Employee Handbook

2015

®
Binary Semantics

Corporate Office:
Binary Semantics Ltd.
Plot No. 38, Electronics City
Sector 18, Gurgaon-122 015,
India
Phone: +91.124.4017660
Fax: +91.124.2397655
www.binarysemantics.com
 INDEX

ABOUT THE COMPANY .. 1

AT THE TIME OF JOINING .. 2

CODE OF CONDUCT AND ETHICS .. 3

GENERAL RULES FOR LEAVE . 4-5

Casual Leave
Earned leave
Maternity leave

OFFICE TIMINGS/LATE COMINGS. 6

APPRAISAL GUIDANCE 7

CONFLICT OF INTEREST... 8

AWARDS & OTHER BENEFITS... 9

REFERRAL POLICY..... 10

EXIT POLICY... 11

AFTER YOU LEAVE US.. 12

FAQs.. 13
 Disclosure

The information contained in this document is the property of Binary Semantics and shall not be
disclosed by the Binarians/ recipient to third persons without the written permission of Binary
Semantics

Disclaimer

All the policies/ guidelines mentioned in the following document can be changed/Amended/
withdrawn as per company guidelines

Please refer to latest circulars, emails, notices with respect to the same.
 About Binary Semantics

Binary Semantics is a client centric global software development company providing software
development, research, web development, IT outsourcing services along with optimization and
mathematical modeling solutions and consulting services for mission-critical business
challenges. It has global operations across USA, Canada, Europe and India and has over 125
satisfied customers.

Binary has a very strong software engineering processes and its operations have been certified
as ISO 9001 and Q9001:2000 by American Quality Assessor (AQA) for software development
and supporting activities.

Besides, Application development, Product engineering and E-business solution architecting

and managing being forte of Binary’s service offerings, it provides full range application
maintenance and HR consultancy services also.

We are committed to Value addition and for our customers through innovation, delivery and
quality leading to long-term relationships.

1.________________________________________________________ Binary Semantics®

 @ The Time of Joining

I. Completing the Joining Kit:

The joining kit that will be provided to the new recruits has to be duly filled. The kit will
contain joining report, forms that will require the new Binarians personal details, PF
availment form, ESI Form (if applicable), NDA and Declaration forms. All the forms have to
be duly completed and the details that are furnished in them have to be true in all respects.

II. ID Card Issue:

Once your employee code is generated after first payroll process, you will be provided with
your ID card carrying your photograph.

III. Appointment Letter:

The appointment letter with salary structure is issued once background verification is
completed with your previous company.

2.________________________________________________________ Binary Semantics®

 Code of Conduct and Ethics

Devote time in office to the performance of duties and to do work to the best of the
abilities.

Have a neat and tidy appearance at all times.

Be punctual. Come to office on time.

Follow strictly Lunch/Break timing i.e. Lunch break for 1 hour and breakfast break for 15
min

In case of leaving office on official/personal work during office hours seek approval from
the team lead.

While using the personal mobile phone move out of the work place and talk and take
care of not disturbing the office decorum and work of other individuals. Ensure the ring
tones used will be mild and general (No popular song based ring tones are allowed in
office)

Use care and skill in the way of work and in the handling of the equipment, designated
for use and in general for the sundries allotted.

Do not misuse the facilities provided to you.

Do not share your passwords with any one if found can be debarred from services with
immediate effect.

Maintain the office decorum and ensure not to indulge into unethical activities.

Do not discuss yours or others payout details with anybody other than HR team if found
can be debarred from services with immediate effect.

Do not smoke in the office premises other than the specified areas for smoking zone.

Do not surf spurious stuff or X-rated sites if found can be debarred from services with
immediate effect.

Act honestly and in good faith towards the company, its employees and customers.

Account for all money and properties received by you on behalf of the company, in the
course of duties.

Refrain from disclosing any confidential information, which you may receive in the
course of performing duties, other than to persons authorized to receive such
information.

REMEMBER - We are all here to serve and satisfy the need of our customers. They are the
reason for our being here - treat them with respect, interest and efficiency because the
reputation of Binary which depends upon its valuable employees. Take pride in being Binarian.

3.________________________________________________________ Binary Semantics®

 GENERAL RULES FOR LEAVE

There are two types of leaves, which are given in a calendar year.

I. Casual Leave (CL)

II. Earned Leave (EL)

Application/Availment of any leave more than due will result in Leave without Pay (LWP)

Leave entitlement, extent of accumulation and encashment for all employees are as follows

Type of Leave Entitlement in a Calendar Permissible Permissible

Year Accumulation Encashment
Casual Leave 7 Days Nil Not Encashable
Encashable after
Earned Leave 15 Days Up to 10 Days**
completion of the year

** Accumulation is possible only for availing of leaves and not encashment.

The casual will be credited to the individuals account as follows

For the period from January 01 to June 30 – 3.5 CL

For the period July 1 to December 31 - 3.5 CL

Earned Leaves will be credited after each month of working @ 1.25

Prior approval is required for all types of leaves.

Casual Leave:

Casual Leave is intended for an urgent work or unforeseen circumstances.

Maximum 3 days CL can be availed at a stretch.

CL is credited to the employees’ at the time of joining.

Employee joining during the course of the year will have CLs available in their account on pro
rata basis.

4.________________________________________________________ Binary Semantics®

Earned Leave:

EL can be availed subject to minimum of 3 days

EL can be taken for less than three days if CL’s have been exhausted.

For any period when one is on leave without pay, leave is not earned and hence
proportionate deductions in the number of ELs to be credited will be made.

For encashment of EL, only Basic Salary is taken into account. The amount is taxable
as per rules.

Leave Count :

a. In case the leaves availed at a stretch are upto two weeks only then the leave count will be
for the non-attending days of all work days only and weekends or holidays falling in between
leaves will not be counted as leaves.
b. In case the leaves availed at a stretch are more than two weeks then the leave count will be
from the first day of leave availed till last day of leave including weekends or holidays falling
in between which will be counted as sandwich leaves.

Compensatory Off Leaves :

In lieu of extra work days leaves availed will be treated as compensatory offs subject to
approval from your respective Team Lead/Manager and will not impact on the leave balance.

Maternity Leave:

Eligibility:

All married women who have worked for a minimum of 80 working days in the 12 months
prior to delivery.

Duration:

Total 12 weeks in case of delivery. (6 weeks pre and post delivery)

The period of leave can be combined with EL due as per the rules of EL.

5.________________________________________________________ Binary Semantics®

 Office Timings / Late Coming

Strictly follow the office timings as defined

Shift A 4.30 AM - 13.30 PM

Shift B 6.30 AM - 14.30 PM

Shift C 7.30 AM - 15.30 PM

Shift D 7.30 AM - 16.30 PM

Shift E 9.00 AM - 18.00 PM

Shift F 15.30 PM - 23.30 PM

Shift G 16.30 PM - 12.30 AM

Shift H 16.30 PM - 1.30 AM

Shift I 23.30 PM - 7.30 AM

Shift J 12.30 AM - 8.30 AM

Exemption:
Late coming (after start of scheduled shift timing.) or leaving early (before end of scheduled
shift timing.) up to a maximum of 15 Minutes two instances in a month

Any additional late coming or early departure will be treated as half day leave

6.________________________________________________________ Binary Semantics®

 Appraisal Guidelines

Objective:
The objective of the performance appraisal system is to constantly monitor progress and
achievements of employees, to facilitate the ongoing development of team members and to
identify when an employee has demonstrated readiness for greater responsibility and also
lead to annual/ fast track change of emoluments.

Applicability:
All the employees of Binary Semantics Ltd

The following points require your attention:

There will be annual appraisal process in the month of April effective April 1 of each year
for all employees joined before 1st October to review their performance on the job.

The performance of an employee will be reviewed by his/her immediate supervisor /
Manager and graded based on various parameters and shared with HR for further
action..

Salary/designation review based on performance will happen in the annual appraisal
only.

All the new joinees will go through probation period as defined in their appointment letter
from their date of joining. Their performance will be reviewed on completion of probation
period for confirmation. Any significant absence will automatically extend the probation
period by the length of absence. If Binary Semantics Ltd. determines that designated
probation period is does not allow sufficient time to thoroughly evaluate the employee’s
performance, the probation period may be extended for a specified period.

The above Guidelines will be changed/Amended/withdrawn as per the management decision.

7._______________________________________________________ Binary Semantics®

 Conflict Of Interest

A conflict of interest will exist if you or your family members have any personal, financial
or family interest or activities outside Binary, which you could advance at the expense of
Binary's interest.

In other words, your loyalty gets divided between your obligation to Binary and to others.
Some of the circumstances under which conflict of interest may arise are briefly
illustrated below:

Outside directorship, partnership, consultancy or employment : Your position in Binary is

a whole-time employment. No employee may accept a position outside Binary without
prior permission of the Group Head.

Financial participation in other ventures. Financial interests in a Binary customer,

supplier or competitor Organization, may cause a divided loyalty. Holding securities in
widely held corporations, which is not material may not cause divided loyalty.

In your personal capacity, if you are buying or selling property, equipment or facility from
or to a Binary business associate, there is likely to be a divided loyalty or appearance of
a divided loyalty. For such transactions obtain prior permission of the Group Head.

A relative of yours is working in Binary. Your family ties could constrain you from
effectively playing your role as a member of the Organization.

To avoid any conflict between your personal interest and that of the company in matters
dealing with suppliers, customers or any other Organization or individual seeking to do
business with the company, discuss the matter with your manager, understand the
company's position in the matter and resolve the conflict.

8._______________________________________________________ Binary Semantics®

 Awards & Other Benefits:

We have the following awards & other benefits for the members of Binary family:

Performance Bonus :

Individuals are eligible for quarterly performance bonus based on their performance in
the quarter as per the policies defined for respective group subject to meeting the criteria
for availment.

Wedding Gift:

A gift will be presented to the employee getting married.

Shift Allowance:

Those who are working in shifts where shift allowance is applicable will be paid as per
work days in that particular shift.

Medicaim

All employees are covered under a Mediclaim and Personal accident policy as per the
applicable coverage amount.

Note: It takes approximately 1 month after the date of joining for one to get endorsed into policy.
Hence the same will be applicable from the date of endorsement only.

Statutory Bonus

Bonus as per the structure defined will be payable on completion of one year from the date of
joining for the first year and thereafter on each year of completion.

Note – Bonus is applicable to the one who has Basic pay less than Rs. 10,000 per month

9._______________________________________________________ Binary Semantics®

 Referral Policy

Binary encourages all employees to participate in the continued growth and success of the
company. Employees are eligible for Cash Incentive for referring qualified employees for
Binary.

To become eligible for the program you must submit your referral form duly filled in and signed
at [email protected] with the subject “Referral followed by the candidate name and
the department/location where the position is” Submission date/time will be determined by the
date/time on which referral form is received at the above mentioned ID.

You can give any number of referrals. If the person referred by you gets selected, you will be
rewarded the cash incentive of Rs. 5,000, on completion of three months of service of the
referred person.

In case if two employees refer to the same person then consideration would be given to the one
who have submitted the referral form first. Referee cannot be a part of interview panel.

Please note that all incentives are subject to taxes as per applicable laws. The incentives will
be payable only so long as you are working with Binary

In the event of conflict, every attempt will be made to determine eligibility fairly. However, the
decision of Binary management will be final.

Note:

This policy is not applicable for Human Resources department.

This policy is also not applicable to resourcing team but their respective incentive policy
would be applicable (for referred employees)

If any point of time it is noted that the information provided by the candidate is fraud or
misrepresented then his/her candidature will stand withdrawn. And in this case the
respective incentive will also stand withdrawn

10._______________________________________________________ Binary Semantics®

 Exit Policy

Should you for some reason decide to leave us, we require you to give us a notice as
mentioned in your appointment letter. In case the notice period is not sufficient as mentioned in
the appointment letter, the company reserves the right for non-issuance of relieving letter and
forfeit part or full amount of full and final settlement.

Any person leaving the Company has to submit a resignation letter to HR POC with a CC to
his/her immediate superior. S(He) has to also submit a Clearance & Undertaking form duly
signed along with confirmation of Handing over formalities including all files, documents , well
documented data and information including backups and any other related material including
but not limited to passwords, email ids, access ids created for company purpose.

All unavailed ELs will be encashed @ Basic/26 X No. of ELs.

Employees, who are under an agreement with the organization for certain period in case they
leave without completing the agreement period or violate any of the other terms of agreement,
will be liable for forfeiture of surety deposit if any. Also since this will be an agreement violation
case there will be no experience or relieving letter issued to that person and management will
reserve the right to take the legal action and forfeiture of all further dues.

Any Questions

We have tried to cover everything you might want to know about Binary and how it works. If you
think we have left anything out or you have some questions of your own, do not hesitate to talk
to your POC or Human Resources Department.

We know that a happy and contended team ensures happy and contended customers.

11._______________________________________________________ Binary Semantics®

 After You Leave Us

Full and Final (F&F) Amount: The F&F amount will be worked out after the TDS deduction
(if applicable). This amount will be released when the employee adheres to the relieving
formalities and completes his/her notice period. In normal circumstances it is released (in form
of a cheque) 3 months after the employee leaves us. If the employee fails to adhere to the
notice period then the F&F amount’s release will be subject to the management’s discretion.

PF Withdrawal/Transfer: For the purpose of PF withdrawal employee has to submit fully

completed Forms 10C and 19. In case of PF transfer (for transferring PF account from one
employer to another employer) employee has to submit fully completed Form 13. The
withdrawal and transfer duration is completely dependent on the government’s PF Department.

We are open: In the past, there have been instances when the employees who have left us
have rejoined us and we have re-inducted them in our organization. In case you leave us and
want to rejoin, we will be happy to consider you.

12._______________________________________________________ Binary Semantics®

 FAQs

1. What are the different types of leave I am entitled to?

You are entitled to Earned Leave, Casual Leave and maternity leave (only married ladies).

2. What is the purpose of Earned leave?

The purpose of Earned leave is for annual relaxation, recouping and to fulfill personal, social
or religious obligations.

3. How many days of Earned leave am I entitled to?

You are entitled to 15 days of Earned leave for one year (January to December) credited @
1.25 each months working

5. Can I combine my Earned leave with company holidays or casual leave?

Earned leave may either be prefixed or suffixed to company holidays but not both. Earned
leave cannot be prefixed or suffixed to casual leave.

6. Can I accumulate my Earned leave?

Earned leave can be accumulated upto 10 days but only for availing not for encashment.

7. When can I encash my Earned leave?

You can encash your unavailed EL for the year in the January month of next year.

8. Can I adjust my Earned leave against notice period when I am leaving the Company?
The company may at its discretion allow you to adjust full/part Earned leave against the
notice period.

9. What is the purpose of casual leave?

The objective of casual leave is to provide leave for special unforeseen circumstances.

10. How many days of casual leave can I avail of?

You can avail maximum of 7 days as casual leave in a calendar year. Casual leave cannot
be accumulated and unavailed leaves will lapse at the end of year.
We do not expect that you will take casual leave for more than 3 consecutive days.

11. How do I get my leave balance information?

You may get your leave balance verified with POC/HR.

13._______________________________________________________ Binary Semantics®