)
 Need based to employees below Manager.
24.3 RESPONSIBILITY
• Card Requisition‘s Recommendation – Department Head
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• Final Approval for Visiting Cards – Corporate HR / Site HR
• Procurement of Visiting Cards – Administration Department
a. The eligibility for Visiting Cards per annum for the various grades of
Employees in all the departments shall be as per the specifications below.
b. Employees below manager level shall be provided Visiting Cards only on
need basis.
c. For grades M-1 & above, in case of any excess requirements of Visiting
Cards (over & above the prescribed limit of 100, the cards shall be given upon
approval of the Functional Head.
d. Employees dealing with Outside Agencies are entitled to have Visiting Cards
irrespective of their position. In such case only the Name of the Employee will
be printed.
e. However, the entitlement is based upon the function in which the individual
is working and any excess of the prescribed limit shall be allowed upon
approval of the Corporate HR / site P&A dept. only.
25. UPDATE OF PERSONAL DATA
25.1 OBJECTIVE
 To provide for any Update in the personal records of the Employee
25.2 SCOPE

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25.3 RESPONSIBILITY
• Submission of requisition & documents for Change in Personal Data –
Employee
• All others tasks – Corporate HR / Site HR
a. Employees must regularly update the Corporate HR / Site HR for any change
in personal records such as Changes in address, telephone number, marital
status, number of dependents or changes in next of kin and/or beneficiaries of
PF, gratuity etc.
b. The concerned employee shall send a mail to Corporate HR / Site HR
through the HOD for any update of information in the personal records of the
employee.
c. If not possible through mail concerned employee can forward a written
application through his or her HOD to Corporate HR / Site HR
d. All update requests must be supported by valid documents.
e. A return mail confirming the update would be sent by the Corporate HR / Site
HR
26. OFFICE INFRASTRUCTURE
26.1 OBJECTIVE
 To provide infrastructure required for employees to deliver the desired
output.
26.2 CORPORATE HR OBJECTIVE

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 The objective of Office Infrastructure Policy is to provide ergonomic
infrastructure facilities so that the desired output can be obtained.
26.3 SCOPE
 All regular Employees including Trainees working in Project sites, & the
Consultants and Auditors working from HO on regular basis.
26.4 RESPONSIBILITY
• Requests of Direct Land Line, PC & Mail ID - Corporate HR / Site HR and/or
concerned HOD
• Corporate HR / Site HR
• Connection of PC & Mail ID – IT Department
a. All Employees including Trainees shall be provided with an appropriate
seating space.
b. Based on the work requirement, a working PC with or without Mail ID shall
also be provided to Employees and/ or Trainees.
c. The Mail ID shall be provided only after due approval of the HOD.
Otherwise, there shall be pool IDs that shall be accessible by all employees
working in the concerned group.
d. VP and above level executive shall be provided with a cabin and a
telephone‘s Direct Land Line and laptop.
e. Lap top , data card will be provided on the basis of need for executives below
VP level.
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27. INFORMATION TECHNOLOGY USAGE
27.1 OBJECTIVE
 To overcome any potential safety hazards, possible breaches of security
and confidentiality of proprietary information when using information
technological tools.
27.2 SCOPE
 The policy shall include usage of all PCs, laptops, shared network
services, proprietary software & all related technology that can access or
be accessed through them. In addition to the above, all other devices or
software shall also be included.
 The above-mentioned shall be used and Policy‘s DOs and DON‘Ts be
followed by those for which the same is applicable as per their eligibility.
27.3 RESPONSIBILITY
Clarifications on the policy – IT Department
27.4 POLICIES-CLAUSE GUIDELINESD
DO’S DON’Ts
 All eligible New Entrants shall be  Employees are expected not to
given Workstations equipped with use company‘s technology for
the necessary software/ hardware. personal financial gain or profit.
 Additional software/ hardware can  Carrying information in printed
be requested and shall be allocated or soft copy shall be prohibited
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once the relevant authorities/ without prior sanction from the
manager approves the ‗need‘. manager. Any employee shall
 All information shall be shared on copy no information illegally.
a need-to-know basis. Each user  Employees shall not install any
shall be given necessary (and software on the computers. All
restricted) access to the computers/ software required for business
shared network. It shall be purposes shall be installed and
mandatory to follow the access upgraded by the Information
limits strictly. Technology Department.
 Employees shall be held  There shall be no toleration for
responsible for inappropriate use the use of technology for any
of information, which they have actions that are harassing or
access to. All passwords must be discriminatory.
kept confidential and computers  A breach of any of the above
shall be locked/ logged out from guidelines or not following the
while away from them. policy guidelines shall lead to
strict disciplinary action against
the concerned employee.
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 The Company shall have the right  Using technology for
to monitor any and all of the entertainment shall be prohibited.
aspects of its technology.  Technology is linked hence
 Employees shall be required to inappropriate use of one
read and follow the Technology technology can cause unintended
Updates sent from time to time. consequences in another. An
These shall include tips for employee shall always consider
effective use of technology, the availability of resources for
information security, new others as well as the overall
technology and upgrades. operational efficiency of the
 All personal greetings, displays or technology system.
messages on any technology shall
be formal and professional.
27.5 USAGE OF PERSONAL COMPUTERS & LAPTOPSD
DO’S DON’TS
 Employees must maintain  Employees are expected to
company‘s professional image strictly comply and must never
and reputation in their use of the share the hardware (PC or
PCs & laptops. laptop) with friends or family
 They may store only work- members.
related programs or information  Employees must not install
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on their PC, laptop or the unauthorized hardware devices
servers. or software on the machines that
 They must at all times be they have been assigned.
conscious that the hardware is
networked and others may view
files stored on their computer.
 Employees will be held
responsible for the data stored
on their machines, its security &
use.
 The company reserves the right
to replace, remove or recall
hardware at any time.
 Separating employees who have
been assigned PCs or laptops
must return them prior to
leaving.
O’S DON’TS
27.6 USAGE OF INTERNETD
DO’S DON’TS
 Certain employees may be  Sending mass mails or chain
provided with access to the letters, playing games, engaging
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Internet to assist them in in online chat groups, printing
performing their assigned tasks. multiple copies of documents, or
 Use of the Internet shall be otherwise creating unnecessary
tempered with common sense network traffic etc. is not
and good judgment. permitted.
 The company advises discretion  Since audio, video and picture
in the material viewed or files require significant storage
downloaded by users from the space; files of this or any other
Internet. sort shall not be downloaded
unless they are business related.
 Employees shall not have an
expectation of privacy in
anything they create, store, send,
or receive on the computer
system.
O’S DON’TS
27.7 USAGE OF OUTLOOK
DO’S DON’TS
 All messages distributed via the  Employees shall not have an
organization‘s outlook system, expectation of privacy in
shall be the property of the anything they create, store, send,
company. or receive on the email system.
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 Emails shall be monitored It is strictly prohibited to:
without prior notification if the  Send or forward emails
company finds it necessary. If containing offensive text or
there is evidence that the images.
employee is not adhering to the  Send unsolicited email messages
guidelines set out in this policy, or chain mail.
the company reserves the right  Forward a message or copy a
to take disciplinary action. message or attachment
 Users shall take care in drafting belonging to another user
an email as they would for any without acquiring permission
other communication. from the originator first.
 Confidential information should  Forge or attempt to forge email
be encrypted prior to being sent messages, or disguise or attempt
via email. to disguise one‘s identity when
sending mail.
27.8 SOFTWARE USAGES DON’TS
DO’S DON’TS
 The company shall own all  Employees shall not use CD-
software and makes it available ROM to alter the existing
to employee according to need, software. Violation of the same
under the terms of licensing shall be viewed as an offence
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agreements between the and will be liable for
company and individual disciplinary action
software vendors.
 If an employee leaves the
company, any company-owned
software in his or her possession
must be returned.
 To use resources wisely,
employees are expected to learn
what existing software can do.
 The company reserves the right
to revoke access to software
applications or remove, delete or
destroy any non-approved
software on systems at any time.
 The Company reserves the
Right to add/delete/modify any
of the above detailed terms and
clauses & subsequently the
related versions shall be
intimated to the employees.
 Only IT Departments shall add/
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load/ delete/ edit/ execute any
new required software.
28. SAFETY
28.1 OBJECTIVE
 The objective of Safety Policy is to promote safety and better working
culture & conditions and to make ―Safety a way of life in the
organization‖.
28.2 SCOPE
 All employees
28.3 RESPONSIBILITY
• All major activities and supervision – Respective Safety Officer
• Members of safety committee.
a. The Safety Officer along with safety Committee members shall address
equipment safety and employee safety in the organization.
b. One pair of Safety Shoes & One Safety Helmet shall be provided after the
new employees or trainees join at sites.
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c. The company also shall provide Safety Hand gloves and other Personal
Protective Equipments as per the functional requirements to the employees
including trainees working at site.
d. In case of employees working at site area, if the Safety shoes provided is
worn out, one more pair of Safety Shoes shall be provided after due
recommendation of the HOD. The same shall be applicable for the other
Personal Protective Equipments.
e. The Safety Officer shall conduct regular round to the site to identify unsafe
practices and notify the same for proper compliance.
f. Periodically all safety means, such as fire hydrants, fire fighting equipments,
etc. shall be checked and refilled.
g. Mock-drill shall also be conducted on periodic basis at various locations.
h. Every year the month of March is observed as Safety Month.
i. Safety Committee shall ensure the compliance of safety measures.
29. COMMUNICATION
29.1 SCOPE
29.2 RESPONSIBILITY
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a. In case employees have any queries or doubts on a matter they intend to
circulate or post, they are advised to discuss the same with the Corporate
Communication at HO.
b. All media matters related to the Company‘s business, shall be released after
due approval of the Chairman. No employee is permitted to interact with the
media on behalf of the company, unless with prior permission of the Corporate
Communication head. (This clause is as per the Code of Conduct).
c. The above rule applies to publication of articles/ press notes in newspapers/
journals/ books/ electronic media. (This clause is as per the Code of Conduct).
d. Employees are expected to use their discretion and judgment while making
personal calls during office hours.
e. Periodical / Needbased meeting of various other Committees pertaining to
areas like Safety, Medical, Transport, Canteen, Health Is Wealth Asia (HIWA)
Management, Environment, Quality Circle Promotion, Suggestion Scheme
Award, Annual Function Co-ordination etc. shall be organized on monthly basis
or as per their schedules for understanding and management of organizational
needs.
f. Periodical /Need based departmental & cross-functional meetings as well as
Open House Meetings with employees shall commit to provide a platform for
equal opportunity to express the existing and foreseen issues – including the
personal work related issues – for individual & organizational improvements.
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g. For communication with others, either within the organization or outside, the
company has Internal as well as External telephone connections, E-Mail via
Outlook, Fax, Internet systems etc.
30. SECURITY & VIGILANCE
30.1 OBJECTIVE
 To ensure the fool proofing of the office and project sites.
30.2 SCOPE
 Any individual and group(s) of individual(s), and
 Any vehicle (vehicle carrying no men or material & vehicle carrying any
kind of material or men), entering or exiting the office / Project sites.
30.3 RESPONSIBILITY
All major or minor issues related to Security & Vigilance – Security & Admin.
a. Each Security Person shall guard the identified & specified crucial point(s) in
the Projects sites/offices.
b. Company holds the authority to check any individual and vehicle entering or
exiting the office / Project site at any point of time on account of suspicion or
else.
c. On account of occurrence of any major or serious issue the Security Officer
as well as concerned Admin. Head must be immediately communicated.
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d. A personal security check shall be made for all contractual workmen & work
woman while their entry and exit at the premises.
30.5 MOVEMENT OF GOODS-VEHICLE
a. All the vehicles meant for either carrying consumables, or lifting goods shall
report to Main Security Gate.
b. The security after identifying the category of vehicle so reported shall be
taken into the plant by entering the requisite particular in the vehicles entry
module.
c. There are separate rules for vehicle meant for unloading the material and
lifting the material at project site, which must be followed.
d. All outgoing vehicles must be thoroughly physically checked before allowing
them to leave the plant.
e. Proper coverage of all delicate materials to protect from natural damage
before allowing the vehicle to leave the project site /plant.
30.6 MOVEMENT OF VISITORS
a. Any unknown person (individuals other than employees, trainees, contractual
workmen & workwomen) while entering the company premises must be
attended by the concerned security person standing on the gate.
b. Such a person shall be allowed to remain in the premises only when he or she
presents any authentic document(s) and/or telecom with person-to-be visited in
140 | P a g e
the company. The same shall be treated as a proof to support his or her identity
and purpose of visit.
c. The employee to whom the visitor intends to meet shall be contacted over
phone and when allowed & agreed, the visitor shall be taken to the appropriate
place.
d. All visitors shall be allotted an Identity Card (printed as ―VISITOR‖) and a
Visitor’s Pass before they visit the concerned employee.
e. After meeting the employee, the security personnel must ensure that the
visitor shall come back to the Security Gate.
f. Visitor’s Pass shall be returned back at the Security Gate by obtaining the
signature of the employee visited.
g. All reporting VIPs shall be escorted (if need be).
h. Any other person(s) than those covered above, for instance visitors, goods
vehicle drivers, their co-workers etc. On account of any such person‘s entry or
exit, the security officer on post must check the person thoroughly.
31. FLEXIBLE BENEFIT PLAN
31.1 OBJECTIVE
 To provide a choice to employee for their tax planning.
31.2 SCOPE
 All employees who comes under the scheme as per their terms of
appointment.
31.3 RESPONSIBILITY
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Concerned employee /Corporate HR / Site HR
a. A flexible benefits package offers a degree of choice to the employee in
setting the components that make up their remuneration package, rather than
being given a standard package.
b. Its main objective is to provide flexibility to the employees to plan a tax
effective compensation structure by balancing the monthly net income, yearly
benefits and income tax payable.
c. Employees may restructure their salary to suit their tax liability and heads
keeping the CTC amount as same.
e. After restructuring the salary under the various FBP heads, in case there is
any balance amount, the employees should put the balance amount as SPECIAL
ALLOWANCE, which is paid monthly.
 Example 1 : You may opt not to avail LTA since it is paid to you on
annual basis. Instead, you may like to get this on monthly basis, since
your monthly cash requirement is more. You may then chose not to avail
the LTA, and rather put this amount in Special Allowance which is
taxable.
f. Employees are allowed to structure their Flexible Benefit Plan only at the
time of joining or within 1 week of receipt of increment letter.
31.5 Submission of Bills to Avail Tax Benefit under the Flexible Benefit
Plan
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Employees will be responsible for submission of all original bills / receipts
under Education Allowance, Petrol Reimbursement, Telephone Reimbursement,
Drivers Salary, LTA, Medical Reimbursement etc. to the Tax department. In
case under any of the component under FBP allowance against which the
employee is unable to submit bills, then the balance amount will be fully taxed.
32. HIV AIDS POLICY FOR INDUSTRY
32.1 OBJECTIVE
 To build positive and supportive attitudes towards those infected and
promote health and safety amongst the employees.
32.2 SCOPE
All employees.
a. The company will provide a safe and healthy work environment for
employees.
b. The company will educate its employees and the family on prevention, care
and counseling of HIV / AIDS.
c. The company will educate its employees on safe blood, blood donation and
transfusion.
d. If an employee has been infected, the company would keep information about
the illness confidential. Only the immediate boss would be kept advised to
prevent any medical eventually.
143 | P a g e
e. A HIV positive employee would be allowed to continue to work in his / her
job unless medical conditions interfere with the specific job that he / she is
doing. In that case and, only if it is necessary, will the employee be shifted to
another position where he / she will be comfortable.
f. If an employee reveals his / her HIV positive status voluntarily, other
employee will not be allowed to refuse to work alongside the HIV positive
employee. If fact, the company will expect all employees to ensure that the HIV
positive is comfortable and gets a feeling of being part of a family.
g. The company will, as a policy, not discriminate against any employee
infected by HIV/AIDS with regard to promotions, training and any other
privileges, applicable to all employees of the organization.
h. While the company may ask a person who is being offered a job, to undergo
general medical tests before the issue of the appointment letter, the test will not
cover HIV/AIDS, without an informed consent and pre test counseling of the
candidate.
i. The company will educate its employees and encourage them to participate in
voluntary counseling and testing. However, HIV/AIDS tests will not be a part of
any annual or time to time health checkups, without the employee‘s informed
consent and pre test counseling.
33. CONFIDENTIALITY AGREEMENT
33.1 OBJECTIVE
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 To maintain the confidentiality of the documents and resources of the
company
33.2 SCOPE
This agreement is binding to all employees
33.3 TERMS OF THE AGREEMENT
 Will be circulated separately.
34. ADHERENCE TO POLICIES
a. This policy manual supersedes all previous policies.
b. Employees shall strictly follow the policies laid down by the Company.
c. If any provision of any policy is at variance with any applicable statutory
provision currently in force or as may become applicable subsequently, it will
override the organization policy to the extent that it is more beneficial to the
employees.
d. It will also be deemed to have substituted the policy to such extent.
e. The Corporate HR Head will resolve any clarifications.
145 | P a g e

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What is the purpose of the HR policy manual?

What is the purpose of the HR policy manual?

What are some of the policies covered in the manual?

What are some of the policies covered in the manual?

HUMAN RESOURCES POLICY MANUAL

HEALTH IS WEALTH ASIA (HIWA)

transparency, it is imperative to institutionalize processes across all functions and

hierarchies which are accessible to all.

expected of us with what we expect of the system.

information contained herein is not to be considered contractual promises.

this manual as and when required.

5 COMPANY GUEST HOUSE 37 - 38

7 UNIFORM & DRESS CODE 42

8 CAFETERIA & CANTEEN 43 - 46

9 TRAINING & DEVELOPMENT POLICY 46 - 56

13 COMPENSATION & GRADE RELATED POLICIES 71 - 75

16 PERFORMANCE MANAGEMENT SYSTEM 90 – 92

18 LOAN & ADVANCE POLICY 93 - 95

REWARDS & RECOGNITION 96 - 100

20 SUGGESTION SCHEME 100 - 101

24 VISITING CARDS 127 - 128

26 OFFICE INFRASTRUCTURE 130 – 131

27 INFORMATION TECHNOLOGY USAGE 131 - 134

No. date date

• Continuity and consistency of Service.

Development is an ongoing process and it is so for our Health Is Wealth Asia

Amendments in the Policy will be communicated to all colleagues from time to

organizational goals. Our code of Ethics is enshrined in the values of good

Humanity and Governance.

Will encourage & foster Leadership with a Vision to focus on leveraging

Opportunities and meeting Challenges.

We are committed to benchmark our success with Customer satisfaction by

effective Services and Products.

 Ensuring fair Recruitment, enhanced Performance, Promotions, and

improved Quality of Life for employees and their family members.

institutionalizing the collective Initiatives of all.

 Ensuring Job Rotation, Job Enrichment, Training and Re-training, Career

& Succession Planning, across the hierarchy.

 Enabling each employee to develop to his or her full potential with a

shared sense of direction with a well-defined accountability and

the fast changing business environment and maintain a competitive edge.

Policy and evolve a participative work environment.

6) Passion for Excellence

7) Concern for Environment

heritage. We will do this by adopting an environment friendly attitude and

promoting practices that enhance our esteem.

We are committed to develop an Entrepreneurial work culture by fostering an in

all our employees can be trustees of our Stakeholders. We will develop

and Business Verticals to ensure overall optimization of cost, improved Quality

Of-Art technologies to suit Business needs and priorities.

Internal and External customer.

Our mission is to support our Corporate Leadership, Department Heads and

employees in the achieving their personal and strategic goals. We intend to

achieve this by attracting, recruiting, training, developing and retaining high

(HIWA) through Benchmark policies and practices.

 Demonstrate a compelling modesty and act with quiet & calm

determination to create an atmosphere of self motivation across all levels.

 Facilitate people to build a congenial working environment.

 Strive for continuous improvement in upgrading the competencies of