a_8_22_Employee Handbook2012 Grades ST, D11 to D13, GT

8/22/2019 a_8_22_Employee Handbook2012 Grades ST, D11 to D13, GT

1/44

Page | 1

Foreword

This Handbook supersedes and replaces all prior Handbooks. We recommend you read it carefully and

keep it handy for future reference. If you have any question or require clarification, you can contact

Ingrid D'Souza in HR Department.

The contents of this Handbook are for information and general guidance. In a developing

environment, it may require modification from time to time. You will be kept informed of any change as

and when it happens.

This document solely belongs to Agro Tech Foods Limited. The Handbook and its contents should notbe distributed to any external person outside the Company. Any duplication and reissue of the

material contained herein would be construed as an infringement.

Published August 2012.


2/44

Page | 2

ContentsForeword................................................................................................................................................... 1

Classification of employees ................................................................................................................... 4

1. Joining Formalities.............................................................................................................................. 5

2. New Employee Induction ................................................................................................................... 6

3. Probation and Confirmation .............................................................................................................. 7

4. Transfer................................................................................................................................................ 8

5. Performance Appraisal .................................................................................................................... 10

6. Compensation and Compensation Structure ............................................................................... 11

7. Resignation ........................................................................................................................................ 13

8. Leave .................................................................................................................................................. 14

9. Working from Home.......................................................................................................................... 16

10. Flexible Work Schedule ................................................................................................................. 17

11. Medical Check-Up .......................................................................................................................... 18

12. Group Mediclaim Insurance Policy .............................................................................................. 19

13. Group Personal Accident Insurance ............................................................................................ 22

14. Self-Development ........................................................................................................................... 24

15. Wedding Gift.................................................................................................................................... 26

16. Holiday Home.................................................................................................................................. 27


3/44

Page | 3

17. Employee Children Merit Recognition (ECMR) ......................................................................... 28

18. Transport & Conveyance............................................................................................................... 29

19. Travel & Tour................................................................................................................................... 30

20. Meetings........................................................................................................................................... 35

21. Telecommunication infrastructure ................................................................................................ 36

22. Gratuity............................................................................................................................................. 38

23. Retirement ....................................................................................................................................... 39

24. Provident Fund................................................................................................................................ 40

25. Superannuation............................................................................................................................... 41

26. Guidelines On Accepting Gifts...................................................................................................... 42

27. Communications With The Media ................................................................................................ 43

28. Advisory Services ........................................................................................................................... 44


4/44

Page | 4

Classification of employeesEmployees are graded in the Hay Band and Grade as below:

Note: Sales Trainees get confirmed in Grade D11; Graduate Trainees get confirmed in Grade D13 andManagement Trainees get confirmed in Grade C14.

BAND GRADE BAND Definition

A

23

Driving Broad Strategy of the Business under thegoverning the growth principles of the company.

Cascading Business Strategy to functional imperative,translating them into operative goals and driving the samefor generating the revenue/supporting business

22

21

20

B

19

Full Fledged professional with proven functional expertiseand experience

18

17

C

16

Individual Contributors and/or Integrators of work ofsubordinate Managers/Associates to arrive at a commonfunctional purpose

15

14

D

13

Individual contributor based on Functional/Professionalqualification based knowledge

12

11


5/44

Page | 5

1. Joining Formalities1. Documentation

Joining documents are to be submitted by new joinee one week before

commencing work. The list of documents are sent to the individual by HR

Department.

2. Medical Examination

All employees are required to complete the pre-joining medical tests by a Medical

Officer as suggested by the company and be found medically fit.

3. Appointment Letter

The terms of the appointment letter will remain valid through the period of

employment, until changed by a written instruction issued by the Vice President

- HR or an authorized signatory of the Company.

4. Identity Card

A photo identity (ID) card is issued to all employees.

The ID card should be worn while on duty. It is recommended that the sales

force wear the ID card during customer interactions and official meetings.

Similarly, Unit Heads should wear the ID card while on duty at various factory

locations.

In case of loss or damage to the card HR Department should be informed. In such

cases, a fresh ID card would be issued at a charge of`100/-.

5. Change in Personal data

An employee should promptly notify the HR Department of any changes inpersonal data, as well as update the Employee data on myCompass, our HRMSportal http:\\atfl-apps-01.atfoods.com:8080\adrenalin.


6/44

Page | 6

2. New Employee Induction

New employees will be taken through an Induction program within a month of joining,

to assist them in:

Familiarization with the Company Vision, Organization Structure, Culture andthe people.

Introduction to Managers in key positions and staff with whom the employeewill be associated/working with.

Understanding the working of various Functions Understanding of the incumbents Function, role , KRAs and related processes

and systems Explain essential administrative procedures and HR practices and policies Provide assistance in the process of settling down in the work area and

residence, if required.

The HR Department will facilitate the process of new employee Induction.


7/44

Page | 7

3. Probation and Confirmation

1. Probation period

a) The probation period for a new employee in Grades D11 to D13 is one year.

b) The probation period can be extended depending on the employees'performance.

c) All new employees are considered to be on probation till they are issued aconfirmation letter.

2. Confirmation Process

a) Besides periodic evaluation of his/her performance, the new employee will

be appraised at the end of the probation period by the Reporting Manager

and ILT Member of the concerned Function to assess his/her suitability for

confirmation.

b) Upon completion of the review, the Confirmation Appraisal form should be

uploaded by the Reporting Manager on the myCompass site.

A confirmation letter is issued on recommendation for confirmation from theReporting Manager.

c) In case of extension of probation, the probationer will be appraised again by

the Reporting Manager and Functional Head at the end of the extended

probation period. Under normal circumstances, probation will not be

extended more than once.


8/44

Page | 8

4. Transfer1. All jobs are transferable to any of the Companys locations or from one

Department/Business to another, based on the Companys needs.

2. Reimbursements (where relocation is from one city to another). Claims forexpenses should be sent to Manager Facilities.

Expense Grades Reimbursement Remarks

Travel ST, D11 & D12 A/c III-tier Rail fare

D13, GTII A/c Rail fare or

Flight (Economy)

Freight D13, GT

Max 1 TruckloadRTA expenses forone vehicle (car orscooter) at newlocation

Packing/cratingcharges

D11 to D13, GT

Min. 3 quotationsfrom packers to besent to the ManagerFacilities.

Insurance amountnot to exceed 2% oftotal asset value.

Contact Manager Facilities forapproved packers andtransporters.

RelocationExpenses D11 to D13, GT

One months GrossSalaryor` 25,000/-

whichever is lower

Examples of expensesDismantling, refitting ofelectrical appliances, bulbs/tube lightsNon-refundable Forfeitedschool fees, deposits at oldschool, entrance deposit/feeat the new school, fees,

books, uniformLosses relating to groceries/

cleaning materialOriginal bills/receiptssubmitted


9/44

Page | 9

Expense item Grades Reimbursement Remarks

Out-of-pocket

expenses

D11 to

D13, GT

For family: @ ` 150/-

per adult per day and` 100/- per child per

day (below 12 years)- max of` 500/- per

dayand max 15 days

To assist the employee insettling down at his/her newplace of posting.

TE fortravellingtime

D11 toD13, GT

Fixed TravelExpenses (TE) forself, spouse andchildren

Employee travels by train tohis/her new place of posting.

3. Settling down at new location

a) A joining time of up to a maximum of three days (will be treated as On Duty)may be taken to settle personal matters. This must be agreed to in advanceby the concerned Reporting Manager of the previous location, ReportingManager of the new location and Vice President - HR.

b) The Manager Facilities can be approached for assistance in packing,transportation, insurance, etc.

c) For employees in Grades D13 and GT, accommodation at the new location,

for a maximum of 15 days, will be arranged by the Manager-Facilities. The15 days includes stay for a day or two at the former place of work, after

dispatching the personal effects.

Vice President - HR approval is required for any extension of stay beyond 15

days. In such a case, the Company shall pay only lodging expenses and all

other expenses such as boarding, laundry etc. shall be to the employee's

account.

If an employee is unable to move his/her family within 15 days, e.g.

because of schooling of children, accommodation at the previous place of

posting can be retained, with prior approval of the Vice President - HR.

4. Advance to cover expenses during transfer/settling in should not exceed the limitas specified in Reimbursements, Relocation expenses above and should besettled within one month of reporting at the new location.


10/44

Page | 10

5. Performance Appraisal1. All confirmed employees are appraised at the end of the Financial Year

(April-March), on his/her performance for the year. The appraisal process isdone on myCompass, the HRMS portal.

2. An employee who joins on or before January 15 of the year, would be part ofthe appraisal process and pro-rata merit increase given. An employee who

joins after January 15 of the year, will be appraised in the subsequent year.

3. The First Appraiser is the Reporting Manager and the First AppraisersReporting Manager, the Second Appraiser.

4. If an employee is transferred within the appraisal year, inputs of the previousReporting Manager are also taken into account.

5. The performance rating scale is as follows:Rating Description

Very Good (VG)Consistently exceeds expected standards ofperformance in the job

Good+ (G+) Always meets the job requirements andexceeds expectations at times.

Good (G) Meets expectations of the job.

Reasonable Performance (RP) Occasionally falls below expectations.

Poor (P) Very often falls below expectations

Merit increases in salary are based on the performance rating awarded to theemployee. The HR Department, with the ILT, will do a normalisation of ratings

across the Company.

On completion of the above process, feedback will be given to the employee onhis/her performance and the final performance rating awarded.


11/44

Page | 11

6. Compensation and Compensation StructureThe compensation of employees is benchmarked at competitive levels of the market.

An external agency is engaged to conduct a compensation survey across industries.

The factors considered for compensation review are:

- The Job role held by the employee- The benchmark remuneration for that job

- Performance of the employee- Experience- Potential

The compensation structure follows the Cost to Company (CTC) structure. Thecomponents are:

1. Base Pay - consists of the following components:

a) Basic Salaryb) Provident Fund @ 12% of basic salaryc) Superannuation @ 1% or 15% of basic salary (employee to choose)d) Gratuity @5% of basic salarye) Group Insurance Premium

2. Choice Pay: - can be distributed among the following components :

HRA up to 40% of Basic Salary in non metros and 50% of Basic Salary inDelhi, Mumbai, Kolkata and Chennai

Medical Reimbursement up to ` 15,000/- p.a. Conveyance - Up to ` 9,600/- p.a. Leave Travel Allowance - Tax exemption as per Income Tax Act 1960. Personal Pay - Balance amount after considering the above.

Note:a) Entire Choice Pay can be taken as "Personal Pay' subject to Income Tax

b) Superannuation can be split into 1% & 14%. The 14% of Basic can be takenas "Personal Pay".c) All incidences of Tax would be borne by the employee as per prevalent Rules.


12/44

Page | 12

Other guidelines

a) Leave Travel Assistance (LTA) as declared by the employee in ChoicePay:

LTA will be paid along with April salary after deduction of taxes asapplicable.

Where an employee and his/her spouse are working for the Company, bothare eligible to claim LTA.

When an employee resigns, pro rata LTA amount will be recovered whendoing the Full & Final settlement.

Minimum 5 days Annual leave should be availed. Adequate documentary evidence regarding the amount spent towards cost

of travel for availing LTA should be submitted to Finance Department inorder to avail of any Income Tax exemption.

b) Medical Reimbursement as declared by the employee in Choice Pay:

i. Reimbursement of health related expenses (non-hospitalisation) of self,dependent parents, spouse and children, against bills.

ii. Claims should be submitted to Finance Department as and when expensesare incurred.

iii. At the end of the Financial Year, where actual claims are less than thedeclared amount, the shortfall will be paid along with March salary, subject

to deduction of taxes.iv.Bills above ` 500/- should beaccompanied by a doctors prescription.v. Homeopathic, Ayurvedic and Unani treatment supported by proper receipts/

vouchers are reimbursable within the eligible limits.

vi. Reimbursement of expenses on account of baby food, cosmetics, beautyaids and diet clinics are not permissible.

Hospitalisation is applicable for spouse and children. Details can be referred to

under the Group Mediclaim Insurance Policy mentioned on Page 19.


13/44

Page | 13

7. Resignation

1. An employee deciding to resign should submit their resignation throughMyCompass, along with a resignation letter, by e-mail or in writing, to theReporting Manager.

2. The Reporting Manager should forward the resignation letter with relievingdate, notice period waiver, etc. clearly mentioned, to the Functional Head, whowill in turn forward to Vice President HR with his recommendation.

3. HR Department will facilitate the Full & Final Settlement process throughmyCompass.4. The employee, along with the Reporting Manager, should account for and

review all classified and important official documents. These should be handedback prior to being relieved.

5. Similarly, all assets held by the employee should be handed back to theCompany prior to being relieved.

6. Notice period as specified in the appointment letter should be served. Anyshortfall will be recovered, unless waiver is approved by Vice President - HR

7. After submitting their resignation, an employee will normally not be entitled toavail of leave, except for urgent personal reasons and with the approval ofhis/her Reporting Manager.

8. An exit interview will be conducted for all applicable employees as decided byVice President HR or General Manager - HR, depending on nature of separation.

Where an exit interview is not possible in person, the same will be carried out

over the phone.

9. Relieving letter will be issued only after Clearances from all Departments isreceived.


14/44

Page | 14

8. Leave1. Annual Leave

a) All employees are eligible for 30 days Annual Leave, calculated on financialyear basis, i.e. April 1 to March 31, at the rate of 2.5 days for every

completed month of service. This is credited at the beginning of the

financial year or on the date of joining.

b) When an employee resigns from the service of the company, leave will be

calculated on pro-rata basis and any excess leave availed beyond 2.5 days

per month entitlement, a suitable deduction will be made in the Full & Final

settlement.

c) Paid holiday/weekly-off falling within the annual leave availed is counted in

days of Annual Leave. Prefixed/suffixed paid holidays/weekly-offs are not

considered part of Annual Leave.

d) Compensatory Offs can be given in case:

i) A National Holiday falls on a weekly off as per Holiday List circulatedevery year. Compensatory off cannot be taken before the event andshould be availed within the same calendar year

ii) When an employee works for a full day on a weekly off with priorapproval from the Reporting Manager. The compensatory off should

be availed within the next 3 working days, otherwise it will lapse.

iii) Compensatory Offs can be clubbed with Annual Leave.

e) Leave in excess of 3 days should be applied 7 days in advance, and

approved prior to proceeding on leave.

f) Maximum of 15 days Annual Leave can be carried forward every yearsubject to a maximum accumulation of 60 days.

g) Employees are eligible for maximum 7 days Annual Leave encashment

every year, calculated on Basic Salary (allowed where there is 15 daysleave balance, after encashment).

h) On resignation or retirement, balance of Annual Leave will be encashed on

the basis of Basic Salary subject to the 60 days limit.


15/44

Page | 15

2. Sick Leave

a) All employees are entitled to 15 days Sick Leave per year. This leavecannot be accumulated or carried forward.

b) The employee should intimate his/her Reporting Manager immediately

regarding prolonged illness and/or inability to attend duty.

c) In exceptional cases, excess Sick Leave, will be adjusted against Annual

Leave or treated as leave without pay with approval of Vice President-HR.

d) Sick leave cannot be clubbed with Annual Leave.

e) Sick Leave, in excess of 2 days, should be supported by a medicalcertificate issued by a registered medical practitioner.

f) The Company may request an employee to undertake a medical

examination by the Company Doctor or any other doctor. In case it is found

the leave availed is not genuine, leave will be cancelled and suitable action

initiated.

3. Maternity Leave Women employees will be entitled to 90 days (includingweekly offs) Maternity Leave as per the provisions of the Maternity Benefits Act.Deviations need approval of the Vice President - HR, in consultation with the

Company Doctor.

4. Paternity Leave All male employees can avail maximum two weeks (inclusiveof weekly offs) paid leave as Paternity Leave to take care of their spouse andnewborn. Entire two weeks should be availed within one month of the child'sbirth. Paternity leave is allowed for two times in the career of the employee.

5. Leave without pay will be considered only under extraordinary circumstancesand approval is purely discretionary. Applications should be routed through theReporting Manager and with the approval of the ILT Member and Vice President HR. No salary/allowances would be paid during this period.

6. General Conditions

a) An employee is liable for disciplinary action for being absent from duty

without due intimation and/or permission of his/her Reporting Manager.

b) The Company can decline a leave request or cancel/withdraw leave

granted, in full or part thereof, should there be an exigency of work.

.


16/44

Page | 16

9. Working from Home

Eligibility: Employees provided with a laptop and located in Corporate Office,Gurgaon and Registered Office, Hyderabad.

Employees can work from home, one day in a week, with mutual agreement betweenthe employee and the Reporting Manager.

It is allowed for one day in a week without any carry forward or brought forward

facility.

When availing work from home, employees should be able to carry out all the normalactivities that are done while at their work location. Some activities are:

1. Attend to all mails, as and when they are received2. Attend to calls, both from the office and the service providers/vendors3. Approve or recommend any payments4. Attend meetings via the conference call5. Be available on the Communicator for quick responses with the office

a. Available Infrastructure facility for attending a conference call with no noiselevelsb. Trouble free IS infrastructure connectivity

6. Any other activity as required to be carried out by the ManagerGeneral guidelines:

1. This facility is to be treated as a benefit being extended to meet the abovestated purpose and shall not be claimed as a matter of right.

2. It is the responsibility of the employee who is choosing to work from home toensure the entire infrastructure works as required.

3. In cases of extreme emergencies, the Manager can cancel the work from homeand call the employee to office.


17/44

Page | 17

10. Flexible Work Schedule

Purpose: To support employees who need to devote more time for personal issuesfor a temporary period, allow them to opt for flexible work schedules.

Employees can opt for a part-time work by continuing the lien on employment with

reduced salary. The reduction in salary will be commensurate with the reduced workschedule. For example, if an employee chooses to attend 3 days in a week, thereduction in salary will be 50%.

Some examples where an employee can avail of flexible work schedule are - extendedmaternity leave requirement, attending to any family members on medical issues,furthering the education, etc.

Approval of the Reporting Manager and Vice President - HR is required.

General guidelines:

1. This is a benefit for the above purpose and cannot be claimed as a matter ofright.

2. This facility is extended for a period of six months, once in five years in anemployees career.

3. In cases of extreme emergencies, the Management can cancel the flexible workschedule and resume the full time work.


18/44

Page | 18

11. Medical Check-Up

1. It is recommended that employees undergo a thorough medical checkup by a

Doctor/Clinic approved by the Company/Company Doctor at the following

intervals (or more frequently, if deemed necessary, under medical advice):

Age of employee Frequency

Below 35 years Every 3 years

From 35 to 45 years Every 2 years

45 years and above Every year

2. All the tests suggested should be completed at one time and not be spread overthe year/s. The doctors report must be sent directly to the Company Doctor.

3. These medical check-ups are at the company's instance and the cost would beborne by the Company. It is not a reimbursable item to the employee.


19/44

Page | 19

12. Group Mediclaim Insurance PolicyAll employees are covered under a Group Mediclaim Insurance Policy. The EnrollmentForm should be submitted to HR Department at the time of joining.

An employee, his/her spouse and up to three children* are covered under a Familyfloater. The sum insured is ` 3 lakhs per family per annum. HR Department is to be

informed whenever there are any changes to his/her family. The Insurance Policy document is available with the HR Department and they can

be contacted in case of any requirement.

Diseases & Treatment covered

i) Disease/Injury requiring Medical/surgical treatment and hospitalisation at a

Nursing Home/hospital in India, as an in-patient

ii) Treatment requiring hospitalisation of a minimum of 24 hours. However, this time

limit is not applied to certain specified treatments i.e. Dialysis, Chemotherapy,

Radiotherapy, Lithotripsy, Tonsillectomy, Eye surgery, Dental surgery taken in the

Hospital/Nursing Home and the insured is discharged on the same day.

iii) Homeopathy, Ayurvedic Treatment.

Claimable Expenses

Room, Boarding Expenses in Hospital/Nursing Home

Nursing Expenses

Surgeon, Anesthetist, Medical Practitioner Fee, Consultants Specialist fees.

Treatment cost

Special Inclusions/Additions

- Pre-Hospitalisation: Relevant medical expenses incurred during period up to 30

days prior to hospitalisation

- Post-Hospitalisation: Relevant medical expenses incurred during period up to 60

days after hospitalisation

- Pre-existing diseases coverage

- New born baby coverage from the day of birth

- Maternity cover - with a limit of` 25,000/- in case of Normal Delivery and

`50,000/- in case of Cesarean.

Exclusions

a) Domiciliary hospitalisation, except in two scenarios, as below:

i. The condition of the patient is such that he/she cannot be removed tothe hospital/nursing home or

ii. The patient cannot be removed to hospital/nursing home for lack of

accommodation therein.

Note: * Boys, till the age of 21 or till he is dependent on parents, which ever is earlier.

Girls, till marriage or till she is dependent on parents, whichever is earlier

Full time bonafide students and dependant, up to 24 years of age, based on a Declaration


20/44

Page | 20

Exclusions (contd.)b) Expenses on any disease/injury incurred during first 30 days of

commencement of insurance cover except in case of injury arising out of

accidentc) Expenses on periodic Health check-up.d) Other general exclusions are

i. War/war group and Nuclear perils related hospitalizationii. Plastic surgeryiii. Spectacles/contact lens/hearing aidiv. Dental treatmentv. Convalescence/general debilityvi. Sterility/venereal disease/circumcisionvii. Intentional self injuryviii. Use of intoxicating drugs/alcoholix. AIDSx. Diagnostic laboratory expenses not consistent with treatmentxi. Vitamins/tonic inconsistent with treatmentxii. Naturopathy

Procedure for claiming expenses

a) Cashless mechanism - for planned/unplanned treatment at a NetworkHospital/Nursing Home.

Planned Treatment- Contact the Insurance Company's Third Party Administrator (TPA)

located at the Network Hospital premises and obtain the pre admission

authorisation.- Submit doctor's letter for treatment planned, any investigation reports,

copy of Medical Card, company identity proof- TPA will verify the eligibility of the employee and issue a

pre-authorisation letter/guarantee of payment letter to the Hospital/

Nursing Home mentioning the amount guaranteed as payable and alsothe ailment for which the person is seeking to be admitted.

- TPA will directly settle all eligible amounts with the Network Hospital tothe extent the claim is covered.

Unplanned treatment

- In case of emergency, the employee can directly go to any of the notified

hospitals. He/she should provide the Identity number as mentioned onthe Medical Card issued to him/her.

- Intimate the TPA within 24 hours of hospitalisation, for approval. Submitdoctor's letter for treatment planned, any investigation reports, copy ofMedical Card, company identity proof


21/44

Page | 21

b)Reimbursement mechanism - for treatment incurred in non-notifiedhospital.

- Obtain the Claim Form from the HR Department.

- Submit the Claim Form, duly filled, along with the documents mentioned

below to the HR Department within 30 days from date of discharge from

the Hospital.

Claim documents to be submitted within 30 days from date of discharge:

i) Original Bills, receipts, admission and discharge certificate/card from the

Hospital.ii) Medical history of the patient recorded by the Hospital

iii) Original cash memo/bills from Chemists supported by proper

prescription.iv) Original Test reports and payment receipts.v) Any other information required by the TPA/Insurance Company

Claims received after 30 days will not be entertained by the TPA.

The claim will be settled by the TPA within one month from the date ofsubmission of all the necessary documents, by way of a cheque in the

employees name.

Other Benefit: A Claims History Certificate, if required, will be issued by theInsurance Company when an employee retires or leaves the services.


22/44

Page | 22

13. Group Personal Accident Insurancea) Employees are covered under a Group Accident Insurance Scheme, as below:

Grades Amount of cover

ST, Grade D11 to D13, GT ` 10 lakhs

b) The insurance cover is operative from the date of the employees' appointment

in the services of the Company.

c) The Accident Insurance and Assignment Forms are part of the joining

documents. These forms, duly filled, must be submitted to HR Department at

the time of joining.

d) The Policy covers death by accident. Death due to natural causes is not

covered.

i) If death is caused by an accident while on duty, the HR Department should

be intimated immediately.

ii) The deceased employees' family members should send the following

documents to HR within 24 hours Copy of the FIR. Copy of the Original Death Certificate Copy of the Post Mortem Report.

iii) All Reports should be duly attested either by the issuing authority or by aGazetted Officer.

e) Accident has the widest possible connotation, e.g. in a vehicle, in contact with

a machine, in the course of riot or civil commotion, fall from a staircase, etc.


23/44

Page | 23

f) The cover includes, apart from death, disablement due to an accident. The table

below specifies the cover due to disablement:

Nature of DisablementCover

(% of Capital Sum Insured)

Death 100%

Loss of 2 limbs or sight of both eyes 100%

Loss of 1 limb & sight of one eye 100%

Loss of one limb or sight of one eye 50%

Permanent total disablement 100%

Exclusion:

The Insurance Policy does not cover losses arising out of suicide, self-injury, venerealdiseases, war and nuclear perils and pregnancy.

General conditions

a) The scheme has been provided by the Company for the welfare of its employees.

In the event of any accidental death, the benefits under this scheme cover the

liability of the Company under The Workmens Compensation Act, 1923.

b) The Insurance Company will make the payments directly to the nominee/s of the

employee, in case of death, or to the employee, in case of disablement.

c) The scheme and terms of service are subject to changes by the Insurance

Company, from time to time.

d) Hospitalisation expenses following the accident are not covered. They can be

claimed under the Group Medical Insurance Policy.


24/44

Page | 24

14. Self-DevelopmentPurpose: To encourage employees to continue upgrading knowledge and developing

their competencies by pursuing higher education and attending short-term

courses/programs.

The proposed study should be relevant and useful to the Company, and add to the

employees' immediate work or career development.

1. Higher education

a) Eligibility

i) The employee should have gone through a minimum of two performance

appraisal cycles.

ii) The employees performance appraisals rating should be G+ and above

for the past two years of service.b) Entitlement

i) The employee will have a lien on his/her job.ii) Study leave period will be considered for Gratuity calculations. However,

no payments towards retiral funds will be made.iii) The company will support the employee with 75% of the Course Fee,

subject to a maximum of Rs. 1 lakh. He/she should submit a copy of theCertificate on successful completion of the course, failing which the feecharges will be recovered at 18% interest.

c) The employee should submit a letter or e-mail through his/her Functional

ILT Member to the Vice President HR. The employee should not proceed on

study leave unless approval is given.

d) Study Leave will be treated as leave without pay and cannot exceed a year.

Accumulated Annual Leave available can be adjusted and balance study

leave availed, if any, will be treated as leave without pay.

e) The employee should give an undertaking to work at the same Grade on

return to work, at which he/she was when proceeding on Study Leave.

f) The employee should also undertake to pay his/her part of contribution to

retiral funds, as applicable from time to time.

g) After the Study Leave, the employee should immediately report for work

otherwise it will be treated as him/her having resigned. The employees last

working day before proceeding on study leave will be considered as the dateof leaving the services.

h) After the study leave, the employee should remain with the Company for at

least two years. If the employee leaves before this, he should pay back the

Education Assistance with interest charges @ 18% p.a. from the date of

payment.


25/44

Page | 25

2. Self Development Support

Reimbursement of expenses towards purchase of magazines and periodicals to

build professional expertise and be in touch with latest developments, and

expenses towards joining fees and annual subscription towards membership of

Professional Institutions.

Grades Amount

D11 to D13, GT ` 3,000/- per annum

Employees should claim through expense statement along with bills. Thereimbursement is subject to applicable taxes.

This facility is extended to help employees in their self development and in case anyother capability development intervention is introduced that can serve the samepurpose, the Company may decide to withdraw this benefit.


26/44

Page | 26

15. Wedding Gift

Employees who get married during their tenure with the company will be presented agift worth Rs. 5,000/-.

1) This gift is extended to the employee only once in his/her career with ATFL.2) The employee is responsible to manage the taxes associated with such gifts.

This facility is extended as a goodwill gesture and the Management reserves the rightto withdraw at any time.


27/44

Page | 27

16. Holiday Home

Purpose: To encourage employees to have a holiday by providing highly subsidizedHoliday Homes across the country.

The company has entered into an agreement with a Vacation Service Provider.Employees can book a holiday home closer to their place of posting and have a holidaywith their family in those resorts.

Guidelines:

1) The facility will be extended on first come first serve basis. The Manager -Facilities will coordinate this benefit.

2) Employees are eligible for two nights three day stay at one stretch. In order tocater to all employees, each employee is allowed one holiday in a financial year.

3) The stay etc., will be governed by the rules set out by the Vacation ServiceProvider. The Company will in no way be responsible.

4) At the current agreement rates, the charges applicable to the employees will be` 100/- (Rupees One hundred only per room night).

5) The facility is extended to only immediate family of the employee. Immediatefamily is defined as spouse and children for married employees and parents forunmarried employees.

6) This facility is extended to encourage employees to have holidays with theirfamily and it is not eligible for encashment.


28/44

Page | 28

17. Employee Children Merit Recognition (ECMR)Employee Children Merit Recognition (ECMR) is a program to recognize and rewardemployees children for their merit in Academics.

Every year, depending on the marks obtained in their academics, a fixed amount ofreward shall be paid to the employees children.

Class No of

Scholarships

Amount

`Total Amount

`VII 6 2,500 15,000

VIII 6 2,500 15,000

IX 6 2,500 15,000

X 6 3,000 18,000

XI 6 3,000 18,000

XII 6 5,000 30,000

GraduationYear I

3 5,000 15,000

Year II 3 5,000 15,000

Year III 3 5,000 15,000

Professional CourseYear I

3 7,500 22,500

Year II 3 7,500 22,500

Year III 3 7,500 22,500

Year IV 3 7,500 22,500

General guidelines:

1) Nominations should be sent to HR along with copy of Marks Sheet.2)

The recipient of the reward is responsible to comply with all applicable tax laws.

3) The recognition is extended on the basis of overall percentage of marks but ifthere is a tie between the applicants, the winner will be decided by taking in toconsideration the percentage obtained in key subjects and merit inextra-curricular activities.


29/44

Page | 29

18. Transport & Conveyance1. Use of personal transport for business purposes or attending a company

sponsored short-term program/course, and where the one-way journey does notexceed 100 KM from the place of work.

Travel by Reimbursement

Four wheeler ` 5.50 per KM

Two wheeler ` 2.50 per KM

A Log should be maintained mentioning the starting destination, purpose of visitand kilometres covered. The same should be submitted to the ReportingManager for approval.

2. The amount claimed should not exceed the fare by permitted class of travel.

3. There shall be no cost to the Company on account of any maintenance/repairs enroute or any penalties on account of third-party liability.

4. Employees cannot claim fares from residence to place of work and back.

An employee may use an auto, non A/C taxi or pre-paid taxi, as below:

Entitlements:

GradesLocal market

visits/Conveyance

Station/Airport transfers

ST, D11 to D13 Auto Prepaid taxi (Non AC)

* Prepaid taxi from Airport or metered taxi to be used for point-to-point travel orNon-A/c Indica for continuous usage during the day.

Other Guidelines:

Purpose Remarks

Factory visits Prior approval from his/her Immediate Supervisor.

Employees based at RO, requisition to the ManagerFacilities, HR Department 24 hours prior.

Getting dropped at theresidence -Late workinghours i.e. after 8.00 p.m.

Prior approval from Reporting Manager required.Women employees - as per travel entitlement


30/44

Page | 30

19. Travel & TourEmployees who travel on Company business should:

1. Take approval from his/her Reporting Manager prior to travel.2. Submit the Travel Expense (TE) Statement to Finance within one week of

return, for approval by the Reporting Manager.3. Settle any travel advance taken within one week of return from tour and

adjusted against the TE claim.

4. Advances:

Non-Sales employees:

a) All requests for advance should be approved by the CFO.

b) If the tour is cancelled or postponed, the amount should be returnedimmediately.

c) Expense Accounts against advances should be settled within seven days ofreturn from tour.

d) An employee has to settle the advance before he/she is eligible for anotheradvance.

e) No advance will be given for purchase of Air/Rail tickets.

Sales employees: In addition to the above:

a) Sales staff who are on regular tours will be given an imprest amount to bedecided by the Head of Sales.

b) Vice President - HR will approve the payment of imprest amount.

5. Stay in a hotel

a) Hotels have been identified in various towns where the employee can stay.

The list is available with the Manager - Facilities.

b) In case accommodation is not available in these hotels, an employee may

stay in another hotel, within the prescribed room charge limits.

c) The maximum limits for expenses on mode of travel, room rentals, etc.,

applicable, are as follows:

Mode of Travel:Expense Period of Journey ST, D11-D12 D13/GT

1 Travel 12 hours -do Y Air


31/44

Page | 31

Reimbursements: (For Non-sales staff)Expense Town D11-D12 D13/GT

1Lodging per day(excl. taxes)

actuals up to a max.

A Class ` 600 ` 2000

B Class ` 600 ` 1200

C Class ` 600 ` 900

2Boarding per day(incl. Laundry)actuals up to a max.

A Class ` 200 ` 300

B Class ` 100 ` 200

C Class ` 100 ` 150

3Fixed TE per day(non-hotel stay)

A Class ` 300 ` 300

B & C Class ` 250 ` 250

4 Conveyance Auto Auto

5 Station/airport transfers Pre-paid taxi Pre-paid taxi

6 Food & incidentals forjourney >10 hours by train

` 50/- ` 60/-

Reimbursements: (For Sales staff)Sl.No.

Expense Town ST D11 D12

1

Market working day

FieldWorkingAllowance

Metro * ` 225 ` 225 ` 225

Non Metro ` 200 ` 200 ` 200

Ex-HQ` 300

(Fixed TE)

` 300

(Fixed TE)

` 300

(Fixed TE)

Conveyance Market working ` 55 ` 55 ` 70Incidentals ` 25 ` 25 ` 25

2

UP Country Working (with bills)

Lodging

A class ` 600 ` 600 ` 600

B Class ` 600 ` 600 ` 600

C Class ` 600 ` 600 ` 600

Boarding

A class ` 150 ` 150 ` 150

B Class ` 100 ` 100 ` 100

C Class ` 100 ` 100 ` 100

Note: Vending SOs Ex HQ and Up Country Conveyance on Actuals upto max. ` 150/-per day

* Field Working Allowance for Mumbai: ST, D11 andD12 will get ` 225 /-

without pass and ` 215 /- with Train Pass.


32/44

Page | 32

Reimbursements: (For Sales staff) contd.

Sl.No.

Type of Expense ST D11 D12

3

Ex-HQ/up-country working

- Residence to station/bus stop.- Station /bus stop to hotel/own

accommodation.- Station/bus stop to residence

Prepaid taxi (with proof)/autoexpense

(more than Rs. 300/- requiresapproval of Reporting Manager)

4Food & incidentals for journey > 10hours by train

` 50/- ` 50/- ` 50/-

5

Summer Re-hydration Allowancetowards Mineral Water andGlucose Power for 2 months i.e.April & May against bills

` 30/- per market working day

(with bills)

Field Working Allowance - Area Sales Executives-D13 Field Sales personnel:

Head quarter Ex-HQ working Up Country working

(Amt. per day) (Amt. per day) (Amt. per day)

Fixed TE ` 100/-

+ conveyance onactual by auto.

Area Heads:Claim against bills,

four times in amonth for lunchwith DS/RDS/SOupto a maximum of` 5,000/- p.m.

` 200/- with bills

+conveyance onactual by Auto

OR

Fixed TE `125/-without Bills+Conveyance onactual by auto.

Fixed TE ` 250/- per day without bills

+ Food bills on actual upto the limit ` 300/- (A Class) - with bills

` 200/- (B Class) - with bills

` 150/- (C Class) - with bills

+Conveyance on actual by auto.

OR

Boarding` 300/- (A Class), - with bills

` 200/-(B Class), - with bills

` 150/- (C Class) - with bills

+ Lodging -` 2,000/- (with bills)

( A Class),`1,200/- (with bills)

( B Class),

` 900/- (with bills)

( C Class)+Conveyance on actual by Auto.


33/44

Page | 33

Town Classification

A

classMetros:Chennai, Delhi, Kolkata, Mumbai and Hyderabad, Bangalore

Bclass

South: Vijayawada, Vizag, Coimbatore, Kochi, TrivandrumNorth: Lucknow, Jaipur, Chandigarh, Dehradun, Jammu

East: Patna, Ranchi, Guwahati, Jamshedpur, Siliguri, BhubneshwarWest: Nagpur, Nasik, Aurangabad, Baroda, Surat, Raipur, Goa,Pune, Ahmedabad, Indore.

C

class

All State Capitals, other than those mentioned above, and

South: Coonor, Trichy, Salem, Calicut, Palghat, Madurai,Rajahmundry, Kakinada, Warangal, Mangalore, Mysore, Hubli,Shimoga

West: Rajkot, Rajpur, Bhopal

North: Kanpur, Gorakhpur, Bareilly, Meerut, Aligarh, Nainital,

Bikaner, Jodhpur, Udaipur, Ludhiana, Ambala, Amritsar, Agra,Ghaziabad, Allahabad, Varanasi

East: Dhanbad, Asansol, Durgapur, Dibrugarh, Silchar, Rourkela.

HillStation

Kullu, Manali, Mandi, Dalhausie, Dharamshala, McLoedganj, Shimla,Jammu, Katra, Srinagar, Kangra, Darjeeling, Mussorie, Ooty,Kodaikanal, Shillong, Gangtok, Thimphu, Paro, Phuentsholing,

Imphal, Dimapur, Aizwal

Hill Stations will be equated with B class town allowances.

Any deviation from the above has to be approved by an ILT Member, in additionto the Reporting Manager.

6. Stay in ones own arrangement (non-hotel stay)

a) Fixed Travel Expenses (TE)-if an employee does not stay in a hotel,

Company provided accommodation, including transit flat:

Town Category ST, D11-D12 D13

Fixed TE A Class ` 300/- per day ` 300/- per day

(non-hotel stay) B & C Class ` 250/- per day ` 250/- per day

b) Fixed TE cannot be claimed when an employee leaves and returns to his

location on the same day. However, actual expenses may be reimbursed up

to half-a-days TE, and half- a-days incidentals.

c) Fixed TE covers all heads of expenditure excepting taxi/transport and food

(on actuals). It is inclusive of all other incidentals.


34/44

Page | 34

d) Cut-off timing for claiming TE

Departure from Base Location before 12 Noon Full TE

Departure from Base Location after 12 Noon Half TE

Arrival at Base Location before 12 Noon Half TE

Arrival at Base Location after 12 Noon Full TE

Departure and arrival at Base location on same day Half TE (on actuals).

e) When an employee travels with spouse, children or both, and the Companypays their fare, maximum of 50% of TE/incidentals can be charged towardsexpenses incurred, in addition to his/her own TE.

f) Incidentals must be clearly mentioned and will be as per entitlements.g) Tickets are required for one-way fare exceeding Rs. 300/-.h) If travel is undertaken in a shared taxi and the amount exceeds Rs.300/-

one way, the Reporting Manager's approval would be required.i) For the day of work where the boarding and lodging has been taken care of

by the Company, Fixed TE cannot be claimed.j) Fixed TE cannot be claimed when an employee attends any Meeting &

Annual Conference organised by the company.

7. International travel

Vice President - HR can be contacted for the International travel rules, as andwhen the need arises.


35/44

Page | 35

20. Meetings

1) Area Heads and Senior Sales Officers-Channel Development can claimexpenses for monthly meetings organised by them, as per the details below:

Description Amount

Meeting Room charges Up to ` 1,000/-

Food Up to ` 150/- per participant

LCD Projector hire chargesUp to ` 1,200/- (with Regional

Sales Manager approval)

2) The meeting should be conducted in the RSO or depot location and up-country.


36/44

Page | 36

21. Telecommunication infrastructure1. SIM Card

a) All employees, other than Sales Trainees, Sales Officers and Senior Sales

Officers are provided with a SIM Card to be used for official purpose.

Personal calls should be indicated on the monthly bill and the amount will

be deducted from the salary.

The SIM Card should be handed back to the Company/designated person

upon resignation.

b) Sales Trainees, Sales Officers and Senior Sales Officers using mobile

phones for official purpose will be reimbursed in their monthly salary,

towards telephone expenses reimbursement. A letter to this effect will

be issued by HR Department.In case, the place of posting of an employee changes to another territorywhere the telephone allowance is higher or lower, this allowance willchange depending on the place of posting.

The employee should intimate HR Department in case there is a changein the mobile number. If the number is not updated with the Company

records such as myCompass and with the Regional Sales Assistant, theabove amount shall be withdrawn.

2. Internet Connectivity

Reimbursement of usage of Internet by field Sales personnel for official purposes

Grades Internet reimbursement

ST ` 250/- p.m.

D11 - D13 On Actual with bills.


37/44

Page | 37

3. Laptop & Data card

a) Employees who are issued Laptops will be provided with a Data Card tobe used for official purposes.

b) In case an employee resigns, the Laptop & Datacard should be handedback to the Company/designated person.

4. Blackberry

a) Area Heads in Grade D13 will be provided with a Blackberry.b) When an employee resigns, the Blackberry should be handed back to the

Company/designated person.


38/44

Page | 38

22. Gratuity

1. Employees who complete 5 years of continuous service with the Company areentitled to receive Gratuity.

2. Gratuity is calculated on the basis of (Last drawn monthly basic salary)/26 x 15x number of years of service in the Company (26 represents the number ofworking days and 15 represents half-a-month). For calculating Gratuity, morethan six months of service will be considered as one year.

3. Payment of Gratuity is governed by the Payment of Gratuity Act, 1972. Theamount of Gratuity paid will be taxable as per the Income Tax Act 1961, asamended from time to time.

4. All employees should make their nominations for Gratuity, in the prescribedformat, given at the time of joining.


39/44

Page | 39

23. Retirement1. Procedure

a) Employees will retire from the services of the Company on completion of 58years of age. Any departure from this will be at the discretion of the ILT -India Leadership Team.

b) All classified documents and important documents must be handed over tothe Reporting Manager.

2. Resettlement on retirement

a) As a measure of support and at the discretion of the Company, assistancemay be provided to the employee or his/her family:

i) On retiring with the consent of the Company or at the insistence of theCompany.

ii) On resignation on medical grounds.iii) In the event of the death of the employee while in service.

b) Fares to the place of resettlement will be reimbursed for the employee andhis/her family, as per TE entitlement.

c) Packing, freight and insurance charges will be reimbursed on actuals,

subject to the maximum amount on Transfer, up to the declared hometownor any other destination in India, within the same distance.

d) The assistance, as mentioned above, will be provided on the employeesretirement. However, for specific/personal reasons, a gap up to a maximumof six months between retirement and relocation may be permitted with theprior sanction of the India Leadership Team.

e) Bills relating to packers/transporters will be settled by the Company.

f) An employee who has a company provided vehicle at that time has theoption of purchasing the same at book value or market value, whichever islower.

g) A retiral gift will be given to an employee, as mentioned below:

Grades Amount

D11 to D13 ` 15,000/-


40/44

Page | 40

24. Provident Fund1. Procedure

a) All employees are required to join the exempted Provident Fund Trust of the

Company.

b) A new joinee should submit Form 13 to the ATFL Provident Fund Trust, if

applicable.

c) Nomination Forms, Form II in triplicate for the Agro Tech Foods ProvidentFund, duly filled in, should be sent to the HR Department.

d) Whenever an unmarried employee gets married, he/she should complete

and submit a fresh Nomination Form, in triplicate, if he/she wishes to

change the nomination.

2. Contribution

a) Each employee will contribute 12% of his/her Basic Salary and the

Company shall contribute a matching contribution of 12%.

b) An employee may voluntarily contribute an additional percentage of his/

her Basic Salary to the PF, but will receive no matching contribution from

the Company.

c) Out of the 12% of Companys contribution, part allocation is made to the

Employee Pension Scheme 1995 of the Government.


41/44

Page | 41

25. Superannuation1. The Company has a Superannuation Fund Agro Tech Foods Superannuation

Fund, to extend pension benefits to its employees.

2. Employee can choose a 1% or 15% contribution towards superannuation fund.In case any employee opts for 1% contribution; the balance 14% of basic will

be paid as choice pay subject to tax.

3. Employees opting for 1% contribution can increase their contribution once in ayear in the month of April. A written communication to this effect needs to besent by employee by 20th of April to HR Department.

4. When an employee leaves the Company, the amount outstanding will betransferred to the superannuation fund of the new employer. In case there isno superannuation fund with the new employer, the employee can continue thefund with ICICI Prudential till they join a Company that has Superannuation.Alternatively, they can also opt for pension.

5. Only an employee who completes 5 years of continuous service in the Companyis eligible for payment of pension.

6. The funds of the Agro Tech Foods Superannuation Fund are currentlyentrusted to ICICI Prudential Life Insurance Company Limited (ICICI Pru), tomanage.


42/44

Page | 42

26. Guidelines On Accepting Gifts

The policy regarding an employee accepting any gift from a business associate is

given below:

a) An employee is expected at all times to work in the interest of the Company. Toensure this principle is not compromised, employees should not accept anygifts from business associates, other than of nominal value such as a small boxof sweets or office stationery/desk accessories.

b) In the event of not being able to decline any gift being offered, the employeeshould bring the matter to the attention of the Reporting Manager or the Vice

President HR at the earliest opportunity, who will advise on how the situationshould be handled.

c) A detailed policy on Gifts has been incorporated in the Companys Code ofConduct. It is also available with the HR Department and can be referred to byany employee when required.

In case of any doubts in the observance of this policy, the matter should be brought to

the attention of the /Vice President - HR.


43/44

Page | 43

27. Communications With The Media1. It is the policy of the Company to maintain open channels of communication

with the Media. However, the handling of Media in all matters pertaining to theCompany will be done exclusively by the India Leadership Team and other

senior management, as identified from time to time.

2. All enquiries, whether written or over the phone, received by any employeefrom the media must be referred to the relevant India Leadership Teammember. No comment of any kind must be made in response to any media orpublic enquiry.

3. If there is any confusion as to the type of enquiry or the Department whoshould handle it, the HR Department should be contacted.

4. All interactions with the media must have approval and clearance from theIndia Leadership Team.

5. Enquiries from customers or general public relating to the Company products orbrands, should be directed to the toll free number +1 800 425 2903.

6. Speeches and personal appearanceAn employee who wishes to make a speech in a conference/seminar should

obtain approval from the Vice President HR. The following details should be

conveyed:

a) Date & venue of the conference/seminar

b) Theme & purpose of the conference/seminar

c) Likely audience

d) Reason for participation


44/44

28. Advisory Services

1. Employees are not authorised to extend advisory or consultancy services toexternal clients or agencies, without prior approval of the Vice President - HR.

2. In case an employee wants to involve himself/herself in a non-profit/charitableprogramme, the same can be done after obtaining prior permission of the ILTMember and Vice President HR.

3. Such involvement should in no way interfere with the employees timecommitment in the office.

4. It should in no way be for any monetary gain.

Documents

a_8_22_Employee Handbook2012 Grades ST, D11 to D13, GT