Corporate HR Policy · New Joinees’, Relocation, Transfer and Guest House Policy 5 4 Attendance and Working Policy 6 5 Leave Policy 7 6 Employee Confirmation Process 8 7 Compensation

`

Corporate HR Policy Corporate Office

5th Floor Lakshmi Narayana Complex

10/1,Palace Road

Bengaluru 560052

`

Operative Policies & Procedures

These policies are applicable to the staff members in

the HO and all units. The field staff will be covered

under separate policy.

The Policies & Procedures contained in this

document are on "current" basis and any change in

these Policies & Procedure will be incorporated after

due authorization and previous version withdrawn

as and when needed.

Though relevant authorities have been incorporated

in the document, the "Delegation of Authority"

document shall prevail vis-à-vis issues pertaining to

the content of this document.

`

Index

Chapter No. Chapter Name

Page

No.Bal Pharma Vision Bal Pharma Mission Bal Pharma Values

1 Talent Acquisition 2-32 Induction 4

3

New Joinees’, Relocation, Transfer

and Guest House Policy 54 Attendance and Working Policy 65 Leave Policy 76 Employee Confirmation Process 87 Compensation & Benefits 9-108 Company Car/Vehicle Policy 119 Mobile Policy 12-1410 Laptop Policy 15-16

11 Salary Advance & Loan Policy 17-1912 Domestic Travel Policy 20-2213 Talent Management 23-24

14

Training, Learning and

Development 2515 Performance Management System 2616 Employee Engagement 2717 Employee Communication Forums 28-31

18

Bal Pharma Ethics & Code of

Conduct policy 3219 Drug And Alcohol Abuse Policy 3320 Equal Opportunities Policy 3421 Harassment and Bullying Policy 3522 IT Policy 36-37

23Employee Separation

38-3924 Gift Policy 40

25 Dress Code Policy 41

Core Values :

Commitment, Trust, Speed, Customer care, Discipline, Adaptability,

Ethics, Employee Development and Integrity.

Purpose and Core Ideology :

To Create wealth for all stakeholders through continuous innovation

and quality health care solution to the global community.

Our Vision:

To be a leading Global Player in Healthcare industry with focus on

innovation , Quality, Products, Processes and Markets

Our Mission:

To provide Dynamic, Scientific, Cost Effective and Quality

Healthcare solutions to the global community through innovation

1 Of 39Reviewed By: Approved By:

1. TALENT ACQUISITION POLICY

Talent Acquisition Approval Matrix:

Any Talent Acquisition across the organization, at any level / function has to be

approved by the concerned authorities as specified in the matrix below:

Roles / DesignationsInterviewing AuthorityPreliminary Final

VP & GM VP HR /GM-HR VP-HR /CEO / MD

DGM-Sr.Manager HOD & GM – HR

HOD, VP-HR

Manager-Assistant

Manager

Reporting Manager

HOD(Minimum GM)

GM – HRExecutives, Officers,

Trainees, Secretarial

Staff

Reporting

Manager,HR

Offer letter Check list:

1. Approved Manpower Requisition Form (MRF)2. Job Description3. Application Form4. Salary Proofs5. Educational Certificates6. Resume (hard copy) of the candidate7. Interview Assessment Sheet (Filled up with specific recommendations by

the concerned Interviewers)8. Background Check Report (For Senior Mangers and Above)9. Reference Checks Details (documented in the specified format)10.Proposed Offer (Existing package & the proposed plan, duly approved by the

concerned authority)


Notice Pay

Bal Pharma will not encourage buying out of notice period of prospective

employees. Any exception has to be authorized by VP-HR, CEO and Managing

director in the form of an email.

Retirement Age

Retirement age is 60 years. Hence no candidate beyond the age of 60 years to be

hired on the organization roles. Birth Certificate, 10th original mark sheet, School

Transfer Certificate, Aadhar Card, Passport, Voters ID, LIC bond, will be

considered for age proof. However, they can be hired as a consultant on a

specialized retainer ship contract.


2. INDUCTION PROCESS

Purpose

The broad aim of the induction process is to welcome the new employee to the

company and help them to effectively integrate with the organisation. Induction

process provides information to new members about our organization, to enable

them to carry out their required role and responsibilities to a high and consistent

standard.

A typical induction programme normally initiated by HR team shall include the following:

A basic introduction to the company, and alignment of the particular department

Information of all legal and statutory requirements

Concise information on HR policies

Introductions to key members of staff

Specific job-role information

Assignment of Buddy to onboarding employees up to AssistantManager

A new employee’s onboarding is greatly enhanced by assigning an office Buddy, afellow employee (other than the manager) who provides advice and guidance onthe different aspects of working at Bal Pharma. A Buddy is also a “sounding board”who offers encouragement as the new employee acclimates to Bal Pharma’s cultureand workplace.

Selection Criteria and Process

The successful Buddy is an employee who fully understands the Company’s cultureand environment (has been at Bal Pharma for at least one year) and wants to be a Buddy.


Additional criteria include:

Time to be accessible and available to the employee.

Familiar with employee’s role and work unit.

A solid performer.

Strong communication and interpersonal skills.

Exemplifies Bal Pharma’s values.

Patience and empathy.

Well regarded and trusted by others.

Individuals can volunteer to be considered as a Buddy or recommended by others. Human Resources and/or the hiring manager can make the final choice based on the selection criteria.

Buddy Responsibilities

In assisting a new employee acclimating to Bal Pharm, a Buddy serves as avaluable resource by creating a trusting relationship and maintainingconfidentiality.

Responsibilities include:

Providing information on policies and procedures.

Identifying resources in the workplace.

Familiarizing the employee to Bal Pharma’s culture, norms, and unwritten guidelines.

Introducing the employee to others in the unit and throughout Bal Pharma.

Taking the employee on an expanded tour of the workplace and campus.

Answering questions and referring the employee to the appropriate resources.


3. NEW JOINEES RELOCATION, TRANSFER & GUEST HOUSE POLICY

Objective:

To provide guidelines on the procedure and processes for transfer To provide guidelines on relocation policies to new joinees in order to

accommodate the transition of the employees to the new location to accomplish

the organizational goals and for development of the employee. To facilitate Balpharmites movement in a smooth manner and to provide non

refundable financial assistance for moving Balpharmites and their family and

luggage/belongings etc. To define guidelines for entitlements on transfer for executives between

locations and Units.

Eligibility:

Serving employees and Prospective employees of Bal Pharma who are transferred

or joining the company from a different State location within the country,

relocation is offered to them as a part of their offer subject to management

discretion.

Entitlement:

One way travel for self and family (spouse, dependent children and dependent

parents) restricted to IInd or IIIrd AC equivalent.

Reimbursement of freight forwarding charges (by road / train), packing and

transit insurance expenses ranging upto maximum of Rs.10000/- for internal

transfer for Managers and above only. Reimbursement of freight forwarding

charges (by road / train), packing and transit insurance expenses ranging upto

maximum of Rs.25000/- for new joiners in the rank of AGM and above only,

subject to management discretion and against production of bills.

a) The allowance is payable only after completion of two months of service with the


organization.

b) The allowance need to be claimed within 4 months from date of joining.

Guest House Entititlement :

New Joining Employees will be given accommodation at guest house / hotel for 7

to 10 days during which the employee is required to identify a house as per his

requirements. Finalization of the guest house / hotel accommodation to be done

by the administration coordinator based on the inputs from the HR department.

Transfer related expenses would be debited to the concerned function.

4. ATTENDANCE & WORKING HOURS POLICY (FOR HO AND

REGIONAL OFFICES)

Guidelines

Office Timing:

All locations will be following the prevailing timings for General as well as other

shifts as communicated by respective HR from time to time. These timings will not

be applicable to Office Boys/Telephone Operators/Drivers/Peons who are

required to report at different times. Other departments as exceptions shall be

informed by HR Heads.

Weekly Off:

All employees at the corporate office at Bengaluru and Gurugram will have weekly

off on Sundays, 2nd and 3rd Saturdays and 1st, 4th & 5th Saturdays are half day off.

These Weekly off will not be applicable to Office Boys/Drivers/Peons who are

required to report at different times


5. LEAVE POLICY

Scope:

This policy shall be applicable to all full-time employees and trainees at all

locations. This policy is not applicable to workmen, who are governed by separate

policies.

POLICY

All leave entitlements coincide with and determined for the CALENDER YEARfrom 1st January to 31st December.

Employees joining/leaving at any point during this period would get pro-rataleaves.

Individual employee leave record shall be maintained by the HRM Department.

ENTITLEMENT

CAUSAL LEAVE (C.L.)

All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.

Employees joining between 1st January to 15th January shall be eligible for fullentitlement of Casual Leaves for that year.

Employees joining after the 15th January , will be credited C.L. as follows.

MONTH OF JOINING CLENTITLEMENTFOR THE YEAR


JANUARY (16th to 31st) 6.0 DAYSFEBRUARY 6.0 DAYSMARCH 5.5 DAYSAPRIL 5.0 DAYSMAY 4.5 DAYSJUNE 4.0 DAYSJULY 3.5 DAYSAUGUST 3.0 DAYSSEPTEMBER 2.5 DAYSOCTOBER 2.0 DAYSNOVEMBER 1.5 DAYSDECEMBER (1st to 15th Dec.) 1.0 DAYDECEMBER (16th to 31st Dec.) NIL

CL not availed during the year will be lapsed.

In case of new joinee CL can not be availed unless it is earned (i.e. CL earned in the1st month can be availed from 2nd month onwards).

CL can be clubbed with SL but not with EL.

Maximum of 3 days CL can be availed in one spell.

CL can be applied at any time but not less than 0.5 days.

All holidays/weekly off falling in between a spell of CL shall be counted as CL.

Holidays/weekly off days can be suffixed or prefixed to a spell of CL.

No encashment of CL is permissible.

CL should be applied atleast 24 hours in advance in writing. However, in case ofextreme circumstances when person is unable to apply for CL in advance, leavecard duly approved by superior for the same must be given immediately onresuming duty.

SICK LEAVE (S.L.)

All employees including trainees shall be entitled to 5 days of SL in a year.Employees joining any time during the leave year will have pro-rata SL for that


year of joining as per the details given above similar to CL.

No accumulation of SL is permissible. Unavailed SL will lapse.

SL can be clubbed with CL but not with EL.

All holidays/weekly off days falling in between a spell of SL shall be counted as SL.

No encashment of SL is permissible.

Any employee falling sick shall arrange to send information to his superior at theearliest but not later than 24 hours of his absence on account of SL and to applyfor the same in writing immediately on resuming duty.

In case of sickness for more than 3 days, concerned employee must produce amedical certificate either from a Doctor or from a Registered Medical Practitioner.

EARNED LEAVE (E.L.)

An employee is eligible for Earned Leaves if he/she fulfill the condition ofattendance of 240 days in a year.

For calculating 240 days attendance actual days worked + earned leaves availedduring the year to be considered.

Where an employee fulfils the condition of 240 days (as mentionedabove ) but has remained absent or on leave without pay, such anemployee shall be deprived of Earned Leave on pro-rata basis, as perfollowing table :-

NO. OF DAYS(ABSENT/LWP)

DAYS BY WHICH EL TO BE REDUCED

Upto 7 days 08-14 1

15-22 223-29 330-37 438-45 5

46-516


In case of new joinee, during first year, EL will be credited on completion of 1 yearof service.

All staff members shall be entitled to 14 days EL maximum in a calendar year.

EL would be credited to the individual employee’s account only after completion ofone year of his service (one year service means having worked for 240 days ormore days in the previous year). For the purpose of computing 240 days, period ofLWP, unauthorized absence, all period of legal lockout, strike and closures,inclusive of intervening, succeeding and preceding Sundays and holidays shall beexcluded, however, sanctioned leave can be counted as working days.

Employees joining during leave year shall be credited EL in the next year on pro-rata basis. Similarly employees leaving the service shall be given a credit of EL onpro-rata basis.

EL can be clubbed with SL on account of special circumstance likeillness/death in the family. This power rests only with Head of theDepartment & above category of employees.

EL can not be availed for more than 3 times in a year and must not be of less than3 day, weekly off days falling within EL period will be counted as EL. EL can beaccumulated upto a maximum of 45 days. No encashment of EL allowed duringthe continuity of service.

At the time of resignation, retrenchment, termination or dismissal encashment ofEL up to a maximum of 30 days is permissible for staff. The last drawn basic salaryshall be the basis for the encashment of EL.

For availing EL, an employee would be required to apply in writing atleast 7 daysbefore the date on which employee wishes the leaves to commence.

Maternity Leave: Company gives leave to female employees for a maximum 26

weeks as per maternity benefit act 1961.Paternity Leave: Company gives leave to male employees on the birth of child.

Eligibility : Maximum 3 days for confirmed staff, two times in career span.


Compensatory Off : Up to Executive levels permitted and can be approved by Head

& above and such type of leave shall be treated as present.

GENERAL POINTS

All employees have been allotted a leave card which shall be retained / maintainedby the HR Department.

An employees availing leave shall submit a leave application for getting his leavesanctioned and forward the same to the HR for regularization.

All the leaves shall be sanctioned by immediate superior.

Compensatory Off upto Executive levels permitted and can be

approved by Head & above and such type of leave shall be treated as

present.

6. EMPLOYEE CONFIRMATION PROCESS

Objective

To provide clear guidelines on terms, conditions and process flow for confirmation

of services in the organization.

Applicability

It is applicable to all newly joined employees who has joined Bal Pharma on

probation period as per the terms of appointment. This policy does not apply to:

Temporary Employees Casual Employees Retainers Contract Staff Existing permanent employees transferred from one location to other at

their current level or promoted to a new level. Already confirmed employees


Policy:

The probation period for all newly joined employees other than trainees will be as

per the terms of appointment. All the trainees will undergo a training period of

minimum one year, on completion of which they will be confirmed subject to

performance which may be further extended. It is automatically not deemed as

confirmed unless given in writing.

7. COMPENSATION AND BENEFIT POLICY

Objective:

This Policy has been designed with an intention to introduce a uniform

compensation structure and benefits across all locations in India.

Scope :

The policy will be applicable to all staff level employees across the group.

Classification of Grades:

Standard Grades , Bands & Designation for Bal Pharma Employees in India

Staff

Grade

s

Staff

Band Designation

Equivalent Designation for

Various Functions

AE-1

Band -VI

Apprentice Trainee

Apprentice Engg. ( BE

,Diploma , other Trainees under

statutory provisions )

E-1 TraineeTrainee Assistant/ Executive

Trainee/ Trainee ChemistE-2 Assistant Sr. Assistant/Sr. Chemist / Sr.

Supervisor / Sr. Supervisor


E-3 Officer/Sr. Officer Officer / Jr. Officer /Sr.Officer

E-4Executive /

Sr.ExecutiveE-5

Band-V

Assistant ManagerE-6 Deputy ManagerE-7 ManagerE-8 Senior Manager

E-9

Band-IV

Assistant General

Manager

E-10Deputy General

ManagerE-11 General Manager

E-12Band-III

Associate Vice

PresidentE-13 Vice PresidentE-14

Band-IIPresident/CEO

E-15 DirectorE-16 Band - I Managing Director

8. COMPANY CAR/VEHICLE POLICY

1. Objective:

Company Car Policy has been formulated in order to introduce an employee

friendly and easy to car scheme in the company .

2. Scope:

Employees in Grade of GM and above are entitled for Car. In case of own car

employee will be eligible for car allowance and the fuel reimbursement at following

rates:

Grade/ Level Fuel Reimbursement per month

GM to AVP 3000

VP/President Actual


CEO/Director Actual

Managing Director Actual

Vehicle Maintenance : All vehicle maintenance reimbursements are subject to

approval of respective HODs. An amount ranging from Rs.3000- to Rs.5000/- is

allowed for routine service (i.e. every 10,000 Kms or 6 months whichever is

earlier). Any other repairs other than routine service are to be done through

company nominated service centres only. The Admin department shall co-ordinate

the same.

For repair charges, other than the routine maintenance charges including

accidents - a) the vehicle user shall bear 50% of repair expenses for new vehicles

upto 3 years b) between 3 Years upto 5 years 25% repair expenses shall be borne

by the vehicle user c) after 5 years, the company shall bear the full cost of repairs .

All non routine maintenance and repairs charges estimated above Rs.5000/- upto

Rs.20000/- shall be done after the approval of admin department. Above

Rs.20000/-, MD’s approval is mandatory.

Traffic Violations & Penalties : All fines/challan/penalties will have be cleared

by the respective vehicle user. The company shall not reimburse the same.

Note: All entitlement and benefits are subject to the management discretion and

written approval.

9. MOBILE POLICY

Objectives:

To facilitate employees 24 hours connectivity and assist them in making business

related calls to meet official exigencies.


To Provide guidelines related to Mobile Handset and Services

Scope : To provide mobile facility to employee as per his /her job requirements,

business exigencies and needs.

Policy: Employee can buy an instrument of his/her choice subject to

the following limits

Level/Designation Max. Amount Reimbursement

CEO /Director Actuals

VP/President Actuals

GM/AVP Up to 18000/-

DGM/ AGM Up to Rs.12000/-

Sr.Mgr/Mgr Up to Rs.8000/-

Dy.Mgr/Asst.Mgr Up to Rs.5000/-

Note: The above entitlements are not applicable to field staff. All entitlement and

benefits are subject to the management discretion and written approval.

Limit of Usage

Permission usage limit per month:

Level/Designation Entitlement PM

VP & above Actual

AVP/GM Rs.1500/-pm

DGM/ AGM Rs.1000/-pm

Sr.Mgr/Mgr Rs.750/-pm

Dy.Mgr/Asst.Mgr/Execu

tives

Rs.350/- to 500/-pm

Note: Limit can go beyond permissible amount for employees, if their job requires16 Of 39

Reviewed By: Approved By:

extensive calling. However such cases would need one time approval from VP-

HR/CEO/MD. The above entitlements are not applicable to field staff.

Rules :

In the event of any employee leaving with in the 3 years from the date of such

disbursal towards purchase of instrument, the company will deduct part of amount

as per following table

Up to one year 75% deduction

More than one year to

less than two years

60% deduction

More than two years to

less than three years

40% deduction

In case the monthly bill is over the permissible limit, then it needs to be

approved by the functional head and needs to be submitted to the

administration department within 7 days on the receipt of the bill.

All new joiners would be entitled to this policy subject to their level and

approval from their functional heads and by the management.

Note:All entitlement and benefits are subject to the management discretion and

written approval.

10. LAPTOP POLICY

Objective:

To provide the Laptops to Executives whose job demands that information

in the form of documentation, data and presentations is readily available on


the laptop.

To analyze and communicate any information relevant to their business.

To get an easy access to Internet & Knowledge Management.

To make speedy decisions.

Scope:

Level Model

Top Management Apple/Sony Vaio / Similar

GM HCL /HP/Similar

DGMLenovo (Based on the approval from Functional

Head).

Below DGMAny model which is in good working condition to

be decided by EDP department

Approval Process:

Respective department head will send the request to IT department for

1) New joiners who are at AGM and above level at HO, regional offices and plants

and

2) Any employee who gets promoted to AGM and above level (if they have not been

issued a laptop earlier).

3) The company reserves the right to ask the employee to use personal laptop and

reimbursement of upto Rs.1000/- per month can be availed for a period of 15

months.

3) Any exceptions to the above shall be made subject to MD’s approval only.


Rules: The IT Department shall negotiate with computer manufacturers to get the

best rates for laptops.Damages: Any defects/ damages to the laptop due to

negligence/breakage/improper usage shall be recovered from the employee.

11. SALARY ADVANCE POLICY

This facility is extended to cater for some short term financial needs of the

employees.

1. SCOPE

All confirmed employees after completion of one year of service in case of exigency

and emergency .

2. POLICY

Employee can avail salary advance to meet the urgent funds requirements

like Self Marriage/ Dependent’s Marriage / House Purchase / Medical

Expenses with proper receipts.

Eligible employee will apply for salary advance on prescribed application

through his/her department /Functional Head and Head HR.


HR will process the salary advance request based on eligibility.

Salary advance should not be more than 75% of average net salary of last

three months. Salary advance will be recovered in the same month’s salary.

Employee can avail salary advance twice in a financial year.

Employees serving notice period will not be eligible for salary advance.

LOAN POLICY

The Company will give Loans to employees on medical & personal emergencies on

basis grade, salary and commitment to the Company.

Eligibility

One years of continuous service.

There should be no advance / loan outstanding against the individual at the

time of the application of advance / loan.

The advance /loan permissible only once in year.

Purpose

Medical Emergency self or dependent

Marriage of self or dependent

Entitlement

Loan shall be limited to :


Designation Eligibility

GM and Above Three Months Gross Salary

Manager Two Months

Executives One Month

Repayment of Loan

The amount will be recovered in equal monthly instalment (Maximum of 10

instalment), commencing from the subsequent month of the disbursement

of such loans.

In the case of termination of employment, the company will withhold the

individual’s final settlement.

Procedure for availing loan

The application for loan/ advance should be submitted to HOD in the

prescribed form

The application should be recommended by the concerned HOD.

The application will be forwarded to the corporate HR.

The HR will take the approval from the management on the application and

inform the applicant.

12. DOMESTIC TRAVEL POLICY

Objective:

To inform all concerned the Entitlement, Requirements and Formalities to be

followed for domestic travel on official work.


To provide necessary guidelines for obtaining Tickets, Advances and other

facilities To state clearly the Lodging/Boarding, Local Conveyance allowance

entitlement. To indicate broadly, rules governing Domestic travel on official work. To facilitate reimbursement of official expenses by an employee and not for

his/her profit.

Mode of Travel:

Level Mode of Travel Outdoor Conveyance

VP and

above

Economy Air / 1st /2nd AC

RailHired AC Taxi(Car make <= 1600 cc)

GM- AGMEconomy Air / IInd/3AC/ AC

Class Rail/Vovlvo Bus /CC

Hired AC Taxi/ Point to point AC taxi. (Car

make <= 1200 cc) Hatch Back /Small Car/ Cab

aggregators (Ola/Uber)Sr.Manager

– ManagerIInd Class AC Rail / AC Bus

Cab aggregators (Ola/Uber), Point-to-point

TaxiDeputy

Manager–

Officer

3 Tier AC Rail / AC BusCab aggregators (Ola/Uber), Point-to-point

Taxi / Economical mode of Transport

Assistant

Officer and

Below

Sleeper Class Rail / Non AC

BusEconomical mode of Transport

Cities Level

Lodging (Based on

actuals subject to a

maximum of the

following amounts)

Daily

Allowance(

Against

Bill)

Metros &

Bangalore

Director/President/VP/CEO On Actuals On Actuals

AVP Rs. 6,000/- per day On Actuals

GM – AGM Rs. 4,000/- per day Rs.1000/-

Sr.Manager – Manager Rs. 2,500/- per day Rs.750/-per

day22 Of 39

Reviewed By: Approved By:

Deputy Manager -Assistant Manager Rs. 1,500/- per day Rs.600/-

Others Rs. 800/- per day Rs.450/-

State Capitals



GM – AGM Rs. 3,000/- per day Rs.1,000/ -

Sr.Manager – Manager Rs. 2,000/- per day Rs.750/-

Deputy Manager -Assistant Manager Rs. 1,000/- per day Rs.600/-


Other Cities



GM – AGM Rs. 2,500/- per day Rs.1,000/-

Sr.Manager – Manager Rs. 1,500/- per day Rs.750/-

Deputy Manager -Assitant Manager Rs. 850/- per day Rs.600/-


Note: All entitlement and benefits are subject to the management discretion and

written approval. Air tickets shall not be booked for destinations which can be

reached within 8 hours overnight. Employees traveling to such destinations shall

travel by rail or road depending on convenience and ticket availability. Approval

needs to be obtained at least 15 to 21 days in advance to take advantage of dynamic

air fares. Any exception has to be validated by MD. Employees who do not travel

frequently should compulsorily obtain approval for any air ticket booking.


Local Conveyance : Company vehicles can be availed subject to availability and

approval only. Employees shall use the own vehicle/auto rickshaws/cab

aggregator (Ola/Uber) facilities for local conveyance.

Reimbursement : The claim shall be submitted within 2 days of travel. The

reimbursement shall be as follows

1. Cab Aggregators : Actuals as per the invoice

2. Auto : Actuals

3. Two Wheelers : Rs. 3.25/Kms

4. 4 Wheelers : Rs.6.50/ Kms

It is expected that staff with their own conveyance would use the same

and claim the reimbursement provided

13. TALENT MANAGEMENT

Introduction:

To support the above ambitious strategy and enable business success, we are

investing in:

Attracting Developing & Retaining highest quality of human capital.

The intent is to build a high performance management culture across group

companies, backed by world class processes operating on a value framework.

The twin pillars of Education and Systems & Processes will enable to identify high

performance and high potential people and build future leadership.


Objective:

A comprehensive talent management process put to place at Bal Pharma focuses to

develop the leadership bench strength of the organization.

Scope:

It initiates with identification of the critical talent pool for whom customized

individual development plans are drawn up.

Process:

Initiate from where we are today

(1) with identification of the critical talent pool

(2) for whom customized individual development plans are drawn up

(3) to enable them shape themselves as the succession pipeline to the business

critical roles.

(4) As successors, they propel the organization on a growth trajectory,

(5) therefore establishing themselves as the potential leadership team.

(6) This leadership team, through its vision and strategic positioning would finally

help Bal Pharma achieve Disha.

This talent management initiative focuses on two key elements of this critical

exercise – Succession Mapping and Individual Development Plans.


14. TRAINING, LEARNING & DEVELOPMENT POLICY

1. OBJECTIVE:

To establish a clear process for identifying and prioritizing training and

development needs of staff level employees of Bal Pharma.

To ensure the development needs of the employees are assessed periodically

and programs are organized to bridge the gaps to ensure the desired level of

performance.

To ensure that appropriate training and development opportunities are

provided for employees at organizational and individual levels

To develop a detailed training calendar and a training curriculum for the

eligible employees to enable them meet the organizational objectives

To ensure that the budgets allocated for training and development are utilized

effectively and equitably.Policy :The training needs assessment serves as basic document to understand the

training requirements. The HODs shall assess the training requirements of each of

his team member based on the skill and competency gaps.

HR would prepare an annual training calender which would be categorized into a. General training which would be organization wide b. Specific training which would be to individuals or team that needs specific

skill up-gradation.The mode training whether internal or external and method of training i.e on the

job or class room session will be decided depending on the criticality, non-

availability of internal resource persons and the strength of the target audience.


15. PERFORMANCE MANAGEMENT POLICY

1. OBJECTIVE OF THE POLICY

The objectives of this policy are:

To provide brief understanding of the PMS process, formats and time lines etc

relevant to the performance management system deployed at Bal Pharma

2. SCOPE

This policy is applicable to all full time employees of the Company in the staff

category.

3. ELIGIBILITY

The PMS cycle will be financial year i.e. 1st April to 31st March This policy applies to all employees who are on the rolls of the Company

effective within one year of their joining date. Any employee joining till last day of Q2 (30th September) will be eligible for

the appraisal process in that financial year itself. Employee joining on and after 01 October will be eligible for financial review

in next PMS cycle (01 April – 31 Mar every year) on pro-rata basis. KRA Sheet: All

16. EMPLOYEE ENGAGEMENT

Introduction:

Our talented human capital is our biggest asset and liability and we need to


measure how well it’s adding value. Employee Engagement is an increasingly

important human capital metric as engagement levels correlates with business

performance and measuring it tells us how well we are doing in the competition for

talent. Driving Engagement levels higher improves our ability to attract, motivate

and retain talent and so generates value from our human capital investment.

Employee Engagement Activities :

Birthday emails

Birthday Celebrations

Motivational Talks

Counselling

Picnics and Outings

Employee of the month awards

17. EMPLOYEE COMMUNICATION

Introduction:

Even the best employees cannot perform well without clear, consistent

communication up, down and across the hierarchy of an organization. Employee

communication provides a venue for bilateral exchange of information between

management and workers and between departments. To build a communication

process and engage and retain productive employees in our organization, we have

developed few employee forums.

Objective:

To establish a formal two way communication between management and the

employees


To share the business progress and future plans. To provide employees with an informal platform to discuss issues, processes

and Objective and provide viable solution if any. To facilitate knowledge sharing.

Scope: Employee Communication Process covers all employees of Bal Pharma

across all location in India.

Monthly Departmental Meetings (MDM )

What is MDM?

The Monthly Departmental Meetings is an employee engagement initiative aimed

at promoting communication, transparency, engagement and emotional connects

within members of a department.

It will be a monthly meeting chaired by the HOD /Unit Head

Objective of MDM :

To establish a formal 2 way communication between the HOD and members

of the said department To share and assess progress of the Dept. BSC and realign efforts to enable

the dept to successfully accomplish the set goals To provide team members an informal platform to discuss internal dept

issues and systems and processes and encourage them to recommend viable

solutions for the same To present teams with the opportunity to conduct Knowledge Sharing

Sessions.

Process of MDM:

1. HR department will coordinate with Business Head / Function Head /HOD to


create a quarterly calendar

2. Meeting Chair to send out calendar invites to respective team members (1 week

prior)

3. HR department to coordinate with Meeting Chair on Agenda and presentation if

any.

4. HR department to facilitate venue and logistics on the decided date.

5. Standard Agenda (suggested)

Review

o Review of previous MOMs

o Current monthly status

o Plan for next month

Announcements (if any) Achievements (if any) Issues to be discussed along with solutions and recommendations. Q & A session.

6. The minutes of the meetings shall be prepared.

7. HR department to circulate updates MOM to all member of the dept.

Business Head / Function Head / HOD to nominate an internal team member

to track progress and achievement of action points

Point to note:

1. Duration: not to exceed 60 mins.

2. Informal Setting - Businesses to try accommodating meetings at respective

boardrooms

HR department to be facilitator and reviewer for the effectiveness of the meetings.

Questionnaires to be circulated to the participants for feedback and


communication for improvement.

TOWN HALL

What is a Town Hall?

Corporate and organizations, conduct town halls as per the needs of the

business and communication requirement where large group of employees

are invited together for a meeting with the purpose of communicating either

or all of the following : Critical business events or plans, Announcing any important company developments, Plan for response to competitors or Drive any specific change agenda across the organization, etc.

Benefits of Town Hall

Employee communication can help your organization reach the next level

and emerge from economic challenges ahead of the rest. Communicating with employees helps boost employees during tough times

Provides a platform to allow employees to express their opinions. Town halls allow the company's leadership to hear a variety of perspectives,

connect at a grassroots level Leadership has lots of channels to get content and information from the

bottom up. The whole idea behind the town meeting is to facilitate both top- bottom and

bottom-up communication.

8. BAL PHARMA ETHICS AND CODE OF CONDUCT POLICY

Ethics and Code of Conduct: An Introductory Statement

To support the company’s Vision and Mission, Bal Pharmasets forth the ideals of

motivation, lifelong learning, service to others, and enrichment through diversity,

commitment to excellence, mutual respect, and personal integrity. The Company is


guided by the belief that a sense of true society is achieved when these ideals and

values are reflected in the behavior of its employees towards one another.

Bal Pharmites committed to create an atmosphere of respect and civility amongst

its employees.

Code of Ethics redefines the expected behaviour of employees and stakeholders

with each other.

As employees of the organization, our interactions with one another are to be

guided by these principles as set forth in the Code of Ethics developed through The

Company’s governance process. In order to make this a living document, each

member of the organization must commit to these standards and promote its

general principles. Failure to follow this Code of Ethics will call for Disciplinary

action.

The ethics document covers following six sections:

Corporate Responsibilities to Employees and Associates Basic Ethics and Conduct Code for Employees and Associates Responsibilities and obligations to all Stakeholders Fair Competition Fair Transactions Responsibilities to Society and Country

19. DRUG AND ALCOHOL ABUSE POLICY

The Company recognizes that alcohol and drug abuse related problems are an area

of health and social concern. It also recognizes that a member of staff with such

problems needs help and support from his / her employer.

Policy:

1. The company will not hire anyone who is known to currently addicted to

alcohol and drugs abuse.

2. The company will educate and inform its employees about the health


consequences of drug and alcohol abuse.

3. Employees must report to work in a fit condition to perform their duties.

Being under the influence of drugs or alcohol is not acceptable.

4. Any employee on company business, on or off company premises, is

prohibited from purchasing, transferring, using or possessing illicit drugs or

using alcohol or prescription drugs in any way that is illegal.

5. Employees will not be terminated for voluntarily seeking assistance for a

substance abuse problem; however, continued performance, attendance or

behavioral problems may result in loss of a job.

6. Employees on physician-prescribed medication must notify a designated

company official if there's likelihood that such medication could affect job

performance and safety.

7. Employees engaged in off-the-job drug or alcohol involvement may be

considered to be in violation of the company substance abuse policy.

8. Where available evidence warrants, the company will bring matters of illegal

drug or alcohol use to the attention of appropriate law enforcement

authorities.

20. EQUAL OPPORTUNITIES POLICY

1. OBJECTIVE:

To ensure that no Balpharmites receives less favourable facilities or treatment on

rounds of sex, marital status, disability, race, colour, nationality, ethnic origin,

religion, dependents or age

2. SCOPE:


This policy is applicable to all Balpharmites working at different locations.

Policy

Bal Pharma ensures equal employment opportunity in all aspects of the

employer/employee relationship including but not limited to: hiring, upgrading,

and promoting, maintaining or establishing conditions and privileges of

employment, training, providing educational assistance, social and recreational

programs, compensation and benefits, transferring and disciplining, determining

layoffs, reductions in force, recalls, and terminations to all employees without

discrimination because of race, color, age (within statutory limits), marital status,

religion, national origin, sex, sexual orientation, physical or mental disability, or

veteran status, or any other protected class per applicable statute.

21. HARASSMENT AND BULLYING POLICY

1. OBJECTIVE:

The Company recognises that all Bal pharmites have a right to work in an

environment in which the dignity of individuals is respected and which is free from

harassment and bullying. It is committed to eliminating intimidation in any form.

2. Scope :


This policy is applicable to all Balpharmites working at different locations. The

Policy applies to harassment on the grounds of disability, gender, marital status,

sexual orientation, age, creed, colour, race or ethnic origin.

Policy :

Harassment breaches the Company's Equal Opportunities Policy and it is

classified as a serious offence which may result in summary dismissal under the

Disciplinary Procedure. Suitable action would be initiated against the delinquent

employees as per the disciplinary procedure of the company in accordance to the

prevailing laws after due investigations.

22 . IT POLICY

1. OBJECTIVE:

To create awareness on the rightful use of IT assets of the company

2. Scope


Policy :

Core Applications

1. Transmission, distribution, and storage of material or conduct found

unlawful to any local, state, federal or foreign law or regulation is strictly


prohibited. This shall include but is not limited to, unauthorized use of

material that is protected by copyright, trademark or other intellectual

property right, material that establishes an illegal threat or material that

violates export control laws, regulations or trade secret.

2. Employees with internet access may not transmit or distribute any software

licensed to the company or data owned or licensed by the company (including

license keys) without the express written permission of the owner of the

proper license.3. Information marked “For Internal Use Only” or “Confidential”, or whose

contents place it on a similar level, must not be passed on to outsiders

without authorization. Content marked as “Confidential” must always be

transmitted in encrypted form and transmission of content marked as

“Strictly Confidential” is only permitted provided the appropriate measures

have been taken to ensure that disclosure to unauthorized person is

prevented and that the integrity of the information is guaranteed by

encryption.

4. Confidential information relating to internal projects or activities and

developments must not be passed on to outsiders, and may be transferred to

other BAL PHARMA units only in encrypted form or password protected

form.

23. SEPARATION AND FULL & FINAL SETTLEMENT POLICY

1. Objective:

The objective of this Policy is to provide a means by which we will identify

workplace, organizational or human resources factors which may have contributed

to an employee’s decision to leave employment from a given department, with a

view of identifying any trends requiring attention or any opportunities for


improving the HCGA ability to respond to employee issues, and to retain key

people.

A detailed exit process is carried out for all team members leaving the company.

This is necessary from a security, financial, administration, asset management and

information management perspective. The exit process applies to all the

employees leaving the company.

2. Scope

This policy applies to Employees who are resigning from the company, voluntarily.

Notice period & relieving

When an employee resigns, the Reporting Manager should attempt to understand

his reasons and identify means to retain him/her. In case, there is no possibility of

retaining him/her the exit process should be initiated.

The notice period to be served will be as per the terms of appointment.

During the notice period it is essential that the necessary work related information

is transferred to another designated team member under supervision of the Head

of Department or Manager as appropriate.

Exit Interview

On receipt of the resignation letter HR will conduct the exit interview.

The exit interview records are important because they capture the perception ofthe people who are leaving the organization. The exit interview discussion with theteam member is documented and will be shared with the Functional Head andReporting Manager. The exit interview analysis would throw light on how thework, the management and the manager are perceived by the team members.


These could serve as inputs for improvement programs - both for the companyand the Managers themselves.

The exit interview will also facilitate the process of return of all company assetssuch as PCs, laptops, mobile phones, security passes, company cards, etc

Full & final settlement

The employee is to get the necessary sign offs on the clearance form from theconcerned departments and hand over the necessary documents for his/herrelieving to the HR on the last working day for his/her final settlement.

HR will give all the required inputs needed to process the full and final settlementof the team member like accrued leave, pay in lieu of notice etc to the payroll team.

The employee’s final settlement will be processed once all documents are receivedand submitted to the F&A/payroll team. The F&A/payroll team will ensure thatthe team member’s final settlements are carried out within at least two weeks afterthe exit.

24.GIFT POLICY

1. Objective:

To facilitate an uniform gift policy for various occasions.

2. Scope.


Entitlement :

Particular Gift Amt

Dasara Gift Rs.550

Wedding Gift Rs.2000

First New Born Baby Rs.1000


25.DRESS CODE POLICY

1. Objective:

The Uniform Policy is necessary in order to convey a professional image Bal

Pharma its employees. Every employees must behave professional at all times,

both within the workplace and at the time of representing the company.

2. Scope.


Policy :

Prescibed attire should be as follows

Weekday – Formals

Ladies – Formals meaning Sari, Salwar Kameez, Trousers/Skirts (Capries,

Corduroys and jeans are not classified as trousers) with formal tops (Please avoid

tops with bright colors and large prints) sandals or shoes (Sneakers and not

classified as shoes)

Men – Formals meaning Shirts / Slacks and trousers with Shoes (Corduroys and

jeans are not classified as trousers)

Weekends – Smart Casuals

Ladies – Jeans, Corduroys, Sneakers / Shoes/ Sandals, t-shirts with collar only,

and casual tops.

Men – Jeans, Corduroys, Sneakers / Shoes, t-shirts with collar only, Shirts, t-

shirts or shirts to be tucked in (Please avoid sandals, cargo’s etc..,).


Documents

Corporate HR Policy · New Joinees’, Relocation, Transfer and Guest House Policy 5 4 Attendance and Working Policy 6 5 Leave Policy 7 6 Employee Confirmation Process 8 7 Compensation