HR Policy & Procedure Manual
Assetz Property Group
Human Resources Guidelines – Version 3.0
Assetz Property Group Human Resources Guidelines – Version 3.0
Dear Colleagues, Welcome to Assetz. We are glad to have you as a part of our growing team and we certainly hope that your position with us is both rewarding and enjoyable. This Manual has been designed to help you to get familiar with the organization philosophy and our way of life. It provides you with information regarding the various policies, process and guidelines, which will help you to understand us better. It is our endeavor to provide employees a work environment that is conducive to both personal and professional growth. This manual supersedes all previous memos/documents that may have issued by the company on subjects covered here. From time to time, this manual will be reviewed and Assetz reserves the rights to modify, add, suspend or change any or all of the plans, policies or procedures of the company as deemed necessary. If any changes to the manual are to be made, the Company will endeavor to notify you of such changes by distributing the revised pages to you. The information contained in this Employee Handbook is confidential and proprietary to Assetz. This handbook is for internal use only and may not be distributed outside of Assetz. Should you have questions or need clarifications about any of the policies, your supervisor or any of us in the HR department will be glad to assist you. Sincerely, HR Department
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Assetz Property Group Human Resources Guidelines – Version 3.0
Table of Contents 1.
EMPLOYMENT ........................................................................................................... 5
2.
PROBATION .............................................................................................................. 5
3.
WORKING DAYS AND HOURS .................................................................................... 6
3.1. Working Hour .................................................................................................................... 6 3.2. Meal Break ......................................................................................................................... 6 3.3. Work on Rest Day, Off Day & Public Holiday ..................................................................... 6 4.
COMPENSATION POLICY ........................................................................................... 6 4.1. Career Framework or Grades ........................................................................................... 7 4.2. Salary Structure ................................................................................................................ 7
4.2.1.Basic Pay ...................................................................................................................... 7 4.2.2. House Rent Allowance: ............................................................................................. 7 4.2.3. Medical: ...................................................................................................................... 8 4.2.4. Conveyance ................................................................................................................ 8 4.2.5. Leave Travel Allowance Policy .................................................................................... 8 4.2.6. Petrol & Driver Policy. .............................................................................................. 10 4.2.7. Education allowance for Children: ........................................................................... 11 4.2.8. Annual Gift Voucher:. ............................................................................................... 11 4.2.9. Employee Provident Fund: …………………………………………………………………………………..11 4.2.10. Bonus/Exgratia: ...................................................................................................... 11 4.2.11. Special Allowance……………………………………………………………………………………………….11
5.
PAY PERIOD & PAY DAY .......................................................................................... 11
6. EMPLOYMENT AND RETIREMENT AGE…………………………………………………………………….12
7. NON-DISCRIMINATION AND EQUAL OPPORTUNITY POLICY…………………………………….12 8.
ATTENDANCE POLICY ............................................................................................ …12
9.
TIME SHEET POLICY ................................................................................................. 13
10.
DRESS CODE POLICY ....................................................................................................... 13
11.
LEAVE POLICY .......................................................................................................... 13
11.3.1.
Casual Leave/Medical Leave ................................................................................... 14
11.3.2.
Annual Leave ......................................................................................................... 15
11.3.3.
Maternity Leave ..................................................................................................... 15
11.3.4.
Paternity Leave ....................................................................................................... 15
11.3.5.
Compassionate Leave ........................................................................................... ..15
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Assetz Property Group Human Resources Guidelines – Version 3.0 12.
COMPANY HOLIDAYS .............................................................................................. 16
13.
RECRUITMENT & SELECTION POLICY ....................................................................... 16
14. EMPLOYEE REFERRAL POLICY …………………………………………………………………………………19
15.
PERFORMANCE MANAGEMENT .............................................................................. 20
16.
INSURANCE POLICY ................................................................................................. 27
16.1.
Group Medi Claim .................................................................................................. 27
16.2.
Group Personal Accident ........................................................................................ 28
17.
TELECOMMUNICATION POLICY ............................................................................... 29
18.
IT POLICY ................................................................................................................. 31
19.
TRAVEL POLICY AND PROCEDURES .......................................................................... 33
20.
TRANSPORT AND MILEAGE CLAIM .......................................................................... 37
21. LATE WORKING & SAFETY OF WOMEN EMPLOYEES………………………………………………..36
22.
ENTERTAINMENT EXPENSES .................................................................................... 36
22.
GENERAL CLAIM & REIMBURSEMENT ...................................................................... 39
23.
GRIEVANCES HANDLING & RESOLUTIONS ............................................................... 39
24.
CODE OF CONDUCT ................................................................................................. 40
25.
CODE OF ETHICS ...................................................................................................... 40
26.
ANTI-BRIBERY & CORRUPTION POLICY .................................................................... 41
27.
WHISTLEBLOWING .................................................................................................. 44
28.
POLICY ON PREVENTION OF SEXUAL HARASSEMENT AT WORK ............................... 46
29.
TERMINATION POLICY ............................................................................................. 52
30. EXTERNAL COMMUNICATION POLICY………………………………………………………………….....53
31. SAFEGUARDING COMPANY REPUTATION…………………………………………………………..…...53
30. FORMS ………………………………………………………………………………………………………………53
27.1.
PROBATION REVIEW FORM ................................................................................. ...54
27.2.
LEAVE FORM - LEAVE MANAGEMENT SYSTEM ...................................................... 56
27.3.
INTERVIEW FEEDBACK FORM ................................................................................. 57
27.4.
REQUISITION FOR LAPTOP ..................................................................................... 58
27.5.
TRAVEL CLAIM FORM ............................................................................................. 59
27.6.
DAILY TRAVEL LOGS ................................................................................................60
27.7.
GENERAL CLAIM & REIMBURSEMENT FORM ......................................................... 61
27.8.
LEAVE TRAVEL ASSISTANCE (LTA) EXEMPTION CLIAM FORM………………………………62
27.9.
EXIT CHEKLIST ....................................................................................................... 63
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Assetz Property Group Human Resources Guidelines – Version 3.0
OUR VALUES
The Dream “To enhance lifestyles and create wealth to all those connected to Assetz with integrity, transparency, by continuously challenging conventions” Our Commitment To create stylish assets of everlasting value, by delivering unbeatable aesthetics, quality, value and trust. 1. EMPLOYMENT -
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Any person seeking employment with the Company shall be required to submit a job application. Potential candidates may be subjected to a written or oral examination if deemed necessary by the Company. An applicant is expected to meet the criteria set for the job before being recruited. Candidates shall be selected and offered employment based on qualifications, experience, ability, interest and aptitude as pertinent to the specific job requirements. The Chief Executive Officer must approve all recruitments before committing a firm offer to a choice candidate. All employment offers shall state the applicable salary, employment terms and conditions and the desired starting date of employment and their employment is subject to satisfactory background check verification. If required, the successful candidates shall be required to undergo a pre-employment medical examination at a company-appointed doctor, and at the full expense of the company. The examination shall be done before commencement of or within the first week of work. Any offer of employment is subjected to the passing of such a medical examination.
2. PROBATION Unless stipulated otherwise in the employment contract, employees will be placed on a six-month probationary period upon employment. During this period, the employee's performance will be assessed. Suitability for confirmation in employment will be based on his/her theoretical/technical knowledge, attitude, skills and performance.
The process to be followed for confirmation is as below: -
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The process is initiated one month prior to probation completion. Probation review form need to be filled by the respective employee and reporting manager, concluded by the face to face discussion. Form signed by employee and reporting manager on probation confirmation need to be submitted to HR department.
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On successful completion of the probationary period, HR makes the required letters and hands it over to the respective manager before the end of the month All confirmation letters will be effective from the confirmation date of your probation review. There is no increment with the Probation confirmation. An employee's probationary period may be extended up to three months if in supervisor’s opinion there is more time required for making a considered decision. If the supervisor is feedback is negative, the employee's service will be terminated before the expiry of the probationary period.
3. WORKING DAYS AND HOURS 3.1. Working Hour The working hours on a normal workday shall be as follows: Monday to Friday - 9:00 AM to 6.00 PM Saturday (optional) - Subject to Job requirement, at the discretion of the company We work 6 days a week at sites, Monday through Saturday with alternate Saturdays off (to be taken as per roster system) and Monday through Friday at the Corporate office. The work hours are 9:00 a.m. to 6.00 p.m. including an hour for lunch. You are required to work for a minimum of 8 hours a day (excluding lunch) Depending on the job requirements and operational needs, site office or certain positions may require employees to comply with a different set of working hours from the above, which will be notified to employees by their reporting manger. 3.2. Meal Break There will be a 60-minute meal break every day from Monday to Saturday. You are encouraged to take your meal break between 1.00 p.m. and 2.00 p.m. 3.3. Work on Rest Day, Off Day & Public Holiday Employees may be requested to work beyond the normal hours of work aforementioned, on any of the public holidays, non-working days or rest days, if the Company requires you to do so. No compensatory leave is allowed for working on off day or public holiday, except for employees at site offices with permissible compensatory off in lieu of working on Sunday. 4. COMPENSATION POLICY - Assetz is committed to maintaining salary levels that are in compliance with all applicable laws and regulations and internally equitable. All staff will be compensated fairly regardless of race, color, religion, sex, sexual orientation, national origin, age, disability, veteran status or marital status. - Human Resources is responsible for policy guidance and administration of a uniform compensation program by providing counsel to departments. Achieving the goals of equitable, fair and market competitive compensation is a responsibility shared by Assetz leadership and Human Resources. Assetz| Confidential 6 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 4.1. Career Framework or Grades To rationalize the compensation policy, positions are classified into grades. The grades and respective designations are as below: Level
Band
Functional / Shared Services Stream
Project / Delivery Role / Career Progression
Titles / Designations
Executive Management Team
Role / Career Progression
Titles / Designations
Management Team / Partners ED………. CXO
Executive Director COO, President - Projects , President - Constructions
CXO
Executive Director
CXO
COO, CFO , CSO , CMO, etc.
Director - Sales, Director - Marketing Head of Departments / Director Finance Controller, Head - Sales, Head - (Function) Marketing , Head -Legal etc.
A
1
B
1 2 3
Head - Department/ Vice President - Functions,
Head - Projects/Engineering, Vice President - Projects / Construction/Engineering
C
1 2 3
General Manager - Projects
Associate Development Director, General Manager - Projects Genral Manager - Projects / Constructions
Associate / Deputy Development Director , Genral Manager - Sales/Marketing/Finance, HR etc.
Associate / Deputy General Manager - Projects Assistant General Manager (Projects) Senior Manager - Projects
Associate / Deputy General Manager - Projects, Engineering Assistant General Manager - Projects/ Engineering Senior Manager - Projects
AGM - Sales/CRM/Finance etc., DGM - Sales/CRM/HR etc. Sr. Sales Manager / Sr. Finance Manager , Sr. HR Manager/ Sr. CRM Manager etc.
1 D
2 3
E
1 2 1
CXO
Manager - Construction Deputy - Project Manager
Associate / Deputy General Manager - Projects Senior Manager - Functions
Project Manager; Project Control (Function) Manager Manager; Construction Manager Deputy/ Assistant Project Associate / Deputy Manager Manager
F
G
H
2
Assistant - Project Manager
Assistant Project Manager
Assistant Manager
1 2
Senior Site Engineer
Senior Project Engineer
Sr. Executive
3
Site Engineer
Site / Project Engineer
Executive
Trainee
Management Trainee (with 0 -1 years of experience)
Trainee
1
Sales Manager / Finance Manager / HR Manager etc. Associate / Deputy - Sales/Finance/ HR/ Liaison/Marketing etc. Assistant Manager (Sales/Marketing/ Finance/HR/ Liaison etc.) Senior Executive (Finance / Sales, HR . Marketing etc.) Executive / Administrator (Finance / Sales, HR etc.) Management Trainee (with 0 -1 years of experience)
4.2. Salary Structure
To make our existing compensation structure more competitive and tax beneficial, we have introduced a comprehensive salary structure after careful analysis of the trends across industries, advices from tax professionals and our payroll service providers.
This revision provides opportunity for employees to restructuring of salary, with a view to optimize taxes.
This will be effective from April 2016 for all employees Salary Components and administration are as briefed below: 4.2.1. -
Basic Pay
The basic pay would be as per the terms of employment and revisions from time to time.
4.2.2. -
House Rent Allowance:
Employees will be paid House Rent Allowance at 40% of Basic Salary. This allowance will be paid to employees on a monthly basis. Employee will be able to get tax exemption as per Income Tax act on submission of
original rent receipts in the month of January. -
These receipts should clearly evidence the month or period for which the payment is made, the amount, address, name, and signature of the employee PAN of the Landlord is mandatory, in case where the annual rent paid by the employee exceeds Rs. One Lakh.
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Assetz Property Group Human Resources Guidelines – Version 3.0 4.2.3. -
Medical:
Medical reimbursement of Rs. 1250/ p.m (Rs.15,000/- p.a.) will be paid to the Employee along with monthly salary. Employee needs to submit the medical bills by January of each financial year for claiming the exemption from Income Tax. Failing to do so, taxes as applicable on the entire medical amount would be deducted from the salary of the Employee through payroll at the end of every financial year.
4.2.4.
Conveyance
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Employees not provided with Company Car or not eligible under company car Policy will be paid conveyance allowance of Rs.1,600/- p.m. (Rs.19,200/- p.a.) Conveyance allowance is exempt from Income Tax and the same would be paid to the employee along with the monthly salary as part of the consolidated salary.
4.2.5.
Leave Travel Allowance Policy
a. Purpose:
This policy sets out as a measure of welfare, travel assistance to the employees of the company and members of their families for visiting their home town, any place in India. Assetz is committed to ensuring transparent policies which are simple to understand, use and administer.
In this policy, the term “Assetz” refers to any company within the Assetz group of companies and it is applicable to all employees of Assetz.
b. Policy:
Leave Travel Allowance (LTA) deals with reimbursement of the amount actually spent for travel by the shortest route during leave in a block for two years and IT exemption thereof.
c. Definitions:
The company will provide Leave Travel Allowance (LTA) to its employee every year which is part of the CTC. - As per Income Tax Act 1961, LTA for two journeys in a block of four years are exempt from income tax - LTA is exempt from Income Tax in respect of employee, spouse, dependent children and dependent parents.
d. Eligibility
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All members whose salary has LTA component The employee should avail of minimum 5 days of Annual Leave for the period of travel mentioned in the bills/ tickets During the first year at Assetz only after completion of 6 months. At all other times, on or after January during the year
e. Guidelines:
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An employee can avail LTA twice in a block of four years once for travelling to his home town only and once for the journey to any place in India including his home town. The exemption is strictly limited to expenses on air fare, rail fare, and bus fare only whichever is applicable. No other expenses, like scooter charges at ends, portage expenses during the journey and lodging/boarding expenses will qualify for exemption.
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Assetz Property Group Human Resources Guidelines – Version 3.0 -
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Exemption on travel concession will not be eligible to more than two children of an individual In case, an employee does not utilize the LTA before the end of financial year as on 31st March, the same shall be carried forward for utilization in the subsequent year or can be credited to his salary post tax deduction based on the intimation sent by the employee along with his tax declaration. The exemption under Income Tax on expenditure under “LTA” head is available to the following extent:
Under LTA, a member can claim travel expenditure as given below through different means Where journey is performed by air
Amount of air economy fare of the domestic airlines by the shortest route or the amount spent, whichever is less. Where journey is performed by rail Amount of air- conditioned first class fare by the shortest route or the amount spent, whichever is less. When places of origin of journey and In such cases amount of air conditioned first class fare destination are connected by rail and the by the shortest route or the amount spent, whichever journey is performed by any other mode of is less transport When places of origin of journey and First class fare by the shortest route or the amount destination (or part) are not connected by rail spent, whichever is less as if the journey has been or air performed by rail or on public transport. Where the journey is performed by a Exemption is limited to what is admissible by circuitous route, shortest route. Likewise, where the journey is performed in a circular form touching different places, the exemption will be limited to what is admissible for journey from the place of origin to the farthest point reached by the shortest route. Where journey between places connected by Reimbursement will be on the basis of the railway rail or a part thereof is performed by road by fare by the entitled class by the shortest route or on public transport or chartered bus the basis of actual expenses, whichever is less. Where such journey is performed by private car( registered in the employee’s own name), the cost of propulsion being borne by the employee himself, reimbursement will be equivalent to what would have been admissible had the journey been performed by rail by the entitled class by the shortest route.
f. LTA Claims &Payment: - The claim for LTA to any place in India shall be submitted on or after January after completion of the return journey and shall be supported by appropriate proof of the journeys having been performed (e.g. Air ticket, boarding passes, railway tickets, bus tickets etc.) - Submission of the completed LTA form along with travel proofs - Attach necessary documents for processing the claim like In case of Air Journey: - Air Tickets and Boarding Passes In case of Rail Journey: - Train Tickets Incase Journey is done by Private Car or any other mode: - Allowance would be restricted to train fare by shortest distance to that location. Assetz| Confidential 9 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 -
This will go to payroll along with other tax proof submissions for the year in the month of January. LTA claim will be paid with next salary in February if LTA claim is submitted. In-case the LTA form isn’t submitted and advice is given to carry forward this to next year the same would be processed in February of that Financial Year. Submit invoices and copy of journey tickets, boarding passes for air journeys and original tickets for train or other journeys. If the employee surrenders train ticket/s at exit point at railway station, then he is required to submit photocopy of the ticket along with a declaration to the effect that the original ticket has been surrendered to the Railway Authority. In cases where the LTA claimed by the employees is less than the eligibility as per his CTC then the differential amount same shall be paid to the concerned employee after deducting Income Tax at the end of the financial year in which the LTA is claimed.
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g. Others - Employee can club the LTA if they have not availed the LTA in the previous year. - Recovery of LTA will be done on a pro rata basis for those employees who resign from the services of the company and have claimed LTA in that financial year. - As far as taxability of LTA is concerned, Income Tax Act will be referred and will be applicable to all employees. The company reserves to itself the right to modify, amend or cancel any of these rules without notice.
4.2.6.
Petrol and Driver Allowance
The company provides car under this scheme for its executives who are in the grades of Category
Level
A
Executive Director, CXO (Operations, Marketing, Sales etc.), President - Projects , President – Constructions
B
Director (Function) , Head (functions) Vice President - Projects / Construction
C
Designation Executive Director - COO, CFO , CSO CMO, etc.
Development Director, Director - Sales, Director – Marketing, Director - Finance; Finance Controller, Head - HR etc. Associate / Deputy Development Director , General Manager - Projects / Associate Director / Deputy Director – Constructions Associate Director / Development, General Manager - Projects Deputy Director / General Manager - Sales; Finance, HR etc.
All employees in Grade B and C will be entitled to this facility subject to the terms and conditions. In this policy, the term “Assetz” refers to any company within the Assetz group of companies and it is applicable to all employees of Assetz.
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Employees are eligible for Petrol and Driver allowance as per the following table
Grade B C
Employee Annual CTC Above 40LPA 24L to 40L
Petrol + Driver Allowance 35000 20000
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Assetz Property Group Human Resources Guidelines – Version 3.0 Breakup of Petrol & Driver allowance is as below: Petrol/Driver/Maintenance Eligible Amount (35K) Eligible Amount (20K) Allowance Driver 20000 10000 Petrol 10000 5000 Car Maintenance 5000 5000 - Employee drawing CTC above 24LPA only will be eligible for this component. - Employees will get monthly Claim on submission of bills. - Petrol bills and Driver declaration and PAN card is mandatory. If employee fails to give bills for petrol and driver receipts then the same shall get accumulated and paid to the employee in the year end post deduction of applicable taxes.
4.2.7.
Education allowance for Children:
Employees are entitled for Education Allowance for children as follows -
Rs.100 per kid, two kids for total Rs. 200 per month is allowed as per IT Act. It will be a Monthly reimbursements. Relevant bills/receipts needs to be submitted in the month of January or else same would be taxed
4.2.8.
Annual Gift Voucher:
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Rs.3000 as Annual gift voucher would be given tax free. In the month of March.
4.2.9.
Employee Provident Fund:
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Employees will be entitled for - Employers Share of PF@ 12% on 15,000/- (or basic, whichever is less)
4.2.10. Bonus/Exgratia: -
All employees covered under the Payment of Bonus Act. The eligibility and amount payable will be calculated as per the provisions of Payment of Bonus Act. This as Monthly payment which we need to do.
4.2.11. Special allowance:
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This amount is taxable and will be paid monthly through payroll.
5. PAY PERIOD & PAY DAY - The pay period for all employees is the whole calendar month. Example: 1st January to 31st January. - The scheduled payday shall be the 1st calendar day of the subsequent month. - In case of holidays either by 31st of the month or 2nd of the following month. - The company shall endeavor to transmit by such payday an employee’s salary into his bank account.
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Assetz Property Group Human Resources Guidelines – Version 3.0 6. EMPLOYMENT AND RETIREMENT AGE - The minimum age for employment shall be 18 years and the retirement age shall be 60 years. - The Company may offer continued employment beyond the retirement age at its discretion. Such extensions of employment will be subject to review at six-monthly intervals and certification of being medically fit for employment. 7. NON-DISCRIMINATION AND EQUAL OPPORTUNITY POLICY - The Equal Opportunities Policy is to communicate our commitment to equality of opportunity in employment, with the aims of ensuring that all employees and job applicants are treated fairly and equally, and supporting the Company’s objective of providing a working environment that is free from all forms of discrimination. The policy applies to all staff within the Company, including employees and other workers, such as agency workers, temporary workers and contractors. All staff are expected to put this policy into practice. - Assetz is committed to providing a non-discriminatory and equal opportunity employment environment for its employees. We also fully comply with the applicable local State, Country laws, rules and regulations in the area of non-discrimination in employment. - Discrimination against employees and applicants due to caste, creed, race, religion, gender, and age and disability status is prohibited. Violations of this policy will be subject to discipline, up to and including termination. - Equal employment opportunity and non-discriminatory commitments include, but are not limited to, the areas of hiring, promotion, demotion or transfer, recruitment, discipline, benefits, layoff or termination, rate of compensation and company sponsored training. - All employees are expected to comply with this Equal Employment Opportunity Policy. Managers and supervisors who are responsible for meeting business objectives are expected to cooperate fully in meeting Assetz’s equal employment opportunity objectives. - Any employee who believes he or she has been discriminated against must immediately report any incident to the company’s HR Department. - The company will not tolerate retaliation against any employee who reports acts of discrimination or provides information in connection with any such complaint. If you have any questions regarding this policy, please contact the CEO. 8. ATTENDANCE POLICY
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HR maintains the attendance records of all employees through employee’s biometric usage record (while entering the office and leaving the office at the end of the day) Our work hours are from 9 am to 6 pm with an hour’s break for lunch. Slightly accommodative work hours are permitted as along as employee has approval from their Reporting Manager and it does not impede your delivery, your colleague’s work or anyone who has a dependency on you. While we provide this accommodation, HR will reconcile attendance vs leaves for all every month. You are required to punch in and punch out while entering/leaving office. Tail gating is not permitted and will be considered an act of indiscipline.
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Assetz Property Group Human Resources Guidelines – Version 3.0 -
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Any absence from work should be informed to your Reporting Manager with a copy to HR. In all cases, we are required to clock 9 hours at work (including lunch). Every month all will get individual mails from HR, in case of shortfalls in the number of hours worked in the preceding month, for Reporting Manager’s approval or Leave Application, as the case may be Whenever you plan to be out of the office, on a business trip or for personal reasons, please keep your reporting manager and HR informed, apart from Front Office and anyone else who would benefit from knowing that you will be out of office
9. TIMESHEET POLICY
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Timesheet is a tool for capturing effort by all employees and allocating their effort to the right cost Centre. This input is required to be filled in every week on the tool.
10. DRESS CODE POLICY
This policy sets standards to guide employees about what is appropriate to wear to work. Our dress codes range from formal to business casual. - Maintaining a professional, business like appearance is very important to the success of the company. Part of this impression depends on each employee’s choice of dress. - Employees are expected to demonstrate good judgment and professional taste. Courtesy to coworkers and your professional image to clients should be the factors that are used to assess that you are dressing in business attire that is appropriate. Employees
Business Formals (Monday to Thursday)
Business Casuals (Fridays)
Men
• • • •
Collared formal Shirts Formal Trousers/Khakis Formal leather Shoes & Socks Neck Tie, Blazers/Cufflinks (optional)
• Collared/Round Neck Tshirt • Jeans • Sneakers
Women
• Full Sleeved, half sleeved or Sleeveless formal Shirts • Formal trousers/Formal skirts/Formal dresses • Salwar/Churidar Kameez • Saree • Formal Leather shoes/Dress Sandals
• Collared/Round Neck Tshirts /Tops/Tunics • Jeans/Trousers • Sneakers
11. LEAVE POLICY 11.1. Purpose:
This policy sets out the leave entitlements of employees and the process for taking leave. Assetz is committed to ensuring transparent policies which are simple to understand, use and administer.
In this policy, the term “Assetz” refers to any company within the Assetz group of companies and it is applicable to all employees of Assetz.
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Assetz Property Group Human Resources Guidelines – Version 3.0 11.2. -
11.3. -
Policy: To clearly state guidelines for employees wanting to avail leave. Any deviation from the policy will need prior approvals. There are 5 types of leave: Casual/Medical Leave, Annual Leave, Maternity Leave, Paternity Leave, and Compassionate Leave. Leave year will be the Calendar year, i.e. January 1 - December 31. This comes into effect from January 01, 2016. Application for any type of leave must be made online through LMS Any employee found not reporting to office without being granted sanctioned leave or after expiry of sanctioned leave, will be liable to disciplinary action as deemed fit by the management. Eligibility: Annual Leave (AL) Medical Leave (SL) / Casual Leave (CL ) Maternity Leave (ML) Paternity Leave (PL) Compassionate Leave
: 15 days in a year : 12 days in a year : 12 Weeks. : 2 Days : 3 Days
11.3.1. Casual Leave/Medical Leave - You are entitled to 12 days of Casual Leave/Medical Leave in a calendar year. 1 day of leave is credited every month. Depending on the date of your joining the Company, you are entitled to Casual/Medical Leave calculated proportionately. - You may utilize Casual/Medical Leave for small or immediate matters including sickness. You are required to fill in the LMS for approval by your manager. - Employees joining after the commencement of the Calendar year will be eligible for prorata leave for the remaining period of the calendar year. - Ordinarily, not more than 2 days CL/SL shall be permitted at any time. In case so required, entirely at the discretion of the Management and for medical leave, a medical certificate issued by a registered medical practitioner must be attached. - You can avail of a minimum of half day Casual Leave at a time. You can carry forward Casual Leave from one quarter to the next quarter in a calendar year. - Unutilized Casual / Medical Leave will not accrue, it will lapse at the end of the year (December 31) and there is no accumulation or encashment. - Casual Leave may be prefixed or suffixed (either and not both) with a weekly off or a public holiday - Casual Leave/Medical Leave cannot be clubbed with any other form of leave. - If you do not avail the leave after it is sanctioned, you are required to send cancellation request to the IT admin and HR of such leaves within three days. - At the time of separation, if an employee has availed excess Casual Leave, it will be adjusted against any Annual Leave credit or from the employee’s full & final settlement. - Casual Leave cannot be availed once the employee resigns.
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Assetz Property Group Human Resources Guidelines – Version 3.0 11.3.2. Annual Leave
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You are entitled to 15 days of Annual Leave in a calendar year. 1.25 days of leave is credited every month. Depending on the date of your joining the Company, you are entitled to Annual Leave calculated proportionately You may utilize Annual Leave for any planned absence from work. Unavailed Annual Leave can be carried forward and can be accumulated up to a maximum of 24 days. Leaves beyond this (24 days) are forfeited on 1st January. You are required to have prior approval of your manager for availing Annual Leave. You are required to give a prior notice of at least seven days to your manager before you take Annual Leave If you do not make use of the leave after it is sanctioned, you are required to send the cancellation request to IT admin and HR within three days. Saturday and Sunday’s are exempted or taken as holidays for AL calculation. Annual leave encashment, if any shall be paid during the time of final settlement For the purpose of encashment of AL, only Basic Pay shall be taken into consideration. Income Tax burden, if any, shall be borne by the employee
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11.3.3. Maternity Leave
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Women employees can avail the benefit of ML in accordance with the Maternity Benefit Act, 1961. In the event of any conflict between statutory and drafted company policy, statutory obligations will prevail. Women employee who has worked in the Company for a period of at least 80 days immediately preceding the date of your expected delivery, then you are entitled to maternity benefit. The maximum period for which you are entitled to maternity benefit is 12 weeks in all, whether taken before or after childbirth. However you cannot take more than six weeks before the expected date of delivery. You are required to inform your manager at least 4 weeks/ 6 weeks before the expected date of delivery and supported by proper Medical Certificate At the expiry of the maternity leave, if the employee is still medically unfit for duty, the absence will be treated as normal sick leave.
11.3.4. Paternity Leave
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A permanent male employee who has worked for the Company for at least 80 days during the 12 months immediately preceding the birth of his child is entitled to 2 working days
11.3.5. Compassionate Leave - A full time permanent employee is entitled to 3 consecutive working days paid compassionate leave in the case of the death of the employee’s spouse, child or parent/parents in law. 11.3.6. Unscheduled Absence: - If an employee is absent for 3 or more consecutive working days without approval from their Manager will be deemed to have abandoned their employment and could lead to termination from employment immediately. Assetz| Confidential 15 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 11.4. Guidelines: 11.4.1. Application Procedure: Online Leave Management System (LMS): Application for any type of leave must be made on the Online LMS and the employee must submit it to his or her Manager. - CL/SL: o In case of leave for a day due to any emergency, via telephone/SMS/mail to HR and Reporting Manager by 9 am on the same day, followed by updating in LMS on reporting to o In case of leave for 2 days, a week’s prior notice to Reporting Manager via LMS. - AL: One week prior notice to Reporting Manager via LMS. - ML: One month prior notice to Reporting Manager via LMS. If an employee does not submit the Leave Application in LMS and any supporting documentation by the 20th of the relevant month, the absence will be treated as unpaid leave. 11.4.2. Approving Authority - Approval of any leave will require prior sanction from Reporting Manager via LMS. - All Leave Records will be maintained by HR Department through online system (LMS). - Any employee found not reporting to office without being granted sanctioned leave or after expiry of sanctioned leave, will be liable to disciplinary action as deemed fit by the management. - In case employee does not apply for leave in LMS or one does not have leave balance, then HR will consider those Leaves as LOP (Loss of pay), late attendance will be considered as leave without proper intimation which will also lead to Loss of Pay (LOP). 12. COMPANY HOLIDAYS Assetz provides a minimum of 10 public holidays and 1 restricted holiday for each calendar year. The holidays represent different cultures and traditions. Restricted holiday - employees are given an option of selecting one day from the provided list of restricted holidays as optional holiday. To avail RH, an employee has to register through Leave Management System by applying leave under restricted holiday (under type of leave). In the event an individual would desire to take holiday on an unlisted festival or holiday, on account of personal, religious or other sentiment, he/she may apply in writing to the HR Department for relaxation and consideration. 13. RECRUITMENT & SELECTION POLICY 13.1. Purpose: Assetz is an equal employment opportunity employer. The Company does not discriminate against any applicant, member or former member on the basis of race, color, Assetz| Confidential 16 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 religion, gender, national origin, age, sexual orientation, marital status, disability or any other category. All employment related decisions are based solely on legitimate nondiscriminatory business reasons. Assetz is committed to recruiting and selecting high calibre individuals. This policy set out the recruitment process to ensure that the recruitment and selection of employees is fair and that the procedures conform to company standards are undertaken in the most efficient and cost effective way. In this policy, the term “Assetz” refers to any company within the Assetz group of companies and it is applicable to all employees of Assetz.
13.2.
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Policy: Managers are responsible for the recruitment and selection of employees in accordance with this policy. All recruitment must be notified to the HR Department who will maintain a list of current requirement and assist in the recruitment as required. When a vacancy rises, Managers must consider: Recruitment alternatives including whether the work may be able to redistributed to existing employees The employment category (permanent full time; permanent part time ; fixed term contract; casual)
Any deviation from the policy will need prior approvals.
13.3.
Guidelines
13.3.1. Approval
Before initiating any recruitment, the manager must:
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Obtain written approval from CEO or in accordance to the approved business plan or as per the allotted budget. Notify the HR Department Prepare the Job Description and Profile description Determine the appropriate remuneration range in consultation with the executive and HR Department
13.3.2. Methods of Recruitment
a. Internal Unless otherwise approved by CEO, all vacant positions must be communicated /advertised internally. External and internal advertisements may occur simultaneously. b. External External advertisement may be arranged via internet or press where it is deemed to be the most appropriate method of recruitment. External advertising must be arranged through the HR department in consultation with the CEO to ensure advertisement comply with Assetz requirements.
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Assetz Property Group Human Resources Guidelines – Version 3.0 Recruitment providers may be engaged to source appropriate applicants however providers must be to ordinate through the HR Department. This ensures consistency of service and competitive placement fees and guarantee periods.
All recruitment providers must be provided with a completed position description and detailed briefing prior to commencing recruitment.
13.3.3. Process
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HR department will send the relevant sourced profile to the respective Hiring Manager for screening Screened and shortlisted profiles from the hiring managers will be called for the initial in person interviews at interviewers convenience Selected candidate will go through the interview process as per the policy.
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13.3.4. Interviewing All applicants should be interviewed at least twice prior to appointment. Generally initial interviews should be conducted by two interviewers, one of whom should be the Hiring manager. Final interviews should be arranged by the manger as appropriate with the relevant parties. Unless otherwise agreed, a member of Management team should meet all senior candidates.
Prior to conducting an interview, interviewers should:
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Review the position description and familiarize themselves with the relevant selection criteria including required skills , experience and qualifications; - Develop structured interview questions in accordance with the selection criteria - Review each applicant’s resume. During the interview, interviewers should:
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Explore the applicant’s suitability using his or her resume and structured interview questions? Explain the role in detail and provide the applicant with a copy of the position description, which is generally be shared before their interview. Describe Assetz; Provide the applicant with sufficient time to ask questions and clarify any issues; Identify the applicant’s availability Review the applicant’s academic qualifications, trade or technical qualifications and residency ( as appropriate) Other considerations
13.3.5. Interviewing Panel
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HR Round First round of discussion will be by the HR Department - First Technical Round This will be conducted by the respective Hiring/Reporting Manager/ functional Head - 2nd Technical Round Respective functional Head of that particular project Assetz| Confidential 18 | P a g e
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Final Round & decision making Final round and decision making upto manager level can be conducted by the respective Department head or functional head.
In case of mid to senior level, final round and decision making will be made by the Chief Executive Officer.
In case of the leadership positions, final round has to be led by Chief Executive Officer.
*In case of difference of opinion between the functional head and Department heads on any profile, the same can be concluded by the COO for the mid senior level and by the CEO for the leadership position.
13.3.6. Assessment If Psychometric or other assessments are to take place, the mangers should discuss the appropriate assessments with the HR Department who will arrange testing of preferred candidates.
a. Employment Medical Before being offered employment with Assetz, Candidates may be required to undertake a pre-employment medical examination with a doctor appointment by Assetz at the company’s expenses. The manager should discuss the requirements with the HR Department who will arrange pre-employment medical appointments as required.
b. Criminal History Checks Candidates may be required in accordance with the requirements of the position to consent to a criminal history check before being offered employment with Assetz. The HR Department will coordinate this process as required
c. Employment of Relatives & Partner Managers should exercise caution in the appointment of relatives or partners of existing employees. Consideration should be given a potential conflicts of interest that may arise. The recruitment of a relative or partner of an existing employee to fill a vacant position must be justified in accordance with this policy that is the person selected is the most appropriate applicant for the position. Managers should not conduct the pre-employment interviews of a relative or partner. Final approval must be obtained from the executive prior to appointment
d. Reference checking Reference check is required before selected candidate offer release. Two reference from their earlier employment will be considered for the checking. 14. EMPLOYEE REFERRAL POLICY - The referral policy provides an incentive for referring highly qualified candidates who are ultimately hired by the Company. The incentive is provided after the candidate joins the Company - If you refer a candidate who is subsequently hired by the Company as a full-time, permanent employee, you will be eligible for a referral bonus - Rs 15,000, Rs 20,000, Assetz| Confidential 19 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0
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30,000, Rs 40,000 or Rs 60,000, for Executive/Sr. Executive/AM, Manager, Sr. Manager/DGM/AGM, GM and Director/VP respectively. The amount paid in any given case will be determined at the sole discretion of the Company, taking into account such factors as the nature and level of the position in question and the degree of difficulty involved in filling such a position Referral bonuses will become payable 90 days after the referred candidate begins his or her employment, provided that the candidate and the referee are still employed with the Company at that time HR advices payroll to make the payment with the next month’s salary. All applicable taxes towards payment will be to the employee. Referral bonuses will not be paid for candidates, who, at the time of their referral for a full-time, permanent position, were already employed or retained by the Company in some other capacity (as a part-time or temporary member, part-time consultant, contractor or agent) In order to avoid actual or apparent conflicts of interest, the following Employees are not eligible for referral bonus for the recruitment of any given candidate: o Anyone to whom the candidate in question will report, either directly or indirectly, at any level within our management hierarchy o Any member of HR who is assigned to the search for which that candidate is being considered, or who generated that candidate's name as a direct or indirect result of departmental work, along with the direct or indirect managers of any such HR member o The Managing Director, other Directors/ HOD’s o Any other member, to whom the payment of a referral bonus would, at the sole opinion of the Managing Director, is inappropriate under the circumstances If you have any questions regarding the Referral Bonus Policy or the Company's recruitment activities, please contact any member of HR
15. PERFORMANCE MANAGEMENT 15.1. Purpose The purpose of performance management is to improve performance. It is an ongoing process. It should include informal and formal review. All employees will undergo a formal performance review with their immediate managers at least two times a year. 15.2. -
Policy: The manager and the employee agree on the date for a performance appraisal meeting to allow time to prepare. The manager and employee will meet and openly and constructively discuss performance over the period. The manager and the employee will agree any objectives and outcomes for the next appraisal period. Training and development will be considered as part of the process.
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Assetz Property Group Human Resources Guidelines – Version 3.0 -
15.3.
Notes should be taken of the meeting and copies kept. Outside of this formal process, employees are encouraged to raise any issues they have when they arise. Eligibility & Appraisal Cycle
15.3.1. Eligibility Assetz believes that all employees benefit from periodic appraisal. The following categories of employees are required to have an annual appraisal: - All regular employees during the appraisal period. - Employees scheduled for separation a. Voluntary – this is an opportunity to show goodwill and provide constructive feedback to position the employee for success in their new job b. Involuntary – leaders need to document the performance that led to the separation -
Employees on short Leave 15.3.2. Cycle - The performance management cycle at Assetz will follow the financial year, i.e. April to March cycle: - Objectives for the New Year to be discussed set and agreed between employee and Reporting Manager by April. - Formal mid-year review – for the period April to September, to be completed by October - Formal annual appraisal - for the period April to March, to be completed by April 1
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Assetz Property Group Human Resources Guidelines – Version 3.0 15.4.
Guidelines
Each employee starts the year by setting challenging and meaningful goals. Goals are uniquely individual. Ideally, individual goals relate directly to the strategic objectives of our company. First, there should be a cascading of goals from corporate / business to group / team to the individual employee. Each step in the Goal Cascade supports the goals of the previous organizational unit. Secondly, individual employees work with their leader to create goals that contribute to the objectives of one or more of the organizational units. 15.4.1. Development Plan Another key component to our Performance Management Program is the development of each Employee. Planning for development starts with an Individual Development and Training Plan. - Individual Development Plan In the IDP Employees document their strengths, long and short-term career goals, areas to develop and action plans for each. The IDP content should align with corporate and team objectives. By documenting a plan, both the Employee and the leader will have a clear indication of what development needs should be included as Development Goals in the next year’s development plan. The Employee creates their IDP and discusses it with his/her leader. The IDP is useful as a basis for determining performance and or development goals for the next performance year. When and how to use the IDP The following summarizes how to use it. - Review Corporate or Team Objectives - Review your latest Performance Appraisal. - Review competencies identified for your role. - Review your 360 Feedback report, if applicable. - Think about where you want your career to go in the next 12 to 24 months. - Document your strengths and think about how you can leverage them to the benefit of your team and the company. - List your ideas for success measures, actions, and targeted dates for completion. - Review the completed IDP with your leader and consider it when setting performance and development goals for the next appraisal period. - Enter your Development Goals in the format.
15.4.2. Training Plan We value our people by supporting their continued development. A Training Plan is created to: - Acquire new skills or competencies. - Develop existing skills or competencies. - Prepare for future roles. Assetz| Confidential 22 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 Employees should incorporate a variety of methods in their development: - Self-instruction – computer-based instruction, audio or video-based course - On-the-job training – cross training, special projects, shadow/rotational assignments - Coaching or mentoring – employee selects a role model and / Reporting Manager and seeks that person’s advice on his/her current field or changing career field. - Self-development – evening or weekend courses at local schools, distance learning, reading books & publications, attending and actively participating in professional organizations, societies, civic activities or advisory boards - Formal training – job specific classroom training, general skills or professional development training or leadership training. 15.4.3. The Performance Management Cycle At Assetz, we view performance management as a process with no end. It is not simply a once a year event around performance appraisal. Our leaders are now asked to create an environment and a culture of continuous learning, developing, assessing and evaluation as it relates to performance. By focusing our leaders on the performance management process, we are more likely to deliver the desired results. a. Phase 1: Performance Planning Performance Planning occurs: -
Beginning of the year
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New to job
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Change in responsibilities
A Leader's Role - Conduct a Team briefing to communicate: o Business objectives and measures o
Team objectives and measures
o
Guidance on how direct reports develop their goals
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Cascade organizational goals to team members
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Discuss and agree with direct reports on individual goals.
An Employee’s Role -
Draft 2 - 4 business goals.
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Draft 2 - 4 development goals.
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Discuss and agree with leader on individual goals.
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Enter goals in the format
b. Phase 2: Coaching & Feedback Assetz| Confidential 23 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 A Leader's Role - Leaders must be the champions of a high performance workforce. We expect our leaders to: - Review performance plans at least twice a year (during 2nd and 3rd quarters) - Clarify expectations - Provide encouragement through positive feedback - Remove obstacles & offer solutions -
Provide frequent, factual feedback on both skills and behaviors
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Track performance
Mid-Year Review
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Leaders will conduct a mid-year review to discuss and review progress toward goal achievement.
c. Phase 3: Annual Appraisal -
Evaluating Performance: The bottom line to our corporate success is the performance of our employees. The performance appraisal should answer the question, “How well has the employee performed during the past year?” The answer to this question should be apparent to both the leader and employee if Phase 1 and 2 of the process are implemented with care.
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Appraisal meeting:
After all goals and / behaviors are evaluated and weighted the leader writes a summary statement and meets with the employee to discuss and provide the final performance rating. The appraisal meeting should be a summation of the performance discussions held during the year. The year-end performance appraisal completes the annual performance cycle. Your overall performance rating consists of an evaluation of business and development objectives, “what” you achieved and behaviors, “how” you achieved them.
a. Weighting Goals
Leaders and employees should recognize that not all goals are of equal importance. Goals that are closely aligned with business unit or corporate objectives should be given the highest priority by employees and leaders. Goals that don’t align with our corporate objectives or that fail to meet the definition of challenging should be considered of less importance to overall performance and weighted accordingly by the leader during the yearend evaluation. b. Be Aware of Rater Bias Rater biases occur when evaluators seek ways to simplify the complex task of gathering, retrieving and analyzing performance information. To process this data the evaluator will often employ mental short cuts to reach a quick conclusion. Leaders have the responsibility to conduct evaluations without bias and to provide as objective an assessment of performance as possible. Here are some common rater biases: Assetz| Confidential 24 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 -
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Compatibility bias occurs when someone is rated based on how “similar” they are to the evaluator or how well ‘liked’ they are by the evaluator. The Halo or Horns effect can occur if the employee does one thing exceptionally well (or poorly) and the evaluator generalizes this one area of performance as reflective of the “whole person”. The Recency effect occurs when a major performance event occurs right before the time of the evaluation and overshadows the entire performance period. Contrast bias occurs when people are rated relative to other people instead of against performance standards. Leniency results when the evaluator gives a biased rating in order to maintain a good working relationship encourage a marginal performer, show empathy for someone with personal problems or to avoid confrontations (and appeals) with an aggressive employee. Severity bias occurs when the evaluator uses performance to send a message to a good performer that some aspect of work needs improvement or to shock an average employee into higher performance. Central bias occurs when the leader evaluates nearly all people the same without regard to achieved performance.
Performance Rating - Understanding Performance Ratings - Assetz Group uses five ratings to describe individual performance: unsuccessful, partially successful, successful, exceeds expectations and exceptional. Consistent application of ratings across the company is critical to ensuring: Leadership has a true picture of the capabilities of our workforce - Employees receive honest feedback on which to plan for their future development - Rewards are distributed in a fair and equitable manner - Top performers and their skills are accurately identified - In order for ratings to be applied consistently across the company, each employee and leader must have a clear understanding of the meaning of each evaluation rating. a. Unsuccessful
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Business Goal: Few requirements of the goal were achieved.
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Development Goal: The knowledge or skill was not acquired or demonstrated.
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Overall Performance: The employee’s contribution toward meeting the team’s operational and financial objectives did not meet expectations. Without significant immediate improvement, reassignment or separation may be warranted.
b. Partially Successful
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Business Goal: Some, but not all requirements of the goal were achieved.
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Development Goal: The knowledge or skill was acquired but not demonstrated.
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Overall Performance: The employee’s contribution toward meeting the team’s operational and financial objectives only partially met expectations. Reasons for not meeting expectations should be analyzed to determine if performance can be improved through training or if reassignment to a position more in line with skills should be considered.
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Assetz Property Group Human Resources Guidelines – Version 3.0 c. Successful
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Business Goal: Requirements of the goal were fully achieved or exceeded expectations in some areas.
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Development Goal: The knowledge or skill was acquired AND demonstrated.
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Overall Performance: The employee’s contribution toward meeting the team’s operational and financial objectives fully met expectations. The employee demonstrated increasingly valuable business and or technical skills AND made a positive impact within their normal circle of control and influence.
d. Exceeds Expectations
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Business Goal: Requirements of the goal were fully achieved in such a way that the scope and impact of performance extended beyond expected levels.
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Development Goal: The knowledge or skill was acquired, demonstrated and contributed to the achievement of business goals.
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Overall Performance: The employee’s contribution toward meeting the team’s operational and financial objectives exceeded expectations The employee is seen as a leader among their peers, a problem-solver or key resource AND made an impact at least one level beyond their normal circle of control and influence.
e. Exceptional -
Business Goal: Requirements of the goal were fully achieved and far exceeded defined expectations.
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Development Goal: The knowledge or skill was acquired, demonstrated, contributed to business goals AND was transferred to others.
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Overall Performance: The employee’s contribution toward meeting the team’s operational and financial objectives was significantly above expectations The employee demonstrated superior planning, execution and creativity AND made an impact at least two levels beyond their normal circle of control and influence.
Goal Setting
Appraisals complete
Coaching & Feedback
Execute Plan Feedback & Development Track Progress Evaluate Goals
Q2
Q1
Goals Approved Goals Set Corporate Goals Announced Goal Cascade Begins
Appraisal
Q3
Mid-Year Review
Q4 Behaviors Assessments Appraisal Meeting
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Assetz Property Group Human Resources Guidelines – Version 3.0 16. INSURANCE POLICY The Company’s hospitalization medical insurance and Group Personal Accident plans covers all full time permanent employees along with their dependents on Floater basis. (Self, spouse, 2 dependent children up to age 25 years) and a separate policy for employees parents from the first day of work to the last day of work. The benefits and coverage shall be in accordance with the policy wordings provided by the insurance plans taken and may vary from insurer to insurer based on the renewal negotiations. Please check with us or refer to the policy for exact benefits. The current insurance plans taken are as follows: 16.1. Group Medi Claim 16.1.1. Scope of Cover - The Medi claim Insurance Policy facilitate either Cashless or compensate the Insured in case of Hospitalization - Group Mediclaim is subject to a schedule of benefits. 16.1.2. Coverage - All employees are covered under the Group Hospitalisation Policy. - Sum of Rs 3 lakhs insured per employee & immediate family - Sum of Rs 3 lakhs insured for parents of employees - Any change in the status of dependant Employees, or addition of Employees (due to marriage and child birth), must be intimated within 15 days to Admin. - Inclusion of new dependant Employees (other than on marriage and child birth), however, can be made within the eligible limits only at the beginning of next policy period. 16.1.3. Claim Procedure: a. Cashless: -
In case of hospitalization, employees needs to provide hospital administration your Health Identity card in covered hospital for cashless option. - Intimate the Insurance Company 48 Hours in advance by Email/Phone call. - Pre Authorization Letter to be filled up by the treating Doctor at the Hospital, before admission of patient and sent to the insurance company. - Insurance Company to confirm the coverage and arrange for further hospitalization procedures. a. Reimbursement: -
In case of not covered hospitals, employees can claim a refund by filing a Claim Form. Collect the following documents at the time of discharge: o Original Discharge card / summary. o Original hospital bills & payment receipts. o All Pathology, Radiology & Cardiology Investigation reports in original. o All investigation payment receipts in original. o All medical bills with the relevant prescriptions in original.
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Assetz Property Group Human Resources Guidelines – Version 3.0 o
Fill relevant Form and attach a cancelled cheque with a preprinted beneficiary name, attach the above documents and share it with the insurance company within 7 days of discharge for claim reimbursement.
16.2.
Group Personal Accident
16.2.1. Scope of Cover The Group personal accident insurance Policy compensates the employees in case of Accidents. All employees are covered under Group personal Accidental policy from their day of joining.
16.2.2. Coverage: -
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If you are a regular, full-time member of the Company, you are automatically covered under the Group Personal Accident Insurance Policy from your start date and for the duration of your employment It may please be noted that the coverage is only for the employees and dependents of employees are not covered. You are insured as per the grade and which would typically be Sum of 10 Lakhs insured per employee or more. This Scheme covers the risk of death of a member due to an accident as well as the risk of dismemberment i.e. the loss of a limb or eyesight while the coverage is in force. Coverage for death only, in cases other than accident Coverage for death and disablement, in case of accident The actual amount reimbursed is decided by the insurance company on the basis of their assessment of causes and severity.
16.2.3. Exemptions
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Suicide, self-inflicted injury, pregnancy or childbirth, pre-existing physical or mental defects, infections, bleeding from inner organs, aviation other than as a passenger, motor rallies, war, civil war, terrorism or similar situations.
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Assetz Property Group Human Resources Guidelines – Version 3.0 16.2.4. Claim Procedure:
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In the event of the employee meeting with an accident, he/she – or his/her representative must intimate on the same day to Insurance Company with an immediate notice by telephone or in writing (email / letter) by the family member or the Human Resources Department of the Company. - On receipt of claim intimation, Insurance Company will forward a claim form and check list for the documents to be submitted by the claimant. - After receiving the claim form the claimant should submit the completed claim form mentioning the mandatory details The other relevant documents to be submitted along with the claim form are as follows, in the case:-
a. Death o Claim form o Police Panchanama, FIR, Post mortem Report, Death Certificate o If admitted - the Admission history. b. PTD (Permanent Total Disability) & PPD (Permanent Partial Disability) o Claim for o Disability Certificate from the treating doctor o Medical Examination. c. Temporary Total Disablement o Claim form o Medical Certificate from the treating doctor o Leave certificate from the employer. In the event of claim, please follow the procedures instructed under the Insurance Policy. The company will pass on the claim amounts as and when received from the Insurance Company. 17. TELECOMMUNICATION POLICY 17.1. Purpose The document defines the uniform policy pertaining to usage of data card and mobile expenses. It is applicable to all employees of Assetz who have been supplied with a Mobile phone SIM and Data card for communication and not excluding other mobile phone users having their own personal SIM phones used for official purpose and claim reimbursement from the company towards charges paid for calls made for official purpose. 17.2. Policy The said data card / SIM are allotted for employees associated with Assetz are only for Official Business communication and are not a personal property. The same is to be received from administration department and is to be acknowledged with duly signed receipt. The users of the SIM cards are entirely responsible for the ethical usage of the communication device and indemnify the company from misuse of the communication device in any manner not limiting to unethical usage, abuse, sexual harassment, illegal activities and anti-social activities. The company holds all legal rights to recover the damages caused by misuse of the communication
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Assetz Property Group Human Resources Guidelines – Version 3.0 device which results in loss of business, tarnish the image of the company, by the act of the user passing on confidential information to unauthorized third parties in money. 17.2.1. Administrative Responsibility: The general supervision and administration of this policy is the responsibility of the Finance & Administration department. Financial controller must approve any deviation or exception in advance. 17.2.2. Interpretation/Modification: The interpretation of this policy document ultimately vests with the Finance Controller. The firm reserves the right to modify / amend / cancel the policy at any time it deems appropriate without any notice to the employees. 17.3. Guidelines a. Mobile Expenses Depending on the requirement of the role, management approves mobile connection for the employees. Management does not however provide for the cost of the instrument/ handset unless approved by CEO.
Employees are eligible to claim their official mobile expenses based on actual subject to the following maximum limits, on monthly basis:
Executive & Senior Executive / Assistant Manager
Mobile Expenses Limit (INR) Per Month 1000
Manager Senior / General - Manager / Associate Director Director / VP / Department Heads/President Executive Directors
2000 3000 4000 Actual
Designation
17.3.1. Wireless Internet Data Card Employees whose roles require them to travel frequently and/or access their mails beyond normal office hours frequently may be provided with a wireless Internet access data card subject to being recommended by the business line head and approved by the functional head.
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Assetz Property Group Human Resources Guidelines – Version 3.0 17.4. General For all the above mentioned users against their respective usage limits, the Over usage amount will be recovered from the monthly salary payable. Special Approval may be taken prior to usage for additional in demanding projects. The same is to be approved by the Financial Controller or any Directors or department heads of the company as relevant. The responsibility of seeking such approval rests with the reporting manager of the user. The Company will provide the staff with corporate connection from the approved service provider (currently Airtel) and it all the SIM cards will be owned & paid directly by the Company. The Company will bear only for the official calls for mobile expenses, and personal calls need to be marked monthly and will be debited accordingly from individual staff salary. If the bill is higher than the entitlement slab that the employee falls into, excess amount would be debited from the individual salary, post justification and approval from the Reporting Line Manager. Sim Card, Data Card (Tata Photon, BSNL etc.), Blackberry/ Android (if company provided) shall be the property of the firm and is to be returned in full while separating from the services of the firm or earlier as need be. The employee is responsible for the safe upkeep of the card and accessories mentioned above. Any problems with the software or hardware may be brought to the immediate attention of the IT / Admin department for solution. Any loss or damage caused to the hardware due to misuse or negligence by the employee has to be borne by the employee.” The repair / replacement expenses will be charged to the employee. Expenses on account of damages caused by wear & tear due to use over a reasonably long period of time will be borne by the company provided such duration is not less than 3 years. This is however not applicable in the case of loss of hardware. “Company will bear the rent for a maximum download and upload limit attached to the data-card plan”. Any additional usage will be chargeable to the employee unless approved as an exception by the Business Line Head. The data card is not to be used for making voice calls since the card is not a part of voice call plan. The data card is not to be used for any purpose other than legal and legitimate ones and anyone found doing so will be liable to undergo disciplinary action including termination of employment. The Company encourages these users to use landlines/desktop phones extended to them via EPABX extensively rather than mobiles. 18. IT POLICY 18.1.
Purpose
Purpose of this policy is to provide a framework for the procurement of all IT hardware and software for the Company.
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Assetz Property Group Human Resources Guidelines – Version 3.0 The Company has agreed standards in place for desktop software, operating systems, computer networks and computer hardware and peripherals. This standardisation is essential as it allows the Company’s IT Department to provide a quality service. This policy outlines the procedures that must be in place to achieve the benefits and to ensure the purchase, delivery and installation of IT equipment is coordinated successfully. 18.2. Software and Hardware Purchasing Guidelines: The IT Department is the sole authority for placing orders for IT software and hardware on behalf of the Company regardless of the source of funding. All IT related purchases will need to have full approval and authorisation prior to requisitioning. Hardware and software cannot be purchased without approval by authorized person. All requests for purchasing of equipment or software, whether as individual items or as part of larger project, must be sent to the finance and authorized approval authority who will process the request as per the process and will make a decision whether to approve, decline or amend the requirements for the purchase of the equipment; If equipment or software is declined or changed, approval authority will provide a brief explanation to the requesting manager for the decision; IT Services team will keep the employee informed of the decision and the outcomes if ordered. 18.3. Laptop Procurement and usage Policy: The company provides laptops to selected employees on the basis of sufficient job related rationale otherwise employees are limited to a single desktop PC/ Terminal. This equipment is replaced on a 5 year cycle across the company. This may be reviewed at any point dependent upon current strategy and the policy updated. Since laptop is expensive equipment, it is important that necessary guidelines be laid down for its procurement / purchase and subsequent usage / disposal. 18.3.1. Procedure for Procurement a. A request for a laptop for an employee will be raised by Reporting Manager on the format attached. b. This request duly vetted, justified and recommended by the respective department head as the case may be will be sent to IT department. c. Corporate IT department will endorse the necessary specifications, suggest the model and approximate cost of the laptop and send it to the finance department for the approval. If an old functional laptop meeting the required specifications is available in the stock, the IT department may recommend the issue of the same. d. Once the laptop is purchased, it will be delivered to the individual and a receipt by the finance. e. The employee can requisition for replacement of a laptop after five years through IT department as the case may be, by the same procedure as above. f. Should there be a necessity to replace a laptop before five years due to technical reasons, the same will be justified by the approval authority and procedure for its replacement followed as given above. Assetz| Confidential 32 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 18.3.2. Loss of Laptop: If a laptop is lost or damaged by the employee, an amount equal to its depreciated value (to be worked out by the Finance Department of the Company) will be deducted from his salary and a new one will be given to him as per procedure. 18.3.3. Disposal of old Laptops: Old laptop which is in functional condition and has been replaced will be returned IT by the employee at the time of replacement. 18.4.
Users Responsibility
a. Employee will be responsible for safe custody of laptop to avoid damage or its loss by theft. b. All external breakages, cracks due to mishandling of laptop, will be to users account. c. Hard disk crash, system failure, window corruptions, software corruptions due to surfing of illegal, offensive or unethical sites will be sole responsibility of the users. d. Adaptor failure before three years, battery failure before two years, breakage of the keyboard, laptop screen breakage, any hardware failure due to liquid spillages, will be to users account. 18.5 -
Acts Strictly Prohibited for Users No Software or updates can be installed without taking written approval from IT Department. No Unlicensed Software should be installed in the system. Improper Shutdown should not be done. Booting password in BIOS should not be given. Floppies, CD’s, Pen drives should not be used, without scanning them for Viruses. No other copies of any software or its documentation should be made. Standard Windows background or Corporate Background must be used. Screen Saver should not be used. Participating in social media (unless used for official purpose) and technology supported games during work hours is strictly prohibited
19. TRAVEL POLICY AND PROCEDURES 19.1. Purpose Company believes that fair balance must be sought when incurring travel expenditure. This is the company's need for cost effectiveness and the employee's need for quality services and support. All Employee travel should be via the lowest cost alternative, consistent with good business practices. Neither luxury, nor sub-standard modes of transportation and accommodations should be used. This document defines the specific policy to be followed when travelling on company business as well as employee accountability for Company funds. It is applicable to all employees of company Assetz| Confidential 33 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 19.2. -
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Policy Employee travel and the expenses associated with it will be authorized only if such expenses are in in consistent with company’s travel policies and limits. It will be the responsibility of each employee’s supervisor to ensure that all employee travel meets this objective and that reimbursement made only for actual, reasonable business expenses in connection with authorized travel. In order to maintain control over expenditures, any expense submitted which does not comply with the guidelines will not be reimbursed. Expense reports must be submitted in a timely manner. Travel should be undertaken only when ordinary business communications (i.e., telephone, teleconferencing, video conferencing, fax, overnight mail, and letters) are not sufficiently effective to accomplish the purpose for which travel is considered Employees must receive pre-trip approval from department head, as per prevailing policy before committing to travel. If travel is deemed the best option given the circumstances, employees must seek to maximize the opportunity by setting a comprehensive agenda prior to travel. Agenda must be submitted to the respective Department Heads. Original receipts for all expenses greater than INR 100 must be submitted with expense reports to meet substantiation requirements within 15 days after travel. The company assumes no obligation to reimburse employees for expenses that are not in compliance with this policy. The Approving Manager should refer to the budget before approving travel and any variances should be approved by finance. Employees have a responsibility to its shareholders and current and future investors. Guideline 3-4 star business hotels will be the norm. Any exceptions to this policy must receive the advance approval of the Chief Executive Officer
19.3. Guidelines 19.3.1. Air or Train or Car - All employees must travel in economy class within India including the Board of Directors. Class of travel needs to be preapproved subject to the nature of business and length of travel required. - Flights within a two-hour window before and after a traveller’s desired departure time should be reviewed a. At least two options of carriers must be given to the traveler b. The least expensive option should be booked c. Employees may use personal frequent flyer points or mileage to secure upgrades. Please note the firm will not reimburse the value of personal frequent flyer points or mileage. d. Mileage, frequent flier program and frequent user program benefits will accrue to employees. e. Joining fees and annual membership costs of airline clubs are the responsibility of the employee and as such will not be reimbursed by the firm. f. The most economic mode of transportation should be used when travelling to and from the airport. Use of public transportation, cab service, autos is encouraged.
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Assetz Property Group Human Resources Guidelines – Version 3.0 19.3.2. Accommodation a. All company authorized accommodations must meet with industry accepted business travel standards with reference to comfort, convenience and cost. The Park or Fortune, type overnight accommodations have been set as an acceptable standard for all company employees. You are free to make other arrangements in the same price range. b. Employees are required to stay at the company guesthouses / serviced apartments where available, as the first preference. In case these are not available, then the employees will be required to stay at pre-selected hotels where there are firmnegotiated rates. If a selected hotel is not available, employees must obtain accommodation in a similar price category (within the range of +/- 10%). Employee Level All employees including Manager Level All Employees from Sr. Manager to Department Heads Board of Directors
Cost Limits* Rs. 4,000/- per day Rs. 5,000/- per day Rs. 7,000/- per day
c. Employees can make their own arrangements provided corporate guest house accommodation is not available and they will be reimbursed as follows: The key features for private stay are as follows. º This covers staying with friends and relatives º No lodging will be reimbursed separately º The amount will be fully taxable in the hands of employee
a. Expenses incurred when travelling with a client at a hotel of the client's choice are acceptable. The client must be identified by both individual name and company name. b. If a reserved room will not be used, the reservation should be cancelled for credit processing. It is the employee's responsibility to ensure that hotel expenses are not incurred because of failure to cancel a reservation. c. An itemized hotel bill must be submitted with the expense report. If the itemized bill is lost, a copy of the bill must be obtained from the hotel before the expense will be reimbursed. d. Mini bar, movies and gymnasium fees are considered personal expenses and will not be reimbursed. e. Any exceptions to the above will have to be authorized by the Chief Executive Officer and the Finance Controller.
19.3.3. Meal Costs
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Employee travelers will be reimbursed for business meal expenses, defined as meals taken during business travels Original receipts are required for all meals costing more than INR 100
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The meal cost limits for various levels of staff are as below: Employee Level All employees including Manager Level All Employees from Sr. Manager to Department Heads Board of Directors
Cost Limits* Rs. 600/- per day Rs. 800/- per day Rs. 1000/- per day
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Employees who need to entertain prospects or Clients will need to obtain approvals from their reporting manager. It is expected that reasonable judgment will be followed at all times in incurring such expenses. The meal expenses, spent outside India, will be based on actuals the maximum limits of which shall be as follows:
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Employee Level All employees including Manager Level All Employees from Sr. Manager to Department Heads Board of Directors
Cost Limits* USD 50/ Day USD 75/Day USD 100/Day
Costs incurred on leisure and self-entertainment like alcohol, tobacco and other sundries are excluded and will not be reimbursed, if not approved by CEO.
19.3.4. Laundry Service You could use Laundry Services where you have been away from home for three (3) consecutive days, or if the trip has been unexpectedly extended. 19.3.5. Other Expenses Incur only expenses that are consistent with the business needs, and exercise care in determining appropriate expenditures 19.3.6. Overseas Travel Accommodation and Allowance On overseas travel all employees will be entitled to a per diem allowance, which would be over and above the limits of accommodation costs and meal costs. The cost limits of accommodation and the per diem allowance that employees will be entitled to are as follows: These limits may be modified keeping in mind purchasing Power of the Country Employee Level All employees including Manager Level Sr. Manager to Department Heads
Cost Limits* USD 100/ Day USD 150/ Day
Per Diem Allowance USD 30/Day USD 50/Day
Board of Directors
USD 200/ Day
USD 75/Day
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Assetz Property Group Human Resources Guidelines – Version 3.0 19.3.7. Travel Insurance Before you undertake any international travel, please ensure that you obtain appropriate international travel insurance. You should not undertake any international travel without insurance. 19.3.8. Expense Reporting Submit expense reports within 3 days of travel or in intervals of 30 days, whichever is earlier. All expense reports should be accompanied with approved travel request form and an expense claim form that has been duly completed and supported. Proofs that are required to be submitted along with the expense claim -
Original Hotel bill/Air ticket copy etc. For amounts spent using Corporate Credit Card, copy of Credit Card Statement where payment is made by Assetz to Corporate Credit Card Company Air Ticket (booked by the employee)
19.3.9. Travel Advances -
All out-of-pocket expenses will be reimbursed at the end of the trip. No advances will be provided. For overseas travel advances may be provided where requested.
20. TRANSPORT AND MILEAGE CLAIM 20.1.
Local Conveyance Employees who are provided with company transportation are not eligible for mileage claims and transport claims. For all other employees, the Company will reimburse the cost of actual public transport expenses in the following situations where an employee:
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Works beyond 8.30pm on a normal work day at the request of his/ her manager or supervisor, Is required to report to work on a non-working day or rest day at the request of his/ her manager or supervisor, or Is conducting approved Company business Employees are encouraged to use their personal vehicles for official meetings and site visits. Costs incurred by employees for conveyance will be reimbursed on a per kilometre basis. The reimbursement limits are inclusive of all costs and no other costs will be reimbursed. Employees who commute by personal motor vehicles may claim reimbursement for actual mileage travelled on the above occasions:
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Vehicle Type Reimbursements Two Wheelers Rs. 6/ Km Four Wheelers Rs. 10/km All claims must be supported and approved by the employee’s immediate supervisor or manager before submitting to Accounts. Travel to and from the workplace is not covered by this policy. Where employees need to use a cab for local conveyance they will need prior approval from their reporting managers before booking a cab through administration. Employees are expected to show discretion in booking cabs. The cab entitlement for employees is as follows: Assetz| Confidential 37 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 Employee Level All employees up to Managers Managers, Sr. Manager and General Manager Department Heads
Cab Type Indica Indigo Ford Ikon/Etios
In certain exceptional cases where cabs are to be used for out station visits employees will be entitled to a cab of the next higher level. The highest level of a cab that may be booked is Toyota Innova which may be booked when more than three employees need to use the same vehicle. 21. LATE WORKING & SAFETY OF WOMEN EMPLOYEES As a responsible organization we take the safety of our employees very seriously. While we appreciate the commitment to stay longer to complete pending work, an employee’s safety is paramount to us. Hence: - All women employees are encouraged and mandated to leave the office before 8.30 pm every day. - If work demands and it is unavoidable, and any woman employee has to stay back, it should be with the consent of her manager. - The Company will reimburse the cost of actual public transport expenses. - While working beyond 8.30 pm, should you find it difficult to get cabs, please get in touch with the Administration and Facilities Department, for any assistance or Call Taxi - Contact Details: Meru Cabs : +91 80 44224422 Ola Cabs : +91 80 33553355 Easy Cabs : +91 80 43434343 Mega Cabs : +91 80 47474747 Your Cabs : +91 80 30600600 22. ENTERTAINMENT EXPENSES Entertainment expenses will be reimbursed if it meets the following conditions: - Entertainment expenses must be pre-approved - Your specific assignment requires the entertainment of the company’s customers or potential customers, or others as appropriate. - Entertainment expense is fully receipted (original receipts required) - Persons entertained, the place and the purpose of the entertainment must be clearly specified. - Nominal gratuity can be included. - The following list of unallowable expenses is not intended to be all-inclusive, but represents those items, not chargeable to the company even when incurred whilst on company business. This list is provided as an example of the types of expenditures considered ineligible for reimbursement and should be used as a guide for claimants when submitting expenses for reimbursement: Expense for First Class Air Fare Airline Memberships Club Fee Any expenses associated with seating upgrades - Personal Side Trips - Pet boarding fees
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Additional medical insurance cover directly taken by employee during travel over and above medical insurance cover taken by C-Suites Interest or late charges on Corporate Cards in case of delays in approved expense statement submission Loss of cash advance money, personal funds, property or tickets Purchase of PDA, mobile handsets, etc. and expenses on their repair Baby Sitting Fee and dependent care expenses Purchase / rental of clothing or other personal items except in case of emergency. For e.g. luggage is misplaced and there is a client meeting Maintenance and/or repair of personal property, including home and grounds, whilst away from the home location Car Washes Damage to employee vehicle Fines for traffic or parking violations Medical expenses (for any major illness) Cost of hire of video or other entertainment facilities extended in connection with the provision of accommodation Any expense on damages to the leased apartment except for normal wear and tear
23. GENERAL CLAIM & REIMBURSEMENT In case of general claim & reimbursement, employee needs to follow the below process - Duly fill-in the General – Claim/ Reimbursement form. - Attach all supporting documents (receipts /bills) of amount claimed. - Required approval – Claim amount & approval authority is as defined in the Level of authority (LOA) - Submit the form before 20th of the month to get reimbursement in monthly finance reimbursement cycle. - All Claims must be made using claim form and must be adequately supported and approved by your reporting managers before submitting to accounts. 24. GRIEVANCES HANDLING & RESOLUTIONS - A team is formed to take care of any equal opportunity/discrimination/harassment incidents. If a protected characteristic is potentially involved, report incidents or complaints to your manager or HR or Complaints Committee members. - Within seven days from the date of receipt of a written grievance the committee shall meet and also give an audience to the employee who raised the grievance. Similarly, the concerned official may also be called separately and obtain views / reasons of the grievance. The committee shall complete the process within 30 days from the date of receipt of the grievance. 24.1.
Inquiry by the Committee
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Notify the complaining individual and the accused, individually, that you will be looking into alleged conduct. Meet with the complaining individual (if appropriate) and the accused, separately, to: o Advise of the Company’s anti-retaliation policy and confidentiality. o Obtain all pertinent facts.
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o Request lists of witnesses with information. o Collect any relevant documents. Interview witnesses: o Advise each witness of confidentiality and anti-retaliation policy. o Request that the witnesses not speak about the inquiry. o Maintain interview notes. Determine whether evidence establishes that a violation of HR Standards of Conduct occurred and recommend appropriate remedial/disciplinary actions, if any. Remediation Notify the complaining individual, accused, and management of outcome of the inquiry in writing. Implement discipline, if any. Coordinate with administrators/managers regarding recommendations, if necessary. Follow-Up Follow-up to ensure that remedial/disciplinary recommendations are fulfilled. Ensure recommendations, if any, are implemented and case is closed. Check-in with complaining individual to ensure situation is resolved. Monitor workplace for retaliation against complaining individual and witnesses. Maintain all interview notes, documents considered, email communications and written findings in a file for 3 years, unless otherwise advised by EOT or the HR head.
The contractors/subcontractors have to strictly follow the HR policies and guidelines of the Company regarding ND, EO and Sexual Harassment at workplace. Random interviews/feedback shall be made/obtained (by HR) through a dialogue with the workforce especially with the female labourers and if anything found illogical/inappropriate and not in the line with Company policy, then appropriate action shall be taken against the contractor/subcontractor. 25. CODE OF CONDUCT
The Company expects the highest standards of integrity, behaviour and decorum while on duty. An indicative list of some issues that will be considered as breach of conduct include:
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Insubordination Falsification of personal or other records Withholding of information that should be furnished to the Company Restricting or interfering with job productivity or attempting to induce others to do so Walking off the job, or leaving the job before the end of the assigned schedule without permission Absence without notification or permission Neglect or failure to perform assigned duties Damage to, or destruction of, or misuse of property or equipment belonging to the company and its employees Conducting personal business on company time and/or property Engaging in other employment without prior approval by the Company Any action which threatens the safety or efficient operation of the Company
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Personal conduct which is obnoxious or abusive to other employees Failure to adhere to the Company Code of Conduct will result in appropriate disciplinary action. If you have any questions that are not answered in this Code, please discuss the matter with HR
The Code of Conduct supports Assetz core values. If an employee breaches this Code, Assetz will implement disciplinary action that may include formal verbal warning, removal from current role or dismissal, depending on the circumstances. 26. CODE OF ETHICS
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We place the highest value on ethical business practices. We conduct ourselves in accordance with high standards of behavior. We look to meet not only the letter of the law, but also its spirit. We formulate and follow policies that reflect a belief that we owe to ourselves and to our customers - honesty in our dealings and forthrightness in our communications We do not promote acting in contradiction with existing legal or regulatory prohibitions You bear the responsibility for acting in a manner consistent with Company policies regarding ethical business practices. You are also responsible for knowing and complying with the relevant provisions of your Employment Agreement, with the provisions of the Policies & Guidelines and with the additional standards set by the business units You are required not to accept gifts if they compromise the Company in any way. In general, take whatever steps are necessary to discourage the receipt of any gifts other than token or souvenir items of nominal value All employees are expected to strictly follow the code of conduct without any deviation. Failure to adhere to the Company Code of Ethics will result in appropriate disciplinary action. If you have any questions that are not answered in this Code, please discuss the matter with HR
27. ANTI-BRIBERY & CORRUPTION POLICY At Assetz Group, whoever we may deal with, and wherever we may operate, we are committed to doing so lawfully, ethically and with integrity. As part of this commitment, all forms of bribery and corruption are unacceptable and will not be tolerated. We must not, and we must ensure that any third party acting on our behalf carry the same sentiments does not, act corruptly in our dealings with any other person. - This anti-bribery and corruption policy sets out Assetz’s policies to prevent acts of bribery and corruption. These policies and procedures have been designed to comply with legislation governing bribery and corruption across all geographies of our operations in India and internationally - This policy provides guidance on the standards of behavior to which we must all adhere and most of these reflect the common sense and good business practices that we all work to in any event. This policy is designed to help you to identify when something is prohibited so that bribery and corruption is avoided, and provide you with help and guidance if you are unsure about whether there is a problem and you need further advice. Assetz| Confidential 41 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 General prohibition - All forms of bribery and corruption are prohibited. Company will not tolerate any act of bribery or corruption. Any breach of this policy or local law could result in disciplinary action being taken and ultimately could result in dismissal. - A bribe does not actually have to take place - just promising to give a bribe or agreeing to receive one is prohibited. - Bribery is prohibited when dealing with any person whether they are in the public or private sector and the provisions of this policy are of general application. However, many countries have specific controls regarding dealing with public officials and this policy includes specific requirements in these circumstances.
Who this policy applies to - The fundamental standards of integrity under which we operate do not vary depending on where we work or who we are dealing with. This policy applies to all Assetz officers, employees (full and part time) and temporary workers (such as consultants or contractors) (together referred to as “employees” in this document) across the group no matter where they are located or what they do. It is the responsibility of each of us to ensure that we comply with these standards in our daily working lives. This policy sets out a single standard that all employees must comply with, regardless of whether local law or practices might permit something to the contrary. - Part of Assetz’s commitment to prevent bribery and corruption is to ensure that the people acting on our behalf also do so in compliance with effective anti-bribery and corruption policies. Accordingly, where we engage third parties such as agents, distributors or joint venture partners, we have obligations to complete sufficient due diligence when entering into arrangements to ensure that they are not acting corruptly, and to periodically monitor their performance to ensure ongoing compliance. - Failure to comply with this policy, whether it is intentional or not, may lead to disciplinary action (up to and including dismissal), and criminal liability for the individual involved (up to and including imprisonment). Employees will be required to confirm that they have read and understood the policy and that they comply with its terms as part of their ongoing employment assessment processes. In addition, relevant employees will be required to attend training to support the guidance in this policy.
What is bribery?
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Bribery involves the following: º When a financial or other advantage is offered, given or promised to another person with the intention to induce or reward them or another person to perform their responsibilities or duties improperly (it does not have to be the person to whom the bribe is offered that acts improperly); or º When a financial or other advantage is requested, agreed to be received or accepted by another person with the intention of inducing or rewarding them or another person to perform their responsibilities or duties inappropriately (it does not have to be the person who receives the bribe that acts improperly). It does not matter whether the bribe is:
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Assetz Property Group Human Resources Guidelines – Version 3.0 given or received directly or through a third party (such as someone acting on Assetz’s behalf, for example an agent, distributor, supplier, joint venture partner or other intermediary); or º for the benefit of the recipient or some other person. Bribes can take many forms, for example: º money (or cash equivalent such as shares); º unreasonable gifts, entertainment or hospitality; º kickbacks; º unwarranted rebates or excessive commissions (e.g. to sales agents or marketing agents); º unwarranted allowances or expenses; º “facilitation” payments/payments made to perform their normal job more quickly and/or prioritize a particular customer; º political/charitable contributions; º uncompensated use of company services or facilities; or º anything else of value. This policy applies to both the public and private sectors. Dealing with public officials poses a particular high risk in relation to bribery and corruption and specific guidance when dealing with public officials is set out below. A breach of bribery laws can result in fines for both the company and the individual involved and in some jurisdictions could also result in imprisonment. º
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How do I know if something is a bribe?
In most circumstances, common sense will determine when a bribe is being offered. However, here are some questions you should ask yourself if in doubt:
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Am I being asked to pay something or provide any other benefit over and above the cost of the services being performed, for an example an excessive commission, a lavish gift, a kickback or make a contribution to a charity or political organization? Am I being asked to make a payment for services to someone other than the service provider? Are the hospitality or gifts I am giving or receiving reasonable and justified? Would I be embarrassed to disclose them? When a payment or other benefit is being offered or received, do I know or suspect it is to induce or reward favorable treatment, to undermine an impartial decision making process or to persuade someone to do something that would not be in the proper performance of their job?
Gifts, hospitality and expenses
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Giving or receiving gifts or hospitality is often an important part of maintaining and developing business relationships. However, all gifts and hospitality should be for a genuine purpose, reasonable, given in the ordinary course of business and should comply with the local laws. In any case any such gift either giving or receiving should not exceed more than US$50. Lavish or unreasonable gifts or hospitality, whether these are given or received, are unacceptable as they can create the impression that we are trying to obtain or receive favorable business treatment by providing individuals with personal benefits. In addition, gifts and hospitality can themselves be a bribe. Be careful to avoid even the appearance that the giving or accepting of gifts or hospitality might influence the decisions you take on behalf of Assetz.
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Facilitation payments - Facilitation payments are any payments, no matter how small, given to an official to increase the speed at which they do their job. For example, this could include speeding up approval clearance. - All facilitation payments are generally prohibited. However, your safety is our primary concern and we understand that there may be circumstances in which you have no alternative but to make a facilitation payment in order to protect against loss of life, limb or liberty. Any request for a facilitation payment should be reported to your local antibribery and corruption officer. Agent, distributors, suppliers and joint venture partners - Assetz could be liable for the acts of people that act on our behalf. This includes agents, distributors, suppliers and joint venture partners (Together referred to as “third parties”). As such we are committed to promoting compliance with effective anti-bribery and corruption policies by all third parties acting on behalf of Assetz. - All third parties should be made aware of the terms of the Assetz Code of Conduct and of their obligations to comply with it. All arrangements with third parties should be subject to clear contractual terms including specific provisions requiring them to comply with minimum standards and procedures in relation to bribery and corruption. Appropriate wording to be included in contracts can be obtained from Group Legal. - You must not engage any third party who you know or reasonably suspect of engaging in bribery. - Appropriate due diligence should be undertaken before any third parties are engaged. The appropriate level of due diligence will vary depending on the circumstances and you should use your judgement on a case by case basis.
Questions you should be asking yourself include:
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Who are they – have I seen documents evidencing that they are who they say they are? Who else have they worked with – do they have references? Are they well established with a good reputation or are they more obscure so that I need to do more to find out about them? Do they operate in a territory where bribery is prevalent? Are they happy to sign a contract agreeing to comply with anti-bribery procedures? Do they have their own anti-bribery policy? Have I done basic searches such as internet search engine searches, business directory searches, etc.? Are there inconsistencies between the provider of the services and the person I am paying? Are the fee/payments in line with generally accepted market practice?
Some high risk transactions will require further due diligence which may require independent investigation. Employees will be provided with helpful guidance and checklists where appropriate to support the due diligence process.
Entering into any joint venture arrangement without prior approval from Group Legal is prohibited.
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All payments and fees to third parties must: º Be made in accordance with the contract and the local policies relevant in your
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Assetz Property Group Human Resources Guidelines – Version 3.0 business as set by your line manager; º Be made via bank transfer through the accounts payable system and be fully accounted for; º Must be in line with generally accepted rates and business practice for the service in question and should not be unjustifiably excessive or unsupportable; and º Must be made in accordance with the terms of the contract with the person or company providing the services. - If you have any concerns that arrangements with a third party are not in accordance with this policy, you should ask the Assetz Group Legal Officer ( or Legal Head) for help. Dealing with public officials
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Although this policy applies to both public and private sectors, dealing with public officials poses a particularly high risk in relation to bribery due to the strict rules and regulations in many countries. Public officials include those in government departments, but also employees of government owned or controlled commercial enterprises, international organizations, political parties and political candidates. The provision of money or anything else of value, no matter how small, to any public official for the purpose of influencing them in their official capacity is prohibited. The prior approval of your local anti-bribery and corruption officer is required in relation to: º any payment in respect of fees, salary or commission (this does not include official fees); º gifts and hospitality; and º making charitable contributions in connection with dealings with a public official. In addition, many public officials have their own rules regarding the acceptance of gifts and hospitality, etc., and we must respect these rules where applicable. In accordance with the Assetz Code of Ethics, political donations by or on behalf of Assetz are prohibited.
Dealing with Vendors, Contractors and Service Providers
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Vendors, Contractors and Services Providers are referred to as Suppliers, A separate policy as an extension to this policy named Supplier Code of Business Conduct and Ethics shall be referred to and followed where applicable
Compliance with the policy
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It is the responsibility of the Assetz Group Legal Head to ensure compliance with this policy in each business. Ultimate responsibility for compliance with this policy throughout the group is taken by the individual business leaders. However, each of us has an obligation without limitation to act with integrity and to ensure that we understand and comply with the policy. Ongoing compliance will be monitored and reported by Internal Audit. Training will be provided to relevant employees throughout the group to support them in complying with their responsibilities. If you are not selected for training but believe that it is relevant for you then please ask your local HR manager for further information. In addition, all employees will be required to confirm that they have understood and complied with the policy annually.
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Assetz Property Group Human Resources Guidelines – Version 3.0 28. Whistleblowing
Assetz is committed to ensuring that employees can speak up with confidence if they have any concerns or need to ask for help. If you suspect or observe anything that you think might be in contravention of this policy, you have an obligation to report it. You should raise your concerns with your local anti-bribery and corruption officer in the first instance. Alternatively, you can report your concerns to the HR.
Assetz will not tolerate retaliation in any form against anyone for raising concerns or reporting what they genuinely believe to be improper, unethical or inappropriate behavior. All reports will be treated confidential.
28.1.
Getting help
If you are unsure about your obligations under this policy, you should contact one of the following people for help: Ms. Ajetha - Legal Head (Assetz Group) Ms. Suman Joshi - Head Human Resources (Assetz Lifestyle) Ms. Saritha - Senior Manager Human Resources (Assetz Premium) Or email to
[email protected] 29. POLICY ON PREVENTION OF SEXUAL HARASSEMENT AT WORK 29.1. Policy: The Assetz Group of Companies is committed to creating an atmosphere free from sexual Harassment at workplace. 29.2. Purpose: The policy is meant to provide and promote a healthy work environment with an effective Complaint and Redressal mechanism to address issues if any. The policy will apply to all employees, trainees, and consultants/contractual employees of Assetz Group Companies. 29.3. Definitions: - ‘Approved Communication Channels’ shall have the meaning assigned to modes of communication such as e-mail, registered or ordinary mail, courier, personal appearance or any form of written communication. - ‘Complaints Committee’ means the complaints committee constituted under this policy. - ‘Policy’ refers to the policy of Assetz providing sexual harassment free workplace. - ‘Sexual Harassment at work place’ shall be said to occur when º Speech, communication and action of an employee has connotations and implications on sexual oriented that can be termed as sexual harassment by the fellow colleague
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Assetz Property Group Human Resources Guidelines – Version 3.0 The Sexual Oriented Behavior of one or more employee creates an unpleasant, hostile, abusive, or offensive work atmosphere for another employee/employees º The decisions regarding employment/business/contractual relationship or conditions of work of one or more employees are promised, threatened, given, denied, delayed, accelerated, or changed based on whether that employee will submit to Sexual Oriented Behavior. ‘Employee’ shall mean and include, all employees including those on contract or trainees and consultants of the company. ‘Workplace’ shall mean and include all offices of Assetz Group in India or overseas, customer sites and/or any location where employees are present together for business reasons. No employee shall engage in any act or behavior that tantamount to harassment of any sort at the work place in relation to any other employee irrespective of whether such behavior results in harassment or not. Rights and responsibilities of the employee are as follows: º Every employee is entitled to a work environment that is free from sexual Harassment. º Every employee shall be entitled to complain against sexual Harassment Oriented Behavior to which he/she was subjected or which was targeted at him/her, to the complaints committee established under the policy. º Any incident of Sexual Harassment that comes to the knowledge of any employee shall be reported to the Complaints Committee promptly. º Anybody who complains to the Complaints Committee or participates in the investigations of the Committee for giving evidence or statements shall not be victimized or subjected to any unfavorable treatment in the conditions of his/her work. º
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29.4. Guidelines: Prevention of Sexual Harassment to Women at Workplace: 29.4.1. Guidelines for Redressed of complaints
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In order to provide protection to women at workplace against sexual harassment and for the prevention and redressal of complaints of sexual harassment and for matters connected therewith, the Rules within the provisions of the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 have come into effect from 09.12.2013. Pursuant to the judgment of Hon’ble Supreme `Court of India in the case of Vishakha & Others vs. State of Rajasthan, AIR 1997 SC 31, making it mandatory for all the Government Departments/PSU’s to include sexual harassment as a misconduct in their Service (Conduct) Rules, provisions were made in RITES Conduct, Discipline and Appeal Rules, 1980, Chapter XIII in HRM Manual, August, 2004 under Rule 19.1. º These rules define sexual harassment which includes any one or more of the following unwelcome acts or behaviour (Whether directly or by implication) namely: º Physical contact and advances; or º A demand or request for sexual favours; or
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º Making sexually coloured remarks; or º Showing pornography; or º Any other unwelcome physical, verbal or non-verbal conduct or sexual nature Besides above, the following circumstances, if it occurs or is present in relation to or connected with any act or behaviour of sexual harassment may amount to sexual harassment: º Implied or explicit promise of preferential treatment in her employment, or º Implied or explicit threat of detrimental treatment in her employment, or º Implied or explicit threat about her present or future employment status; or º Interference with her work or creating an intimidating or offensive or hostile work environment for her, or º Humiliating treatment likely to affect her health or safety.
29.4.2. Complaints Committee:
An Internal Complaints Committee has been constituted by the Competent Authority to deal with the complaint of sexual harassment at the work place. The Committee consists of the following officials: -
At the Corporate Level
Ms. Ajetha B.S ( Chairperson) Ms. Vimala Talla Mr. Anandeep Chadha Any External Member to be nominated
º º º º -
Nominated Officers at Project/Regional Offices In case of any complaint at the Project/Corporate Office, the complainant can approach the following officials nominated for such purpose. The role of the Sub- Committee Members would be to register the case and conduct a preliminary inquiry to establish if prima-facie a case exists and would then refer the case to the main internal committee along with its report.
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Mr. Mallanna Sasalu Ms. Saritha
Tenure of the Committee Members The tenure of the members of the Internal Committee and nominated Officers shall not exceed 3 years from the date of their nomination. The committee will change when the committee members are not present in the organization.
- The procedure for making a complaint of Sexual Harassment & its disposal under the rules: a. Complaint Communication Channel: The aggrieved employee can lodge a complaint by way of any approved Communication Channel as described in the definitions to any member of the Complaints Committee or a Contact Officer. Any oral communication must be followed up with written communication.
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Assetz Property Group Human Resources Guidelines – Version 3.0 The Committee shall, as soon as possible, after the date of the coming into force of this policy, take steps to communicate e-mail addresses/contact details of all members of the Complaints Committee. - Any aggrieved woman may make, in writing, a complaint of sexual harassment at work place to the internal committee within a period of 3 months from the date of incidents and in case of a series of incidents within a period of 3 months from the date of last incidents. - Where the aggrieved woman is unable to make a complaint on account of her physical incapacity, a complaint may be filed by: º Her relative or friend; or º Her co-worker; or º An officer of the National Commission for Women or State Women’s Commission or º Any person who has knowledge of the incident, with the written consent of the aggrieved woman. - Where the aggrieved woman is unable to make a complaint on account of her mental incapacity, a complaint may be filed by: º Her relative or friend; or º A special educator; or º A qualified psychiatrist or psychologist; or º the guardian or authority under whose care she is receiving treatment or care; º Any person who has knowledge of the incident jointly with her relative or friend or a special educator or qualified psychiatrist or psychologist or guardian or authority under whose care she is receiving treatment. - Where the aggrieved woman is unable to make a complaint, a complaint may be filed by any person who has knowledge of the incident, with her written consent; - Where the aggrieved woman is dead, a complaint may be filed by any person who has knowledge of the incident, with the written consent of her legal heir. b. Manner of inquiry into complaint If the employee is in the work premises outside Bangalore, he/she may also lodge a complaint with the Contact Officer. The Contact Officer shall immediately transmit such complaint to the Complaints Committee. If the complaint has been lodged with the employee’s superior, the superior should forward the complaint directly to the Complaints Committee and also apprise the committee of any such action taken. -
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At the time of filing the complaint, the complainant shall submit to the Complaints Committee, six copies of the complaint along with supporting documents and names and addresses of the witnesses. On receipt of the complaint, the Complaints Committee shall send one of the copies received from the complainant to the respondent within a period of seven working days. The respondent shall file his reply to the complaint along with his list of documents, and names and addresses of witness, within a period not exceeding ten working days from the date of receipt of the documents.
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The Complaints Committee shall make inquiry into the complaint in accordance with the principles of natural justice. - The Complaints Committee shall have the right to terminate the inquiry proceedings or to give an ex-parte decision on the complaint, if the complainant or respondent fails, without sufficient cause, to present herself or himself for three consecutive hearings convened by the Chairperson. - Provided that such termination or ex-parte order may not be passed without giving a notice in writing, fifteen days in advance, to the party concerned. - The parties shall not be allowed to bring in any legal practitioner to represent them in their case at any stage of the proceedings before the Complaint Committee. - In conducting the inquiry, a minimum of three Members of the Complaints Committee including the Chairperson shall be present. - On the written request of the Complainant, the Complaint Committee can recommend to the competent authority to restrain the respondent from reporting on the work performance of the complainant or writing her confidential report and assign the same to another officer. c. Investigations:
The Complaints Committee shall promptly and thoroughly investigate the complaints referred to it and submit to the Chairperson, a report of its findings within two weeks from the date of the complaint being referred to.
Every employee shall cooperate with the Complaints Committee in its investigation and any failure to cooperate with the complaints Committee in its investigation will be deemed as a contravention of this policy.
The Committee shall document all investigations and findings. Procedure on Receipt of Complaints and Communication on Finding -
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The Chairperson shall, within one week of the receipt of a complaint under this policy, personally meet or designate a member of the Complaints Committee to meet the employee who has made the complaint and record the findings of such interview. After the interview the Chairperson shall, on the satisfaction of the existence of a prima facie case of Harassment Oriented Behavior, within a further period of one week, appoint a team consisting of members of the Complaints Committee to investigate the complaint, after recording reasons therefore, and inform the Complaints Committee of her action. If the Chairperson is satisfied that there is no prima facie case of Harassment Oriented Behavior as complained about, she shall dismiss the complaint after recording reasons. º When the Complaints Committee arrives at the conclusion that the allegation against the respondent has been proved, it shall recommend to the management, to take action for sexual harassment as a misconduct in accordance with the provisions of the Disciplinary and Appeal Rules of the company (including a written apology, warning, reprimand or censure, withholding of promotion, withholding of pay rise or increments, terminating the respondent from service or counseling session) º Where the Internal Committee arrives at the conclusion that the allegation against the accused person has been proved, it shall recommend to the management to:
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Assetz Property Group Human Resources Guidelines – Version 3.0 º
Deduct, notwithstanding anything in the service rules of the company, from the salary or wages of the accused person such sum as it may consider appropriate to be paid to the aggrieved woman or to her legal heirs, as it may determine with regard to: i. The mental trauma, pain, suffering and emotional distress caused to the aggrieved woman; ii. The loss in the career opportunity due to the incident of sexual harassment. iii. Medical expenses incurred by the victim for physical or psychiatric treatment. iv. The income and financial of the charged person. v. Feasibility of such payment in lump sum or in installments.
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The Complaints Committee shall within 2 weeks from the receipt of the investigation report, consider the findings of the report and communicate the findings and recommendations to the Head HR. The Head HR will take appropriate actions and communicate through the Chairperson, the findings to the complaints and the concerned employee against whom such complaints were made. - The Head HR will also ensure that a closure report is submitted to the Chairperson of the Complaints Committee on completion of any action taken. - The Complaints Committee shall follow principles of natural justice in all its proceedings and shall maintain confidentiality to the identity of the complainant and the witnesses. - In case of complaints against an employee, who is/are member of the Complaints Committee, the Chairperson shall entrust the proceedings to the Head HR of the company who will investigate the complaint and the Head HR shall have the same powers as the Complaints Committee in implementing this policy - The Chairperson shall complete all the proceedings with respect to the complaints within three weeks from the date of the receipt of the investigation report. d. Implementation of Order
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The Head HR shall be the implementing authority and shall implement the order of the Complaints Committee. The implementation of the orders shall be within one week from the passing of such orders. The Chairperson may award interim relief to the complaints during the course of investigation to end any further harassment or to safeguard the complainant from threats and retributions.
e. Action for false or malicious complaint or false evidence
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Except in cases where service rules exist, where the complaint Committee arrives at the conclusion that the allegation against the respondent is malicious or the complainant i.e. the aggrieved woman or any other person making the complaint has made the complaint knowing it to be false or the complainant or any other person making the complaint has produced any forged or misleading document, it may recommend to the management to take action in accordance with the provisions of the service rules. Any employee who lodges a false complaint shall be liable for disciplinary action as per the rules of the company. Any violation of this policy by an employee would be subject to action as deemed appropriated by the Complaints Committee.
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Appeal
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Any person aggrieved from the recommendations of the Complaint Committee or nonimplementation of such recommendations may prefer an appeal to the appellate authority within 90 days of the recommendations.
g. Penalty for disclosing information - The contents of the complaint, identity and addresses of the complainant, respondent and witnesses, any information relating to the conciliation and inquiry proceedings, recommendations of the complaint committee and the action taken by the employer shall not be published, communicated or made known to the public, press and media in any manner, - If any person contravenes the above provisions, a sum of Five Thousand Rupees shall be recovered from such person. - The Complaints Committee shall ensure a quorum of at least 4 members while taking a decision or conducting a meeting. - All records related to complaints, investigations, meetings of the committee shall be maintained and disclosed to the relevant 30. TERMINATION POLICY Termination of an employee will be in accordance with the terms and conditions of employment. Based on the nature of work, skill requirements, level / grade of the position, the terms of employment and notice period requirements for cessation of employment may wary to meet the organizational requirements. -
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Termination of employment may be initiated by either party by serving prior written notice, as per the notice period stipulated in the offer letter. In the event of your serving on the company a notice of termination of employment by submitting a resignation letter, your release will be governed by the General Terms and Conditions of Employment in force at that point in time, subject to the satisfactory handing over of your duties, responsibilities, Company documents, Company assets, etc. to the relevant parties. The Company is also entitled to either waive the notice period in part or in full at its sole discretion or require payment of equivalent base salary in lieu of the unserved notice period. The Company further reserves the right to terminate sooner by tendering equivalent base salary in lieu of the notice period. The company reserves the right to carry out reference verifications or background checks prior to your joining the company or during the course of your employment with us. Such background checks and reference verifications, amongst others, would include past employment and salary (this will include your immediate employer prior to joining us), criminal records, countries resided in or worked in etc. The company reserves the right to carry out banned/illegal drugs/narcotics substance screening tests on you at any point of time during your tenure. You understand and acknowledge that this is a requirement and you have no objections whatsoever if such checks, banned/illegal drugs/narcotics substance screening tests and verifications are carried out by the company or a third party agency engaged by the company. Arising out of such verification or check or otherwise, if it is detected that the information furnished by you in your application is misstated or is unstated or documents submitted by you are, you could be dismissed from entering the premises and/or terminated from employment
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Assetz Property Group Human Resources Guidelines – Version 3.0 31. EXTERNAL COMMUNICATIONS POLICY
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It is the Company's policy that all its communications with third parties comply with applicable law. Only an Authorized Spokesperson can make or approve public statements pertaining to the Company or its employees, directors or officers or operations. Occasionally, employees may be contacted by outside sources or the media requesting information about the Company or its employees, directors or officers or operations. In order to avoid providing inaccurate, incomplete or Material Information to outside sources, all outside inquiries regarding the Company or its employees, directors or officers or operations must be referred to an Authorized Spokesperson.
32. SAFEGUARDING COMPANY REPUTATION - All employees are expected to follow and conform to all local, state, national and contractual laws and not put to risk the Company’s reputation, during their employment. Any breaches may be treated as serious disciplinary offences, potentially leading to summary dismissal.
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Assetz Property Group Human Resources Guidelines – Version 3.0 33. FORMS 33.1. PROBATION REVIEW FORM The line manager should complete this form giving a report on the employee’s progress at least 2 weeks prior to the end of the probation period. The content of the form should be discussed with the employee before the form is signed. Where performance is unsatisfactory please indicate areas for development and training needs. The employee must sign the form to confirm that they have been informed of the required development areas and receive a copy of the form. The form should then be forwarded to HR. Name of employee: Manager: Date: Manager feedback Manager to complete Consider the employee’s job description and agreed objectives. Comment on the employee’s performance during the probation period. Consider results achieved quality of work produced, technical knowledge and skills, general aptitude and attitude to work, teamwork (relationships with manager and colleagues) and communication skills. For managers, consider leadership impact, people development and strategic leadership. Are there any areas in which improved performance/ development is required? Outline support/ training that will be provided to assist the employee in improving their performance (e.g. further exposure, on the job training, coaching etc.) Overall recommendation: o Probation completed successfully. Confirm appointment o Progress unsatisfactory. Terminate appointment o Extend probation Assetz| Confidential 54 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 For recommendations other than successful completion, it is important that the manager contact HR. Employee’s comments Employee to complete Summary and Sign off Employee Manager
Signature:
Signature:
Date:
Date:
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Assetz Property Group Human Resources Guidelines – Version 3.0 34. LEAVE FORM - LEAVE MANAGEMENT SYSTEM Link: http://projects.resonanceit.in/framework/login.aspx
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Assetz Property Group Human Resources Guidelines – Version 3.0 33.3.
INTERVIEW FEEDBACK FORM
INTERVIEW FEEDBACK FORM Candidate Name: Interviewer Name: Date: Please select one of the following - Select / Reject / Hold Source Ads…… Walk-In………. Campus………. Emp Consultant (Name)…………………….…….. Others……….
Ref
(Name)…………………………………….
Please rate the following attributes on a scale of 1-5 (1- Poor, 2- Average, 3 - Good, 4 - Very Good, 5 - Excellent) Technical Knowledge / Functional Expertise / SM expertise
Attitude
Communication & Presentation Skills
Team Player & Flexibility
Leadership & Potential
Commitments made to the candidate if any (change in salary after x period of time etc.) :- Offers if any: Current CTC:
Expected CTC:
Notice Period :
Expected Date of joining(DOJ):
Values he / she will bring to the organization
Risk involved in Hiring
Additional Comments
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Assetz Property Group Human Resources Guidelines – Version 3.0 33.4.
REQUISITION FOR LAPTOP
Name of the User: Designation : Department: Occasion necessitating purchase Justification for Purchase :
Initial / Periodic Replacement /Loss / Damage
Type of Jobs to be performed: Initiated by
Recommended by
Name:
Name:
Signature:
Signature:
Date:
Date:
To be filled by IT department: Specification Required: Recommended Model:
Approximate Cost:
Name: Signature:
APPROVAL Authorized Signatory Name: Signature: Date: Finance Department: Name: Cost Centre: Signature: Date: Assetz| Confidential 58 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 33.5.
TRAVEL CLAIM FORM
Employee Name Nature of Expenses Entity Cost Centre Project Date Details Of the Travel Expenses Air fare/Bus/Train (attach receipt, air ticket and boarding pass upon return) Accommodation Expenses Food Expenses ( Attach Bills) Taxi/ Cab Hire Expenses (Attach receipts) Other Expenses, if any (Document Proof needed)
Claim Amount ( INR)
Total Expenses Rs. I certify that these charges are true, correct and in accordance with company Policy Signature Approving Authority Signature Date of Submission of Form: Expected Date of reimbursement:
Signature of Accounts Department: Status Of The Claim: Approved /Rejected /Hold
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Assetz Property Group Human Resources Guidelines – Version 3.0 33.6.
DAILY TRAVEL LOGS
Employee Name Fiscal Quarter Submission Date
Date
Purpose
Place - From
Place - To
Kms
Amount
Total: Employee Signature
Rs.
Name : Finance Designation: Department Signature:
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Assetz Property Group Human Resources Guidelines – Version 3.0 33.7.
GENERAL CLAIM & REIMBURSEMENT FORM
Employee Name Nature of Expenses Entity Cost Centre Project Date Details Of the Expenses
Claim Amount ( INR) Total Expenses Rs. I certify that these charges are true, correct and in accordance with company Policy Signature Approving Authority Signature Date of Submission of Form: Expected Date of reimbursement:
Signature of Accounts Department: Status Of The Claim: Approved /Rejected /Hold
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Assetz Property Group Human Resources Guidelines – Version 3.0 33.8.
LEAVE TRAVEL ASSISTANCE (LTA) EXEMPTION CLAIM FORM
Leave Travel Assistance (LTA) Exemption Claim Form Name: Employee No: Mobile: I hereby declare that, I have proceeded on leave and travelled and claiming LTA exemption u/s 10 (5) of the Income Tax Act as per the following details : Sl No Travel Details - Domestic Only From Date To Date Period of Leave ( From & To) Date of travel ( onward ) Date of travel ( Return ) Name of Place visited Mode of Travel (Air/Train) Details of persons who traveled (Eligible - Self / Spouse / Children / Dependent Parents or Dependent Brothers or Dependent Sisters) 1 2 3 4 5
Sl No
Name of passengers 1 2 3 4 5
Total
Relationship with employee
Amount (₹) 0
Note : (i) Exemption shall be available if the employee is travelling alone or accompanying his family. But, exemption will not be available if the familiy members are travelling separately without the employee who is on leave. Thus the employee must accompany the family, at least for one part of the journey, i,e, either at the time of going on leave or at the time when the family returns from leave, if cost of travel of family members is declared above (ii) Boarding Pass and Air ticket is mandatory for Air Travel (iii) E ticket or original ticket is mandatory for Train travel (iv) Car hire or any travel bills for claiming LTA. The claim however would be restricted to the cost incurred by Rail travel if the places are connected by Rail or by any public transport mode Assetz| Confidential 62 | P a g e
Assetz Property Group Human Resources Guidelines – Version 3.0 33.9.
EXIT CHEKLIST
Name: Designation:
Business Line / Dept: Last Day
Items
Tick Person-in Charge Off
1.
Functional Handover / Transfer of info
Reporting Manager
2.
Manuals / Reference Books
Reporting Manager
3.
Deletion of Email id or forwarding of emails required
Reporting Manager
4.
Business cards, pedestal, cabinet keys
Admin
Sl. No.
5.
6.
7. 8. 9. 10. 11. 12.
13. 14. 15.
Laptop / computer / Peripherals (if applicable) - Cancellation of all IT Access Rights - Email id disablement (with approval of Manager) - Datacard - Backup of archives if required Sharepoint Access Rights Door Access Card (If any) Company Identity Card Mediclaim Card Mobile Phone (if issued) Corporate Credit Card (if applicable) a) Salary in lieu Notice period payable (No. of days short) b) Pro-rata eligible and balance leave calculation as on date of exit c) No. of days eligible AL encashable on exit
IT
Signature & Date
IT
Sharepoint Admin HR/ Business Line Admin / Business Line Admin Admin HR HR HR HR
16.
Deductions:
Finance
17.
a) Loan balance if any – Amt.
18. 19. 20. 21.
b) Leave without Pay if any No. of day c) Advances if any d) Salary in lieu of notice period Credits: a) Reimbursements if any
Date:
Signature of the Employee: Checked and Verified by : HR Department:
Finance
Signature of Line Manager:
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Embassy Icon Annexe, Infantry Road, Bangalore - 560001. INDIA T : +91 (0)80 2237 4000 F : +91 (0)80 2237 4400 www.assetzproperty.com
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