CODE OF CONDUCT

The Company expects associates to adhere to the rules of conduct & behavior while
conducting Company’s business. The Company’s Policy on the same is as follows:

Carryout ones roles and responsibilities effectively and efficiently to maximize

business for the Company.

Follow all policies, procedures and internal control systems of the Company.

Obey the laws of the country while carrying out ones work.

Behave with integrity and honesty.

Accept accountability.

Communicate openly.

Treat people fairly and with dignity and respect.

Handle all customer contacts with the highest standard of professionalism and
courtesy.

Report to work/external meetings/training as scheduled.

Effectively utilize ones time at work and avoid spending it on personal activities and
phone calls.

Keep superiors informed when leave of absence is required.

Report to work in appropriate attire. (In line with the Company’s dress code)

The Company will not accept and will not tolerate the following behavior from an
associate:
Being intoxicated on Company’s premises or while conducting Company’s business.

Consuming alcoholic beverages on the premises of the Company.

Entering into fights on the premises of the Company.

Using rude, abusive or obscene language with a customer, business partner or a

colleague.

Disconnecting a customer’s or a colleague’s call without providing appropriate

services.

Refusing to serve a customer or carryout reasonable orders (relating to work) of a

superior.

CONFLICT OF INTEREST
 GUIDELINES

An associate of the Company has a duty to avoid financial or other business relationships that
might be adverse to the interests of the Company, create the appearance of (or have the
potential of producing) conflicting loyalties or interests, or interfere with effective job
performance.

The Company requires its associates to conduct business activities to the highest ethical
standards and take action to avoid personal and business situations that create conflict,
competition, or tension between the Company’s interest and the interest/loyalty of the associate.

Below are some examples of conduct covered by this policy that could create potential
conflict of interest:

Associate shall not use information, or Company facilities and assets in a manner
that will be detrimental to the Company. An associate shall not use for his or her own
benefit information developed through Company’s research or development
activities, or disclose confidential or unpublished information obtained through
associates connected with the Company, during the course of employment or even
after separating from the services of the Company.

Associate shall not be employed gainfully elsewhere or take a part-time job without
the explicit permission of the Management.

Associate shall not use Company’s assets or facilities for their personal benefit.
Company’s assets or facilities referred to in this policy includes but is not limited to
computer hardware and software, communications facilities and Company provided
access to the Internet.

Associate shall be responsible for protecting the company’s Intellectual property,

Copyrights and Proprietary information. Proprietary information is any information
created, acquired or controlled by the Company, which the Company has
determined, should not be published or released to others. It includes, but is not
limited to, financials, billing records, unannounced products and services, technical
information, sales and marketing data and employee records.

Associate shall also protect the proprietary information and copyrights of the
Company’s business partners or products used by the company.

Associate shall not convert business opportunities, which are reasonably anticipated
to be of interest to the company, for his or her own benefit, nor diverted by the
associate for the benefit of others.

Associate shall not own (directly or indirectly) material interest in the enterprise of a
competitor of the Company. In addition, no associate should act as a director, office
partner, consultant, employee or agent of any enterprise in competition with the
Company or its business partners.
When an associate leaves the Company, all the documents and records containing
proprietary information must be returned to the Company.

Even after employment ends, the former associate will continue to be obliged not to
divulge any proprietary information to any other person, party or competitor for a
period of one year from the date of separation from the Company.

If an associate is in doubt of any proposed activity or action which will adversely

affect the Company’s interest or violates this Policy, he / she must check the
proposed activity with the Department Head through their supervisor. An associate
will proceed to undertake any such proposed activity or action only after obtaining
approval from the Department Head.
 OFFICE ENVIRONMENT
Dress Code
The company expects all employees to be smartly dressed while at work. It is suggested that
employees wear dresses which are pleasant and soothing.
Employees are expected to wear t-shirts or dresses that do not contain any vulgar and offensive
words or words that will bring conflict or words that are obscene.

Dust Free Zone

Our premises are maintained as “Dust free zone”; everyone is responsible for maintaining
his/her work area “Dust Free”.

No Smoking
Smoking is prohibited within the company. Smoking is also absolutely forbidden in the common
areas, on all the floors, in the lunchroom, washing areas and toilets. Spitting, dirty or offensive
acts inside the office premises will not be tolerated.

Change of circumstances
It is very important that the organization is kept informed of any changes such as:
 Change of address
 Change of telephone number
 Change of emergency contact addresses
 Change of name, marital status
 Academic qualifications
This is required to update our information system time to time.

Telephone Etiquettes
Usage of telephone is allowed only for business purposes. Misuse of telephone lines is not
allowed. Employees are asked to use their cell phones for personal calls and should not disturb
other employees.

Office Decorum
We have an open office system; employees are required to refrain from making noise, talking
loudly, shouting at others, indulging in heated arguments and shouting at each other. Any such
incident should be brought to the notice of HR/ Director.

Visitors
No visitors are allowed inside the studio without the prior approval of the Director. Only
employees are allowed inside the studio.

Identity Card
Employees of the company are asked to wear their Identity cards while at work/Business
meetings/Client meetings. Identity card must be returned when an employee leaves the job.
Loss of identity card should be informed to the Human Resource department and a duplicate
card will be issued on payment of prescribed fees.

Late coming
Employees are required to be present and commence their work at the start of their shift timing,
at their respective work places. Ten minutes of grace time per occasion is allowed up to three
occasions in a month. Late coming is a matter of indiscipline. Going late from office cannot be a
reason for coming late to the office, the next day.

Permission
The HODs can grant permission to an employee, for a maximum of 2 hours in a month.
Permission should not exceed more than one hour on each occasion.

Information

Employees should inform the HR department if staying after working hours for which the
necessary arrangements, if any/required will be made in advance

Clear Desk Policy

We operate a Clear Desk Policy whereby employees are requested to leave their desk clear of
all papers at the end of the day. Employees should store all confidential papers before leaving
the work place.

Additional Benefit
Any employee who had completed a minimum of 1 year of service, who gets married during
his / her tenure, will be entitled to a salary hike of Rs. 2000 from the subsequent month of his /
her marriage.

MANAGEMENT LEAVE POLICY

General Rules of leave

 a. Leave cannot be claimed as a right. It is not necessary that leave will be sanctioned
compulsorily to an employee, although he is having leave in balance. Sanction / Refusal
of leave will depend on the discretion of H.O.D keeping in view the exigency of work.
b. Employees should proceed on leave after getting the leave sanctioned by the concerned
H.O.D in the prescribed Leave Card.
c. Employees are required to report on duty after the completion of the sanctioned leave
positively. In case of emergency, if leave is to be extended then the employees should
communicate it immediately through phone to the Head of Department

Rules and procedure of Leave

a. Every regular employee will be entitled 15 days of Casual Leave and 6 days of Sick
leave in a year.
b. The 15 days leave could be availed by the employee at one stretch in a month only
when he / she had completed 2 years of service with the company and prior permission
had to be sought from the Head of the Department.
c. All Employees below 2 years of service with the company will be permitted a maximum
of 5 days consecutive leave in a month. However at any emergency leave could be
extended on a case to case basis.
d. At any point of time the employees is entitled to avail not more than a maximum of 5
days leave in a month
e. Intermediate Saturdays / Sundays / Declared holidays will be excluded from leave.
Declared Working days (if any) will be included in leave calculation.
f. Only CL could be encashed once in a year either in the month of January or in the
month of June
g. At any point of time, the leave accumulated beyond 24days will be encashed along with
that month’s salary
h. Encashment will be done with respect to the last drawn salary.
i. Leave availed beyond the eligible leave will be considered as Loss of Pay (LoP) in the
respective month.
j. After submitting his / her resignation, a Staff Member will not be eligible for availing any
leave. Any balance leave however, may be adjusted against the notice period with the
sanction of the concerned Head of the Department.
Maternity Leave

a. No women employee shall be entitled for the Maternity Leave unless she has actually
worked for a period of 180 days in the 12 months immediately preceding the date of her
expected delivery.( but then Women employee who have worked for less than the period
required the Maternity Leave will be calculated on a pro rata basis)
b. Female Staff Members are eligible for 3 calendar months Maternity Leave for the first
two occasions of confinement.
c. The Staff Member may utilize her leave balance in order to extend the duration of leave,
if required.
d. If the Staff Member is required to extend her leave further on account of post-natal
complications, the approval of the concerned Head of the Department is required.
However, such leave will be as per guidelines set out below:
- Special Maternity Leave for first 3 months on half pay

- Special Maternity Leave beyond 3 months on leave without pay

e. Maternity leave can be granted for a maximum of two deliveries only to confirmed and
married female employees. Maternity leave shall not be granted for deliveries after the
second living child.

Paternity Leave

a. Male Staff Members are eligible for 2 days of Paternity Leave for the first two occasions
of confinement.

b. The Staff Member may utilize his leave balance in order to extend the duration of leave,
required.

c. Paternity leave can be granted for a maximum of two deliveries only to confirmed and
married male employees. Paternity leave shall not be granted for deliveries after the second
living child.

d. Staff member should utilize the leave within 15 days from the date of his child’s birth.

Leave Without Pay

a. Leave without Pay (LWP) may be availed by Staff as per guidelines set out below:
 b. Adjustment against leave balance, if any as per the discretion of the Staff. Full or part
adjustments may be made.
c. The concerned Head of the Department / HR must approve such leave.

POLICY ON SEXUAL HARASSMENT

Scope: XYZ (hereinafter “The Company”) is committed to create an ambience in which all
employees can work together free from sexual harassment. The policy lays down the rules and
procedure to deal with any incidents of such nature.

POLICIES TO PREVENT / DEAL WITH SEXUAL HARASSMENT IN XYZ TECH.

The Company believes that all employees, including other persons who have dealings with the
Company have the right to be treated with dignity. Sexual harassment is an offence and is
therefore punishable.

1. Short Title, Extent and Commencement

This Policy will be called the Policy on Sexual Harassment in XYZ TECH and extends to all
Employees of the Company. This policy will come into effect from 1 April 2006 and is deemed
to be incorporated in the service conditions of all employees.

2. Definitions

a) “Sexual Harassment” includes any unwelcome, sexually determined behavior,

direct or by implication, and includes any physical contact and advances, a
demand or request for sexual favours, sexually coloured remarks, unsavory
remarks, showing pornography, any other unwelcome physical (for example,
touching or brushing against any part of the body and the like, etc), verbal or non
verbal conduct having sexual overtones.

Explanation: For the purpose of this policy “Sexual Harassment” shall include, but will not be
confined to the following:

i) Unwelcome sexual advances, requests for sexual favours, and/ or

verbal or physical conduct of a sexual nature made, either explicitly
or implicitly, in return for a term or condition of instruction,
employment, participation or evaluation of a person’s engagement
in any company activity.

ii) When unwelcome sexual advances and/ or verbal, non verbal or

physical conduct such as loaded comments, remarks or jokes,
letters, phone calls or through e- mail, gesture, showing
pornography, lurid stares, physical contact or molestation, stalking,
sounds or display of a derogatory nature have the purpose or effect
of interfering with an individual’s performance or of creating an
intimidating, hostile or offensive environment:
 iii) Forcible physical touch or molestation,

iv) Eve teasing, innuendos and taunts, physical confinement against

one’s will and any other act likely to impinge upon one’s privacy.

v) Any act or conduct by a person in authority and belonging to one

sex which denies or would deny equal opportunity in pursuit of
career development or otherwise making the environment at the
workplace hostile or intimidation to a person belonging to the
other/same sex.

vi) When any such conduct is committed by a third party or outsider in

relation to an Employee of XYZ TECH, or vice versa during the
course of employment.

b) ‘Employee” or “Associate” means any person on the rolls of the

Company to whom this policy is applicable including temporary, part time,
honorary, employee by whatever name called and would include employees
engaged on a casual or project basis and also engaged through a contractor.

3. Scope of Policy

This Policy will be applicable to all allegations of Sexual Harassment made by an Associate /
third party or against an Associate/ third party, irrespective of whether Sexual Harassment is
alleged to have taken place within or outside the Company premises.

4. Complaints Committee
A panel has been appointed by the Director to consider any Complaints of Sexual
Harassment and deal with all cases of alleged Sexual Harassment and otherwise implement
this policy. For any case of alleged sexual harassment, the Panel will constitute a Complaint
Committee consisting of minimum 3 members (out of this atleast one member shall be a
third party not associated with the case) who shall be constituted from the panel in existence
to deal with the case.
5. Grievance Procedure

a) Any Associate (“Complainant”) may lodge a complaint of Sexual Harassment

(“Complaint”) against an Associate /third party (“Accused”) or vice versa on or before
three days from the date of issue and such a Complaint may be oral or in writing.

b) If the Complaint is oral, the same shall be put in writing by the Complainant and shall
be signed on every page, at the foot of the page, by the Complainant.

c) The Complaints Committee will hold a meeting with the Complainant latest within a
period of 7 days (Seven days) with in the receipt of complaint and advance intimation
will be given to the Complainant of the same.

d) At the first meeting of the Complaints Committee, the Complainant shall be heard and
his/her statement recorded (statement of Allegation). The Complainant can produce
corroborative material with a documentary, oral material, etc., to substantiate his/her
complaint.

e) Thereafter, the Accused will be called to a meeting by the Complaints Committee and
will be informed of the Complaint and an opportunity will be given to the Accused to
give an explanation, where after, an “Enquiry” shall be conducted

f) In the event of complaint not falling under the purview of Sexual Harassment or the
Complaint on the face of it does not disclose an offence of Sexual harassment, the
Complaint Committee may drop the complaint after recording the reason/s thereof.

g) In case the complaint registered by the complainant is found to be false at any stage
the complainant shall be liable for appropriate action as per the service rules of the
company.

6. Procedure for Enquiry

a) The Complaint Committee shall immediately proceed with the Enquiry and
communicate the same to the Complainant and the Accused. The Complaints
Committee shall record all the proceedings of the enquiry and all parties present at
 any of the enquiry/communication meetings shall endorse the same in token of
authenticity thereof.

b) The Complaints Committee shall handover the statement of allegation to the Accused
and give an opportunity to the Accused to submit a written explanation if she/he
desires within 2 days of receipt of the same.

c) If the accused fails to submit his/her explanation within 2 days of receipt of the
statement of allegation, appropriate action will be proceeded with.

d) If the Complainant or the Accused desire any witness/es to be called, they shall
communicate in writing to the Complaints Committee the names of witness/es whom
they propose to be called.

e) The Committee will call upon all witnesses mentioned by both the parties.

f) The Complaint’s committee will provide every reasonable opportunity to the

Complainant and to the Accused, for putting forward and defending their respective
case.

g) The Director will direct the Organization through its HR department to take action in
accordance with the recommendations proposed by the Complaints Committee.

h) The Complaints Committee shall be governed by such rules as may be framed by the
Company from time to time, taking into account the best practices from India and
Abroad.

7. Obligation of the Management

The Management of the Company shall provide all necessary assistance for the purpose of
ensuring full, effective and speedy implementation of this policy.

8. Third Party Harassment

Where sexual harassment occurs as a result of an act or omission by any third party or
outsider, the Company shall take all steps necessary and reasonable to assist the affected
person in terms of support and preventive action.
USE OF XYZ TECH RESOURCES
Use of XYZ Tech Information Technology Resources

XYZ Tech’ information technology resources (“IT Resources”) are intended to be used to
conduct XYZ Tech’ business. IT Resources include all electronic devices, software, and means
of electronic communication, including but not limited to:
personal computers and workstations; laptop computers; computer hardware such as disk
drives and tape drives; peripheral equipment such as printers, modems, fax machines and
copiers; computer software applications and associated files and data, electronic mail;
telephones, cellular phones and voicemail systems.

Prohibited uses of IT Resources include, but are not limited to:

• Engaging in any communication that is unlawful or in violation of XYZ Tech policy, including
(but not limited to) communication that is defamatory, obscene or prohibited by XYZ Tech’
Unlawful Harassment Policy;
• The unauthorized use of passwords to gain access to another user’s information or
communications;
• Using IT Resources for electronic “snooping,” i.e., to satisfy idle curiosity about the affairs of
others, with no business reason for obtaining access to the files or Communications of others;
• Creating, forwarding, redistributing or replying to “chain” letters; (Internally/Externally)
• Knowingly introducing a computer virus into XYZ Tech’ IT Resources;
• Using IT Resources to interfere with normal business functions in any way;
• Using IT Resources to solicit or conduct business other than the business of
XYZ Tech;
• Soliciting or advocating for issues, causes or organizations of any kind when such solicitation
or advocacy is deemed personal in nature and not recognized as furthering the reputation and
interest of XYZ Tech;
• Unauthorized fundraising of any kind;
• Excessive personal use of IT Resources; and
• Using IT Resources for personal communications without clarifying for recipients that the views
expressed are those of the Employee and not of XYZ Tech.

Right of Access to IT Resources and Privacy Waiver

All electronic and telephonic communications using the computer networks, voicemail, or any
other systems owned, licensed or operated by XYZ Tech are XYZ Tech’ business records, and
therefore, XYZ Tech’ property.

Although incidental and occasional personal use of XYZ Tech communication systems is
permitted, Employees automatically waive any claims to privacy with respect to any messages
or information created, stored or transmitted through or on the Company’s IT Resources. XYZ
Tech reserves the right at any time to access, retrieve, review, intercept, read and disclose any
information or messages created, stored or transmitted through XYZ Tech’ technology
resources including an Employee’s desktop or laptop computer.

Offensive E-mail

The electronic mail system shall not be used to create any offensive, demeaning, defamatory or
disruptive messages or anything inconsistent with XYZ Tech’ policies concerning equal
employment opportunity, sexual harassment, and other unlawful harassment. Among those
messages which are considered offensive, are any messages which contain sexual
implications, racial slurs, gender-specific comments, or any other language that offensively
addresses someone's age, sexual orientation, religious or political beliefs, national origin, or
disability.

Use of the Internet

The Internet facilities provided to Employees are intended to be used for XYZ Tech' business
activities. Incidental personal use is permissible as long as such use:
 Does not consume more than a minimal amount of resources;
 Does not interfere with Employee productivity;
 Does not preempt any business activity of XYZ Tech.
 Each Employee is explicitly prohibited at any time whatsoever from:
 Observing, requesting, transmitting, accessing, viewing, downloading, printing or storing
pornographic, racist, profane or other material deemed offensive or inappropriate by
XYZ Tech Management via the Internet;
 Downloading to a storage media or to a printer, software including any form of computer
programs, utilities, music, videos, screensavers or executable files for personal use;
  Accessing job-search sites (other than in connection with XYZ Tech business); and
 Accessing gambling or other gaming sites. (other than in connection with XYZ Tech
business);
 Sports websites, gambling sites, and pornography sites are strictly restricted and not
allowed to be browsed in the office

Employees shall not establish Internet or other external network connections that could allow
external users to gain access to internal systems and information. These connections include
the establishment of multi-computer file systems, Internet web pages, FTP servers, and similar
or replacement Internet services or facilities. XYZ Tech may use software to identify, filter and
block unacceptable, inappropriate or sexually explicit Internet sites.

Employees using XYZ Tech' computers who discover they have connected with a web site that
contains sexually explicit, racist, violent, or other potentially offensive material must immediately
disconnect from that site and notify the IT Department that they have inadvertently visited an
inappropriate site in order to avoid disciplinary action against them. The ability to connect with a
specific web site does not in itself imply that Employees are permitted to visit that site.

Software

All software used or loaded onto XYZ Tech’ IT Resources must be approved by the IT
Department prior to being loaded or used and must only be used in accordance with the
applicable third party license terms. No software shall be installed or used until the software has
been purchased and appropriately licensed by XYZ Tech. The IT Department will not authorize
installation or usage until the software has been thoroughly tested to insure that it is compatible
with the rest of the Company’s Technology Resources, is free from viruses and has been
appropriately licensed.
Each Employee must notify the IT Department when he or she no longer requires a specific
software application. The IT Department will direct the Employee regarding appropriate removal
and disposal or storage of the software.

Hardware and Other Tangible Property

1. All hardware and other tangible property must be purchased through Purchase
Department and approved by the IT Department.
2. Employees may not dispose of any XYZ Tech hardware, tangible property or other
assets but must request direction from the IT Department regarding disposal.
3. Bringing in or taking out of CDs /DVDs /Floppy’s /USB devices must have prior approval
sought from the respective department
4. Respective Department head should inform the IT department regarding the same.
5. Laptops and any other gadgets will have to be scanned by the IT department before
being brought inside

Password Protection

Any of the user passwords should not be revealed and employees are expected to lock / logout
their computers, if they happen to move from their cubicle

PROTECTING THE ASSETS OF XYZ TECH AND OUR CUSTOMERS

XYZ Tech’ assets are found in many different forms including physical assets, proprietary
information, intellectual property and confidential information. Each of these assets is valuable
to the Company and each Employee is personally responsible for protecting the XYZ Tech
assets entrusted to him or her and for helping to protect the Company’s assets in general.
Equally important is the trust that XYZ Tech’ customers place in the Company when they share
their assets with XYZ Tech. Customer assets include, but are not limited to, their ideas, data,
plans, and other information that is confidential or proprietary to them.
Each Employee is responsible for protecting the assets of XYZ Tech’ customers to the same
degree as XYZ Tech’ assets. To do this, each Employee must understand and comply with the
XYZ Tech security procedures applicable to his or her job duties and any specific requirements
applicable to the project on which he or she is working.
Each Employee must be alert to any situations or incidents that could lead to the loss, misuse or
theft of Company or customer assets. All such situations must be reported to the IT Department
or the Employee’s supervisor as soon as the situation arises.

Confidential and Proprietary Information

XYZ Tech is very sensitive to the protection of trade secrets and other confidential and
proprietary information of both the Company and third parties, including suppliers and
customers (“Confidential Information”). Examples of Confidential Information include, but are not
limited to, non-public information pertaining to: business and strategic plans; pricing information
and rate structures; merger and acquisition activity; financial plans and forecasts; plans for new
service offerings or products; customer lists; customer proposals; presentations; methodologies;
marketing and sales plans and forecasts; Company phone lists, organization charts, e-mail lists
and all information provided by XYZ Tech customers. Each Employee is expected to use good
judgment and to adhere to the highest ethical and legal standards when using or transmitting
Confidential Information.

Unauthorized or improper copying, use, disclosure or circulation of Confidential Information is

strictly prohibited. Employees may only use Confidential Information within the ordinary course
of their job duties. Employees must be cautious to avoid sending or forwarding Confidential
Information on XYZ Tech communications systems and be diligent to guard against incorrect or
inadvertent distribution to inappropriate parties. Confidential Information must not be sent via
the Internet, unless approved and authorized encryption and other security tools are employed.

The relationships between XYZ Tech and its customers in most cases are strictly confidential.
Employees are prohibited from disclosing the identity of a customer, the type of work performed
for the customer, the dollar value of the project, or any other information without the express
written permission of the Marketing Department or the Legal Department. This restriction
applies to all communications including proposals to other customers; regardless of whether the
communication is marked “confidential.”

XYZ Tech Intellectual Property Rights

When each Employee began to perform services for XYZ Tech or accepted the terms of XYZ
Tech’ Employee Handbook, he or she assumed specific obligations relating to intellectual
property as well as the treatment of confidential information.

Among other things, each Employee assigned to XYZ Tech all of his or her right, title, and
interest in Intellectual property developed while he or she was performing services for the
Company.

The intellectual property assigned includes such things as ideas, inventions, computer programs
and documents which relate to XYZ Tech’ actual or anticipated business, or those are
suggested by, or result from, work or tasks performed for, or on behalf of, XYZ Tech.

Subject to the laws of each country, this obligation applies no matter where or when--at work or
after hours--such intellectual property is created. That Intellectual property must be reported to
XYZ Tech, and the property must be protected like any other proprietary information of the
Company.

CONDUCTING XYZ TECH’ BUSINESS Gifts

Except as set out below, Employees must refrain from giving and receiving business related
gifts. Any exceptions to the guidelines below must be approved in writing by the Legal
Department.

• Never give, offer, or authorize the offer of, either directly or indirectly, anything of value (such
as money, goods or services) to a customer or government official to obtain any improper
advantage. A business courtesy, such as a gift, Contribution or entertainment should never be
offered under circumstances that might create the appearance of an impropriety.

• Never solicit or accept any gift in any amount of cash, loans, or other financial favors.

• Do not solicit any business-related gift or accept such a gift with a value of more than $100
from a person or organization seeking to have or having a business relationship with XYZ Tech
or which has interests that could be substantially affected by actions of XYZ Tech.
• Never give a business-related gift of more than $100 to any person or Organization on behalf
of XYZ Tech.

• Never accept a customer, vendor, or supplier discount unless it is approved and available to all
employees or is a discount that the Company will obtain as a result of its ordinary and approved
procurement process.

Business-related Meals, Entertainment, and Travel

Employees may provide and accept business meals, entertainment, lodging, and travel,
including attendance at sporting or cultural events, as long as it is associated with an occasion
at which business is discussed, and is provided as a normal part of business.

The value of the activity must be reasonable and permissible under the Company’s expense
account procedures, regardless of whether or not the Company is paying for the activity.

Employees must obtain prior approval from their supervisor before accepting or offering
business-related lodging, travel, or attendance at sporting, cultural, or other business
entertainment events in which the value exceeds $200 in total.

Bribes and Kickbacks

The use of Company funds, facilities or property for any unlawful or unethical purpose is strictly
prohibited. No Employee or agent is permitted to offer, give or cause others to give, any
payments for the purpose of influencing the recipient’s business judgment. Such payments
include, but are not limited to, money, favors, entertainment, or gifts. Employees shall not solicit
or accept a kickback or bribe in any form for any reason.

Political Contributions

No political contributions shall be made using Company funds or assets provided to any political
party, political campaign, political candidate, or public official in India or any foreign country,
unless the contribution is lawful and expressly authorized in writing by the Chief Financial
Officer and the Director.

Contracts and Commitments

No Employee may agree to or sign a contract, statement of work, letter of intent, purchase
order, memorandum of understanding, letter agreement or any other commitment (collectively
“Contracts”) except in accordance with the XYZ Tech Signature Guidelines. Any questions
regarding these Guidelines should be directed to the XYZ Tech Legal Department. In addition,
all Contracts and any changes to Contracts or other commitments that have any financial impact
must be immediately communicated to the Finance Department in order to maintain the
accuracy of the Company’s financial books and records and to insure proper revenue
recognition.

Use of Open Source Code Software

The term “open source code software” commonly refers to software programs made widely
available in source code form for use and modification by contributors under the terms of a
license agreement that does not require a fee for the sale, sublicense, or redistribution of the
software or derivative works and that does not restrict a licensee from selling or giving away the
software as a component of a larger software program or system license. Any use of such
software must:

1) Be in strict compliance with XYZ Tech’ Open Source Code Use Policy;
2) Approved by the Legal/IT Department;
3) Approved by the customer. Any questions regarding the use of open source code should
be directed to the Legal Department.
RECRUITMENT POLICY & PROCESS

I. Objective:

 To streamline the Recruitment process,

 To ensure that we always hire the RIGHT people at RIGHT role at RIGHT
time, and
 Also to thrive a strong Employer Branding to attract the best talents available in
the Industry

II. Scope: Covers all the vacant positions across the functions, levels & hierarchy.

To enable HR to initiate the hiring process at any point of time during the year, the
respective HOD / functional heads need to follow the below-mentioned steps –

 Fill-up a ‘Manpower Requisition Form (MRF)’ (Refer Annexure I)

 Get the MRF approved by the concerned approving authorities (as per the
Recruitment Approval matrix), and

 Forward the approved MRF to HR

III. Recruitment Quality Norm:

In today’s knowledge driven business scenario, People are perceived as the most
valuable assets of an organization and the optimum utilization of the skill, knowledge,
attitude, they posses, are directly instrumental to the growth of any organization.

Therefore, while recruiting a candidate for any role, position, level, function, it should
always be ensured that there is no compromise in the quality of people, we hire.
 Besides checking the presence of role-specific key competencies & the behavioral
attributes required to perform a job, few basic eligibility criteria should be considered, even
before a candidate is called for the Initial rounds of Interviews -

 Academic Qualification: Minimum Graduate (Recognized university) for all

positions and there should not be any unjustified gaps in education.

 Psychometric / General Intelligence test: All the short-listed candidates should be

run through a Psychometric / General Intelligence test and candidates qualifying
this test, would be eligible for the next rounds of tests / interviews.

 Reference check: Reference check is MUST for all recruitments across the country
and HR should always ensure that Reference check is done before extending the
offer to a selected candidate.

a. Candidates selected after rounds of tests/Interviews would be asked to provide

the names & contact details of at least 3 persons as his/her Professional
References, and

b. HR would contact these references and the comments & remarks of the
referees would be documented and preserved for future records.

c. HR in some of the critical cases may also carry out an Independent Reference
Check through the respective Placement consultants (who had sourced the CV
of the concerned candidate), who would check with atleast 2 referees (one
each from 2 different organizations) whom the concerned candidate had
worked with in the past.

IV. Internal Recruitment:

  As a conscious focus of the organization to nurture high potential talents by
providing them suitable career growth opportunities within the organization,
efforts would always be made to fill in specific vacancies from it’s existing human
resource pool.

 The entire process would be done through Internal Job Posting (IJP) and
communication including the job profile, candidate profile, eligibility (who can
apply), application deadline etc. would be made available by HR

 Employees possessing necessary skills, knowledge, experience matching with

those required for the job may apply through the appropriate communication
channels as prescribed in the IJP.

V. Recruitment Sources:

To ensure a steady in-flow of quality candidates for all the existing vacant positions, with
an aim to select the best within a stringent recruitment deadline, HR would always focus
to develop a robust database of CVs searched from the following sources –

Existing CV Vacancy
database Advertisement in
 (Created & Newspapers

Maintained by HR) e-Recruitment portals
 (www.naukri.com)

 CV d/base access
 Regular Job posting
 Market Intelligence
 Personal Network Hiring Consultants
 Head hunting (Mostly for Sr. & Middle
level critical positions)

VI. Hiring consultants: Considering the large volume of recruitments to be done within a
small span of time, it is necessary to identify and engage Professional hiring consultants
to help HR to source quality candidates for middle & senior level positions.
 A. Process guidelines (To engage a new Hiring Consultant):

 HR would identify the Consultants in all the regions, based on their current clients
distribution, database size, past performance records & industry feedback.

 Functional heads can also identify a Consultant and the details need to be sent
to HR for further discussion & approval.

 HR will negotiate the Terms & Conditions with all the identified consultants and
will get a one-time approval (from the Director) before rolling out the formal
agreement with them.

B. Quality Expectations from the Hiring Consultants:

 Minimum Turn-around time (TAT): Once a requirement is placed, the

consultant should forward at least 6 CVs within the next 72 hrs.

 Strong Conversion Rate (6:4:2): Out of the 6 CVs forwarded by a consultant, 4

have to be short-listed (after initial screening by HR) and at least 2 of them have
to be selected.

A Quarterly Evaluation of the services provided by the existing consultants would be

done to create a list of Preferred consultants, who would be treated as priority CV
sources for critical positions in future.

VII. Compensation Proposals, Negotiation & issuing the offer letters:

 HR prepares the compensation proposals based on the below-mentioned critical

attributes and gets those approved in writing by the concerned authorities before
extending to the candidates -

i. Academic & Professional qualification of the respective candidates

ii. Experience Profile
 iii. Existing Compensation & benefits
iv. Market synergy
v. Internal Role-wise compensation study to maintain the equity

 HR extends the proposals to the candidates who get selected after final round of
Interviews and negotiates to close those.

 Once the candidates agree to the proposals & intimate their acceptance, HR sends
out the formal offer letter, duly approved & signed by the concerned authority.

 Offer letter check list -

HR should make sure that all the below-listed documents are received & checked
thoroughly before issuing the formal offer letters –

i. Approved Manpower Requisition form (MRF)

ii. Resume (hardcopy) of the candidate
iii. Interview Assessment sheet (Filled up with specific recommendations by
the concerned Interviewers)
iv. Reference checks details (documented in the specified format)
v. Compensation Proposal (Existing package & the proposed plan, duly
approved by the concerned Authority)

VIII. Recruitment Cycle Time:

To bring in more dynamism and effectiveness in the recruitment process, HR would

follow a specific project deadline of 33 days (from the day it had received the approved
Manpower Requisition) to hire a new employee.

The process specific schedule break-up is mentioned below –

 Time
Phase Activities
frame
Role Identification, JD, competency
I 15 days
mapping & CV Sourcing
2 days
Initial HR screening / short-listing

Organizing the Preliminary

4 days
Interviews
II
Organizing the Final Interviews 4 days

De-briefing sessions to take the final

2 days
decisions
Preparing the Salary Proposal,
III Negotiate with the selected 6 days
candidates & offer closure

Phase – I: Pre-Selection

MRF Approving
Approval
Functional & Authority
Head

CV Sources
 Internal CV database
Search  Hiring Consultants
Job Description HR  e-Recruitment portals
&
Candidate Profile  News paper Advertisement
(Education, competencies,  Internal Reference
Attitude etc)  Personal Networks
 Market Intelligence
CV Bank
Phase – II: Selection

CVs not short-listed go to

Initial HR CV Database
Screening (For Future use)

Short-listed CVs
Called for Personal Short-listed CVs
Interviews Tel. Interviews
(Local candidates) (Outstation candidates)

HR co-ordinates to organize the interviews

Preliminary Interviews
(As per the Selection approving Matrix)

Short-listed candidates

Final Interview
(As per the Selection Approving Matrix)

De-briefing & final decision

(Interviewers discuss amongst themselves & with
HR to take a final selection decision)

Phase – III: Post-Selection

Salary proposal
(HR to prepare it keeping in mind the
Internal Equity)

HR does Salary Negotiation & extends the offer

Offer Accepted Offer NOT Accepted

HR closes it & HR works out the modified
sends out the offer offer, if possible within the
letter band, and tries to pursue &
seals the offer

HR informs the concerned Functional Heads & the

Regional Heads about the probable DOJ
 HR does the necessary Reference checks & gets the
details documented in specified format

New hire joins

Phase – IV: Post-joining

HR creates Empl. I.d & sends out the ‘New Hire Notice’ & the
‘Welcome Note’

The new hire should submit the following docs on DOJ itself –

a. Signed & Accepted copy of the offer letter

b. Photocopy of all the educational/professional certificates
c. Date of Birth proof (SSC Admit card / Passport / Driving License
etc)
d. 3 passport size photographs
e. Medical Fitness Certificate (in specified format) signed by a
Medical Practitioner registered under IMA.
f. Service Certificate ‘or’ Relieving letter, clearly mentioning the date
Induction
of Separation in it, from& the
New Hire
last Orientation
employer
g. Monthly Pay-slip of at least 2 months / Salary Certificate showing
I. Plan the Induction
the salary details ofwith the employment.
the last Functional leaders, prior to the DOJ &
communicate to all the concerned persons accordingly

II. Make sure that the following forms are filled up and sent to HR on
DOJ itself –

 Completed Salary / Savings Account Form

 Completed Visiting Card Requisition Form
 All the statutory forms, like PF & Gratuity declaration,
Nomination

III. Hand him over the Induction Manual

PROBATIONARY PERIOD POLICIES

1.0 SCOPE AND COVERAGE

 1.1 This policy shall apply to all (probationary employees) the associates of XYZ
Tech, other than trainees and contract employees.

2.0 PERIOD OF PROBATION

2.1 All associates, other than those recruited, as trainees shall be on probation for a period
of six months. Associates, who have successfully completed their probationary period,
will be confirmed as regular employees and not as probationers.
2.2 In the case of exceptional performance, the probationary period of an associate may be
Fore-closed based on the recommendation of the respective Department Head.
2.3 In the event of an associate’s performance not meeting expectation, the period of
probation may be extended for a further maximum period of six months from the date of
expiry of the original period of probation.

3.0 REVIEW DURING PROBATION

3.1 At the end of the probation period, the associate’s performance shall be reviewed by
the immediate superior.
3.2 The appraiser will be assessed on performance and contribution to the organization
during the probation period by immediate superior and reviewed by the reviewer, who is
the appraiser’s supervisor.
3.3 HR will send out the confirmation appraisal forms twenty days before the end of the
probation/extended period of probation. Associate after completing the form shall
forward it to the immediate supervisor.
3.4 After the appraisal interview between appraiser and reviewer, the signature of associate
shall be obtained & the immediate superior shall send the appraisal form to his/her
superior who shall review the overall performance of the associate and give his
comments after which the appraisal form will then be forwarded to HR.

4.0 PROCEDURE FOR CONFIRMATION / EXTENSION / TERMINATION/ RESIGNATION

4.1 On receipt of the completed appraisal form with recommendation for

confirmation/extension/termination as the case may be, HR shall issue the appropriate
letter to the associate at the end of the probation/extended probation period.
4.2 In the case of extension of probation or termination, the immediate superior shall state
the reasons for the same in the appraisal form and obtain the concurrence of his/her
superior and the Department Head and then send it to HR for necessary action. All
recommendations for termination shall be done in consultation between the Department
Head and Manager Human Resources.

4.3 In the case of extension of probation, acknowledgment should be obtained from the
associate by signing the duplicate copy of the letter. The acknowledged copy should be
sent back to the HR for being placed in respective personal files.

4.4 Lack of the required performance and more than 3 (three) written Quality Warnings on
an employee will warrant termination.

4.5 Employees terminated on grounds of poor performance, on grounds of discipline,

misconduct, fraud, theft, willful violation of company rules, final Quality Warning and
attitude, will not be eligible for salary for the month in question only, if any.

4.6 Absence of employee without prior Information (NCNS) for more than 10 (ten) days will
be treated as automatic resignation from the employee side and the employee will not be
eligible for salary / incentives / allowances from the company and the testimonials
submitted by the employee will not be returned until they complete the required
formalities.

4.7 Confirmed employees should serve 1 (one) month’s notice before resignation. However
management employees should serve 2 (Two) months notice before resignation. In this
case they will be eligible for the month’s pay as well as for the incentives and the
experience certificate else they should pay one month notice pay salary in lieu of the
same to get eligible for any of these.
4.8 Half a day working is considered if the associates work for a minimum of 3 hours in a
shift.
4.9 One half a day in a month will not have any impact in their attendance allowance
5.0 GENERAL

5.1 The management reserves the right to amend, modify or change the policy
without assigning any reasons

CONFIRMED / REGULAR EMPLOYEES

1.0 SCOPE AND COVERAGE

a) This policy shall apply to all the associates of XYZ Tech, other than trainees and
probationary/Contract employees.

2.0 REVIEWS DURING EMPLOYMENT

a) Evaluation will be done as per the Company’s evaluation policies.

b) After the appraisal interview between appraiser and reviewer, the signature of
associate shall be obtained & the immediate superior shall send the appraisal form to
his/her superior who shall review the overall performance of the associate and give
his comments after which the appraisal form will then be forwarded to HR.

3.0 PROCEDURE FOR RESIGNATION

a) Absence of employee without prior Information (NCNS) for more than 10 (ten) days
will be treated as automatic resignation from the employee side and the employee
will not be eligible for salary/incentives/allowances from the company

b) Confirmed employees should serve 1 (one) month’s notice before resignation.

However management employees should serve 2 (Two) months notice before
resignation. In this case they will be eligible for the month’s pay as well as for the
 incentives and the experience certificate else they should pay one month notice pay
salary in lieu of the same to get eligible for any of these.

4.0 PROCEDURE FOR TERMINATION

a) On receipt of the completed appraisal form with recommendation for termination, HR

shall issue the appropriate letter to the associate.

b) In the case of termination, the immediate superior shall state the reasons for the
same in the appraisal form and obtain the concurrence of his/her superior and the
Department Head and then send it to HR for necessary action. All recommendations
for termination shall be done in consultation between the Department Head and
Manager Human Resources.

c) Lack of the required performance and more than 3 (three) written Quality Warnings
on an employee will warrant termination.

d) Employees terminated on grounds of poor performance, on grounds of discipline,

misconduct, fraud, theft, willful violation of company rules, final Quality Warning and
attitude, will not be eligible for salary for the month in question only, if any

e) Half a day working is considered if the associates work for a minimum of 3 hours in a
shift.
f) One half a day in a month will not have any impact in their attendance allowance

5.0 GENERAL

a) The management reserves the right to amend, modify or change the policy without
assigning any reasons.
FINAL SETTLEMENT POLICY

1. Title, Objective and Scope:

1.1.
This policy shall apply to associates, whose service with the company is terminated for any
reason whatsoever.

2. Preconditions for Settlement:

2.1.
The associate has to handover all Company’s Properties and obtains a clearance from the
concerned Department, Local Admin, Finance, IS and HR showing that the associate has
handed over all property belonging to the company.
2.2.
This Clearance Form, duly signed in, should reach HR before the last date of the associate in
the company.
2.3.
The associate has to settle all his advances or other staff advances before the settlement.
Otherwise, the same will be recovered at the time of settlement.
2.4.
The associate may also claim reimbursements, if any due to him/her by producing the required
documents before the proposed date of being relieved.
2.5.
If the associate has any investment proofs for Income Tax, then he or she has to forward the
same to HR at least 1 week before the proposed date of being relieved.

3. Final Settlement
3.1.
In all cases, once the final clearance is received, the final settlement of the associate will be
done within 7 working days.
4. Settlement Amount
4.1.
The amount for the final settlement will include the following.
4.1.1. Unpaid salary for the associate for number of days worked
4.1.2. Pending Incentives
4.1.3. Pending Extra Shift Allowance
4.1.4. Unpaid reimbursements
4.1.5. Leave Encashment for unavailed CL
4.1.6. Any other amount pending against the associate.
4.2.
If, after the associates submits his resignation, any salary revision is effected, the associate
shall not be eligible for the benefits of the revision.
4.3.
However, if the associate was entitled for some Extra Shift allowance or incentives, which could
not be paid to him or her at the time of settlement due to unavailability of required information,
the same may be paid to him even after the settlement is done. The amount will be paid to him
after deducting the required tax.

5. Documents to be given to the Associate:

5.1.
At the time of relieving, the associate will be handed over the following documents.

 Pay Check (Unless it’s an Account Transfer)

 Statement of Settlement
 Statement of IT Workings
 Relieving Letter
 Experience Letter
5.2
The Form-16 / Form- 16A for the period spent in the company during the financial year will be
sent to the associate on requisition. The associates are advised to leave their forwarding
address for the same purpose with the HR Department.