1) Reliance BPD

7/26/2019 1) Reliance BPD

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Dear Consultant,

Congratulations!!

You have been identifed to be a part o the team which is going to

implement SAP HHC" or eliance #ndustries $imited% An Ass 'usiness

process stud( has been carried out b( a team rom #$ and the report is

available to us% )e now need to suggest how the 'usiness Processes o

eliance #ndustries $imited ma( be captured in the new s(stem% *nce the

same is agreed and accepted b( #$, we need to build and test the s(stem,

convert the data and ma+e the new SAP s(stem $ive% All this has to be

done in an aggressive timeline o our wee+s%

$oo+ing orward to the e-citing wee+s ahead%

Regards,

Mallareddy,

SAP HCM Lead


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Company Profle:

.he eliance #ndustries $imited was ounded b( Dhirubhai H% Ambani is

#ndia/s largest private sector enterprise, with businesses in the energ( and

materials value chain% #$ has spread its wings across #ndia and has various

companies under its 0agship% .he two main companies under its 0agship

which are currentl( implementing SAP are1

eliance Petroleum $imited

eliance Communication $imited

Reliance Petroleum Ltd: - eliance Petroleum $td has started its

operations in the (ear 2345% 6rom its humble beginning in a small town o

"aharashtra called $onawala, P$ has achieved several mile stones and

toda( it is one o the largest Petroleum pumps in #ndia%

Head !ce:

.he head *7ce o P$ is located in "umbai rom where all the operations

li+e #mport Purchasing, Sales, 6inance, Accounts and H are centrall(

located%

Regional !ces:

Currentl( the compan( is having seven regional o7ces in #ndia namel(

$onawala, Pune, 8asi+, Chennai, Hosur, 9urgoan and Durgapur% All

egional o7ces carr( out sales activities% #n $onawala, apart rom Sales

unit, it is having manuacturing unit%

Branc" !ces:Pune is having two 'ranch o7ces, namel( oha and "ahad% 9urgoan is

having two 'ranch o7ces, namel( 8oida and Delhi%

Reliance Communications Ltd: - eliance Communications $td is another

group compan( which has started its operations in the (ear 23:5% C$


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doesn/t have an( regional o7ces, but all the C$ operations are carried out

in P$/s regional o7ces and branch o7ces or their sales activit(% .he heado7ce o C$ is located in 'angalore having "anuacturing and ;D unit%

H#MA$ R%S#RC%S

R&A$'(A)'$AL MA$A&%M%$):

.he emplo(ees are identifed b( the emplo(ee number, name andDesignation% .he *rgani


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"anaging Directors & $'C=* & $3Directors & $:9" & $

Middle Management:"anagers & $4Sr% =ngineers$eads & $5Supervisor9=."gmt .rainee=-e & $B

*or+ers:Specialist )or+ers & $)or+ers & $

.rainees & $2

#tilities:Sweepers & S2 ; S

As and when the new sta7ng reuirement arises the man power planningreuisition is sent to approving authorit( or approval b( departmental heado a department with Eob name and Eob description%

#n "umbai Head o7ce, each and ever( department is headed b( oneDirector and also having two 9"/s, our "anagers, eight $eads and ort(

eight =-ecutives%?nder Purchase department, we are having Domestic and #nternationalpurchases%

=speciall( egional o7ce $onawala is headed b( the separate Director andall the remaining regional o7ces are headed b( the 9"/s%

All the regional o7ces 9"/s will report to #$ Sales Director%

$onawala sales unit 9" will report to both $onawala Director and #$ salesdirector% $onawala "anuacturing unit 9" will report to onl( $onawala

Director%

$onawala "anuacturing unit having our .echnical Sr% =ngineers and our8on&.echnical Sr% =ngineers are under each "anager%

?nder each .echnical Sr% =ngineer, there are our Specialist wor+ers andour specialist technician wor+ers%


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?nder each 8on&.echnical Sr% =ngineer, there are our Supervisors andeach supervisor will have eight wor+ers%

#n "umbai, #$ has the ollowing wor+ areas, namel( F

"anuacturing Plant P$ F P$ Plant

Corporate *7ce F Ambani House

=ver( regional o7ce o P$ and C$ will have their own wor+ areasnamel( F

$onawala & Divine House

Pune & Pune House

8asi+ & 8asi+ House

oha & oha House "ahad & "ahad House

Chennai & Chennai House

Hosur & Hosur House

9urgaon & 9urgoan House

Durgapur & Durgapur House

=mplo(ees will report to the immediate superior within the departmentand sometimes depends upon the reuirement, emplo(ees will report to theother Department superiors%

Superior Designation within the Department acts as a Head o theDepartment, where all the emplo(ees will report to him%

.he oles and esponsibilities o an individual position is approved b( theH*D and assigned b( the immediate superior%

=ach branch o7ce under egional o7ce is headed b( the "anagers% =achand ever( 'ranch o7ce is having one S level emplo(ees% =ach and ever(regional o7ce is having one S2 ; Gne S level emplo(ees%

$onawala "anuacturing unit is having one S2 ; one S level emplo(eeunder each "anager% =ach and ever( Department in Head *7ce has one S2; one S emplo(ee%

C$/s *rgani


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?nder each "anager there are two Sr% =ngineers and each engineer thereare eight =ngineers%

?nder each =ngineer there are 9=./s 9raduate =ngineer .rainees@

P%RS$$%L ADM'$'S)RA)'$:

#n both P$ and C$, =mplo(ees Administration and ecruitment detailsare maintained in .A$=* sotware%

.he ollowing Data are maintained in .alio1 =mplo(ee >oining Date 1

Date o 'irth

Personnel #normation

6amil( #normation

$anguage Inown

"edical #normation

=mplo(ee 6amil( Doctor =mergenc( Contact 8o%

Academic Jualifcation

=-perience

Salar( detail

$oan Detail

$oan epa(ment Detail

Dependent included in polic(

Salar( histor(

Asset detail given to the emplo(ee eg% "obile, $aptop etc%@

.he Personnel Administration procedures o P$ ; C$ includes as ollows1

Hiring Confrmation .ransers

Deputation


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Change in wor+ing details

Promotions e&=ntr(

.ermination Separation

H'R'$&:

As and when the new sta7ng reuirement arises, the manpower planningreuisition is sent to approving authorit( or approval b( departmental heado a department with Eob name and Eob description%

#n #$ it is necessar( to have a s(stem and to map the established businessprocess to manage the Hiring o a 8ew =mplo(ee in the organi


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Prepare induction program, Circulate cop( o #nduction program to allconcerned H*D/s

#norm S(stems department to open =&mail id i reuired@

Hand over cop( o appointment letter, Eoining orm and other orms tothe Accounts department%

Assignment o Cost Centre%

C$'RMA)'$:Confrmation is a process b( which a probationer becomes a confrmedemplo(ee% Confrmation is applicable onl( to regular emplo(ees% .his processresults into, either1

Absorption as a regular emplo(ee in the grade or which he wasrecruited earlier or as reuired b( the organi


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# recommended to confrm, obtain "D/s appointment and arrangecandidate/s interview with "D%

*n approval rom "DH*D, issue letter o confrmation to emplo(ee%

Salar( ma( be restructured here%

or )rainees:.his e-ercise is carried out b( the eporting *7cer o the candidate andreviewed b( his H*D% 6inal Discussion at the end o the (ear is held b( the.rainee/s eporting o7cer who in turn will recommendorward it to H*D todecide whether i H needs to intervene or some developmentprogramsCounseling%

.o absorb in to compan( as a regular emplo(ee and Put on Probation, e-tendthe training or some more period or discharge rom service in case trainee isound to be non&acceptable%

)RA$S%R:"anpower Planning and business reuirements necessitates the reuiremento *rgani


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or fnal settlement% .ranser o emplo(ee personal fle to the H o newlocation%

D%P#)A)'$:=mplo(ees are deputed to diMerent locations i there is an( reuirement ocertain s+ills or short term assignment% # the duration o deputation e-ceedssi- months then the emplo(ees are transerred or relocated to the respectivelocations%

PRM)'$:Promotion is a process b( which a regular emplo(ee is promoted rom onegrade designation to another% .his process is initiated with the creation othe vacanc( because o1

*rgani


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promotions% .he list o such candidates is sent to the H*D% H*D recommendsthe emplo(ees ensuring that criteria and eligibilit( as laid down b( this polic(are met% .he emplo(ees so recommended will be reuired to undergoollowing selection process1a@ A Promotion CommitteeAssessment Center, which have representation

rom each unction is ormed or this purpose and meets at the end o the(ear at the end o the appraisal c(cle@ to discuss the cases sorecommended or promotion ater Assessment Centers and unctionalinterviews as the case ma( be%

b@ .he eligible emplo(ees/ competencies to be mapped with that o thegiven Eob position and the emplo(ee whose competencies matches mostclosel(, will be considered or promotion%

c@ A fnal scorecard is prepared b( H or all the candidates who wereearlier recommended b( H*D and have gone through the selectionprocess% "anagement will then deliberate on all these names% .herespective H*D will also be involved in the discussion with the"anagement% Human esource and H*Ds will Eointl( release anorgani


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.he candidate/s personal data captured in e-ternal recruitment processare matched with the e-isting database o non&active i%e% resigned,terminated, voluntaril( retired, etc% b( H%

Ater selection o the candidate who was e-&emplo(ee o the compan(,all personal details are reerenced rom old non&active record to activeemplo(ee master data%

*ld emplo(ee data is retrieved%

=-perience o the emplo(ee rom the date he let the compan( in thepast till his re&Eoining captured and entered in master data fle%

unning o Hiring Process or the concerned emplo(ee is done in caseo new emplo(ee Eoining

S%PARA)'$:.his process covers the management o Separation o emplo(ees arising outo retirement, Superannuation and .ranser )ithin 9roup Compan(@ anemplo(ee rom the services o the compan(%.he Separation happens due to ollowing reasons%

etirement

Death

esignation

.ermination

etrenchment

)ermination:.his process covers the management o termination o emplo(ment o anemplo(ee arising out o Death o an emplo(ee, Dismissal o an emplo(eerom the services o the compan(% #ntimation to H, HJ in case o deceasedemplo(ee posted in egion'ranch and 'ranch H%

#ntimation to concerned departments thereb( see+ing 8o duescertifcate and inormation on receivables rom the emplo(ee & H

#ntimation to Pa(roll6# along with receivables report received or fnalsettlement & H

Calculation o P$ encashment and intimation o the same to Pa(roll6#or pa(ment& H

#ntimation to P6 .rust&Pa(roll & HJ

#ntimation to 9ratuit( .rust $#C@& H&HJ

ecording o the event in the service boo+ o the emplo(ee FConcerned H


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Compensation o 2&da( salar( o all emplo(ees to be given to theamil( o the deceased person% ?pdating o Personnel fle%

)ermination o2 Ser0ices o2 an employee in t"e e0ent o2 Dismissal2rom Ser0ice

*nce the order received b( H, a cop( o the same is placed in thepersonal fle o the emplo(ee and Personal 6ile is updated accordingl(%

#ntimation is sent to the eporting *7cer H*D@ o the emplo(ee tota+e control on all o7cial belongings%

#ntimation to concerned departments thereb( see+ing 8o duescertifcate and inormation on receivables rom the emplo(ee & H

#ntimation to Pa(roll6# or ull and fnal settlement%

#ntimation to P6 9ratuit( Authorit(% #ntimation to H, HJ in case o the emplo(ee posted in

'ranchesegions% ?pdating emplo(ee database%

Resignation Process at H5Manu2acturing:Ater receipt o the resignation letter rom eporting *7cer o the emplo(ee,H underta+es the activities detailed belowN

# the resignation reuest is reEected, non&acceptance o resignation isconve(ed to the emplo(ee concerned%

# H*D agrees to the reuest, acceptance o the resignation isorwarded to H Head mentioning his date o relieving and terms onotice period%

Head F HD shall orward the resignation or "D/s consent%

*n "D/s approval emplo(ee resignation shall be accepted%

.he ull ; fnal statement is orwarded b( HD to the Accountsdepartment%

8o dues certifcate 8o claim certifcate is issued to concernedemplo(ee or obtaining the clearance rom concerned department%

Pa(roll6# is advised to send details o receivables li+e loansadvances training bond proportionate salar( in lieu o notice period incase emplo(ee as+s or earl( release, etc%@ and pa(ables li+e P$encashment, etc%@

*n receipt o this 8o dues certifcate 8o claim certifcate H prepareshis 66S6ull ; 6inal Settlement@ and sends it to 6# or pa(ment%

Details o fnal receivables and pa(ables are given to the emplo(ee atthis Euncture% # receivables are more than pa(ables, emplo(ee isadvised to clear all dues against him%


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*n receipt o inormation rom Pa(roll6# regarding emplo(ees clearingall the duesreceivables mentioned in esignation Acceptance $etter,H issues the elease *rder%

D'SC'PL'$AR4:.his process basicall( covers the ollowing two punishments,

)ithholding o increment

eversion to the lower level i%e% demotion

.his starts with the issuance o punishment order or communication o thedecision to H Department b( Disciplinar( Authorit( or t(pe o punishmentto be awarded to an emplo(ee as a result o inuir( conducted against him

or an( indiscipline or misconduct, stating the punishment and the eMectivedate%

An( misconductindiscipline on the part o emplo(ee is reerred to H% .heH will loo+ in to all the allegations leveled against the emplo(ee b( an( ohisher co&wor+ers and conduct an enuir(% #n the enuir( i the emplo(ee isound to be guilt(, then an order will be passed or implementation o thesame% .he disciplinar( proceedings will be as per the standings orders6actor( Act% Disciplinar( Authorit(H sends the cop( o the order to the=mplo(ee% Concerned H ma+es the necessar( entries in the Personal fle othe emplo(ee%

#n case o the emplo(ees posted in 'ranchesegions, H* H sends the cop(o the order to the emplo(ee and is being recorded in the personal fle%#ntimation to Pa(roll6# b( concerned H or giving the eMect into salar(%

#n absconding cases, two warning letters will be sent to an abscondedemplo(ee to hisher Permanent address within the time span o two months%# there is no proper response rom that concerned emplo(ee, hisher namewill be deleted rom the emplo(ee database%

#n P$ and C$, emplo(ees are mainl( categori


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)'M% MA$A&%M%$)1

=mplo(ees wor+ing in actories are covered under provisions o actor(Act%

Comp&*M Provision or all emplo(ees%

Department head prepares wee+l(monthl( shit schedules and inorm thetime o7ce%

Schedules ma( get changed as per the production reuirements%

Deviations in schedules are stored in attendance s(stem or attendancecalculations%

Absenteeism is monitored on da(&to&da( basis%

*n the month end attendance will be audited%

All branches are ollowing KS"ops and esta6lis"ment acts7 as perstate, so diMerent paid holida(s are observed%

DiMerent holida( calendars are maintained or diMerent cities% =ver(location ollows local holida(s and wor+ing da(s calendar%

'eside 8ational holida(s all emplo(ees are entitled or =arned leaves ;Causal $eave%

Absences ta+en b( emplo(ees i e-ceeds their entitlements or respective

leave, will be considered as unpaid leave% Paid holida(s diMer rom state to state%

R'L S)A$D'$& RD%RS

G2% Classifcation o wor+menG% .ic+etsG% Publication o wor+ing timeGB% Publication o holida(s and

pa(&da(sG5% Publication o wage ratesG4% Shit wor+ingG% Attendance and late comingG:% 6estival holida(sG3% $eave2G% Casual leave22% Pa(ment o wages

2B% Disciplinar( action ormisconduct25% Complaints24% Certifcate on termination o

service2% =-hibition o standingorders2:% Service ecord23% ConfrmationG% Age * etirement2% "edical Aid #n Case *Accidents


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2% Stoppage o wor+2% .ermination o emplo(ment

% "edical e-amination% Secrec(B% Displa( o notices5% =ntr( and e-it

Lea0e:*ur "umbai "anuacturing plant is covered under .he 6actories act,23B: F onl( earned leave statutor(% As per this act 2 da( leave or ever( Gwor+ing da(s ma-imum scope or onl( 25 da(s% 'ut we are giving B da(swhich are more than the act sa(s%

emaining other business units covered under Shops and establishment act%.his act defned =arned leave, casual leave and sic+ leave% 'ut these leaves

are variant to state to state% .hese business units are not ollowing as perlaw, onl( or our standing orders%

Casual lea0e: As per our standing orders we are providing casual leavesto ever( emplo(ee%

Payment o2 /ages1 Coming to this concept the ollowing acts deals thissubEect% .he pa(ment o wages act, 234 F .he act main ocus is Pa( period& 8ot "ore than one month%

Pa(ment date F )here in 2GGG or more emplo(ees emplo(ed in an(

organi


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S)A)% *'S% H8L'DA4S S)A)#)R4 PR9'S'$S

LCA)'$ $AM% )H% S)A)% AC) APPL'%S HL'DA4S

$A)'$AL

HL'DA4S

%S)'9AL

HL'DA4S

"?"'A# .he 'omba( Shops and establishmentsAC., 23B:

B

$*8A)A$A

.he 'omba( Shops and establishmentsAC., 23B:

B

P?8= .he 'omba( Shops and establishmentsAC., 23B: B

8ASH#I .he 'omba( Shops and establishmentsAC., 23B:

B

CH=88A# .he .amilnadu Shops and establishmentsAC., 235:

B 5

H*S? .he .amilnadu Shops and establishmentsAC., 235:

B 5

9?9*A8

.he PunEab #ndustrial =stablishments8ational ; 6estival Holida(s@ AC., 2345

5

D?9AP?

.he )est 'engal Shops and establishments

AC., 234

8ot Defned

D=$H# .he Delhi Shops and establishments AC.,235B

'A89A$*=

.he Iarnata+a #ndustrial =stablishments8ational ; 6estival Holida(s@ AC., 234

5

P#BL'C HL'DA4 CAL%$DAR:


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.he Paid holida(s are part o the time "anagement that also orms as apart o emplo(ee wor+ing times% .he emplo(ee will be allowed to have 3 paidHolida(s in a (ear%

Abilit( to maintain Paid Holida(s calendar annuall(% .here has to be aprovision to store diMerent holida(s in a s(stem and to attach dependingupon the business needs% 8ecessar( to have process where ever( (earchanges in Holida(s have to be accommodated in a simple "anner%

Also have a acilit( to have f-ed and "ovable holida(s% DiMerent holida(calendars are observed in diMerent $ocations and branches% All non&productive o7ce@ emplo(ees will have wee+l( oM on Sunda( and allproductive emplo(ees will have staggering wee+l( oM% #n #$ the Holida(s orthe ne-t calendar (ear will be declared last wee+ beore the end o the (ear%

$A)'$AL HL'DA4S: epublic Da(, Dr '% % Ambed+ar >a(anthi,

#ndependence Da(, "ahatma 9andhiOs 'irthda(%

S)A)% *'S% HL'DA4S L'S) '$CL#D'$& $A)'$AL HL'DA4S1

arnata+a ?ttara(ana pun(a +ala San+ranti 6estival, "aha Shivaratri,9ood 6rida(, Chandramana ?gadi, arasiddhi ina(a+a rata, ,iEa(adasami, 'a+rid, Iannada aE(othsava, 8ara+a Chaturdashi, andChristmas Da(%

)amilnadu Pongal, .hiruvalluvar Da(, 9ood 6rida(, .amil 8ew YearOsDa(, "a( Da(, ami, Diwali, Christmas Da(%

*est Bengal 'irthda( o Swami ive+ananda, 8etaEiOs 'irthda(,'engali 8ew YearOs Da(, Durga PuEa Ashtami, "uharram, ParswanathOsathaEatra and Christmas Da(%

#$ provides nine paid holida(s to all emplo(ees and i a Public Holida(alling on a wee+l( oM shall be considered as a wee+l( oM%


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)'M% R%CRD'$&:

#n P$ manuacturing unit $onawala@, there are three terminal pointswhere =mplo(ee/s attendance is captured b( using KCYP.*8L 'iometric.ime recording "achines .humb #mpression@%

All the recorded data o the emplo(ees at all terminals will be stored inone server%

#n C$ manuacturing unit 'angalore@, emplo(ees attendance is capturedb( using K'=S==8L .ime recording machine and KHSYL time recordingmachine or ;D unit emplo(ees%

Apart rom manuacturing units, all egional o7ces, 'ranch o7ces andDepartments o #$ will maintain .ime Sheets or capturing attendances%

*R SCH%D#L% A$D *R'$& )'M%:

=mplo(ee wor+ing times are to be defned in advance% =ver( shit isdefned b( its planned starting time, planned ending time, planned 'rea+start time and Planned 'rea+ =nd time, .olerance .imes, wor+ing hours and

the wor+ing times orm Part o emplo(ee discipline%

Managing di;erent /or+ sc"edules.he emplo(ees ollow diMerent wor+ing times in #$% Some emplo(ees wor+in shits% Some emplo(ee will wor+ on Paid holida(s and the( will be paidovertimeComp% oM as per the management/s decision%

Presentl( ollowing shits are applicable at #$%

Shit Start.ime

=nd.ime

'rea+ .ime

9eneral Shit9D)S@ G31GGA" G51GP" 21GG P" F 21GP""orning Shit"S6.@

G41GGA"

G1GGP"

221G A" F21GG P"

Aternoon ShitAS6.@

G1GGP"

2G1GGP"

1G P" F :1GGP"

8ight Shit 8S6.@ 2G1GGP"

G41GGA"

B1G A" F 51GGA"


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=mplo(ees wor+ing in 9rade $, $2, S2 and S have rotating shit% $B ; $5emplo(ees can have night shits% All others have general shit pattern%

#$ manuacturing units runs BQ where =mplo(ee Shit changes orever( wee+ and the( will get one da( wee+&oM%

=mplo(ee wor+ing times are to be defned in advance% =ver( shit isdefned b( its planned starting time, planned ending time, planned brea+start time and planned brea+ end time, tolerance times, wor+ing hours andthe wor+ing times orm part o emplo(ee discipline%

.he department head prepares the wee+l(monthl( shit schedule and

inorm the time o7ce accordingl(% #t is li+el( that the schedule ma( getchanged as per the production reuirements and the same will be inormedto time o7ce b( the concern authorit(% .he deviations are stored in theattendance s(stem or attendance calculation%

All the emplo(ees wor+ing in actories are covered under the provisions oactor( act%

MA$A&'$& ABS%$C%S5 L%A9%S A$D A9A'L'$&:

All the $eave t(pes will be confgured in the s(stem or ma+ing themavailable to the emplo(ees o #$% .he leave t(pes are confgured withdiMerent validations limitsrules@ as per the reuirement o C$%

6acilit( to manage emplo(ee absences, which are authori


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MA$A&'$& 8 PR'9'L%&% L%A9%:

.he emplo(ees are eligible or Privilege $eave as per the compan( polic(ater completion o (ear% .he $eave generation is alwa(s at the beginning oa Calendar (ear%

.he leave generation and availing process in #$ is e-plained below1

or regular employees:An emplo(ee will earn number o leaves as per eligibilit( or ever( completed(ear and credited to his leave account at the beginning o the (ear i%e% as on2st >anuar(% .he un&availed P$ balance o an emplo(ee in his credit is carriedorward to the ne-t (ear%

Management )rainees, )rainee %ngineers and &o0ernmentApprentice:=ntitled to get encashment o leaves in case o separation during trainingperiod or leaves will be carried orwarded i emplo(ee gets permanent%

Rule 2or calculating PL $eaves are credited as per calendar (ear i%e%1 >an& Dec%

All leave balances P$, S$ ; C$ will be treated as P$/s while carr(orwarding the leaves%

$eaves R 8o o da(s present on dut( 2 2 21 8o o wor+ing da(s in a (ear%

Ma3imum accumulation allo/ed:

Categor( Accumulation o

the P$*perators Supervisors=ng%

?p to G da(s

StaM S2,S@ ?p to B da(s"2 ; above grade "in% B ; "a-% 4G

da(s

't /ill 6e assigned person /ise


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Ma3imum Accumulation as on an or 6eb%Ma3imum Accumulation as on an or 6eb%

Ma3imum Accumulation as on a6o0e grade: #s4Gda(s more than 4G da(s P$ will be encashed in the month o >an or 6eb

Proration:#n the case o an emplo(ee Eoining or leaving the Compan( in the middle o acalendar (ear,6or egular emplo(ees separating during the calendar (ear, the accruedPrivilege $eave till the date o separation has to be credited to the P$ uota%

Reduction 2ormula:#n case i an emplo(ee is on ?nauthori


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:G F 2%GG 2 da(s

A0ailing:P$ can be availed o at an( time b( appl(ing leave% Allowed onl( as per theavailable balance in P$ uota on the da( that leave starts%

P$ can/t be availed or a uota to be generated in uture% 'e(ond the uotalimit, the period ma( be converted as Advance P$ b( the sanctioningauthorit( or approval and it will be deducted rom ne-t (ear/s P$ uota%

An emplo(ee should appl( or P$ in the prescribed orm $eave Card@ at leastone wee+ in advance% .he leave sanctioning authorit( should inorm theemplo(ee at least one wee+ beore commencement o the leave as+ed or

whether the leave is granted, reused or postponed% #n case the leave isreused, the reason or reusal shall be recorded in writing andcommunicated to the emplo(ee%

.he leave sanctioning authorit( at the frst stage itsel will sanction the leaveas due or will not sanction, as the case ma( be@ and orward theapplication$eave Card to H Department or updating the leave records othe emplo(ee% H Department updates the records and $eave Card% $eaveCard is sent bac+ to the concerned emplo(ee%

*versta( be(ond sanctioned leave shall be treated as Absence unless the

concerned emplo(ee has got e-tension o his leave sanctioned beore thee-pir( o the leave alread( sanctioned%

)ee+l( oM Paid holida(s as declared b( the compan( ma( be pref-ed andorsu7-ed to an( +ind o leave% 6or =-1 # emplo(ee is going on leave romSaturda( to "onda( and i Sunda( is a wee+l( oM Paid Holida(, it will betreated as wee+l( oM or paid holida(%

Personnel Department will ma+e a note o the leave granted and ma+e debitentries in the leave record card o the emplo(ee concerned%

Lea0e %ncas"ment

.he leave encashment rules are same between the plants% .he ollowingcalculation describes the various aspects o leave encashment in #$%

or Sta; employees9ross salar($ess Attendance 'onus$ess Production 'onus


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$ess Staggering oM allowance$ess ?'?????????????????????????emaining amount 4 da(s@leave da(s%

or *or+ersDail( salar( leave da(s

#n this case some allowances are converted into dail( allowances and thendeducted rom the dail( salar( to calculate leave encashment

.he ta- e-emption o the leave encashment during separation is calculatedas per the standard statutor( rules%

Retirement on medical grounds50oluntary retirement:An emplo(ee on his premature retirement on medical groundsvoluntar(retirement shall be entitled to encashment o P$ at his credit on the date oseparation%

Resignation:An emplo(ee resigning rom the service o the Compan( ma( be permitted toencash the whole uantum o P$ standing at his credit% #n case the actualnotice period alls short o the notice reuired to be given b( the emplo(ee,an euivalent amount o P$ available at credit should be adEusted or the

shortall in the notice period% 6urther, the acilit( o encashment o P$ uponresignation should be restricted to onl( those o the regular emplo(ees whoare reuired to be given notice period or termination o their services orcorrespondingl( who have to give specifed notice beore resignation%

)ermination o2 ser0ice under termination clause o2 appointment:# an emplo(ee leaving the compan( on the grounds o resignationtermination death under disciplinar( action or an( reasonwhatsoever he will be eligible or leave encashment applicable to him%

A raction o a da(, b( wa( o leave earned, ma( be treated as1

Da(s R da(s%5G da(s R %5 da(s%5 da(s R B da(s


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MA$A&'$& S'C L%A9%:

All the emplo(ees are eligible or 4 Da(s o sic+ leave in a (ear%

&eneration o2 sic+ Lea0e:All confrmed emplo(ees shall be granted Sic+ $eave T 4 da(s per calendar(ear% "edical certifcate reuired or or more Sic+ $eave S$@%

Proration:#n the case o emplo(ee Eoining or leaving the Compan( during the calendar(ear, the earning and crediting o leave or such portion will be on pro&ratabasis%

Rounding ;:A raction o a da(, b( wa( o leave earned, ma( be treated as1%B4 da(s R da(s%5G da(s R %5 da(s%5 da(s R B da(s=mplo(ee will earn S$ during absence also%

'n case suspension: Credit o S$ will ta+e place in case o suspensionpending enuir(% #t will not accrue in case o suspension due to punitiveaction%

Con0ersion o2 SL to PL: S$ will be converted to P$ at the end o eachcalendar (ear, i not availed%

%ncas"ment: Allowed

MA$A&'$& CAS#AL L%A9%:

.his document covers managing o Casual leave process in #$% .his processincludes crediting o Casual leave and also availing o leave b( an emplo(ee%

.he Casual leave is credited to the emplo(ee at the beginning o ever( (ear

or on Date o >oining whichever is later on pro&rata basis% All emplo(ees areeligible or this leave% .he uota entitlement is 5 da(s per calendar (ear orall the emplo(eesProration in case o2 ne/ @oinees:=mplo(ees Eoining service in the middle o the calendar (ear shall be entitledto C$ or the remaining period o that calendar (ear on proportionate basis%


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.here are proportionate deductions or separation during the (ear% .heseparating emplo(ee ma( avail his C$ applicable to him beore separation%

Con0ersion o2 CL to PL:C$ will be converted to P$ at the end o each calendar (ear, i not availed%

)reatment in case o2 )rans2er:#n case an =mplo(ee is transerred rom one egion'ranch to the other inthe middle o the (ear, C$ not availed will be carr( orwarded to thategion'ranch%$eave during suspension pending enuir( or as an award o punishmentdepending upon the period o suspension, proportionate reduction in thenumber o da(s o C$ otherwise admissible will be eMected as in the case oemplo(ees Eoining in the middle o a calendar (ear%

=-ample1 i@ i the emplo(ee is on suspension on 2st o >anuar(, heshe willnot earn C$% However, the decision will depend on the fnal order osuspension F ii@ as an award o punishment F 8o C$ will be given iii@ in case ore&instatement F no eMect on C$%

'n case o2 Band" Day5Stri+e:# itOs an organi


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Maternity Lea0e in case o2 Miscarriage or A6ortion:"aternit( $eave or a ma-% Period o B da(s or 4 wee+s@ is permissible toemale emplo(ees in case o mis&carriage or abortion as certifed b( aegistered "edical Practitioner, and subEect to a ma-imum o two occasionsduring entire service% # there e-ists a surviving child, a ma-imum o twotimes is allowed%

AM'L4 PLA$$'$& L%A9%:

6amil( planning leave applicable to both male and emale emplo(ee%

%ntitlement and A0ailing:6amil( planning leave is sanctioned to both male ; emale@ emplo(ee, who

is undergoing an( sort o amil( planning operation%

MA$A&'$& L%A9% $) D#%5AD9A$C% L%A9%:

)hen an emplo(ee e-hausts all uota based leaves and in case ounoreseen circumstances, the "anagement can allow the emplo(ee toproceed on leave and the ollowing conditions appl(%

.he leave sanctioned is an advance leave% .he $eave availed has to berecovered rom uture 9eneration o Privilege $eave or sic+ $eave

=mplo(ee will be paid ull( during the period o $eave not due% #n caseemplo(ee leaves the compan( without accounting the leave not due romthe uture 9eneration or i there is no leave balance to adEust then the samewill be deducted rom the salar( pa(able to the emplo(ee or the da(s on$eave not due but this is applicable onl( or e-ceptional cases%

%ntitlement and A0ailing:

#n case leave to be sanctioned or $eave not due depends onl( on the H*D/sapproval and orwarding to the H*D H or "D@, when no other leave is inthe credit o the emplo(ee ; onl( on medical ground ; it has to be supported

b( a medical certifcate rom a egistered "edical Practitioner% .his leave isapplicable in e-ceptional cases onl(%

Such leave will be debited against P$ the emplo(ee ma( earn subseuentl(%#n other words, while an emplo(ee avails $8D, his P$ to be generated in theuture period, needs to adEust against the $8D granted% #t shall not beallowed when there is previous balance o leave not due is to be adEusted%


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t"er conditions:

A great caution needs to be e-ercised in sanctioning U$eave 8ot Due/ since incases o separation the grant o such leave leads to complications regardingrecover( o the amount o leave salar( in respect o unadEusted period oleave% .he separation ma( be on account o resignation or termination oservices b( wa( o dismissal, discharge, retrenchment etc% =ach o thesecases is reuired to be reerred to H with complete details to acilitate itsproper e-amination and consideration on merits%

#t can also be combined with all t(pes o leave% $8D would not be granted to

the emplo(ee during .raining and Probation period% #t/s a +ind o Advance$eave, which would get adEusted with uture leave to be earned b( theemplo(ee%

L%A9% *')H#) PA4:

.he process will e-plain the details o emplo(ee availing $eave without pa(and the process also e-plains under what circumstances the emplo(ee issanctioned with $eave without pa(%

$eave without pa( will be sanctioned, when an emplo(ee has no leave to

credit in his Privilege $eave account% As this is leave without pa(, emplo(eewill not earn P$ during $eave without Pa(% )hile crediting the P$ in thebeginning o the ne-t (ear, the period spent on $eave without Pa( will bereduced rom P$ credit to be given%

t"er conditions:$eave without Pa( is loss o pa( and thereore has eMects on the ollowing1

P$ is not earned during $eave without Pa(%

#n case o $eave without pa( Productivit( $in+ eward 'onus or othercomponents pa(able to the emplo(ee is proportionatel( reduced%

#t ma( be combined with all t(pes o absences, leave%

?nauthori


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Compensator( oM will be given to the emplo(ee when the( have e-trawor+ing hours which are over and above the Planned wor+ing time as per)or+ schedule ules%

or *or+ers5Super0isors:)or+ing on )ee+l( oM with the permission o management and also wor+ingon Paid Holida(%a@ =-tra wor+ing with the permission o the "anagement or minimum :hours over and above normal wor+ing hours%

Sanctioning Aut"ority:

Concern H*D

=mplo(ee applies or a leave b( flling up a leave orm and submits theleave orm to hisher immediate superior H*D%

# attendanceleave data is not available, the emplo(ee will be mar+ed asabsent%

# Absences ta+en b( the emplo(ees e-ceeds their $eave entitlementsthen these absences will be considered as unpaid leaves and will bededucted rom 'asic salar( at source%

ules or late night shit and overtime are monitored as per the actor(act%

DiMerent holida( calendars are maintained or diMerent cities% =ver(location ollows local holida(s and wor+ing da(s calendar%


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PA4RLL:

Payroll Process:

At present, pa(roll team receives data o appointmentsresignationtranserspromotion revisions etc% b( wa( o hardand sot cop( rom H b( end o month o ever( month or processing thepa(roll or month% *n receipt o the data the emplo(ees/ database iscreatedupdated%

.he DA inde- is received orm "CC#A, on the basis o that the DA pa(ableis calculated considering f-ed and variable actors, norms, fgure% .he detailsare stored in to the s(stem as a part o current month/s salar(%

Deduction reuests relating to compan( loans, outside fnance institutesloans 8ew or Closing@ are updated $#C schemes etc%@

.he absenteeism is monitored on da(&to&da( basis and the leaveapplications are posted to clear the absenteeism% #n the month end theattendance is audited and transerred to the pa(roll s(stem%

#n addition to the regular HA, emplo(ees in Delhi and "umbai locationsare getting additional HA%

s% 24GG& or ph(sicall( challenged emplo(ees and s% :GG& or normal

emplo(ees is provided as Conve(ance Allowance%?niorm allowance is provided or onl( Supervisors and wor+ers%

Annual increment process is based on grade and percentages will bedecided b( the management%

.he data related to variable pa(ments li+e overtimeshit $)P,attendance bonus, canteen dues, transport dues, staM advance dues and


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telephone dues etc% is sent b( the concerned person% #normation regardingemplo(ee societ( dues rom the societ( is received, man( emplo(ees submittheir $.A, medical reimbursement, petrol reimbursement, drivers, claims asper their eligibilit(, all this data is updated in to the current s(stem%

A chec+ list or master inormation and attendance inormation is processed,the same is chec+ed with source document and mista+es are rectifed andthe salar( is processed%

Activit( #$ F StaM #$ F )or+ersData o appointments,transers, promotion onrevisionV etc% b( wa( ohardsot cop( rom H

'eore 5th or o ever(month

'eore 5th or o ever(month

Attendance, leave,overtime, $)P etc% b(time o7ce

4th or th o themonth

nd or rd o the month

arious deductionsamounts li+e canteen,advance, transport,

societ(, rent@

4th or th o themonth

nd or rd o the month

'ills, receipts ormedical,reimbursements

'( 5th o the month '( 5th o the month

Pa(roll processing :th or 3th o themonth

Bth or 5th o the month

Pa(roll data validation :th or 3th o themonth

Bth or 5th o the month

Cheue printing Gth o the month 4th or th o the monthPa(slip printing Gth o the month 4th or th o the month'an+ transer Gth o the month 4th or th o the month

Close pa(roll 2Gth o the month 2Gth o the monthStatutor( pa(ments andthird part( pa(ments@

P6, P% .a-, $)6 'eore25th o the month and =S# onor beore2st o the month% .hird part(&on orbeore 2Gth o the month%

Planned investments AprilActual investments December F >anuar(


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'( 2Gth, the closing o previous month is carried out% .he statutor(pa(ments, third part( pa(ments and other monthl( reports are processedonce month is closed in the s(stem and the pa(ments are made on duedates to respective authorities%

#n the month o April data o planned investments is sent b( all emplo(eesor computation deduction o ta- at source or the fnancial (ear% As soon asthe hard cop( o investment is received the data is entered or the emplo(eewise in current s(stem%

#n the month o December>anuar( onwards data o actual investments issent b( emplo(ees or deduction o ta- at source and the( have to attach allinvestments photocopies with orm ; send it to pa(roll beore >anuar(% So or

>anuar( onwards&processing s(stem will consider onl( actual investment andnot proposed%

)'M% R%L%A)%D PA4M%$):

.he time related pa(ments are overtime and Attendance bonusmonthl(@%

.he rate calculation or overtime varies between the plants% .he logicor attendance bonus is same among plants%

PA4M%$)S SALAR41

Pa(ment o salar( is in diMerent modes% 'an+ .ranser Demand Dratand cheue% *n reuest o emplo(ee in writing mode o pa(ment canbe changed%

Currentl( or ban+ transer we opted 5 diMerent ban+s eg% HD6C,Central 'an+ o #ndia, 'an+ o "aharashtra in uture ma( be moreban+s@% #n master data, ban+ name ; ac no% #n digit e%g% #C#C# 2 digitac no%@ is entered% =ach ban+ has their ormat% *n last or frst da( o

the month and 4th or th o ever( month all ban+s reports aregenerated% Hard cop( o covering letter signed b( signatories ; sotcop( in 0opp( will be sent to ban+ or transer the unds% .he amountwill be credited to emplo(ees/ ac on b( 2st and th o the month%

PA4M%$)S '$CM%)A:


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Ater closing the month within da(s rom the date o pa(ment o themonth .DS or Salar( is processed and paid to the .a- Departmentwithin seven da(s rom processing the salar(%

PRC%SS'$& PR9'D%$) #$D:

6or monthl( pa(ment o Provident 6und contribution & ater monthclosing, the summar( report is generated rom s(stem with details oemplo(ee number, date, 2W P6 contribution o emplo(ee, P6contribution, emplo(er/s contribution, =D$# pa(ment o =D$# is doneon annual basis to $#C and the =D$# dues are generated in separatereport@, Admin charges, and #nspection charges%

*n basis o that the pa(ment is made through S'#% '( 25th osubseuent month the challans and orm 2 are sent to the P6authorit(% '( 5th o subseuent month 6orm 5 or new appointees,6orm 2G or resigned emplo(ees is submitted to P6 authorit(% =ven iemplo(ee/s settlement is not done through s(stem his name has toappear in 6orm 2G with the date o resignation@%

6orm 2A Pension

As and when emplo(ee resigns rom organi


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Senior citi


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8on&bargainable emplo(ees, who are not covered in =S# or e-emptorm =S#, are eligible or medical reimbursement% Amount eligible oeach emplo(ee is to the e-tent o hisher one month/s basic salar( perannum% 'ut in ew cases some emplo(ees get a diMerent amount%"edical reimbursement period is rom April to "arch%

=mplo(ee has to fll a claims orm and has to attach all thecorresponding bills to the said orm% .he orm is submitted to theAccounts department on or beore 5th o the month% Ater chec+ingthe bills the claim is passed or allowable bills and the s(stem isupdated with the passed amount, emplo(ee gets the amount in hissalar(% )henever an( emplo(ee claims, his entitlement reduces to the

e-tent o claim and simultaneousl( total claim gets accumulated% Atthe end o the fnancial (ear i%e% in "arch, whatever is the rate o basicsalar( is the entitlement o that emplo(ee or that (ear% ?nclaimedbalance is carried orward to the ne-t (ear%

PRC%SS'$& &RA)#')4 PR9'S'$:

Pro rated as per 9ratuit( Act or the all the emplo(ees on annual basis%

#$ has made an arrangement with $#C according to which $#C carriesout actuarial valuation and on the basis o that inorms #$ the

percentage o annual wage bill o emplo(ee as annual renewal ees%L%A9% %$CASHM%$):

.he leave encashment rules are same between the plants% .heollowing calculation describes the various aspects o leaveencashment in #$%

6or StaM emplo(ees9ross salar($ess Attendance 'onus$ess Production 'onusSales #ncentivePerormance $in+ed #ncentive$ess Staggering oM allowance$ess ?' esource ?tili


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#n this case some allowances are converted into dail( allowances andthen calculated rom the dail( salar( to calculate leave encashment%

.he ta- e-emption o the leave encashment during separation iscalculated as per the standard statutor( rules% P6 deduction rom the$eave encashment%

PRC%SS'$& B$#S5 % &RA)'A:

.he bonus period is same or all plants% 6or #$ the period is >une%

'onus is paid as per the pa(ment o 'onus Act% Percentage is decided

b( management as per proft position% :%W is statutor(% =-&gratia ispaid to those emplo(ees who are not covered under pa(ment o 'onusAct% 'oth the pa(ments are processed paid simultaneousl(% Processingmethod is the same or both 'onus and =-&gratia@ the onl( diMerenceis that =-&gratia is calculated on the amount other than bonus wagese%g% i an( emplo(ee is getting basic salar( o 5GG& hence, thisemplo(ee is covered under bonus Act%

'onus is calculated on the salar( o s% 5GG& p%m i%e% s% GGGG& p%a

# management has declared bonus as GW, then GW o GGGG& i%e%s% 4GGG would be the bonus or the emplo(ee and =-&gratia againwould be paid T GW on balance amount i%e% BGGG&GGGGR2GGG&i%e% GW o 2GGG R BGG& which is =-&gratia% .hus 4GGG and BGG isthe brea+up o total pa(able to emplo(ee% Since, bonus=-&gratia issubEect to income ta-, it is added to emplo(ee/s income and ta- ideductible is deducted% Compan( loan installment as per terms oagreement is also deducted rom bonus pa(able to emplo(ee%'onus=-&gratia, thus pa(able is then transerred to respectiveemplo(ees account%

PRC%SS'$& L)A:

$.A is paid to emplo(ees on the basis o calendar (ear ater completiono one (ear service rom the date o confrmation or probation% .o avail$.A, emplo(ee is reuired to ta+e minimum o 5 da(s privilege leaveincluding holida(wee+l( oM%


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#n order to avail $.A emplo(ee has to submit the claim in prescribedorm through H*D and H department, to the AC department beore5th o the month% $.A can be accumulated or a ma-imum period otwo (ears and deduction o #ncome ta- is applicable%

#n case an( emplo(ee leaves the compan(, heshe will be paid $.Aproportionatel( or the period it is due and pa(able along with 6ull and6inal Settlement subEect to claim%

$.A is paid to emplo(ees irrespective o whether the( travel or not%=mplo(ees who do travel and who submit their claims are given ta-e-emption under section 2G,

PRC%SS'$& LA$S:

$oan is paid to the emplo(ees depending upon the emplo(eereuirement% H*D/s will approve and orward it to H Department andH Department orwards to $oan Sanction Comit(% #$ is providing ourt(pes o loan1

$oan Period ate Amount

Housing 2G

Years

4W 5,GGG

6urniture 5 Years 4W 25,GGG

"arriage Years 6ree 2G,GGG

"iscellaneous

8otf-ed

8otf-ed

8otf-ed

#n case o "iscellaneous $oan "anagement decides amount, rate,eligibilit(, and period%

6ormulas or rate calculation6irst month calculation#nstallment o 6irst month R Principal Amountperiods2@ Z PrincipalAmount *#45 month da(s@

8e-t month Calculation


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Previous month Principal amount F #nstallment amount wt interest@ R8e-t month Principal Amount

#nstallment o Second month R Principal Amount period2@ ZPrincipal Amount *#45 month da(s@

PRC%SS'$& S#P%RA$$#A)'$:

#$ has made an arrangement with $#C according to which $#C carriesout actuarial valuation and on the basis o that inorms #$ thepercentage o annual wage bill o emplo(ee as annual renewal ees%#$ is providing superannuation acilit( to emplo(ee who are incompan(/s permanent emplo(ment and are designated A9" andabove including whole time director/s, onl( shall be eligible toparticipate in the benefts o the scheme%

Contribution is pa(able ever( (ear T o 25W per annum o the basicsalar(%

Salary Ad0ance:

.he salar( advance is sanctioned to the emplo(ee or serious illness oan emplo(ee or hisher amil( members% .he installment amount to bededucted rom salar( and period or deduction will be f-ed b(

personnel department%

esti0al Ad0ance:

.he estival advance is paid to wor+ers and staM categor( once in a(ear% Amount varies location wise% #t is to be deducted in ma-imum oB F 5 installments% .he period o disbursement is diMerent or Pune,oha and "ahad% .he advance is availed on more than one occasion,either at the time o 9anapath( estival, Ambed+ar Ea(anthi or Holi%.he wor+erstaM can ta+e advance on an( one occasion%

#n case o =mplo(ees death, as per the clearance rom H the dues aresettled to hisher nominee/s name% # it is accidental death@ then theinsurance claims through 6# on nominee/s name%


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ull and inal Settlement:

.he separated emplo(ee will be provided with a clearance certifcatealong with the separation letter% Heshe will complete the said orm andhand it over to the personnel department a da( prior to hisher last da(o separation% .he clearance certifcate will be fled in the individualspersonnel fle%

.he personnel department will compute the fnal dues in the register,get it audited, prepare the voucher and orward it to Accountsdepartment or drawing a cheue%

PS)'$& ) '5C:

#n Current 'usiness Process, compan( Pa(roll is handled onl( at theHead o7ce located in "umbai using PAYS*6.%

All branches emplo(ee inputs or pa(roll are sent to Head o7ce b( G th

evening or 2stearl( hours rom respective H departments%

Documents li+e Pa( sheets, cheue, P6, 'an+ statements, =S#, Pro% .a-contribution statements are sent to 6inance team through internal mailb( 5thevening or 4thmorning%

6inance team prepares Cheues based on the 'an+ statementsreceived%

6inal cheues are sent to Authori