EMPLOYEE HANDBOOK
This Employee Handbook ("Handbook") is effective from ________ ("Effective Date") and applies to ________, its subsidiaries and joint ventures over which the ________ exercises management control ("We", "Us", "Our", "Company"). The Handbook applies to all Employees engaged to provide services to the Company.
This Handbook has been created to guide you with the employment policies and practices of the Company. Please read it carefully and if you have any queries, please contact Us at the details provided at the end of this handbook.
We are glad to have you as a member of ________. As a team member of Company, you are an essential part of the team effort. We hope that you will find your position with the Company rewarding, challenging, and productive.
1. IMPORTANT POLICIES
1.1. You are expected to follow and comply with the following policies of the Company:
1.1.1. Employee Code of Conduct.
1.1.2. Drug Policy.
1.1.3. Anti-Discrimination Policy.
1.1.4. Social Media Policy.
1.1.5. Remote Work Policy.
1.1.6. POSH Policy.
2. PURPOSE
2.1. This handbook will help the employees of the Company to familiarize themselves and follow the policies and guidelines of the Company. This handbook does not create any contractual obligations between you and the Company.
2.2. This handbook is not exhaustive and the Company will have the right to make necessary changes from time to time without any advance notice. This will be supplementary to other guidelines and policies of the Company.
2.3. Please be informed that this handbook can only highlight and summarize the Company's policies and for detailed information, you can contact the following: ________.
3. GENERAL CODE OF CONDUCT
Along with other obligations set under this handbook and other applicable policies, you are also required to follow and adhere to the following codes:
3.1. Be proactive about performing your duties and responsibilities mentioned under this handbook and the contract signed by you.
3.2. Decisions made, and actions taken, by you must be consistent with Company values and Company objectives.
3.3. Company is focused on delivering long-term value to its employees, stakeholders, and society. It is expected that you will do what is right to support the long-term goals of the Company.
3.4. If you are ever in doubt about a decision, it should be escalated to a higher level of management for broader consideration.
3.5. Should you see any deviation from the principles mentioned in this handbook, it is expected that you will utilize appropriate channels to report the violation.
4. EQUAL OPPORTUNITY
4.1. Our employment policy is based upon individual merit and qualifications related to professional competence. We also make all reasonable accommodations to meet our obligations under the laws protecting the rights of the disabled.
4.2. We promote a diverse, inclusive, and equal workplace. Every Employee of the Company is expected to treat everyone with whom We have contact with dignity, courtesy, and respect.
4.3. We do not discriminate against any person because of their gender, caste, religion, age, nationality, sexual orientation, disability, or any other trait protected by law, concerning any terms of employment such as hiring, promotion, transfer, compensation, benefits, etc.
4.4. It is expected that the managers/supervisors shall make employment-related decisions based only on the merit of the person and not discriminate against any person because of their personal characteristics/traits.
4.5. In accordance with the provisions of the Rights of Persons with Disabilities Act, 2016 and rules thereunder, Company thrives to ensure that the work environment is free from any discrimination against any persons with disabilities and expect the same from all Employees working for the Company.
5. EMPLOYMENT OF MINORS
5.1. The Company strictly follows the Child Labour (Prohibition and Regulation) Act, 1986 ("CLA") and rules and regulations thereunder. The Act prohibits the engagement of children in certain employments and regulates the conditions of work of children in certain other employments.
5.2. As per the CLA, a child means a person who is under the age of 14 years. If you or any employee you know falls under the definition of a child, you should immediately inform the HR department.
6. IMMIGRATION ISSUES
The employees who are immigrants from other countries shall always abide by the rules and regulations issued by the Ministry of Home Affairs (MHA). Any changes or conversion of employment visa shall be intimated to the concerned authorities on time. The newly joined employee shall submit the required documents including a valid employment visa within 3 (three) days from the joining date.
7. COMPLIANCE WITH LAWS
7.1. All the employees are expected to comply with all Company's policies, procedures, and regulations.
7.2. We are a law-abiding Company and all the Employees of Company are expected to know and understand the legal obligations and act within the bounds of applicable laws, rules, and regulations of the localities where Company do business.
7.3. Company Employee shall comply with all applicable privacy laws including, Digital Personal Data Protection Act, 2023, IT Act, 2000 and the rules thereunder, the Consumer Protection Act 2019, the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA) and so on.
7.4. Company Employee must comply with all localities' anti-corruption laws where the Company does business, including The Prevention of Corruption Act, 1988 in India.
7.5. Where any provision of the Handbook conflicts or is inconsistent with applicable laws, the provisions of that law must be complied with and override this Handbook.
7.6. Violation of applicable government laws, rules, and regulations may subject us to individual criminal or civil liability. Such individual violations may also subject the Company to civil or criminal liability, to the loss of reputation or business, and both these events may attract disciplinary action by the Company.
8. POLITICAL NEUTRALITY
8.1. The Employees have the right to political expression. But in no case, such affiliation shall affect the performance or judgment of the employee while at duty.
8.2. Participation in political activities must be conducted in the employee's own time and should in no way suggest Company support. Employees may not use Company name, equipment, or resources for making, copying, or distributing political materials or messages.
8.3. You should not identify yourself as a representative of Company in political activity, nor in any communication on social media or to the media.
8.4. The Employees are required to act in the course of their duties in a politically neutral manner. This means the employees must keep their jobs out of their politics and their politics out of their jobs.
9. COMPENSATION
9.1. Your compensation will be as mentioned under the employment agreement entered with you.
9.2. The Company shall pay employees monthly, less the usual and necessary statutory and other deductions payable in accordance with the Company's standard payroll practices.
9.3. The payment of salaries will be made as follows:
________
9.4. Compensation increases are given by the Company at its discretion in consideration of various factors, including your performance review.
10. PROVIDENT FUND
10.1. All the employees to whom the Employee Provident Fund (EPF) and the Employee Pension Scheme (EPS) shall join the scheme according to the Employee Provident Funds and Miscellaneous Provisions Act, 1952.
10.2. Under the EPF scheme, an employee has to pay a certain contribution towards the scheme and an equal contribution is paid by the Company. The Employee gets a lump sum amount including self and Company's contribution with interest on both, on retirement.
10.3. Upon joining, the employee shall furnish the requisite details to join EPF and is also required to make the nomination of a person(s) conferring the right to receive the amount that may stand to his/her credit in the event of his/her death.
10.4. In case of the employee is employed in another entity prior to joining the Company, then such employee shall apply for transfer of his/her past PF accumulations to the new account on this Company's PF account using UAN (Universal Account Number).
10.5. UAN is allotted by EPFO (Employees Provident Fund Organization). The UAN Act is a single platform collecting and storing member IDs allotted to an employee by different establishments.
11. STATUTORY DEDUCTIONS
11.1. All statutory deductions towards Provident Fund, Professional Tax, TDS, ESIC, etc. shall be affected by the payments made to the employees in accordance with rules and regulations of the government as applicable from time to time.
11.2. You are required to submit valid documents/proof to inform Us about any investments/other schemes under which you are eligible to deduct tax liability. In case, if you fail to submit such proof/claim form within the timeframe provided, the Company will deduct such taxes as mentioned under the applicable statutory laws without any deductions.
11.3. Each employee will receive a statement that itemizes, among other things, the gross pay, deductions, and the net pay received.
12. WORK SCHEDULE
12.1. To ensure adequate staffing, positive employee morale, and meet expected productivity standards throughout the organization, You will be held accountable for adhering to your work schedule. In case you are unable to meet the schedules, you must get prior written consent from your supervisor/manager for schedule changes.
12.2. You will be required to work such hours and schedule as communicated to you by the Company. Your work hours and schedule will be set out in your employment agreement but may be varied in accordance with your employment agreement as reasonably required by us.
12.3. An Employee is deemed absent when he/she is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance by the concerned supervisor/manager.
12.4. An employee who fails to call in and report to work as scheduled for 10 (ten) consecutive scheduled workdays will be deemed as having abandoned their position and employment may be terminated at the discretion of the Company.
12.5. Employees who engage in a pattern of frequent or excessive absenteeism or tardiness may be disciplined or terminated, at the Company's sole and exclusive discretion.
13. OVERTIME
13.1. All employees are required to work ________ (________) hours per day Monday to Monday except on the designated holidays where the workplace is located.
13.2. Both the Company and employees shall endeavour to reduce the overtime work. All overtime must be approved and authorized by ________ prior to being worked. Employees required to work overtime will be given advance notice except in emergencies.
13.3. The employees approved for overtime will receive double their hourly salary and other communicated benefits.
14. DEDUCTIONS
The Company reserves the right at any time during your employment, or on termination of employment to deduct from salary any overpayment made and/or money owed to the Company by you. This includes any excess holiday, outstanding loans, advances, and relocation costs.
15. PROBATION PERIOD
15.1. Putting employees under probation is a system to gauge the performance of new entrants, it is the preliminary step in setting the quality of performance among the team. The probation period helps both the Company and the employee to assess suitability for employment.
15.2. For new employees taken as "probationary" the probation period will be ________ business days from the date of commencement of employment.
15.3. At the end of the probation period, based on periodic feedback, an appraisal would be conducted. If the employee is given a satisfactory rating, he/she will be confirmed in writing. If the work is found unsatisfactory, the probation period may be extended for another period at the discretion of the Company. If the work is found poor the services may be terminated at the discretion of the Company.
15.4. During the probationary period, employment may be terminated by you or us for any reason whatsoever, with or without cause, after giving 10 (ten) business days notice.
15.5. During the probationary period, the employees may not be eligible for general employee benefits, unless otherwise mentioned in the appointment letter.
16. TRAINING
16.1. Training is an ongoing process to develop and improve the skills of each employee of the Company. We will arrange both internal and external training sessions from time to time as required.
16.2. An annual training calendar is drafted based on the training needs and recommendations. Employees will be nominated to various training programs by their own Heads/HR.
16.3. Training is not limited to formal training sessions but will also include on-the-job and informal training opportunities like in-house training sessions. Once the application is made by the employee for any external training session, such application will be scrutinized by the following person: ________.
16.4. Following the external training, employees should share the learning with their team members on a formal level. Employees should submit a copy of the training completion/certification/participation document to following person: ________.
17. PERFORMANCE REVIEWS
17.1. Performance reviews allow each employee an opportunity to note major accomplishments and progress as well as performance concerns and areas for improvement.
17.2. The employee's performance will be evaluated by the following person: ________ in the following interval: ________.
17.3. The performance evaluations may vary depending upon the period of service, designation, precedence, etc.
17.4. Factor considered in the performance review includes quality of your job performance, your attendance, meeting the requirements of your job description, compliance with the Company policies, etc.
18. PERFORMANCE IMPROVEMENT PLAN (PIP)
18.1. At any point during your service with Company, you can be placed under a PIP to assist you in meeting performance standards. It is important for you to understand that failure to meet performance standards on a sustained basis will result in disciplinary action.
18.2. At the completion of the PIP period, the performance will be reviewed by you and the Company.
18.3. If your performance is satisfactory during the PIP period, the Company may end the PIP and repost you as a general employee.
18.4. If your performance is unsatisfactory the Company may either extend the PIP period or may terminate your employment.
19. GENERAL LEAVE
19.1. In case the employee needs some casual leave, he/she can submit an advance request letter of 3 (three) business days to the following person: ________. In case of an emergency, the employee shall inform the following person: ________ as soon as possible.
19.2. All the leave requests must be approved by Company which reserves the right to approve or deny any requests unless otherwise such leaves are sanctioned under the applicable laws.
19.3. Employees are entitled to those national holidays officially recognized by the government of India.
19.4. If any employee is found to be engaged in other employment or consulting outside of the Company during the leave, the employee may be considered to have voluntarily resigned from employment with the Company.
20. ANNUAL LEAVE
20.1. Employees are entitled to ________ (________) days paid annual leave per calendar year.
20.2. The annual leave must be approved in advance by the following person: ________. The employees who wish to take annual leave shall submit such request to the following person: ________ and ________ shall intimate such decision to the HR.
20.3. Wherever possible, one month's notice should be given for leave of one week or more. For annual leave of less than one week, a minimum period of one week's notice is required.
20.4. All employees are encouraged to take annual leave in the same year as it accrued. The unused leave of maximum ________ (________) days will be carried forward to the next calendar year. The employees will lose annual leave where there are more than ________ (________) days remaining.
20.5. The Company may at its discretion encash the remaining annual leave at the end of the employment.
20.6. If more leave has been taken than earned at the termination of employment, an appropriate deduction may be made from the final settlement amount.
21. SICK LEAVE
21.1. In the event of sickness where an employee is unable to come to work and perform his or her duties, such employee will be entitled to paid sick leave for up to maximum ________ (________) days in a calendar year.
21.2. The employee shall contact their ________ as soon as possible to inform them about their sickness and the probability of taking leave.
21.3. The absence of more than 2 (two) working days will require the employees to submit a medical certificate from a recognized medical practitioner.
22. MATERNITY LEAVE
22.1. Company will provide maternity leave to eligible female employees under the Maternity Benefits Act, 1961.
22.2. The delivery expected employee shall submit a leave request to HR at least 90 (ninety) business days before taking the maternity leave. This request must be accompanied by a recognized medical practitioner's certificate.
22.3. The maternity benefits are only available for any employee who has worked for more than 80 (eighty) days in the immediately preceding 12 months in the Company.
23. PATERNITY LEAVE
23.1. The following permanent male employees of the Company are eligible to get paid paternity leave:
23.1.1. Has had/going to become a parent of a newborn child.
23.1.2. Legally adopts a child and becomes an adoptive father.
23.1.3. Commissioning father.
23.2. The employees are eligible for ________ (________) days of paid paternity leave.
24. UNPAID LEAVE
In addition to the various leave entitlements described above, you may be permitted to take unpaid leave, considering the genuine reason and is subject to our approval.
25. LOAN FACILITY
25.1. The Company may at its discretion grant loans to the employees. The loan facility is not an entitlement and the decision of the Company in this regard will be final.
25.2. No loan will be granted if there is a balance outstanding on a previous loan.
25.3. The employee must submit a proper loan application form as prescribed by the HR team from time to time and shall submit it through the ________.
25.4. The employees availing of the loan may be required to submit postdated cheque leaves with the HR/Finance team which shall be released upon clearance of the availed loan.
25.5. The employee holds the right to prepay the whole outstanding amount at any time.
26. PERSONAL APPEARANCE
26.1. Every Employee must maintain an appropriate standard of dress and personal appearance at work and professionally conduct themselves at all times both within the workplace and when representing the Company.
26.2. The appearance of Employee while working for the Company contributes to Our reputation and the development of Our business. All Employees are required to be neat, clean, and tidy and of smart appearance in a way to present themselves at all times in accordance with their professional status and dress in a manner appropriate to their role, whether working on Company's premises or elsewhere.
26.3. Employees who are required to wear a uniform must ensure that they do so during working hours unless advised by their supervisor/manager. Uniforms must always be clean and ironed and worn in a presentable fashion. The cost of the uniform will be borne by the Company. The uniforms issued must not be altered in any way without the Company's permission.
26.4. The Employee who occupies roles that require protective/safety clothing or footwear is obliged to wear this clothing while carrying out their duties as required by law or by the Company's rules.
26.5. Any Employee who disregards these rules will be subject to disciplinary action. However, it is anticipated that minor breaches of the handbook will be dealt with as informally as possible. In serious cases, where an Employee's appearance in the Company's view transgresses the limits, the Employee will be asked to change the dress and, in these circumstances, the Employee will not be paid for the duration of such absence from work.
27. OFFICE DECORUM
27.1. All the employees are required to be cooperative, organized, disciplined, and contribute to the overall office ambience in a positive manner. All communication within or outside the Company shall be handled professionally and courteously.
27.2. Employees are prohibited from using any brutal language or arguing with colleagues in the Company
27.3. Every employee shall take proper care of his surroundings, desks, etc. clean.
27.4. Avoid unnecessary loitering/hanging around individually or in groups in the office or at each other's workstations.
27.5. Employees away from their seats for longer intervals may please switch off the lights, fans, computers/monitors, etc., that are being used by them.
27.6. For working on off days, do take prior permission from your ________ and intimate the same to HR.
28. RECEIVING THE GIFT
28.1. The Employees are prohibited from accepting gifts of any kind, that are offered by vendors, suppliers, customers, potential employees, potential vendors, and suppliers or any other individual or organization at any time, on or off the work premises except as specifically allowed under this handbook.
28.2. "Gift" under this clause would include any gratuitous non-monetary benefits that the employees can use or consume.
29. EMPLOYEE DATA PRIVACY
29.1. Company is committed to protecting the privacy and security of all personal information and complying with the privacy legislation within each jurisdiction in which We operate.
29.2. In order to meet the regulatory and other obligations, We collect certain Personal Data of Employees and Process it to protect the interests of both the Company and its Employees including the following:
29.2.1. Personal information like date of birth, age, marital status, birthplace, nationality, mother tongue.
29.2.2. contact information (e.g., name, address, telephone, and email address).
29.2.3. Gender of the Employee.
29.2.4. Caste and religion.
29.2.5. Beneficiary information.
29.2.6. Recruitment and selection information including skills and experience, qualifications, references, CV, and interview and assessment data.
29.2.7. Previous employment records.
29.2.8. Aadhar or other government-issued identity numbers.
29.2.9. Photographs and signature copies.
29.2.10. Emergency contact details.
29.2.11. Access card entry details.
29.2.12. Regulatory information including records of Employee registration with any applicable regulatory authority, regulated status including any criminal record or credit background checks which may be necessary, and any regulatory certificate and references.
29.2.13. Remuneration information including Employee salary/hourly plan/contract pay/fees information as applicable, allowances, overtime, bonus, and commission plans. Other benefits include payment for leave, bank account details, grade, tax information, expense claims, and payment information.
29.2.14. Leave and management information including attendance records, absence records, holiday dates, requests and approvals, and information related to annual leave or other special or statutory leave, details of incapacity, details of work impact and adjustments, manager, and Human Resources (HR) communications, performance improvement plans (PIP) and return to work interviews.
29.2.15. Monitoring information (to the extent authorized by applicable laws) including Closed Circuit Television (CCTV) footage, system and building login and access records, and download and print records.
29.2.16. Call or meeting records, information captured by IT security programmes and filters.
29.2.17. The work output of Company's Employees, whether in paper record, computer files, or in any other storage format belongs to us, and that work output, and the tools used to generate work output, are always subject to review and monitoring by the Company.
29.2.18. Health information including information about short - or long-term disabilities or illnesses that the Employee may share with the Company, particularly in relation to any leave of absence the Employee may need to take.
29.3. The Company may collect the aforementioned information from the Employee directly; from Employee references; and other data sources.
29.4. We may also collect information from third parties subject to the requirements of applicable law.
29.5. When required by the law and otherwise reasonable, the Company gives Employees notification of the specific purpose for which it collects their personal information at or before the time of collection.
29.6. Company uses the Employee's personal information for internal business purposes, including establishing or managing the employment relationship with Company and include:
29.6.1. To authenticate the Employee identity.
29.6.2. To determine eligibility for initial employment, including verifying references and qualifications.
29.6.3. To administer pay and benefits.
29.6.4. To process Employee work-related claims including worker compensation and insurance claims.
29.6.5. To establish training and development requirements.
29.6.6. To conduct performance reviews and determine performance requirements.
29.6.7. To assess qualifications for a particular job or task.
29.6.8. To gather evidence for disciplinary action or termination.
29.6.9. To identify a contact point in the event of an emergency.
29.6.10. To comply with applicable labour or other applicable laws.
29.6.11. To ensure Employee safety and confidential information of the Company.
29.6.12. For any other purposes that are required by Company in connection with the employment with the Company.
29.7. Company uses appropriate technical and organizational security measures to protect the security of the Personal Data both online and offline including implementation of access controls, implementation of firewalls, network intrusion detection and use of anti-virus software.
29.8. Despite our best effort it is pertinent to note that no system involving the transmission of information via the internet or electronic storage of data is completely secure and we cannot be held responsible for data breaches that occur outside of our reasonable control. We will, however, follow all applicable laws in the event a data breach occurs, including taking reasonable measures to mitigate any harm as well as notifying you of such breaches as soon as possible.
29.9. The Employee will have the right to access the Personal Data and to correct, amend, or delete it if is inaccurate or has been processed in violation with our internal Privacy Policy, except when the burden or expense of providing access, correction, amendment, or deletion would be disproportionate to the risks to the privacy, or where the rights of other people would be violated. To exercise any of these rights the Employee can contact the Company at the information provided at the end of this handbook.
29.10. If the Personal Data We collect, covered by our internal Privacy Policy, is to be used for any purpose materially different from the purpose described here or disclosed to a third party not acting as our agent, in a manner other than as disclosed here, We will always give the Employee an opportunity to opt-out of this materially different use or disclosure.
29.11. We will keep the Employee Personal Data for as long as is needed to carry out the aforementioned purposes, or as otherwise required by law. This means We will keep the Personal Data until the end of employment with Us, thereafter a reasonable period of time necessary to respond to any employment inquiries, deal with legal, tax, accounting, or administrative matters, or provide the Employee with ongoing pensions or other benefits.
29.12. Where We have no continuing legitimate business need to process the Personal Data, We will either delete or anonymize it or, if this is not possible (for example the Personal Data has been stored in backup archives), then We will securely store your Personal Data and isolate it from any further processing until deletion is possible.
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32. EMPLOYEE INFORMATION
It is essential that you keep your supervisor/manager and HR Department informed of any changes of important personal information. Your present address and phone number are essential for many purposes, including mailings from the Company. It is your responsibility to inform the Company in writing of any changes in your personal information.
33. INTERNET USAGE AND CYBERSECURITY
33.1. The electronic communication system must be utilized exclusively to facilitate the business of the Company. Employees are cautioned against using the internet for matters of personal gain and entertainment.
33.2. Logging into any of the Company's accounts from personal devices such as mobile phones, tablets, or laptops, can put our Company's data at risk. We do not recommend accessing any Company's data from personal devices. If so, is inevitable, that employees are obligated to keep their devices safe, with proper security protection.
33.3. We recommend all Employees follow the following practices:
33.3.1. Keep all electronic devices password-secured and protected with the latest security features.
33.3.2. Only log in to the Company's account using safe and secure networks.
33.3.3. Upgrade antivirus software regularly on the devices.
33.3.4. Don't leave any devices unprotected or exposed.
33.4. Emails can carry scams and malware. If the Employee is not sure if the email received or any data is safe, they can always contact Our IT specialist or HR for advice.
33.5. To protect the data of the Company, all employees shall:
33.5.1. Abstain from opening or clicking any links or attachments when it is not from within the Company or a reliable source.
33.5.2. Always make sure the emails are from valid email IDs within the organization or from a reliable source.
33.5.3. Be careful about inconsistencies and clickbait titles like offering prices, advice, surprise, etc.
33.5.4. Use passwords with upper case, lower case, numbers, and symbols. Do not exchange credentials when not requested or approved by the supervisor.
33.6. The Employee shall avoid transferring any personal data including customer and employee confidential data and shall adhere to all applicable personal data protection laws while dealing with it.
33.7. These cybersecurity guidelines and procedures have to be strictly followed even when working remotely. In case of intentional or repeated breaches, or are harmful to Company, the Company will take serious action including termination of the Employment.
34. PROPERTIES
34.1. The Company may entrust the Employee with a wide range of valuable assets to help work on the Company's behalf.
34.2. Each Employee is responsible for the property acquisition, use, maintenance, and disposal of Company assets, including materials, equipment, tools, tangible properties, information, data, intellectual property, etc.
34.3. The Company Employees are expected to treat these assets with care and use them with the business's interests in mind and according to the Company's latest security policies. In case if the property is damaged or lost due to a fault on the part of the Employee, the Employee shall be liable to replace or refund the amount as suggested by Company.
34.4. The Employee shall never use the Company's property for personal gain or other purposes other than as envisaged under the Company's policy.
35. PERSONAL PHONE USE
35.1. You should use common sense and your best judgment when making or receiving personal cellular phone calls at work. To the extent possible, employees should make personal cell phone calls during their breaks or lunchtime.
35.2. The use of cameras on cell phones during work hours is prohibited, without the approval of ________, to protect the privacy of the Company as well as of fellow employees.
35.3. Mobile phones brought to work must be kept in silent or vibration mode in the workplace. Personal mobile usage permission may be taken away if it is found that the device usage is disruptive or reduces the employees' productivity or attention at work.
36. TRAVEL
36.1. Company reimburses employees for all necessary and appropriate transportation and travel-related costs incurred with the Company's prior approval.
36.2. Reimbursement requests must be submitted within ________ (________) business days of the qualifying expense.
36.3. All expenses must be incurred by the employee and be solely in connection with Company business in order to be reimbursable. The Company may disallow any business expense that does not have the receipt or follow the guidelines under this handbook or instructions given at the time of approval of such travel.
37. REMOTE WORK
37.1. Before entering into any Remote Work Agreement, the Employee and manager/supervisor, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas:
37.1.1. The Employee and the ________ will discuss the job responsibilities and determine if the job is appropriate for the Remote Work arrangement.
37.1.2. The ________ will approve the Remote Work on an ad hoc basis or regular basis as suitable.
37.1.3. Such approval needs to be carefully reviewed in terms of the cost of providing equipment, health and safety, communication considerations, security and data protection, legal issues, reporting, and so on.
37.1.4. At all times, Remote Work will be subject to the continuing approval of the ________. The Company reserves the right to withdraw Remote Work approval upon reasonable notice.
37.2. The compensation of the Employee while working remotely will be as per the terms of the employment agreement and any changes will be as agreed between the Employee and the Company in writing.
37.3. It is the responsibility of the managers/supervisors to align the allowances stipulated to the Policy of the Company, ensuring funding/spending is controlled within respective business budgets and ensuring ongoing compliance within the guidelines of the Policy.
37.4. Employees must ensure that they are available over the telephone, email and other messenger apps provided by the Company during working hours. The Employees have to strictly follow the schedule as prescribed by the Company from time to time. This is to ensure that the collaboration with other Employees, customers and related entities are smooth. The Employee during the remote work period has to follow the following schedule:
________
37.5. The Employee will be entitled to overtime pay if such overtime duty is approved in writing by the ________ in advance. For such overtime, the Employee will be paid as per the then existing overtime payment rules of the Company.
37.6. Failure to take prior approval from the ________ may result in taking action against such Employee.
37.7. Remote Work Employees are required to accurately record all hours worked on the Company system.
37.8. Failure to comply with the attendance requirements may result in marking absence for that particular day.
37.9. The Employee shall establish an appropriate work environment within his or her workplace. The Company will not be responsible for costs associated with the setup of the Employee's workplace, such as remodeling, furniture, lighting, repairs, or modifications, to the workplace.
37.10. Employees approved for Remote Work are expected to maintain normal productivity and performance. They must not carry out work for anyone other than the Company nor, without prior permission, undertake non-work-related activities during their working hours.
37.11. Employees shall liaise with their ________ about their patterns of work and schedule and will be responsible for keeping their ________ and team informed about the status of their work. The Employee must work with their ________ to accommodate themselves for meetings or training as required by their role.
37.12. Company's Code of Conduct and all other respective employment policies including remote work policy and practices apply to the Employee while working, irrespective of work location or schedule arrangement.
37.13. The Employee shall restrain from accessing or using Company confidential information while working in a public or crowded place.
37.14. The Employees are prohibited from taking the printouts and storing confidential information while working remotely unless specifically allowed in writing by the ________.
37.15. The Employees shall remain available for the conference call and will maintain satisfactory performance standards.
37.16. The Employee requires an internet connection with adequate bandwidth that is adequate for their assigned job.
37.17. Adhere to rest break and attendance schedule mentioned under this handbook or agreed upon with their ________ and compliance with the central and state laws.
38. VEHICLES
38.1. Employees who are required to operate a vehicle shall possess a current valid driver's license. All such users shall abide by the Motor Vehicle Act, rules and regulations of the states concerned.
38.2. Only such employees of the Company who are authorized to use the vehicle shall operate the vehicle.
38.3. All company-owned vehicles shall be inspected by their users on a regular basis and shall conduct regular maintenance services.
38.4. Upon finding any deficiency or damages, users of such vehicles shall immediately inform their supervisor/manager and cease to use them until the vehicle has been repaired.
38.5. The users of the vehicle shall do basic maintenance of the vehicle at their own cost including checking engine oil and replacing it, engine coolant and topping if required, monitoring and maintaining proper air pressure in the tyres, notifying the Company of any major repairs or maintenance requirement, etc.
38.6. The cost of fuel will be reimbursed by the Company to the employee upon submitting a valid fuel receipt as prescribed by the Company from time to time.
38.7. In the event the vehicle is involved in any traffic violation or accident, the operator/user shall immediately report such incident to the Company.
39. DRUGS AND ALCOHOL
39.1. We strive to protect the health and safety of every person of the Company. Drug and alcohol use can affect a person's ability to work safely. It creates a risk to workers and hampers the work atmosphere.
39.2. Whenever the Employees are working, are operating any Company assets, are present on the Company premises, or conducting Company related worked offsite, they are prohibited from:
39.2.1. Using, possessing, buying, selling, manufacturing, or dispensing, an illegal drug.
39.2.2. Being under the influence of alcohol, or an illegal drug.
39.2.3. possessing or consuming alcohol.
39.3. An employee who is taking a prescription drug is required to present a statement from the prescribing physician that the drug will not impair the Employee's work performance or safety.
39.4. The Employee who tests positive, or otherwise violate this handbook, will be subject to disciplinary action including immediate termination from the employment.
40. HEALTH INSURANCE
40.1. Company will provide the employee's health insurance to eligible employees and their eligible dependents.
40.2. Employees enrolled in medical insurance plans are subject to eligibility rules and benefits outlined in each medical insurance plan document and may be required to pay a portion of the premium.
40.3. At the time of joining the Company the employees will receive a benefits summary containing information about premiums and benefits coverage of available medical plans, the applicable enrollment deadline, and information on how to get assistance.
40.4. Each employee will be notified of the annual open enrollment period. Employees may switch medical insurance plans, add, or delete dependents, cancel coverage or begin participation during the annual open enrollment period.
41. SAFETY
41.1. We thrive to provide a safe working place to the employees of the Company. All employees are required to maintain a safe workplace and adhere to all safety guidelines and policies of the Company.
41.2. You must take part in any programmes or training in relation to workplace safety, as reasonably required or directed by us.
41.3. You must always use/wear the requisite safety equipment as required and directed by us.
41.4. You shall only take up such duties which are safe, and you are authorized and qualified to do so. In case of any doubt, you should immediately contact your supervisor/manager and seek advice.
41.5. You must notify us of any injury or other matters that may increase the risk to the safety of you or any other person or property at our workplace.
42. EMERGENCY EVACUATION
42.1. In case of any emergency evacuation at the workplace, the following guidelines shall be followed:
42.1.1. Always follow the instructions of the person/department who is authorized to act at the time of emergency.
42.1.2. When you receive instructions to evacuate the property by an authorized person, do it with all safety precautions and guidelines of such personnel.
42.1.3. Always try to look around, guide the visitors and other staff to the way out and inform the person in charge about any persons stranded inside the property.
42.1.4. Do not re-enter the property unless you are advised to do so by the person/department in charge at the time of evacuation.
43. HARASSMENT AND DISCRIMINATION
43.1. The Company prohibits discrimination or harassment in any form including verbal, physical, and visual form and has a zero-tolerance policy against any kind of harassment in a work-related situation based on sex, race, colour, caste, religion, ethnicity, nationality, age, physical or mental disability, or any other category protected under applicable state and central laws. If any employee believes that he/she has been bullied, harassed, or discriminated against, such Employee shall immediately report the incident to their supervisor, HR team of the Company. Similarly, the supervisors and managers shall on knowing such incident report it to the HR team. HR team shall take prompt action on such complaints and take appropriate action.
43.2. The Employee can report any harassment or discrimination to the HR or the senior management of the Company.
44. CONFIDENTIALITY
44.1. During the course of employment, Employee will have access to information (whether or not recorded in writing or on computer disk or tape) which the Company treats as confidential or which has the necessary quality of confidentiality.
44.2. Further, the Employee understands that the Company from time to time has in its possession information that is claimed by others to be proprietary and which the Company has agreed to keep confidential.
44.3. Access to proprietary information will be limited to those needing to know. The employee is required to maintain the confidentiality of Company information even if they leave the Company's employment.
44.4. Our clients and other stakeholders rely on us to maintain accurate and complete records and accounts. Employees shall throughout their employment period handle the information with integrity and responsibility. All Employees have an obligation to know and comply with all currently applicable record retention policies and procedures. This includes how data is shared, stored, and retrieved, and the circumstances under which it may be disposed of.
45. INSIDER INFORMATION
45.1. The Employee understands and agrees that because of the position at the Company and relationships of the Company, owners, executives, and clients that the Employee may learn certain information that constitutes "insider information" for the Securities and Exchange Board of India ("SEBI") and securities laws and regulatory purpose.
45.2. The Employees shall never disclose any such insider information to anyone, and not use such insider information to trade in securities or to attempt in any way to profit from any such insider information.
45.3. If required, the Employees shall execute specific agreements or other documents as requested by the Company in connection with this. Employees of Company may be subject to criminal and civil liability for engaging in transactions involving insider information. Further, such activity may subject the Company to substantial penalties. The Company considers violations of its insider information policy to be grounds for immediate termination of employment.
46. ANTI-BRIBERY
46.1. The Employee shall not take any action, directly or indirectly, that would result in violation of or has violated the Prevention of Corruption Act, 1988, as amended, and any other applicable anti-bribery or anti-corruption laws. This includes without limitation, using any funds for any unlawful contribution gift, entertainment, or other unlawful payments to any foreign or domestic government official or employee.
46.2. The Employee shall not permit or authorize anyone in the Company to offer, pay, promise to pay, or authorize the payment of any money, or offer, give, promise to give, or authorize the giving of anything of value, to any officer, employee or any other person for any governmental authority or any enterprise owned or controlled by a government authority, any political party or official thereof, or any candidate for political office, or any officer or employee of a public international organization or to any person under circumstances where such Employee has reason to believe or is aware of a high probability that all or a portion of such money or thing of value would be offered, given or promised, directly or indirectly, to any government official for the purpose of bribing.
47. BREACH OF HANDBOOK
47.1. If the disciplinary actions for violation of this handbook are not mentioned under the respective preceding clauses, the Company may follow the following Progressive Disciplinary Action:
47.1.1. Verbal warning: The manager/supervisor reprimands the Employee that his/her performance is unacceptable and gives the warning to refrain from any such activities.
47.1.2. Written warning: A written warning letter be given to the employee concerned. A warning letter describes the performance problems or work violations of the Employee in specific detail and explains the consequence of failure to rectify the same within the specified time and any repetition of the same violation.
47.1.3. Suspension: A period of time during which the Employee is not allowed to work. The Employee will receive no compensation when it has been determined that the Employee's performance of duty or personal conduct is unsatisfactory.
47.1.4. Termination: If the Employee is found to be in gross violation of this handbook, he/she will be dismissed from employment with immediate effect.
48. FURTHER INFORMATION
For any queries or further information about this handbook, you can contact ________.
49. ACKNOWLEDGEMENT
49.1. By signing this handbook:
49.1.1. I acknowledge that I have reviewed the above-listed policies and guidelines of the Company and understand my responsibilities.
49.1.2. I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
49.1.3. I agree to abide by the aforementioned policies, and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal.
Employee Name:
Designation:
Date:
_________________________
Signature
EMPLOYEE HANDBOOK
This Employee Handbook ("Handbook") is effective from ________ ("Effective Date") and applies to ________, its subsidiaries and joint ventures over which the ________ exercises management control ("We", "Us", "Our", "Company"). The Handbook applies to all Employees engaged to provide services to the Company.
This Handbook has been created to guide you with the employment policies and practices of the Company. Please read it carefully and if you have any queries, please contact Us at the details provided at the end of this handbook.
We are glad to have you as a member of ________. As a team member of Company, you are an essential part of the team effort. We hope that you will find your position with the Company rewarding, challenging, and productive.
1. IMPORTANT POLICIES
1.1. You are expected to follow and comply with the following policies of the Company:
1.1.1. Employee Code of Conduct.
1.1.2. Drug Policy.
1.1.3. Anti-Discrimination Policy.
1.1.4. Social Media Policy.
1.1.5. Remote Work Policy.
1.1.6. POSH Policy.
2. PURPOSE
2.1. This handbook will help the employees of the Company to familiarize themselves and follow the policies and guidelines of the Company. This handbook does not create any contractual obligations between you and the Company.
2.2. This handbook is not exhaustive and the Company will have the right to make necessary changes from time to time without any advance notice. This will be supplementary to other guidelines and policies of the Company.
2.3. Please be informed that this handbook can only highlight and summarize the Company's policies and for detailed information, you can contact the following: ________.
3. GENERAL CODE OF CONDUCT
Along with other obligations set under this handbook and other applicable policies, you are also required to follow and adhere to the following codes:
3.1. Be proactive about performing your duties and responsibilities mentioned under this handbook and the contract signed by you.
3.2. Decisions made, and actions taken, by you must be consistent with Company values and Company objectives.
3.3. Company is focused on delivering long-term value to its employees, stakeholders, and society. It is expected that you will do what is right to support the long-term goals of the Company.
3.4. If you are ever in doubt about a decision, it should be escalated to a higher level of management for broader consideration.
3.5. Should you see any deviation from the principles mentioned in this handbook, it is expected that you will utilize appropriate channels to report the violation.
4. EQUAL OPPORTUNITY
4.1. Our employment policy is based upon individual merit and qualifications related to professional competence. We also make all reasonable accommodations to meet our obligations under the laws protecting the rights of the disabled.
4.2. We promote a diverse, inclusive, and equal workplace. Every Employee of the Company is expected to treat everyone with whom We have contact with dignity, courtesy, and respect.
4.3. We do not discriminate against any person because of their gender, caste, religion, age, nationality, sexual orientation, disability, or any other trait protected by law, concerning any terms of employment such as hiring, promotion, transfer, compensation, benefits, etc.
4.4. It is expected that the managers/supervisors shall make employment-related decisions based only on the merit of the person and not discriminate against any person because of their personal characteristics/traits.
4.5. In accordance with the provisions of the Rights of Persons with Disabilities Act, 2016 and rules thereunder, Company thrives to ensure that the work environment is free from any discrimination against any persons with disabilities and expect the same from all Employees working for the Company.
5. EMPLOYMENT OF MINORS
5.1. The Company strictly follows the Child Labour (Prohibition and Regulation) Act, 1986 ("CLA") and rules and regulations thereunder. The Act prohibits the engagement of children in certain employments and regulates the conditions of work of children in certain other employments.
5.2. As per the CLA, a child means a person who is under the age of 14 years. If you or any employee you know falls under the definition of a child, you should immediately inform the HR department.
6. IMMIGRATION ISSUES
The employees who are immigrants from other countries shall always abide by the rules and regulations issued by the Ministry of Home Affairs (MHA). Any changes or conversion of employment visa shall be intimated to the concerned authorities on time. The newly joined employee shall submit the required documents including a valid employment visa within 3 (three) days from the joining date.
7. COMPLIANCE WITH LAWS
7.1. All the employees are expected to comply with all Company's policies, procedures, and regulations.
7.2. We are a law-abiding Company and all the Employees of Company are expected to know and understand the legal obligations and act within the bounds of applicable laws, rules, and regulations of the localities where Company do business.
7.3. Company Employee shall comply with all applicable privacy laws including, Digital Personal Data Protection Act, 2023, IT Act, 2000 and the rules thereunder, the Consumer Protection Act 2019, the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA) and so on.
7.4. Company Employee must comply with all localities' anti-corruption laws where the Company does business, including The Prevention of Corruption Act, 1988 in India.
7.5. Where any provision of the Handbook conflicts or is inconsistent with applicable laws, the provisions of that law must be complied with and override this Handbook.
7.6. Violation of applicable government laws, rules, and regulations may subject us to individual criminal or civil liability. Such individual violations may also subject the Company to civil or criminal liability, to the loss of reputation or business, and both these events may attract disciplinary action by the Company.
8. POLITICAL NEUTRALITY
8.1. The Employees have the right to political expression. But in no case, such affiliation shall affect the performance or judgment of the employee while at duty.
8.2. Participation in political activities must be conducted in the employee's own time and should in no way suggest Company support. Employees may not use Company name, equipment, or resources for making, copying, or distributing political materials or messages.
8.3. You should not identify yourself as a representative of Company in political activity, nor in any communication on social media or to the media.
8.4. The Employees are required to act in the course of their duties in a politically neutral manner. This means the employees must keep their jobs out of their politics and their politics out of their jobs.
9. COMPENSATION
9.1. Your compensation will be as mentioned under the employment agreement entered with you.
9.2. The Company shall pay employees monthly, less the usual and necessary statutory and other deductions payable in accordance with the Company's standard payroll practices.
9.3. The payment of salaries will be made as follows:
________
9.4. Compensation increases are given by the Company at its discretion in consideration of various factors, including your performance review.
10. PROVIDENT FUND
10.1. All the employees to whom the Employee Provident Fund (EPF) and the Employee Pension Scheme (EPS) shall join the scheme according to the Employee Provident Funds and Miscellaneous Provisions Act, 1952.
10.2. Under the EPF scheme, an employee has to pay a certain contribution towards the scheme and an equal contribution is paid by the Company. The Employee gets a lump sum amount including self and Company's contribution with interest on both, on retirement.
10.3. Upon joining, the employee shall furnish the requisite details to join EPF and is also required to make the nomination of a person(s) conferring the right to receive the amount that may stand to his/her credit in the event of his/her death.
10.4. In case of the employee is employed in another entity prior to joining the Company, then such employee shall apply for transfer of his/her past PF accumulations to the new account on this Company's PF account using UAN (Universal Account Number).
10.5. UAN is allotted by EPFO (Employees Provident Fund Organization). The UAN Act is a single platform collecting and storing member IDs allotted to an employee by different establishments.
11. STATUTORY DEDUCTIONS
11.1. All statutory deductions towards Provident Fund, Professional Tax, TDS, ESIC, etc. shall be affected by the payments made to the employees in accordance with rules and regulations of the government as applicable from time to time.
11.2. You are required to submit valid documents/proof to inform Us about any investments/other schemes under which you are eligible to deduct tax liability. In case, if you fail to submit such proof/claim form within the timeframe provided, the Company will deduct such taxes as mentioned under the applicable statutory laws without any deductions.
11.3. Each employee will receive a statement that itemizes, among other things, the gross pay, deductions, and the net pay received.
12. WORK SCHEDULE
12.1. To ensure adequate staffing, positive employee morale, and meet expected productivity standards throughout the organization, You will be held accountable for adhering to your work schedule. In case you are unable to meet the schedules, you must get prior written consent from your supervisor/manager for schedule changes.
12.2. You will be required to work such hours and schedule as communicated to you by the Company. Your work hours and schedule will be set out in your employment agreement but may be varied in accordance with your employment agreement as reasonably required by us.
12.3. An Employee is deemed absent when he/she is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance by the concerned supervisor/manager.
12.4. An employee who fails to call in and report to work as scheduled for 10 (ten) consecutive scheduled workdays will be deemed as having abandoned their position and employment may be terminated at the discretion of the Company.
12.5. Employees who engage in a pattern of frequent or excessive absenteeism or tardiness may be disciplined or terminated, at the Company's sole and exclusive discretion.
13. OVERTIME
13.1. All employees are required to work ________ (________) hours per day Monday to Monday except on the designated holidays where the workplace is located.
13.2. Both the Company and employees shall endeavour to reduce the overtime work. All overtime must be approved and authorized by ________ prior to being worked. Employees required to work overtime will be given advance notice except in emergencies.
13.3. The employees approved for overtime will receive double their hourly salary and other communicated benefits.
14. DEDUCTIONS
The Company reserves the right at any time during your employment, or on termination of employment to deduct from salary any overpayment made and/or money owed to the Company by you. This includes any excess holiday, outstanding loans, advances, and relocation costs.
15. PROBATION PERIOD
15.1. Putting employees under probation is a system to gauge the performance of new entrants, it is the preliminary step in setting the quality of performance among the team. The probation period helps both the Company and the employee to assess suitability for employment.
15.2. For new employees taken as "probationary" the probation period will be ________ business days from the date of commencement of employment.
15.3. At the end of the probation period, based on periodic feedback, an appraisal would be conducted. If the employee is given a satisfactory rating, he/she will be confirmed in writing. If the work is found unsatisfactory, the probation period may be extended for another period at the discretion of the Company. If the work is found poor the services may be terminated at the discretion of the Company.
15.4. During the probationary period, employment may be terminated by you or us for any reason whatsoever, with or without cause, after giving 10 (ten) business days notice.
15.5. During the probationary period, the employees may not be eligible for general employee benefits, unless otherwise mentioned in the appointment letter.
16. TRAINING
16.1. Training is an ongoing process to develop and improve the skills of each employee of the Company. We will arrange both internal and external training sessions from time to time as required.
16.2. An annual training calendar is drafted based on the training needs and recommendations. Employees will be nominated to various training programs by their own Heads/HR.
16.3. Training is not limited to formal training sessions but will also include on-the-job and informal training opportunities like in-house training sessions. Once the application is made by the employee for any external training session, such application will be scrutinized by the following person: ________.
16.4. Following the external training, employees should share the learning with their team members on a formal level. Employees should submit a copy of the training completion/certification/participation document to following person: ________.
17. PERFORMANCE REVIEWS
17.1. Performance reviews allow each employee an opportunity to note major accomplishments and progress as well as performance concerns and areas for improvement.
17.2. The employee's performance will be evaluated by the following person: ________ in the following interval: ________.
17.3. The performance evaluations may vary depending upon the period of service, designation, precedence, etc.
17.4. Factor considered in the performance review includes quality of your job performance, your attendance, meeting the requirements of your job description, compliance with the Company policies, etc.
18. PERFORMANCE IMPROVEMENT PLAN (PIP)
18.1. At any point during your service with Company, you can be placed under a PIP to assist you in meeting performance standards. It is important for you to understand that failure to meet performance standards on a sustained basis will result in disciplinary action.
18.2. At the completion of the PIP period, the performance will be reviewed by you and the Company.
18.3. If your performance is satisfactory during the PIP period, the Company may end the PIP and repost you as a general employee.
18.4. If your performance is unsatisfactory the Company may either extend the PIP period or may terminate your employment.
19. GENERAL LEAVE
19.1. In case the employee needs some casual leave, he/she can submit an advance request letter of 3 (three) business days to the following person: ________. In case of an emergency, the employee shall inform the following person: ________ as soon as possible.
19.2. All the leave requests must be approved by Company which reserves the right to approve or deny any requests unless otherwise such leaves are sanctioned under the applicable laws.
19.3. Employees are entitled to those national holidays officially recognized by the government of India.
19.4. If any employee is found to be engaged in other employment or consulting outside of the Company during the leave, the employee may be considered to have voluntarily resigned from employment with the Company.
20. ANNUAL LEAVE
20.1. Employees are entitled to ________ (________) days paid annual leave per calendar year.
20.2. The annual leave must be approved in advance by the following person: ________. The employees who wish to take annual leave shall submit such request to the following person: ________ and ________ shall intimate such decision to the HR.
20.3. Wherever possible, one month's notice should be given for leave of one week or more. For annual leave of less than one week, a minimum period of one week's notice is required.
20.4. All employees are encouraged to take annual leave in the same year as it accrued. The unused leave of maximum ________ (________) days will be carried forward to the next calendar year. The employees will lose annual leave where there are more than ________ (________) days remaining.
20.5. The Company may at its discretion encash the remaining annual leave at the end of the employment.
20.6. If more leave has been taken than earned at the termination of employment, an appropriate deduction may be made from the final settlement amount.
21. SICK LEAVE
21.1. In the event of sickness where an employee is unable to come to work and perform his or her duties, such employee will be entitled to paid sick leave for up to maximum ________ (________) days in a calendar year.
21.2. The employee shall contact their ________ as soon as possible to inform them about their sickness and the probability of taking leave.
21.3. The absence of more than 2 (two) working days will require the employees to submit a medical certificate from a recognized medical practitioner.
22. MATERNITY LEAVE
22.1. Company will provide maternity leave to eligible female employees under the Maternity Benefits Act, 1961.
22.2. The delivery expected employee shall submit a leave request to HR at least 90 (ninety) business days before taking the maternity leave. This request must be accompanied by a recognized medical practitioner's certificate.
22.3. The maternity benefits are only available for any employee who has worked for more than 80 (eighty) days in the immediately preceding 12 months in the Company.
23. PATERNITY LEAVE
23.1. The following permanent male employees of the Company are eligible to get paid paternity leave:
23.1.1. Has had/going to become a parent of a newborn child.
23.1.2. Legally adopts a child and becomes an adoptive father.
23.1.3. Commissioning father.
23.2. The employees are eligible for ________ (________) days of paid paternity leave.
24. UNPAID LEAVE
In addition to the various leave entitlements described above, you may be permitted to take unpaid leave, considering the genuine reason and is subject to our approval.
25. LOAN FACILITY
25.1. The Company may at its discretion grant loans to the employees. The loan facility is not an entitlement and the decision of the Company in this regard will be final.
25.2. No loan will be granted if there is a balance outstanding on a previous loan.
25.3. The employee must submit a proper loan application form as prescribed by the HR team from time to time and shall submit it through the ________.
25.4. The employees availing of the loan may be required to submit postdated cheque leaves with the HR/Finance team which shall be released upon clearance of the availed loan.
25.5. The employee holds the right to prepay the whole outstanding amount at any time.
26. PERSONAL APPEARANCE
26.1. Every Employee must maintain an appropriate standard of dress and personal appearance at work and professionally conduct themselves at all times both within the workplace and when representing the Company.
26.2. The appearance of Employee while working for the Company contributes to Our reputation and the development of Our business. All Employees are required to be neat, clean, and tidy and of smart appearance in a way to present themselves at all times in accordance with their professional status and dress in a manner appropriate to their role, whether working on Company's premises or elsewhere.
26.3. Employees who are required to wear a uniform must ensure that they do so during working hours unless advised by their supervisor/manager. Uniforms must always be clean and ironed and worn in a presentable fashion. The cost of the uniform will be borne by the Company. The uniforms issued must not be altered in any way without the Company's permission.
26.4. The Employee who occupies roles that require protective/safety clothing or footwear is obliged to wear this clothing while carrying out their duties as required by law or by the Company's rules.
26.5. Any Employee who disregards these rules will be subject to disciplinary action. However, it is anticipated that minor breaches of the handbook will be dealt with as informally as possible. In serious cases, where an Employee's appearance in the Company's view transgresses the limits, the Employee will be asked to change the dress and, in these circumstances, the Employee will not be paid for the duration of such absence from work.
27. OFFICE DECORUM
27.1. All the employees are required to be cooperative, organized, disciplined, and contribute to the overall office ambience in a positive manner. All communication within or outside the Company shall be handled professionally and courteously.
27.2. Employees are prohibited from using any brutal language or arguing with colleagues in the Company
27.3. Every employee shall take proper care of his surroundings, desks, etc. clean.
27.4. Avoid unnecessary loitering/hanging around individually or in groups in the office or at each other's workstations.
27.5. Employees away from their seats for longer intervals may please switch off the lights, fans, computers/monitors, etc., that are being used by them.
27.6. For working on off days, do take prior permission from your ________ and intimate the same to HR.
28. RECEIVING THE GIFT
28.1. The Employees are prohibited from accepting gifts of any kind, that are offered by vendors, suppliers, customers, potential employees, potential vendors, and suppliers or any other individual or organization at any time, on or off the work premises except as specifically allowed under this handbook.
28.2. "Gift" under this clause would include any gratuitous non-monetary benefits that the employees can use or consume.
29. EMPLOYEE DATA PRIVACY
29.1. Company is committed to protecting the privacy and security of all personal information and complying with the privacy legislation within each jurisdiction in which We operate.
29.2. In order to meet the regulatory and other obligations, We collect certain Personal Data of Employees and Process it to protect the interests of both the Company and its Employees including the following:
29.2.1. Personal information like date of birth, age, marital status, birthplace, nationality, mother tongue.
29.2.2. contact information (e.g., name, address, telephone, and email address).
29.2.3. Gender of the Employee.
29.2.4. Caste and religion.
29.2.5. Beneficiary information.
29.2.6. Recruitment and selection information including skills and experience, qualifications, references, CV, and interview and assessment data.
29.2.7. Previous employment records.
29.2.8. Aadhar or other government-issued identity numbers.
29.2.9. Photographs and signature copies.
29.2.10. Emergency contact details.
29.2.11. Access card entry details.
29.2.12. Regulatory information including records of Employee registration with any applicable regulatory authority, regulated status including any criminal record or credit background checks which may be necessary, and any regulatory certificate and references.
29.2.13. Remuneration information including Employee salary/hourly plan/contract pay/fees information as applicable, allowances, overtime, bonus, and commission plans. Other benefits include payment for leave, bank account details, grade, tax information, expense claims, and payment information.
29.2.14. Leave and management information including attendance records, absence records, holiday dates, requests and approvals, and information related to annual leave or other special or statutory leave, details of incapacity, details of work impact and adjustments, manager, and Human Resources (HR) communications, performance improvement plans (PIP) and return to work interviews.
29.2.15. Monitoring information (to the extent authorized by applicable laws) including Closed Circuit Television (CCTV) footage, system and building login and access records, and download and print records.
29.2.16. Call or meeting records, information captured by IT security programmes and filters.
29.2.17. The work output of Company's Employees, whether in paper record, computer files, or in any other storage format belongs to us, and that work output, and the tools used to generate work output, are always subject to review and monitoring by the Company.
29.2.18. Health information including information about short - or long-term disabilities or illnesses that the Employee may share with the Company, particularly in relation to any leave of absence the Employee may need to take.
29.3. The Company may collect the aforementioned information from the Employee directly; from Employee references; and other data sources.
29.4. We may also collect information from third parties subject to the requirements of applicable law.
29.5. When required by the law and otherwise reasonable, the Company gives Employees notification of the specific purpose for which it collects their personal information at or before the time of collection.
29.6. Company uses the Employee's personal information for internal business purposes, including establishing or managing the employment relationship with Company and include:
29.6.1. To authenticate the Employee identity.
29.6.2. To determine eligibility for initial employment, including verifying references and qualifications.
29.6.3. To administer pay and benefits.
29.6.4. To process Employee work-related claims including worker compensation and insurance claims.
29.6.5. To establish training and development requirements.
29.6.6. To conduct performance reviews and determine performance requirements.
29.6.7. To assess qualifications for a particular job or task.
29.6.8. To gather evidence for disciplinary action or termination.
29.6.9. To identify a contact point in the event of an emergency.
29.6.10. To comply with applicable labour or other applicable laws.
29.6.11. To ensure Employee safety and confidential information of the Company.
29.6.12. For any other purposes that are required by Company in connection with the employment with the Company.
29.7. Company uses appropriate technical and organizational security measures to protect the security of the Personal Data both online and offline including implementation of access controls, implementation of firewalls, network intrusion detection and use of anti-virus software.
29.8. Despite our best effort it is pertinent to note that no system involving the transmission of information via the internet or electronic storage of data is completely secure and we cannot be held responsible for data breaches that occur outside of our reasonable control. We will, however, follow all applicable laws in the event a data breach occurs, including taking reasonable measures to mitigate any harm as well as notifying you of such breaches as soon as possible.
29.9. The Employee will have the right to access the Personal Data and to correct, amend, or delete it if is inaccurate or has been processed in violation with our internal Privacy Policy, except when the burden or expense of providing access, correction, amendment, or deletion would be disproportionate to the risks to the privacy, or where the rights of other people would be violated. To exercise any of these rights the Employee can contact the Company at the information provided at the end of this handbook.
29.10. If the Personal Data We collect, covered by our internal Privacy Policy, is to be used for any purpose materially different from the purpose described here or disclosed to a third party not acting as our agent, in a manner other than as disclosed here, We will always give the Employee an opportunity to opt-out of this materially different use or disclosure.
29.11. We will keep the Employee Personal Data for as long as is needed to carry out the aforementioned purposes, or as otherwise required by law. This means We will keep the Personal Data until the end of employment with Us, thereafter a reasonable period of time necessary to respond to any employment inquiries, deal with legal, tax, accounting, or administrative matters, or provide the Employee with ongoing pensions or other benefits.
29.12. Where We have no continuing legitimate business need to process the Personal Data, We will either delete or anonymize it or, if this is not possible (for example the Personal Data has been stored in backup archives), then We will securely store your Personal Data and isolate it from any further processing until deletion is possible.
30. 88 888225855
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32. EMPLOYEE INFORMATION
It is essential that you keep your supervisor/manager and HR Department informed of any changes of important personal information. Your present address and phone number are essential for many purposes, including mailings from the Company. It is your responsibility to inform the Company in writing of any changes in your personal information.
33. INTERNET USAGE AND CYBERSECURITY
33.1. The electronic communication system must be utilized exclusively to facilitate the business of the Company. Employees are cautioned against using the internet for matters of personal gain and entertainment.
33.2. Logging into any of the Company's accounts from personal devices such as mobile phones, tablets, or laptops, can put our Company's data at risk. We do not recommend accessing any Company's data from personal devices. If so, is inevitable, that employees are obligated to keep their devices safe, with proper security protection.
33.3. We recommend all Employees follow the following practices:
33.3.1. Keep all electronic devices password-secured and protected with the latest security features.
33.3.2. Only log in to the Company's account using safe and secure networks.
33.3.3. Upgrade antivirus software regularly on the devices.
33.3.4. Don't leave any devices unprotected or exposed.
33.4. Emails can carry scams and malware. If the Employee is not sure if the email received or any data is safe, they can always contact Our IT specialist or HR for advice.
33.5. To protect the data of the Company, all employees shall:
33.5.1. Abstain from opening or clicking any links or attachments when it is not from within the Company or a reliable source.
33.5.2. Always make sure the emails are from valid email IDs within the organization or from a reliable source.
33.5.3. Be careful about inconsistencies and clickbait titles like offering prices, advice, surprise, etc.
33.5.4. Use passwords with upper case, lower case, numbers, and symbols. Do not exchange credentials when not requested or approved by the supervisor.
33.6. The Employee shall avoid transferring any personal data including customer and employee confidential data and shall adhere to all applicable personal data protection laws while dealing with it.
33.7. These cybersecurity guidelines and procedures have to be strictly followed even when working remotely. In case of intentional or repeated breaches, or are harmful to Company, the Company will take serious action including termination of the Employment.
34. PROPERTIES
34.1. The Company may entrust the Employee with a wide range of valuable assets to help work on the Company's behalf.
34.2. Each Employee is responsible for the property acquisition, use, maintenance, and disposal of Company assets, including materials, equipment, tools, tangible properties, information, data, intellectual property, etc.
34.3. The Company Employees are expected to treat these assets with care and use them with the business's interests in mind and according to the Company's latest security policies. In case if the property is damaged or lost due to a fault on the part of the Employee, the Employee shall be liable to replace or refund the amount as suggested by Company.
34.4. The Employee shall never use the Company's property for personal gain or other purposes other than as envisaged under the Company's policy.
35. PERSONAL PHONE USE
35.1. You should use common sense and your best judgment when making or receiving personal cellular phone calls at work. To the extent possible, employees should make personal cell phone calls during their breaks or lunchtime.
35.2. The use of cameras on cell phones during work hours is prohibited, without the approval of ________, to protect the privacy of the Company as well as of fellow employees.
35.3. Mobile phones brought to work must be kept in silent or vibration mode in the workplace. Personal mobile usage permission may be taken away if it is found that the device usage is disruptive or reduces the employees' productivity or attention at work.
36. TRAVEL
36.1. Company reimburses employees for all necessary and appropriate transportation and travel-related costs incurred with the Company's prior approval.
36.2. Reimbursement requests must be submitted within ________ (________) business days of the qualifying expense.
36.3. All expenses must be incurred by the employee and be solely in connection with Company business in order to be reimbursable. The Company may disallow any business expense that does not have the receipt or follow the guidelines under this handbook or instructions given at the time of approval of such travel.
37. REMOTE WORK
37.1. Before entering into any Remote Work Agreement, the Employee and manager/supervisor, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas:
37.1.1. The Employee and the ________ will discuss the job responsibilities and determine if the job is appropriate for the Remote Work arrangement.
37.1.2. The ________ will approve the Remote Work on an ad hoc basis or regular basis as suitable.
37.1.3. Such approval needs to be carefully reviewed in terms of the cost of providing equipment, health and safety, communication considerations, security and data protection, legal issues, reporting, and so on.
37.1.4. At all times, Remote Work will be subject to the continuing approval of the ________. The Company reserves the right to withdraw Remote Work approval upon reasonable notice.
37.2. The compensation of the Employee while working remotely will be as per the terms of the employment agreement and any changes will be as agreed between the Employee and the Company in writing.
37.3. It is the responsibility of the managers/supervisors to align the allowances stipulated to the Policy of the Company, ensuring funding/spending is controlled within respective business budgets and ensuring ongoing compliance within the guidelines of the Policy.
37.4. Employees must ensure that they are available over the telephone, email and other messenger apps provided by the Company during working hours. The Employees have to strictly follow the schedule as prescribed by the Company from time to time. This is to ensure that the collaboration with other Employees, customers and related entities are smooth. The Employee during the remote work period has to follow the following schedule:
________
37.5. The Employee will be entitled to overtime pay if such overtime duty is approved in writing by the ________ in advance. For such overtime, the Employee will be paid as per the then existing overtime payment rules of the Company.
37.6. Failure to take prior approval from the ________ may result in taking action against such Employee.
37.7. Remote Work Employees are required to accurately record all hours worked on the Company system.
37.8. Failure to comply with the attendance requirements may result in marking absence for that particular day.
37.9. The Employee shall establish an appropriate work environment within his or her workplace. The Company will not be responsible for costs associated with the setup of the Employee's workplace, such as remodeling, furniture, lighting, repairs, or modifications, to the workplace.
37.10. Employees approved for Remote Work are expected to maintain normal productivity and performance. They must not carry out work for anyone other than the Company nor, without prior permission, undertake non-work-related activities during their working hours.
37.11. Employees shall liaise with their ________ about their patterns of work and schedule and will be responsible for keeping their ________ and team informed about the status of their work. The Employee must work with their ________ to accommodate themselves for meetings or training as required by their role.
37.12. Company's Code of Conduct and all other respective employment policies including remote work policy and practices apply to the Employee while working, irrespective of work location or schedule arrangement.
37.13. The Employee shall restrain from accessing or using Company confidential information while working in a public or crowded place.
37.14. The Employees are prohibited from taking the printouts and storing confidential information while working remotely unless specifically allowed in writing by the ________.
37.15. The Employees shall remain available for the conference call and will maintain satisfactory performance standards.
37.16. The Employee requires an internet connection with adequate bandwidth that is adequate for their assigned job.
37.17. Adhere to rest break and attendance schedule mentioned under this handbook or agreed upon with their ________ and compliance with the central and state laws.
38. VEHICLES
38.1. Employees who are required to operate a vehicle shall possess a current valid driver's license. All such users shall abide by the Motor Vehicle Act, rules and regulations of the states concerned.
38.2. Only such employees of the Company who are authorized to use the vehicle shall operate the vehicle.
38.3. All company-owned vehicles shall be inspected by their users on a regular basis and shall conduct regular maintenance services.
38.4. Upon finding any deficiency or damages, users of such vehicles shall immediately inform their supervisor/manager and cease to use them until the vehicle has been repaired.
38.5. The users of the vehicle shall do basic maintenance of the vehicle at their own cost including checking engine oil and replacing it, engine coolant and topping if required, monitoring and maintaining proper air pressure in the tyres, notifying the Company of any major repairs or maintenance requirement, etc.
38.6. The cost of fuel will be reimbursed by the Company to the employee upon submitting a valid fuel receipt as prescribed by the Company from time to time.
38.7. In the event the vehicle is involved in any traffic violation or accident, the operator/user shall immediately report such incident to the Company.
39. DRUGS AND ALCOHOL
39.1. We strive to protect the health and safety of every person of the Company. Drug and alcohol use can affect a person's ability to work safely. It creates a risk to workers and hampers the work atmosphere.
39.2. Whenever the Employees are working, are operating any Company assets, are present on the Company premises, or conducting Company related worked offsite, they are prohibited from:
39.2.1. Using, possessing, buying, selling, manufacturing, or dispensing, an illegal drug.
39.2.2. Being under the influence of alcohol, or an illegal drug.
39.2.3. possessing or consuming alcohol.
39.3. An employee who is taking a prescription drug is required to present a statement from the prescribing physician that the drug will not impair the Employee's work performance or safety.
39.4. The Employee who tests positive, or otherwise violate this handbook, will be subject to disciplinary action including immediate termination from the employment.
40. HEALTH INSURANCE
40.1. Company will provide the employee's health insurance to eligible employees and their eligible dependents.
40.2. Employees enrolled in medical insurance plans are subject to eligibility rules and benefits outlined in each medical insurance plan document and may be required to pay a portion of the premium.
40.3. At the time of joining the Company the employees will receive a benefits summary containing information about premiums and benefits coverage of available medical plans, the applicable enrollment deadline, and information on how to get assistance.
40.4. Each employee will be notified of the annual open enrollment period. Employees may switch medical insurance plans, add, or delete dependents, cancel coverage or begin participation during the annual open enrollment period.
41. SAFETY
41.1. We thrive to provide a safe working place to the employees of the Company. All employees are required to maintain a safe workplace and adhere to all safety guidelines and policies of the Company.
41.2. You must take part in any programmes or training in relation to workplace safety, as reasonably required or directed by us.
41.3. You must always use/wear the requisite safety equipment as required and directed by us.
41.4. You shall only take up such duties which are safe, and you are authorized and qualified to do so. In case of any doubt, you should immediately contact your supervisor/manager and seek advice.
41.5. You must notify us of any injury or other matters that may increase the risk to the safety of you or any other person or property at our workplace.
42. EMERGENCY EVACUATION
42.1. In case of any emergency evacuation at the workplace, the following guidelines shall be followed:
42.1.1. Always follow the instructions of the person/department who is authorized to act at the time of emergency.
42.1.2. When you receive instructions to evacuate the property by an authorized person, do it with all safety precautions and guidelines of such personnel.
42.1.3. Always try to look around, guide the visitors and other staff to the way out and inform the person in charge about any persons stranded inside the property.
42.1.4. Do not re-enter the property unless you are advised to do so by the person/department in charge at the time of evacuation.
43. HARASSMENT AND DISCRIMINATION
43.1. The Company prohibits discrimination or harassment in any form including verbal, physical, and visual form and has a zero-tolerance policy against any kind of harassment in a work-related situation based on sex, race, colour, caste, religion, ethnicity, nationality, age, physical or mental disability, or any other category protected under applicable state and central laws. If any employee believes that he/she has been bullied, harassed, or discriminated against, such Employee shall immediately report the incident to their supervisor, HR team of the Company. Similarly, the supervisors and managers shall on knowing such incident report it to the HR team. HR team shall take prompt action on such complaints and take appropriate action.
43.2. The Employee can report any harassment or discrimination to the HR or the senior management of the Company.
44. CONFIDENTIALITY
44.1. During the course of employment, Employee will have access to information (whether or not recorded in writing or on computer disk or tape) which the Company treats as confidential or which has the necessary quality of confidentiality.
44.2. Further, the Employee understands that the Company from time to time has in its possession information that is claimed by others to be proprietary and which the Company has agreed to keep confidential.
44.3. Access to proprietary information will be limited to those needing to know. The employee is required to maintain the confidentiality of Company information even if they leave the Company's employment.
44.4. Our clients and other stakeholders rely on us to maintain accurate and complete records and accounts. Employees shall throughout their employment period handle the information with integrity and responsibility. All Employees have an obligation to know and comply with all currently applicable record retention policies and procedures. This includes how data is shared, stored, and retrieved, and the circumstances under which it may be disposed of.
45. INSIDER INFORMATION
45.1. The Employee understands and agrees that because of the position at the Company and relationships of the Company, owners, executives, and clients that the Employee may learn certain information that constitutes "insider information" for the Securities and Exchange Board of India ("SEBI") and securities laws and regulatory purpose.
45.2. The Employees shall never disclose any such insider information to anyone, and not use such insider information to trade in securities or to attempt in any way to profit from any such insider information.
45.3. If required, the Employees shall execute specific agreements or other documents as requested by the Company in connection with this. Employees of Company may be subject to criminal and civil liability for engaging in transactions involving insider information. Further, such activity may subject the Company to substantial penalties. The Company considers violations of its insider information policy to be grounds for immediate termination of employment.
46. ANTI-BRIBERY
46.1. The Employee shall not take any action, directly or indirectly, that would result in violation of or has violated the Prevention of Corruption Act, 1988, as amended, and any other applicable anti-bribery or anti-corruption laws. This includes without limitation, using any funds for any unlawful contribution gift, entertainment, or other unlawful payments to any foreign or domestic government official or employee.
46.2. The Employee shall not permit or authorize anyone in the Company to offer, pay, promise to pay, or authorize the payment of any money, or offer, give, promise to give, or authorize the giving of anything of value, to any officer, employee or any other person for any governmental authority or any enterprise owned or controlled by a government authority, any political party or official thereof, or any candidate for political office, or any officer or employee of a public international organization or to any person under circumstances where such Employee has reason to believe or is aware of a high probability that all or a portion of such money or thing of value would be offered, given or promised, directly or indirectly, to any government official for the purpose of bribing.
47. BREACH OF HANDBOOK
47.1. If the disciplinary actions for violation of this handbook are not mentioned under the respective preceding clauses, the Company may follow the following Progressive Disciplinary Action:
47.1.1. Verbal warning: The manager/supervisor reprimands the Employee that his/her performance is unacceptable and gives the warning to refrain from any such activities.
47.1.2. Written warning: A written warning letter be given to the employee concerned. A warning letter describes the performance problems or work violations of the Employee in specific detail and explains the consequence of failure to rectify the same within the specified time and any repetition of the same violation.
47.1.3. Suspension: A period of time during which the Employee is not allowed to work. The Employee will receive no compensation when it has been determined that the Employee's performance of duty or personal conduct is unsatisfactory.
47.1.4. Termination: If the Employee is found to be in gross violation of this handbook, he/she will be dismissed from employment with immediate effect.
48. FURTHER INFORMATION
For any queries or further information about this handbook, you can contact ________.
49. ACKNOWLEDGEMENT
49.1. By signing this handbook:
49.1.1. I acknowledge that I have reviewed the above-listed policies and guidelines of the Company and understand my responsibilities.
49.1.2. I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
49.1.3. I agree to abide by the aforementioned policies, and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal.
Employee Name:
Designation:
Date:
_________________________
Signature
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