HR Policy Manual FINAL Except Car Policy

HR PROTOCOL@ 2005
HR PROTOCOL@2005
CORPORATE HR
MUMBAI
“Striving for Human Excellence”

HR PROTOCOL@ 2005
VALUES CHERISHED BY THE WESTERN GROUP
We Believe in :
 According top priority to the customer needs by providing best quality of

products and prompt services.
 Team spirit through mutual co-operation , support and participative

decision making.
 Clear, crisp , frank and effective oral & written communication.
 Disciplined and systematic working with well defined responsibilities and

accountabilities.
 Training our employees for high performance and developing them to

their utmost potential.
 Respect and care for every individual associated with us .
 Professional growth of an Individual through objective evaluation of

performance.
 Cost effectiveness by optimum utilization of time and other resources.
 Encouraging innovation and creativity by welcoming challenges &

suggestions and by accepting risk.
 Being a responsible & good corporate citizen.

HR PROTOCOL@ 2005
HR PROTOCOL@2005 : I N D E X
S.NO PARTICULARS POLICY ID PAGE
NO.
1 PREFACE
2 ORGANISATION HIERARCHY W/HR 001-05
3 MANPOWER PLANNING W/HR 002-05
4 RECRUITMENT & SELECTION W/HR 003-05
5 INDUCTION & ORIENTATION W/HR 004-05
6 PROBATION & CONFIRMATION W/HR 005-05
7 PERFORMANCE APPRAISAL W/HR 006-05
8 TRAINING & DEVELOPMENT W/HR 007-05
9 ISSUE OF OFFER /APPOINTMENT W/HR 008-05

LETTER OTHER LETTER TO EMPLOYEES
10 ATTENDANCE RULES W/HR 009-05
11 LEAVE RULES W/HR 0010-05
12 PAID HOLIDAY W/HR 0011-05
13 C. OFF RULES W/HR 0012-05
14 TRAVEL RULES W/HR 0013-05
15 LOCAL CONVEYANCE W/HR 0014-05
16 CELL PHONE POLICY W/HR 0015-05
17 LOAN POLICY W/HR 0016-05
18 TRANSFER POLICY W/HR 0017-05
19 CITY COMPENSATORY ALLOWANCE. W/HR 0018-05
20 GET TO- GETHER W/HR 0019-05

HR PROTOCOL@ 2005
HR PROTOCOL@2005 : I N D E X
SNO PARTICULARS POLICY ID PAGE

NO.
21 MARRIAGE GIFT W/HR 0020-05
22 BIRTHDAY CELEBRATION W/HR 0021-05
23 PROFESSIONAL DEVELOPMENT W/HR 0022-05
24 PF/EST/TDS W/HR 0023-05
25 RESIGNATION /TERMINATION W/HR 0024-05
26 DISCIPLINARY ACTION W/HR 0025-05
27 EXIT POLICY W/HR 0026-05
28 FULL & FINAL SETTLEMENT W/HR 0027-05
29 RETIREMENT POLICY W/HR 0028-05

HR PROTOCOL@ 2005
P R E F A C E
The HR Manual is designed to provide a clear statement of the Company’s Human

Resource Philosophy.
The policies contained in this manual are in keeping with the purpose and guiding
principles of the company. The manual underpins and brings together all the
organisation’s various codes of practice relating to specific aspects of Human Resources,
which are listed in Index
Human Resource Management is a dynamic function , which needs to adopt to the

changing business needs of the organization. Thus this manual provides the basic
guidelines to channelise the HR initiative in the organization and may not provide
exhaustive solutions to problems, which keep emerging at regular times in the
organization.
OBJECTIVES
 To provide a standard reference to Mangers and Employees in understanding

their rights and carrying out their responsibilities.
 To encourage continuity and consistency in the administration and application of

Human Resource Policies
 To provide a direction and clarity in the day to day administration of Human

Resources.
APPLICATION
These policies are approved by the Director , administered by the HR Deptt. and apply
to all employees of the Western Group
HR PROTOCOL@ 2005
The HR Policy Manual is designed to be the primary reference document for

communicating and interpreting the human resource policies and procedures applicable to
employees at Western
The company reserves the right to add to , to delete from , to change or otherwise revise
policies contained in this manual with or without the prior notice to the employees
whenever the company determines such action is warranted.
This manual is published and maintained as a guide for all employees in order that human
resources matters can be handles timely and equitably.
The manual supercedes all inconsistent official statements which have been issued till
date
Questions regarding the applicability of any of the policies in this manual to the
employees should be directed to the Corporate HR , Mumbai
KS PRAVEEN
GENERAL MANAGER -HR
HR PROTOCOL@ 2005
POLICY NO : W/HR 001-05

SUBJECT : ORGANISATION HIERARCHY
EFFECTIVE : 1st April’2005
SUPPORT LEVEL
LEVEL DESIGNATIONS
SL-0 Peon, Helper, Driver
SL-1 Technician / Store Keeper
SL-2 Senior. Technician /Assistant/ Secretary
SL-3 Officer / Supervisor / Co-ordinator / Accountant / Engineer
MANEGEMENT LEVEL
ML-1 Executive/ Sr. Executive / Area Manager
ML-2 Assistant Manager
ML-3 Manager / Branch Manager
ML-4 Sr. Manager / Regional Sales Manager
ML-5 Assistant General Manager / Deputy General Manager
ML-6 General Manager
ML-7 Vice President
ML-8 President
ML-9 Director
ML-10 Managing Director
ML-11 Chairman
ORGANISATION HIERARCHY
HR PROTOCOL@ 2005

SUBJECT : MANPOWER PLANNING
MANPOWER PLANNING
Man power planning enables an organization to project its short to long-term needs so
that it can adjust its manpower requirements to meet changing priorities.
PURPOSE:
To ensure a sufficient number of suitably qualified personnel are maintained at all levels
throughout the organization.
POLICY
Manpower requirements will be reviewed on a quarterly basis. It is strongly suggested
that the manpower plan of each business area /unit is frozen at the beginning of the
financial year keeping in perspective , the business plan for the year.
MANPOWER PLANNING
HR PROTOCOL@ 2005

SUBJECT : RECRUITMENT & SELECTION
People are the most valuable asset for an organization. In this world of ever increasing
competition, an organization has to keep up with the varying needs of customers. This
can be accomplished by value added products and services, conceived and developed
by a quality and creative workforce.
PURPOSE
To attract, select and retain the best talent and ensure that appointments are made on
merit through a fair and equitable selection process.
RECRUITMENT POLICY
1. Recruitment shall be done as per Manpower Plan only. All manpower requirements
will be initiated by the Head of the Department, in which the manpower is needed.
2. The Employee Requisition Form ( ERF ) Annexure-I shall be used for

indenting the Manpower providing all details and Justification about the
requirement This will be forwarded to HR Department ,which in turn will take the
approval of management.
3. It is not essential that a replacement is needed whenever there is a separation. Each

request for recruitment has to be justified by the head of the Department.
4. Recruitment may be made through Database/ Placement Agencies/

Advertisements /references if possible.
5. The Immediate Superior and the Departmental Head would take the interview.
They will discuss the prospects of employment with HR Department at Mumbai
subsequently.
6. For Position at Mumbai, the candidates will be interviewed by the HOD and the
HR Head together or separately.
7. All appointments have to be approved by the Directors for ML-2 and above. For
all other appointments it will be as per the business plan and VP /GM approval.
RECRUITMENT & SELECTION

HR PROTOCOL@ 2005
SELECTION POLICY
1. Selection should be based on merit through a systematic and careful assessment of

each candidate’s ability to fulfill the listed selection criteria having regard to the
following:
a. Aptitude to perform the duties of the position, as demonstrated by level of

work in previous positions;
b. Extent i.e. breadth or range of relevant experience;
c. Qualification and Training ;
d. Capacity for development; and
e. Relevant personal qualities.
2. Short listing will be confined to applicants who comply with stated essential
criteria.
3. Qualifications, knowledge, skills and experience required for the position must be
listed as essential or desirable. Although qualifications pre-requisites for many
positions, it should be recognized that many skills and abilities are acquired other
than through formal education.
INTERVIEWS
PURPOSE : To ensure all applicants are provided with equal opportunity to present
their cases for appointment and the Selection Panel base the decision on criteria relevant
to the position.
POLICY
1. The interview panel shall comprise the Head of the Department where the
vacancy exists; authorized representative of the Department with whom the
candidates shall have the maximum interface and HR Head
2. For Senior Positions, Manager and above the Candidate has to be seen and
approved by the Directors.
3. The Panel could interact with the candidate either together or separately.

HR PROTOCOL@ 2005

4 The interview should also be used to clarify with the applicant any ambiguities or
lack of information in the written application
5 Applicants must not be asked irrelevant questions regarding personal

circumstances that are not applicable to the requirements of the position
6. First round of Interview should be conducted telephonically either by the HR

or the Deptt. Head in cases where the candidate is based far away to assess the
basic suitability.
REIMBURSEMENT
For outstation candidates , the reimbursement of Travel Expenses would be as follows
a. Up To AM : IInd Class Train Fare/ Bus Fare
b. Manager and above: III rd AC fare / AC Bus Fare
c. GM and above : IInd AC Train Fare / Air fare
INTERVIEW REPORT :
The interview Assessment Sheet (Annexure –II ) shall be completed by the Panel
/Interviewers after the interview. The interview assessment sheet will contain the
following information :
1. The recommended salary and benefit
2. Place and the date of joining
3 Details of any special requirements or conditions relating to the appointments
4 Any assurances given to the candidate with regard to the salary increase / re-
designations at the end of the probation period ‘job profile and the joining expenses

HR PROTOCOL@ 2005
EMPLOYEE REQUISITION FORM ( E R F ) W R L
The ERF serves the purpose of providing basic information on the nature of vacancy and
the reason for the recruitment. Please fill up the form completely so that the right person
is recruited.
1. LOCATION: Date of initiating the Requisition:
2. DEPARTMENT: Sales/ Marketing/ Service/ Operations/ Accounts/

Finance/HR/Materials/Production / QA/ Maintenance / R & D / Others (Please
specify)
3. DESIGNATION : COMPENSATION:
4. POSITION is a
a. Replacement (name of person to be replaced):
b. New one because of new Business/Department
c. Additional manpower in existing business division
d. For Temporary period (please mention the no. of months )
Specify in detail the reason for the requirement in any of the above case/s:
5. JOB PROFILE
a) Designation:
b) Specify key responsibilities: (Plz mention the key words)
6. CANDIDATE PROFILE: (Success criteria while searching the profile)

 Basic Educational qualifications:
 Professional Qualification:
 No. of years of Experience:
APPROVALS
Deptt.Head Functional Head Director
Date Date Date
Human Resources Date of receiving the ERF

HR PROTOCOL@ 2005

SUBJECT : INDUCTION & ORIENTATION
I. I N T R O D U C T I O N
Induction is a systematic and formal procedure for integrating a new Employee in

to the Organisation..It aims at giving all the relevant information to the new employee
and making him adjust comfortably in the new environment of the Organisation. It is an
structured orientation programme. which offers an excellent opportunity to new recruits
to learn comprehensively about the organisation.
II O B J E C T I V E O F I N D U C T I O N
To ensure that a new employee settles down smoothly into organisation so that he
reaches a standard level of performance as soon as possible.
III S A L I E N T B E N E F I T S
 It gives maximum relevant information to the new employee in the shortest time.
 It eliminates the feelings of uneasiness, anxiety ,apprehensions etc. in the new

employee.
 It familiarises the new Employee with the Business Goals, Organisation set up
.its Operations, People etc so as to make him productive at the earliest.
 It enhances the image of the oraganisation as people friendly organisation.
 It helps in reducing the turnover of the employees
IV. F O C U S O F I N D U C T I O N.
Efforts have to be made by all concerned to integrate the Induction Process

with the “Goals and Objectives “of the Organisation so as to make it result
oriented and dynamic.
INDUCTION & ORIENTATION

HR PROTOCOL@ 2005
SUBJECT : INDUCTION & ORIENTATION
V. S C O P E OF I N D U C T I O N
The practice of Induction will be applicable to all new employees in the

Management Level in Head office initially . Subsequently , this process will
be extended to Regions
VI . I N D U C T I O N MODULE
A Model Induction Module is attached covering HO and the Shahpur Plant
( Annexure – I )
VII. R E S P O N S I B I L I T Y
G M – HR shall be responsible for administering the process of Induction.
IX. M E T H O D O F I M P L E M E N T A T I O N
An appropriate Induction Schedule shall be prepared by HR just after
the selected employee confirms his date of joining.
The prepared Induction Schedule shall be sent to all concerned well in advance
and a copy of it has to be given to the new employee on the day of his joining the
organisation along with the guidance as how to go about it..
X. ROLE O F T H E I N D U C T E E
The Inductee shall undergo the Induction in accordance with the Induction
Schedule given to him.
The Inductee is required to prepare a brief report on his Induction .and submit it
to the HR on completion of the Induction Process.
INDUCTION & ORIENTATION
I
W R L
HR PROTOCOL@ 2005
INDUCTION MODULE.
Day – I, Head Office:
S. Process Responsibility Area of Coverage Time Lines

N
o
01 Human Resources GM- HR/HR  Joining Formalities 10.a.m- 11
Co -ordinator  Organisational Set Up a.m.
 HR Policies &
 Role of HR in
Organisation
02 A Meeting with GM-HR/ HR  Overview of the Group 11 a.m.-12 .

Chairman/Directors Co-ordinator Organisational History
Its Mission, Product
Business Goals,
Culture ,Values etc.
03 Sales & Service V.P. (Sales &  An Overview of the 12. – 1.30 pm
Service ) Process
 Sales and Service
Strategy
 Sales & Service Set-Up
 Advertising & Sales
Promotion
 Product Range & Key
Customers
03 Accounts & GM ( Accounts  An Overview of the 2.30 pm –
Finance & Finance ) Process 3.30 pm
 Role of the Process in
the Organisation
 The Structure.
 Introduction to Team
Members
 SAP & IT Operations
04 Procurement GM - Purchase  A Familiarisation with 3.30 pm – 4
the Function pm
 Introduction with the
Team Members
05 Speciality Product Business Head  An Overview of the 4.30 pm – 5
Division Division pm
W R L
HR PROTOCOL@ 2005
IN D U C T I O N MODULE
Day –II Plant Visit:
SNo. Plant Responsibility Area of Coverage Time Lines
06 Intercool GM –Plant/  An Overview of the Plant 10 am – 4 pm.

Western Executive - HR
 Introduction to Section
Heads
 Manufacturing Process
 Product Range
 Production Planning
.
 Material Management
 R & D Activities
.
HR PROTOCOL@ 2005

SUBJECT : PROBATION & CONFIRMATION
PURPOSE :
1. To set and clarify work performance standards for new employees.
2. To determine whether or not they meet the standards required for continued
employment.
POLICY :
1 All employees up to GM , will be on Probation for a period of six months from the
date of their joining.
2. During the Probationary Period, the following factors will be closely monitored.
a His/Her Knowledge, Skills and Deliverables
b His/Her Attitude towards work and the organization
c His/Her Behaviour with Superiors and Peers
d His/Her Ability to adjust to the requirements of the job
e His/Her Adherence to the organization culture ,values and discipline
3 At the end of the probation period the employee will be considered for
confirmation based on the Review Report of the Superior and the
respective Departmental Head
PROCEDURE:
Two weeks before the end of the probation period a Probation Review Report ( PRR )
will be sent to the department head, seeking a recommendation on the confirmation of
the appointment.
PROBATION & COFIRMATION

HR PROTOCOL@ 2005
There are three possible recommendations :
A Appointment should be confirmed as per the due date in accordance with the
Appointment Letter
B . The appointment should be extended further for a specified number of months ,

advising the employee to improve upon his shortcomings / weak areas.
C . The appointment should be terminated . This exercise has to be necessarily done

before the expiry of the probation period
The recommendations must be shown to, discussed with and duly signed by
the Functional Head by the Immediate Superior prior to being forwarded to HR for
action
In providing Feedback the Superior should :
a. Express his concerns clearly without undue delay and in appropriate

circumstances
b. Focus on critical areas.
c Acknowledge good work performance
Providing Performance Feedback to the Probationer and taking his signature on the
P R R by the Superior and is very important and essential .
4 Extension of Probation :
a. The probation period may be extended in weak cases at the sole discretion of the
Management
b. The probation period can be extended only at the original probation period
c. Only one extension can be recommended and this can not exceed the duration of
the original probationary period
PROBATION & CONFIRMATION

HR PROTOCOL@ 2005
5 Termination of Employment :
In reviewing such recommendations , the HR deptt should determine
a. Whether the employee was given all the resources to perform
b Whether the probationer had received adequate supervision and instruction to reach
the expected standard of performance
During this review the HR deptt. may consult with the Departmental Head, the immediate
Supervisor or any other person considered appropriate.
CONFIRMATION
PURPOSE
To build up the confidence and a sense of stability in the employee in the organization for
a long term career
POLICY :
1. An employee will be confirmed only after the successful completion of

the probation period
2. Confirmation will be done after considering the successful completion of

the probation period
3. Confirmation letter should reach the employee before the expiry of the last
day of probation
PROCEDURE:
1. The Probation Review Report shall be sent back to the HR deptt. atleast a week
before the expiry of probation period
2. Along with conformation letter a copy of the new pay structure ( in case there is a
revision in the same ) and other allowances will be sent to the employee
HR PROTOCOL@ 2005
WESTERN GROUP W R L
PROBATION REVIEW REPORT ( PRR ) : TO BE FILLED BY IMMEDIATE SUPERIOR
Name of the Probationer : Designation :
Function Unit /Location :
Date of Joining : Confirmation due on :

No Tasks Performed during the Probation Period Rating
OVERALL RATING
Rating : A - Excellent, B - Very Good, C - Good , D - Average , E – Poor
Personal Attributes ( Pl. tick in appropriate column.)

Area Excellent V.Good Good Average Poor
1 Attendance
2 Functional Knowledge
3 Interpersonal Communication
4 Team Work/ Integration with Team
5 Initiative
6 Integrity
7 Decision Making
8 Goal/ Task Orientation
9 Learning & Sharing Abilit
10 Adherence to Org. Culture and
Values
Decision to Confirm : (Pl. Tick )

Confirm / Extend by Months / Wrong Recruitment
Reconsider – Designation, Compensation Location, Function

HR PROTOCOL@ 2005
W R L
Comments on the Probationer’s suitability to the present assignment/job
Name of the Probationer : Signature with Date :
Name of Immediate Superior : Signature with Date :
Name of the Department Head : Signature with Date :
Signature and comments of : GM - HR
Director’s Signature :
PROBATION & CONFIRMATION

HR PROTOCOL@ 2005
SUBJECT : PERFORMANCE APPRAISAL
PERFORMANCE REVIEW & DEVELOPMENT PLAN
PRDP
Today we nurture the belief that our most valuable resource is the Human Capital.
With this in mind , we introduce a Performance Management Process “ Performance
Review & Development Plan” that believes in Self – Assessment, Performance
Feedback, Reward and Recognition Training & Development thereby, facilitating Career
Planning , Succession Planning and Talent Management
The “Performance Review & Development Plan” basically is an open , participative

and development oriented tool to facilitate performance management and employee
development in the organisation.
PURPOS E
 To create and foster a performance oriented culture
 To provide a platform where Appraisee & Appraiser plan together and finalise the
Key Result areas and measurable outcomes providing direction and role clarity
 Proper annual evaluation of performance & competencies and reward and recognise
the same accordingly
 Feedback to the Appraisee in a positive manner about his current level of

performance strengths and areas requiring improvement in order to facilitate the
overall development of the employee
 To identify the training and development needs of the employees
 To assess the potential of an employee
 To build an organisational culture where employees feel free to discuss their

aspirations, problems and support required.
 To effect Promotions and Pay Rise based on Competence
PERFORMANCE APPRAISAL

HR PROTOCOL@ 2005
A. IMPORTANT DEFINITIONS
APPRAISEE : Is the one whose performance is to be assessed over one appraisal cycle
APPRAISER : Is the immediate reporting officer of the Appraisee .He is directly

responsible for the daily monitoring of all the activities of the Appraisee
REVIEWER: Is the Functional Head of the Deptt. He is the reporting person of

the Appraiser
KRA : Key Result Area is thrust area or the area of importance dictated by the
functional & organisational Goals. It is an area of focus that calls for appraisee’s time,
attention & resource.In short it summarises the critical areas of the appraisee’s job profile
B. PERIOD OF THE PERFORMANCE APPRAISAL
Performance Review Period will be from April – March ( Financial Year ) and the
Increments will be effective from Ist April
Performance Appraisal will be an Annual Exercise .
C. PROCESS OF PERFORMANCE APPRAISAL
I. Sending the PRDP Format

The PRDP will be sent to all eligible employees directly on email in the month of
March.
II Design / Contents of the PRDP Form
The PRDP consists of the following sections
 Performance Evaluation
 Competence Evaluation
 Recommendations
 Development Plan
 Goal Setting
HR PROTOCOL@ 2005
III Filling the PRDP Form

STEP - I
On receipt of the PRDP Form the employee will fill in the Personal Details and list
down the Key Result Areas .
STEP – II
The individual employee will Appraise himself , on the given dimensions .This is to
provide the employee a chance to state without any inhibition /reservation , his
achievements and areas of improvement .The employee should have a rationale for his
self assessment
STEP III.
The Appraiser will review the above assessment and based on his own observations rate
the employee .In case the supervisor disagrees with the self rating given by the
employee ,then the Appraiser will give a rationale in writing for the difference in opinion
STEP IV
Discussions shall be held between the employee and the Supervisor for Career
Planning, Identification of Training Needs ,Job Rotation etc.
STEP V
The PRDP will be forwarded to the HR Deptt. by the Appraiser for calculating the
consolidated final ratings
STEP VI
HR Deptt . after calculating the Consolidated Rating shall submit proposal to the
Reviewer /Approving Authority. The Reviewer /Approving Authority shall then decide
the Future course of action to be taken in terms of Increments, Promotion , Transfer,
Training etc.
IMPORTANT
 The PRDP Form has to be compulsorily returned to the HR deptt. within 15

days of receipt of the form.
 No overwriting or cutting of entries will be acceptable
 All entries have to be made in pen
HR PROTOCOL@ 2005
The whole appraisal system is based on a very comprehensive and exhaustive

understanding of the role and contributions by the Appraisee. The Appraiser has to be
forthright ,frank, unbiased ,impartial and unguided by solo incidents during the review
period .There has to be true understanding between the Appraiser and the Appraisee
on their respective roles.
HR Deptt. will be responsible for the successful implementation of the
Performance Management Process. Towards this end it will train and hence
facilitate Line Managers to conduct the Performance Appraisal Process with
the right kind of attitude, stance,accuracy and last but not the least the sensitivity
that it deserves
HR PROTOCOL@ 2005

SUBJECT : TRAINING & DEVELOPMENT
I NT R O D U C T I O N
Training is a process of helping employees to enhance their competence in a

planned and systematic manner. Today’s organisation are opearting in a fast
changing environment. The skills of the employees are to be continuously updated
in tune with the requirements.
Training fills the gap between the present level of performance and the expected
level of performance.
Training has to be need based, Business focussed , well planned, well administered
and well evaluated.
PURPOSE
 .To encourage employees to recognize, develop and use their skill and abilities
 To improve opportunities for career advancement
 To assist in adjusting to technological and organisational change
 To encourage employees to achieve continuous improvement in work
PROCEDURE:
I IDENTIFICATION OF TRAINING NEED
The activity of identification of training needs shall be done once in a year for
training to be provided during April to March .The need identification shall be done
through
Annual Performance Appraisal : ( Individual Needs )
Directives from Directors/Functional /Unit Heads: (Business Needs)
TRAINING & DEVELOPMENT

HR PROTOCOL@ 2005

II CLASSIFICATION OF TRAINING NEEDS
Individual Training Needs evolved from Performance Appraisal shall be classified into
two Categories :
IA Technical Training : All Job /Work related training need shall come under
Technical training.
IB Behavioural Training: All training needs related to employees behaviour & attitude
shall come under Behavioural Training.
II. Business Needs Training:All Organisational Training Requirements mainly based
on the new trends shall come under Business Needs Training.
III COMPILATION & PRIORATOSATION OF TRAINING NEEDS :
Training needs evolved shall be compiled and prioratised. Prioratisation of needs

shall be done keeping into consideration two principles:
a. Organisational Needs ( Critical Areas)
b. Majority of areas commonly identified by more number of people.
IV PREPARATION OF TRAINING CALENDAR :
Training Calendar shall be prepared by properly scheduling the programmes.

as per prioratisation and it shall be circulated to all Functional Heads .

HR PROTOCOL@ 2005

GENERAL
 It is the responsibility of the concerned deptt. to ensure that the subordinates

undergo the specified Training .Once it is decided to nominate any employee for a
training programme , it will be the responsibility of the HOD to relieve him for
such programme.
 HR deptt. must ensure that the employees are trained to levels appropriate to their
roles in order to perform effectively in the best interest of themselves , of other
and of the organization.
 During the year 2005-2006 it is envisaged that each employee undergoes at least
8 hours of Training.
 Training programmes can be organized in –house and for specialized training

employees can be sent to external venues

HR PROTOCOL@ 2005

SUBJECT : ISSUE OF OFFER/APPOINTMENT LETTERS
HR POLICY ON ISSUE OF OFFER LETTER / APPOINTMENT LETTER

AND OTHER LETTERS
PURPOSE
1. To document the relationship between the Company and the Employee
2. To serve the purpose to define the Service Conditions.
POLICY
1. On selection of a candidate, an Appointment Offer letter will be issued .
2. On receipt of the Offer the candidate has to immediately tender his resignation in
his existing organization and send a copy of the same to the HR.
3. Joining time beyond one month will not be entertained. In special cases
reimbursement up to one month’s salary to take care of the notice period will be
considered.
4. Appointment letter would be issued at the time of joining within a week after
submission of all required documents.
5. Offer letter will be signed by the Director / GM – HR
6 All Appointment letter up to the position of Manager ( ML- 4 ) will be

signed GM – HR
7 All Appointment Letter for AGM and above ( ML-5 and above ) will be signed
by the Director – Operations
8. All Appointments have to carry the approval of the Director
ISSUE OF OFFER/APPOINTMENT LETTERS

HR PROTOCOL@ 2005
SUBJECT : ISSUE OF OFFER/APPOINTMENT LETTERS
9 Confirmation letter would be signed by the GM – HR once the Probation Review

Report ( PRR ) is signed by the HOD and the Directors
10 . Any Service /Salary certificate will be issued by the HR Deptt. , if requested by

the employee .However , the employee has to clearly indicate the reasons for
which the certificate is required. The language of the certificate will be as
decided by the HR Deptt. and not as decided by the employee.
11. Under any circumstances , the company will not issue any certificate , which is
a guarantee for a loan / advance from any institution .No involvement of the
company will be considered for any financial dealings by the employee.
ISSUE OF OFFER/APPOINTMENT LETTERS

HR PROTOCOL@ 2005
SUBJECT : ATTENDANCE RULES
ATTENDANCE
PURPOSE : To prescribe the basic guidelines for adherence to office discipline
POLICY
I. All employees are to report at their designated workplace at 9.25 a.m. on all working
days . The working hours would be from 9.30 am to 6 pm with a lunch break from
1.30 pm to 2 pm ( HO & Branches )
II. All employees are required to mark their daily attendance in the register at reception
counter. This is mandatory before they proceed to their respective workplaces.

III There will be a " Red Cross Mark" after 9.30 AM and the Attendance Register
will be shifted to the HR /Admin

IV Employees reporting for duty between 9.30 and 9.45 will be considered "Late" .
Three late marks in a month will be liable for deduction of 1/2 day Casual
Leave and 5 late marks in a month will be liable for deduction of 1 day C L .

V Employees reporting for duty between 9.45 and 10 will be considered "Super
Late" .Two marks in a month will be liable or 1/2 day CL deduction and 3
Marks in a month will be liable to one day CL deduction .

VI . In case there is no CL in the account then LWP will be considered with reference
to point IV and V .

VII Reporting for duty after 10 am to 1.30 pm will be considered as half day.

VIII. All employees leaving the workplace before the scheduled closing hours for
official work will submit a written approval from HOD. This has to be submitted to
the HR deptt. on the same day before leaving office
ATTENDANCE RULES
HR PROTOCOL@ 2005

SUBJECT : ATTENDANCE RULES
IX. It is the sole responsibility of the employee to check on his daily attendance /late
coming /approvals etc.In the absence of the written approval ,the HR deptt. will
treat the employee as “Absent” and effect necessary deductions.
X. All entries in the attendance register other than the employee’s signature that is late
coming , early going , leave outdoor duty have to be marked by the HR Deptt. only
XI. No employee should tamper with the attendance register by making self entries.
XII. Tampering with the Attendance Register will be treated as gross misconduct and the
concerned employee will be liable for disciplinary action .
XIII. HR deptt. will not effect condoning for late coming /early going without a written
approval from the concerned HOD on the same day .
Rules applicable to late attendance at a Glance
Upto 30 minutes Employee is late

30 minutes - 4 hours Employee is absent for half a day
More than 4 hours Employee is absent for full day
ATTENDANCE RULES
HR PROTOCOL@ 2005

SUBJECT : LEAVE RULES
An Employee is entitled to Three Categories of Leave as under :
S No. TYPE OF LEAVE PURPOSE

01 CASUAL LEAVE Meant for taking demands of social environment
02 SICK LEAVE Meant for taking care during illness
03 PRIVILEGE LEAVE Meant for taking rest & revitalisation
04 MATERNITY LEAVE Meant for taking care of the child birth
 Grant of leave shall depend on the exigencies of the establishment and shall
be at the discretion of the Management.
 Holidays declared by Management and weekly holidays can either be Prefixed

or Suffixed ( Prefixing & Suffixing both is not permitted )
I. CASUAL LEAVE :
 A permanent employee is entitled for 7 days Casual Leave per year
 This leave is intended to meet special or unforseen circumstances
 Limited to maximum 3 days at a time.
 Non Cumulative and cannot be combined with any other leave .
 To be credited to the permanent employees leave Account on 1st

January every year , or
 On the date of confirmation of service , proportionate to the period

upto 31st December , from date of joining.
EXAMPLE 1 :Date of Joining : 01.04.2004

Date of Confirmation : 01.10.2004
Leave Credited on : 01.10.2004
FOR 7 * 9 / 12 = 5.25 DAYS
Any fraction to be converted to next full integer , hence 6 days.
EXAMPLE 2 Date of Joining : 01.07.2000

07 days
HR PROTOCOL@ 2005

SUBJECT : LEAVE RULES
 As far as possible leave application in the prescribed form should be

submitted to Departmental Head /Locational Head and sanction obtained
in advance .Whenever this is not practicable , message should reach
Departmental Head / Locational Head as early as possible and leave
application submitted immediately after resuming duty .
II SICK LEAVE
 A permanent employee is entitled for 5 days Sick Leave per

year
In case of Sick Leave for more than 3 days , a medical certificate from a
registered practitioner , in support of the same should be submitted at the
time of resuming duty .
The unavailed Sick Leave can be accumulated maximum up to 15 days.
To be credited to the permanent employees leave Account on 1st

January every year , or
On the date of confirmation of service , proportionate to the period upto 31st

December , from date of joining.
EXAMPLE 1 : Date of joining : 01.04.2004


FOR 5 * 9 / 12 = 3.75 DAYS
Any fraction to be converted to next full integer
hence 4 days.
(If he is not availed any leave from 1.4.2000 to 31.12.2000 than as on
1.1.2001 leave credited is 9 days)
EXAMPLE 2 :Date of joining : 01.07.2000

As on 01.01.2001 leave credited is 3 days for 2000 & 5 days of 2001, total
leave is 8 days
HR PROTOCOL@ 2005
III.. PRIVILEGE LEAVE
 A permanent employee is entitled for 21 days Privilege Leave per

year
 A person employed in the establishment shall be entitled to take

this leave only after twelve months of continuous service
 This leave shall be credited to the leave account on 1st January every
year proportionate to the number of days worked in the previous year.
EXAMPLE 3 Date of Joining :01.04.2000

Leave Credited on 01.01.2001
For 21*9/12 = 15.75 days
Any fraction to be converted to the next full
integer , hence 16 days
Entitlement begins only on 01.04.2001
 Privilege leave shall be limited to Minimum 4 days at a time

Maximum 3 times in a year
 Any employee wants to go on PL for more than 5 days , application in

the prescribed form should be made at least 15 days , prior to the
commencement of the leave applied for & it should be approved /
sanction by Dept Head.
 The unavailed PL can be accumulated maximum upto 50 days

However , one can be allowed to accumulate the said leave for more
than the prescribed limit, if the application for leave has been given
and the same has been refused by the Management .
 Leave beyond 15 days can be encashed once in a year in the month of

January at the rate of last drawn basic salary as on December 31 of the
preceeding year .In case of separation , leave encashment shall be
calculated on basic Salary subject to a maximum of 50 PL.
IV .MATERNITY LEAVE
Female employees not covered under ESI will be given Maternity Leave of six
weeks ( three weeks before child birth and three weeks after ) twice during the
service.
HR PROTOCOL@ 2005

SUBJECT : PAID HOLIDAY
I. There would be 10 ( ten ) paid holidays in a calendar year
II The proposed list of paid holidays for the ensuing year will be submitted by all the
branch offices / Plants to the HR Deptt. by 26th December every year
III HR Deptt. will consolidate the proposals from all locations and correlate Holidays,as
may be observed by the Head too. On completion of this exercise, the HR deptt. will
communicate the approval list of paid holidays to each branch by 26th December.
IV Each location has to ensure that the National Holidays have to be compulsorily
included in the proposal
V A fair amount of consideration will also be given to local festivals .However, the
number of Paid Holidays will have to remain 10 ( ten ) only
VI The Head Office shall also observe 10 ( ten ) paid holidays
VII No employees will be asked to work in a paid holiday .

HR PROTOCOL@ 2005
PAID HOLIDAY

SUBJECT : COMPENSATORY OFF RULES
All the Employees up to Level –II , Asst Manager are eligible for a Compensatory
off against the days they work the full day on Sundays or any Annual Holidays
declared as per our circular.
Half day or less than half day of work on a Holiday will not entitle an employee for C .
Off
The C. Off has to be claimed within three months of having worked on a

Holiday . If not claimed within three months then it will get lapsed.
The C. Off can not be claimed as a matter of right as per the convenience of the
Employee It has to be sanctioned by the Deptt. Head / Section Head as per his
discretion keeping into consideration the work requirements
The C. Off can be prefixed or suffixed with Casual Leave only and not with SL or
PL
HR PROTOCOL@ 2005
COMPENSATORY OFF RULES

SUBJECT : TRAVEL RULES
Rates of Allowance For Boarding and Lodging
Sr. Level Category Lodging Allowances ( Stay ) Boarding Allowance (D.A)

No
Metros A B C Metros A B C
1 ML- *VP/ GM Act. Act. Act Act. Act. Act Act. Act.
5/ML .
-6
2 ML-4 DGM/AGM 1675 1300 1100 900 300 250 200 175
3 ML-3 Sr. Manager / RSM 1400 1100 900 800 275 235 175 150
4 ML-3 Manager / Branch 1200 1000 800 700 225 200 160 135
Manager
5 ML-2 Asst. Manager 950 800 700 600 200 175 150 125
6 ML-1 Executive 800 700 600 500 180 155 145 125
7 SL-3 Officer/Supervisor/A 600 500 400 350 175 150 140 125
ccountant/Engineer
8 SL-2 Sr.Technician/Assista 500 350 300 250 150 140 125 110
nt/Secretary
9 SL-1 Technician/Store 350 300 250 200 140 125 110 100
Keeper
10 All other excluding .whatever 300 250 225 200 125 110 100 80
mentioned here above
* Excluding Five-Star Hotels in metros & Five star deluxe Hotels at all places. Room rent
in range of Rs.2000 /- per day, excluding all taxes.
HR PROTOCOL@ 2005
TRAVEL RULES

TA / DA Rules
Mode & Class of Travel
Sr.N Level Category Mode of Travel Conveyance

o (By shortest route) (Please ensure
economy)
1 ML-5 *Vice President / GM Train (any class) / Flight Taxi
/ML-6 (Economy Class)
2 ML-4 AGM / DGM Train AC 2nd class, Flight Taxi /Autorikshaw
(Economy class) in case of
emergency
3 ML- 3 Sr. Manager / RSM Train AC 2nd Class, Flight Taxi / Autorikshaw
(Economy Class ) in case of
emergency
4 ML-3 Manager /Branch Train AC 2nd class / Luxury Taxi /Autorikshaw
Manager Bus
5 ML-1 & Asst. Manager/Executive Train IIIrd Tier /Luxury Auotrikshaw/Local
ML-2 Bus Train 1st class /City
Bus (Taxi only in
metros)
6 SL-3 Officer/Supervisor/ Co- Train 2nd class /Luxury Bus Auotrikshaw/Local
ordinator/Accountant/Eng Train 2nd class /City
ineer Bus (Taxi only in
metros)
7 SL-2 Sr.Technician/Assistant/S Train 2nd class/Luxury Bus Auotrikshaw/Local
ecretary (Non-A.C) Train /City Bus
8 SL-1 Technician/Store Keeper Train 2nd class/Luxury Bus Auotrikshaw/Local
(Non-A.C) Train /City Bus
9 All other excluding whatever Train 2nd class /Bus Cycle Rikshaw/Local
mentioned hereabove Train 2nd class/City
bus
*Train: Wherever night trains are available and / or the train journey is less than 12
hours, train travel should be preferred instead of air.
HR PROTOCOL@ 2005
TRAVEL RULES

TA / DA Rules
Classification of Cities
CLASS CITIES
Metros Mumbai, Calcutta, Delhi, Chennai, Bangalore
A Hyderabad, Pune, Ahmedabad, Chandigarh
B Lucknow, Guwahati, Jaipur, Cochin, Indore,Baroda, Coimbatore ,Patna,Panaji

Kanpur & all other State capitals
C All other cities excluding whatever mentioned herein above
GUIDELINES:
1.If two or more employees are on tour at the same destination, then they have to share a
room. Lodging will be reimbursed only against bills (local taxes extra)
2.Boarding includes Food, Laundry tips, Local Calls without bills etc.
3.Departure for tour/return from tour is as per given scheduled, then D.A shall be
sanctioned, as per given rate:
a. Less than 6 hours –Nil

b. 6hrs – 12hrs. @ 50% of the Total D.A
c. 12 – 18hrs. @ 75% of the Total D.A
d. 18 – 24 hrs @ 100% of the Total D.A
4.Whenever employee goes on tour (External Training / Factory Visits / Office Visits)
and if meals are provided by the company, Institute/Branch Office or complementary
meal is provided, Then 25% of the Boarding Allowance (per meal) will be deducted
provided by the hotel, then 25% of the Boarding Allowance (per meal) shall be deducted.
5.If the out door duty is more than 15 days at a time, and employee has informed well in
advance, then the said period shall be treated as a deputation and accordingly the
concerned employee shall be paid deputation allowance and other allowances, as
specified in the transfer policy.
HR PROTOCOL@ 2005
TRAVEL RULES

6.Unless eligible, employees are not permitted to use taxi. However, it is permitted in
exceptional cases, where the material is too large to carry or the material weighs more
than 15 kgs. In such cases, H O D’s /Branch In- charge’s approval is required.
7.In case, any one makes his own arrangement for staying, he may claim 25% of the
sanctioned Loading allowance or Rs.250/- whichever is less for ML-1 & above grades
and Rs.150 /- for rest all grades, whichever is less. For this the condition of submission of
bills is relaxed.Employees staying at their own residence are not permitted to take said
allowance.
8.An employee shall not be entitled for D.A, when he is traveling within a radius of 100
K.M from his place of working. However, in such cases, he shall be paid @ 50% of
eligible D.A, as per the rules for outdorr duty more than 12 hrs & above.
9.Confirmed Train Tickets should not be converted in to next class of tickets.
10.Booking Charges subject to production of bill of the agency.
11.Payments to TTE is discouraged and is allowed only in emergency and exceptional

cases.
12.Penalty of late submission of Traveling Bills to be imposed as follows:
SUBMISSION AFTER TOUR DATE PENALTY AMONUT

a. 8 to 10 days Rs.25/- per day from day one
b. 11 to 20 days 25% of the total bill amount
c. 21 to 30 days 50% of the total bill amount
d. More than one month- Bill shall not be No Bill to be passed
acceptable.
13.Entertainment expenses are strictly banned. Visited employee should neither

entertain anybody nor should accept entertainment expenses from the person visiting
the branch.
TRAVEL RULES
HR PROTOCOL@ 2005

SUBJECT : LOCAL CONVEYANCE RULES
LOCAL TRAVEL REIMBURSEMENT
The amount of Local Conveyance Expenses incurred for official work shall be
reimbursed as mentioned below :
4 Wheeler 2 Wheeler
@Rs.4.00 per KM ( All Inclusive ) @ Rs.1.75 per KM ( All Inclusive )
The local conveyance reimbursement shall be done on submission of details

pertaining to local visit in KM , purpose of visit , date, time etc. The conveyance
expenses shall not be reimbursed if the said details are not submitted with the
approval of the deptt. heads
LOCAL CONVEYANCE RULES

HR PROTOCOL@ 2005
SUBJECT : CELL PHONE POLICY
PURPOSE
To have a cost effective communication system across the organisation to facilitate

the business related transactions.
POLICY
The Company has entered into a corporate tie –up with Air Tel The company will
provide hand set to employees as per the recommendations of the Functional Deptt/
Branch Heads.
The ceiling of the monthly cell phone bill is as under category wise :
SNo Category Ceiling

1 VP Rs.5,000/-
2 GM/DGM/AGM Rs.4,000/-
3 Sr. Manager/ RSM Rs.3,000/-
4 Managers/ Asst Managers Rs.2,500/-( Field ) Rs.1250
(Non Field )
5 Executive / Officers / Engineers Rs.1,500/-( Field ) Rs.750 (
Non Field )
6 Assistant /Technician Rs. 500/-
The employees are required to highlight the personal calls on the monthly statement and
that will be debited to their account .
HR PROTOCOL@ 2005
CELL PHONE POLICY

SUBJECT : LOAN POLICY
The Management of the Company would extend the loan facility to the eligible
employees for specific purposes with specific recovery guidelines w e f 1.04.2005.
A. SALARY LOAN
Eligibility : The Employee has to be confirmed on the regular rolls of the company
However, the sanctioning of loan shall be at the discretion of the
Management taking into consideration fund availability/financial
status, employee performance etc.
Purpose of the Loan : Applicants or his family member’s Marriage ( brother /sister )
Medical Treatment ( Spouse / Brother /Sister /Parents/ Children)
Education ( Children /Self ) and other emergencies .
 The employee has to submit the supporting documents for availing the loan .HR
Deptt. will not consider the application in absence of the supporting document.
 Deptt. Head recommendation is essential for sanctioning the loan.
AMOUNT OF LOAN
Three Times of the basic Salary up to a maximum amount of Rs.20,000/- ( Rs. Twenty
Thousand ) will be sanctioned as loan.
THE RECOVERY
The sanctioned loan will be recovered in maximum 10 installments
 A gap of 24 months has to be maintained from the last installment deducted till
the fresh application for second salary loan
HR PROTOCOL@ 2005
LOAN POLICY

B. TWO WHEELER LOAN
Two wheeler loan is applicable to Officer to Asst Manager Category ( SL-I – ML-II )
having experience of at least 3 years with the Group.
The details are as under :
Level Amount Installments

SL-I to SL-III 10,000/- 18
ML –I & ML- II 20,000/- 24
 Two Wheeler Loan will be granted with Interest @10 % p a or without interest
rate solely at the management discretion taking into consideration the merit of the
case and priorities
.
 The Interest on loan will be 10 % p a.
C .CAR LOAN
Car Loan will be applicable to Manager and above category ( ML-III to ML – V ) having
experience of at least 5 years with the Group

ML-III 50,000 36
ML-IV 75,000 48
ML-V 1,00,000 60
 Car Loan will be granted with Interest @10 % p a or without interest rate solely
at the management discretion taking into consideration the merit of the case and
priorities.
HR PROTOCOL@ 2005
LOAN POLICY

D) HOUSING LOAN
The Housing loan will be applicable to the employees having at least 5 years
with the Group

SL-I to ML-I 25,000 60
ML -II 50,000 60
ML-III 75,000 60
Ml -IV 1,00,000 60
ML-V& VI 1,50,000 60
 Housing Loan will be granted with Interest @90 % p a or without interest rate
solely at the management discretion taking into consideration the merit of the case
and priorities.
 Housing loan can be taken only once .
Any deviation from the Policy, as matter of special consideration will be the prerogative
of the Director’s only.
SALARY ADVANCE
In case of unforeseen /urgent domestic expenses an advance up to 70% of the take home
salary can be granted and the advance amount shall be recovered from the same month
salary.This facility shall be made available only in exceptional cases for ex. Once in a
year
Such advance shall be given between 15th and 20th of every month with prior approval of
the Deptt./Branch Head.
HR PROTOCOL@ 2005
LOAN POLICY

SUBJECT : TRANSFER POLICY
OBJECTIVES OF TRANSFER
In order to achieve the business goals and objectives, the organization needs to have
employees with varied skills and exposure at more than one establishment.
We believe that Human Talent is our most valuable asset and it should not be
monopolized and stifled in specific pockets within the organization.
For the employee, transfers would provide further learning opportunities and varied
experience for growth.
At the same time, we recognize the inconvenience and hardships caused to the employee
and his family due to transfers between locations. In order to minimize these hardships
the company lays down this Transfer Policy.
ENTITLEMENTS ON TRANSFER
An employee will be entitled to the following on being transferred from one city/town
location to another -
a) Resettlement Leaves
b) Travel Related Reimbursements
c) Resettlement Allowance
d) Reimbursement for transporting household articles
e) Halting Allowance
f) Scouting Trip Expenses
g) School/ College Admission Cost

HR PROTOCOL@ 2005
TRANSFER POLICY

In case the transfer has been requested by the employee of his own accord, he will be
entitled only to Travel related reimbursement
 Travel time spent in traveling to the place of posting will be considered as paid leave.
A) RESETTLEMENT LEAVES
An employee will be entitled to a maximum of extra paid 6 days’ leaves in order to

facilitate all activities connected with resettlement to a new place, including actual travel
time involved. The employee should avail of this leave within 3 months of the date of the
transfer letter, but not later than one month of reporting for work at the new location.
B) TRAVEL RELATED REIMBURSEMENT.
The transferred employee and his family (*) will be entitled to travel reimbursements for
moving to the new location, against submission of a copy of the train ticket/original air
ticket (as per the Grade Eligibility), as well as bill and receipt of Travel Agent (if
applicable).
(*) The term family includes only spouse and dependent Children.
Local conveyance expenses incurred for the purpose of the journey will be reimbursed on
actual.
C) RESETTLEMENT ALLOWANCE
To take care of incidental expenses on relocation to a new place, the employee will be
entitled to one month’s basic salary as resettlement allowance. This allowance can be
claimed by the employee after he shifts to the new location.
This allowance will be treated as income and therefore, will be fully taxable. The
consolidated basic salary applicable will be the last salary drawn at the old location.
HR PROTOCOL@ 2005
TRANSFER POLICY

D) REIMBURSEMENT for transporting household articles including

( Packing, Insurance, Octroi , Loading and Un-loading charges )
The transferred employee will be entitled to claim actual expenses on cartage (including
loading and unloading charges) of his household effects to the new location subject to a
maximum of one truck load in case of employees up to ML- IV a maximum of two
truck loads in case of employees in ML – V & ML – VI .
The employee has to get a minimum of two quotations for this purpose and send them to
the HR department for prior sanction. In case the quotation reaches HR department at
least one week before the date of transfer, the company can prepare a cheque and send it
to the transferred employee. Otherwise, the employee will have to pay the transportation
charges directly and take reimbursement later from the company on submission of the
bill.
E) HALTING ALLOWANCE
Where an employee cannot move into a house immediately on reaching the new location,
for reasons beyond his control, he and his family would be entitled to stay in a hotel for a
maximum of up to 7 days. Expenses will not be reimbursed beyond this maximum
allowable stay of 7 days.
The employee must submit stamped bills and receipt/ credit card slip for the actual
expenses on lodging and boarding, in order to claim reimbursement.
Theses expense will be reimbursed as per the Grade Eligibility.

HR PROTOCOL@ 2005
TRANSFER POLICY

F) SCOUTING TRIP EXPENSES
An employee who is transferred may be allowed to make one trip to his new place of
posting before the date of the actual transfer, for the purpose of Accommodation
/Admission or Admission Interview of school/ college going children.
The employee will be entitled to stay at the new location for a maximum of 3 days for the
purposes mentioned above.
G) SCHOOL / COLLEGE ADMISSION COST
In case of a transferred employee having school/college going children, the employee can
claim donations or non-refundable deposits or one time admission fee that he may have to
pay (for admission only). These will be reimbursed on actual on production of a proper
receipt, subject to a maximum of Rs. 5000/- per child for two children. The regular
school/college term fees, tuition fees, etc. will not be entitled for this reimbursement.
TRANSFER POLICY
HR PROTOCOL@ 2005

SUBJECT : CITY COMPENSATORY ALLOWANCE
City Compensatory Allowance ( CCA ) shall be granted to the employee on their

transfer / reallocation of duties to the new location.The CCA shall be paid as per the
table given below in addition to gross salary till the time he is working at the
transferred location
S Level Metro A-Class B-Class C-Class
No
1 M-V& VI 4000/- 3000/- 2000/- -
2 M-IV 3000/- 2000/- 1800/- -
3 M-IV 2000/- 1600/- 1200/- -
4 M-III 1800 1400 1100/-
5 M-II 1600/- 1200/- 1000/- 800/-
6 M-I 1400/- 1200/- 900/- 800/-
7 S-III 1200/- 800/- 600/- 500/-
8 SL-II 800/- 600/- 500/- 400/-
9 SL-I 600/- 500/- 400/- 350/-
 The CCA stands withdrawn , if the said employee is transferred back to his original
place or any other location .However, for new location CCA will be decided taking
into consideration Class of the city
 Under any circumstances CCA can not be merged with Salary in case of
Transfer /promotion etc. However, CCA amount shall be considered under the
cost of the company concept while evaluating performance of the employee
 The CCA shall not be applicable if the concerned employees transfer is approved on
his personal request /transfer to native place etc.
 The transferred employee will have to make staying arrangements with the help of
CCA provided in addition to his salary as the employee is already working in
particular class of city/ level – Grade for which compensation is fixed and paid as
mutually agreed .
 In case the employee is transferred on account of non-performance .poor discipline
etc. CCA shall not be paid.
HR PROTOCOL@ 2005
CITY COMPENSATORY ALLOWANCE

SUBJECT : GET TO-GETHER
PURPOSE
To provide an informal platform to the Employees for coming together and create
a bonding which will have a positive effect in the work place also
PROCEDURE
Employee Get Together will be organized on appropriate occasions on

Regional /Branch /Unit basis.
BUDGET
Rs./- 250 per employee in a Financial Year .
GET TO- GETHER

HR PROTOCOL@ 2005

SUBJECT : MARRIAGE GIFT
The confirmed employee shall be gifted a Gift Cheque on behalf of the management
on the occasion of marriage
GRADE UP TO SL – III UP TO ML-III ML-IV & ABOVE

OFFICER MANAGER AGM AND ABOVE
Marriage Gift Rs.501/- Rs.1001/- Rs. 1501/-
Cheque
The Gift Cheque shall be handed over to the concerned employee by his Deptt.Head /
Immediate Superior wishing him on the occasion
MARRIAGE GIFT
HR PROTOCOL@ 2005

SUBJECT : BIRTHDAY CELEBRATION
PURPOSE
To provide a personal touch to the employee in the work place
PROCEDURE
HR Deptt. will send an E Greeting Card to all the employees on the occasion of
his/her birthday and a copy of the Greeting will be put on the notice board for general
information of colleagues.
HR PROTOCOL@ 2005
BIRTHDAY CELEBRATION

SUBJECT : PROFESSIONAL DEVELOPMENT
OBJECTIVE :
In order to encourage the Employees to make efforts for their self development Western
Group is committed to support all initiatives for the Growth and Development of all
employees.
In order to promote the learning process Western is introducing a Professional

Development Policy for the benefit of the employees
POLICY
1. The company shall pay the 50 % of the fees of Course /Workshop undertaken by
the employee up a maximum limit of Rs. 6,000/-
2. Special Leave up to a maximum 5 days shall be awarded to the employee for attending
any Part Time / Full Time Course /Workshop in a year . Leave upto a maximum of
5 days will be granted for appearing in the examination . In case the
number days of examination is less than 5 days then only that particular
number of days shall be granted.
PROCEDURE
1. Any employee who wishes to avail of this facility should apply in writing along
with the details of the course content for permission to the HOD
2. This Application will then be forwarded to the HR Deptt .for further processing
3. The concerned HOD and HR Deptt. Shall certify that the course proposed to be
undertaken by the employee is compatible with the Candidate’s Job profile &
Growth Potential in the Organisation and that it will equip him with enhanced
skills and knowledge
4. HR deptt. shall grant and reject the permission and the decision of the company
will be the final
HR PROTOCOL@ 2005
PROFESSIONAL DEVELOPMENT

SUBJECT : PROFESSIONAL DEVELOPMENT
5. If the application is approved by the management the employee will be required

to submit the receipt of the payment of course fees and the examination fees after
which the amount will be reimbursed to the employee
6. The candidate is required to inform at least 15 days in advance before

proceeding on the special leave.
7. In case any employee who has been granted payment towards full time / part time
course wishes to leave the company within a year the company will recover the
fees paid by the company along with the leave salary.
8. This policy applies to those employees who have completed one year in the
organisation
PROFESSIONAL DEVELOPMENT
HR PROTOCOL@ 2005

SUBJECT : PF / ITDS / EST
PROVIDENT FUND
1.The Rule for PF is applicable if the organization is employing more that 20 people
2. The amount of PF is at the rate of 12 % of the basic salary
3. The PF Scheme is applicable to employees whose basic is equal or less 6,500 pm
ITDS
1. The Income Tax Deduction would be as per the Income Tax Rules
2. At the beginning of the financial year , all employees are required to submit their
investment details for that particular year .This is to enable the HR Deptt. to calculate
the amount of I T D S.
3. In case no details are submitted ;all payments shall be construed as income
4. Proof of Investments has to be given as per the declaration before the close of the
financial year
EMPLOYEE STATE INSURANCE SCHEME
1.The ESI Scheme is applicable to employees who earn salary equal to or less that Rs.
7,500 /- per month
2. Under the ESI Act the Salary includes Basic Salary, House Rent Allowance
3. In certain states , the government has not extended the provision of the Act to all
areas.If the office is located in the area ,where the provision of the act has not become
applicable ; the employee will noit be covered by the act .This would be applicable even
if his salary is less than or equal to Rs.6500/- per month.
3. A Contribution calculated @ 1.75% ( rounded off to the next higher multitude of

0.50 paise ) will be deducted from the salary of an employee covered under the
ESI Act ..The Company’s contribution to the same would be @4.75 % of the
total wages ( rounded off to the next higher multitude of 0.50 paise.
PF / ITDS / EST
HR PROTOCOL@ 2005

SUBJECT : RESIGNATION / TERMINATION
RESIGNATION / TERMINATION / ABANDONMENT OF EMPLOYMENT
R E S I G N A T I ON
PURPOSE
To outline the provisions relating to a staff member’s voluntary termination of services

other than by retirement or abandonment of employment
POLICY
I An employee wishing to resign should forward a notice of resignation in writing

through the relevant Department Head to the HR Deptt.
II. The company is not obliged to accept the resignation from the date proposed by the
employee
III. Failure to give the required period of notice may render the employee liable to forfeit
the pay equivalent to the period of notice , as mentioned in the appointment letter .
The salary for the purpose shall mean the basic salary
IV The HR deptt. will consider the proposed cessation date and formally accept the date
proposed or advise the employee of other action.
TERMINATION
PURPOSE
To outline the provisions relating to a staff member’s involuntary termination of services
POLICY
I. The services of an employee may be terminated for any reason where issue of
compliance is concerned and mutuality of interest has ceased to exist.
II The services of any employee may be terminated without giving notice , by paying
the salary of the notice period , if any as specified in the appointment letter
HR PROTOCOL@ 2005
RESIGNATION / TERMINATION

III All the decisions of termination will be communicated to the employee concerned in
writing
IV In case of termination the employee may be given the option to resign at his own
request
V. The Salary for this purpose shall mean the mean basic salary
VI Any issues / actions/ relating to and of the employee , indicative of loss of

confidence, misrepresentation of facts , false claims, wrong information , gross
insubordination, moral turpitude, wrong information , severe misconduct, financial
irregularity, severe performance issue , criminal offence against him will attract
Termination from the Services forthwith.
VII. There has to be sufficient documentary proof relating to aforesaid reason/s on

the basis of which Termination Letter will be issued by the HR .
ABANDONMENT OF EMPLOYMENT
PURPOSE
To outline the provisions which will be implemented as a result of a staff member’s

abandonment of employment
HR PROTOCOL@ 2005

POLICY
1 Where employee has been absent from duty without permission authority for a
Period of eight consecutive days or more , he will be deemed to have abandoned
employment , and will cease to be an employee at that time
2 The respective department head must notify HR Deptt. as soon as possible after
becoming aware of an employee being absent from work without having first
notified the immediate superior
3 HR will endeavor to locate the employee in order to provide an opportunity to

show case why employment should not be terminated
4 If contact can not be made within a period of three working days , or if the
employee does not respond within three working days of a written or telephone
request , Human Resource will terminate that individual’s employment
8 Any appeal against an order of abandonment of employment will be heard and

disposed off by the Directors .
HR PROTOCOL@ 2005

SUBJECT : DISCIPLINE & DISCIPLINARY ACTION
It is the responsibility of each deptt. Head /Branch head to maintain highest standard of
working discipline in the workplace..
Matters of discipline , integrity , neglect of duty ,insubordination ,working in a manner

detrimental to the business interest of the company , absenteeism etc. shall be treated as
major misconduct.
Depending on the gravity and nature of misconduct the following procedure will be
adopted by the HR Deptt. in ascending order.
ACTION METHOD
Verbal Warning Section Head / HR is to narrate the drawback/mistake
/Counseling /lapse/weakness very clearly to the employee; giving him a
time period to improve and provide feedback to the employee
on completion of period
Warning Letter If the employee does not improve after verbal warning
/caution then a mild warning letter should be issued to him
referring to the counseling session
Show Case Depending on the nature and gravity of the misconduct this
Notice/Explanation maybe issued by HR giving 48 hours to respond in writing
call
Charge Sheet A detailed letter with narration of specifics , reply to be
submitted within 24 hours to be issued in presence of 2
employees of the branch if refused to be sent by the registered
post on the same day at local & permanent address.
Charge Sheet cum In gross misconduct needing the employee to be away from
Suspension the work immediately.
order/Cum
Enquiry Notice
DISCIPLINE & DISCIPLINARY ACTION

HR PROTOCOL@ 2005

SUBJECT : EXIT POLICY
1 N T R O D U C T I O N
Human Resource is the most important resource in an organisation as this is the

only Resource which is capable of utilising other resources. When an employee
joins an organisation a kind of ‘give and take ‘ relationship is established between the
employee and the organisation.
When this important relationship comes to an end for whatever reasons it is

essential to ascertain the reasons behind it. These reasons are ascertained by
way of Exit Interview .In the process the organisation comes across some
hidden aspects of the organisation which should be addressed for establishing a
better employee employer relationship.
Exit Interview is a very effective HR tool to elicit reasons for employee turnover and
to understand the prevailing organisational climate so as to take corrective action if
required. It often throws up some very sensitive and vital information about the
organisation which normally an employee would not share in the course of his
association with the organisation. It opens windows to the hidden causes of
employee turnover. A study has to be made of the reasons to make employees stay
in the organisation
2. O B J E C T I V E S
To obtain reasons of Employee Turnover .
To obtain a feedback about the prevailing organisational climate, policies e t c.
To obtain information about the level of remuneration and status offered outside.
To obtain feedback about the existing interpersonal relationship in the

organisation.
EXIT POLICY
HR PROTOCOL@ 2005
POLICY NO : W/HR 0026-05S

SUBJECT : EXIT POLICY
3. SCOPE OF A P P L I C A T I O N
This practice shall be applicable to outgoing employees at all levels
4. METHOD OF IMPLEMENTAT I O N
The outgoing employee shall be interviewed by the Head – H R before three

four days of his release from the organisation with the help of structured
questionnaire ( Annexure – I ).
Employees going from Branch Offices / Plants will be couriered this questionnaire
and they are supposed to fill it up and send it back to the Corporate – HR Deptt.
before they leave the organization . This is essential requirement for issuing the
relieving letter to the Employee.
The data coming out of the Exit Interview will be analysed by the H R at
regular intervals to identify the patterns. A summary of the analysis will be presented
before the management and an appropriate action plan shall be drawn to further
improve the organisational climate and minimise the employee turnover.
HR PROTOCOL@ 2005
EXIT POLICY
W R L
EMPLOYEE EXIT INTERVIEW FO RM
I. P E R S O N A L DETAILS
Name : D. O. J :
Present Designation : Joining Desig :
Total Years of Exp : Exp. at Western :
Date of Resignation : Date of Relieving: :
Nature of Job : Technical / Commercial/ Marketing / HR / Administrative/Service
II How did you get the job in our Organisation
a. By applying in response to our advertisement in the Newspaper
b. Through Placement Agencies
e. Through Reference.
HR PROTOCOL@ 2005
EXIT POLICY
W R L
III. Whether the Job offered to you was exciting , challenging or enjoyable. Did it
add any value to you.
IV. Was the location comfortable.Was the working atmosphere enjoyable.Were you
respected as an individual.
V. Whether you experienced growth in terms of level and responsibility.
VII Whether you had opportunity to discuss your problems / grievances with any
member of the H R
VIII Whether the Organisation provided you with sufficient learning opportunities to
grow as a Professional
IX. Whether your Boss offered you freedom facilitating your creativity to
blossom.
X. Mention two major drawbacks of this organisation according to you.
1__________________________________
2 ._________________________________.
XI. Mention two major strengths of the organisation according to you.
1________________________________
2. _______________________________
XII. Would you like to rejoin our organisation in future . Why / Why not.
XIII. Why did you leave our Organisation . Please tick three most important reasons.
1. For higher position
2. For better emoluments

HR PROTOCOL@ 2005
EXIT POLICY
W R L
3. For higher education.
4. Change in nature of job.
5. Dissatisfaction due to
a. Boss
b. Peers
c. Sub- ordinates
d. Policies
e. Organisational Politics.
f. Inadequate Medical Facilities
g. Stagnation
h. Frequent / sudden transfer
i. Inadequate Loan facilities.
Please give details of your new Job.
1. Name of the Organisation : ______________________________
Position : ______________________________
Gross Salary p.m. : ______________________________
Finally, please suggest two corrective steps which you consider most effective
to improve the organisation as a whole.
1. _________________________________
2. _________________________________
Signature of the Candidate : Signature of HR Head
Dt. Dt.
EXIT POLICY
HR PROTOCOL@ 2005

SUBJECT : FULL & FINAL SETTLEMENT
PURPOSE : To settle the dues of the separating employees amicably on time with due
adherence to the procedure
POLICY
1. The Full & Final Settlement of an employee will be made only after recovering
the Company’s property and dues.
2. In case there is neither dues nor any recovery of company’s s property , final
settlement will be done within 20 days from the date of relieving and within
24 hours from the date of Termination .
3. The HR deptt. will prepare the Full and Final Settlement in duplicate .One copy
will be given to the resigned employee and the other copy will go to his
personal file
4. Payment will be made from Head Office and only by A/C Payee Cheque and not
by Cash.
5. In case , the employee is not available to collect his Full & Final Settlement , the
Cheque may be sent to his permanent address by the courier /registered A/D with
a copy in the records or handed over to the person authorized by him to collect
on his behalf in writing .
6. Any Payments to the leaving employee will be stopped once he submits the
resignations. His all payments will be settled along with the full and final
settlement .
7. The basic pay of the employee will be considered for the purpose calculating the
notice pay from either side.
FULL & FINAL SETTLEMENT

HR PROTOCOL@ 2005

SUBJECT : RETIREMENT POLICY
PURPOSE
To enable employee to plan his resources before the retirement date
POLICY
The age of retirement in the company will be 58 years
The age of employee would be considered the same as evidenced by the relevant
document produced at the time of joining
In special cases employee may be invited to work beyond 58 years , based on his
fulfilling the basic criteria
RETIREMENT POLICY

HR Policy Manual FINAL Except Car Policy

Uploaded by

Copyright:

Available Formats

HR Policy Manual FINAL Except Car Policy

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

HR Policy Manual FINAL Except Car Policy

Uploaded by

Copyright:

Available Formats

HR PROTOCOL@ 2005

“Striving for Human Excellence”

VALUES CHERISHED BY THE WESTERN GROUP

 According top priority to the customer needs by providing best quality of

 Team spirit through mutual co-operation , support and participative

 Clear, crisp , frank and effective oral & written communication.

 Disciplined and systematic working with well defined responsibilities and

 Training our employees for high performance and developing them to

 Respect and care for every individual associated with us .

 Professional growth of an Individual through objective evaluation of

 Cost effectiveness by optimum utilization of time and other resources.

 Encouraging innovation and creativity by welcoming challenges &

 Being a responsible & good corporate citizen.

2 ORGANISATION HIERARCHY W/HR 001-05

3 MANPOWER PLANNING W/HR 002-05

4 RECRUITMENT & SELECTION W/HR 003-05

5 INDUCTION & ORIENTATION W/HR 004-05

6 PROBATION & CONFIRMATION W/HR 005-05

7 PERFORMANCE APPRAISAL W/HR 006-05

8 TRAINING & DEVELOPMENT W/HR 007-05

9 ISSUE OF OFFER /APPOINTMENT W/HR 008-05

11 LEAVE RULES W/HR 0010-05

12 PAID HOLIDAY W/HR 0011-05

13 C. OFF RULES W/HR 0012-05

14 TRAVEL RULES W/HR 0013-05

15 LOCAL CONVEYANCE W/HR 0014-05

16 CELL PHONE POLICY W/HR 0015-05

17 LOAN POLICY W/HR 0016-05

18 TRANSFER POLICY W/HR 0017-05

19 CITY COMPENSATORY ALLOWANCE. W/HR 0018-05

20 GET TO- GETHER W/HR 0019-05

SNO PARTICULARS POLICY ID PAGE

22 BIRTHDAY CELEBRATION W/HR 0021-05

23 PROFESSIONAL DEVELOPMENT W/HR 0022-05

24 PF/EST/TDS W/HR 0023-05

25 RESIGNATION /TERMINATION W/HR 0024-05

26 DISCIPLINARY ACTION W/HR 0025-05

27 EXIT POLICY W/HR 0026-05

28 FULL & FINAL SETTLEMENT W/HR 0027-05

29 RETIREMENT POLICY W/HR 0028-05

The HR Manual is designed to provide a clear statement of the Company’s Human

Human Resource Management is a dynamic function , which needs to adopt to the

 To provide a standard reference to Mangers and Employees in understanding

 To encourage continuity and consistency in the administration and application of

 To provide a direction and clarity in the day to day administration of Human

The HR Policy Manual is designed to be the primary reference document for

POLICY NO : W/HR 001-05

SL-1 Technician / Store Keeper

SL-2 Senior. Technician /Assistant/ Secretary

SL-3 Officer / Supervisor / Co-ordinator / Accountant / Engineer

ML-1 Executive/ Sr. Executive / Area Manager

ML-2 Assistant Manager

ML-3 Manager / Branch Manager

ML-4 Sr. Manager / Regional Sales Manager

ML-5 Assistant General Manager / Deputy General Manager

ML-6 General Manager

ML-7 Vice President

ML-10 Managing Director

POLICY NO : W/HR 002-05