Employee Handbook (4) - 19-Nov-10

8/2/2019 Employee Handbook (4) - 19-Nov-10

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Employee Handbook Document No - HR-ISO-002 Issue No - Ver 1.0

Date of Issue - 1-Jul-10 Retention Period - Continuous Rev Status - 0 Rev Date - 0

Prepared by Sr. HR Executive Reviewed by Manager HR Approved by Director Operations Page 1

in

EMPLOYEE HANDBOOK

An over view of the systems, procedures and policies atAirvana Networks India Private Limited

Bangalore


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Contents

1. About Airvana Networks India2. Quality Policy & Mission statement3. Employee Induction4. Business Hours5. Identification6. Dress Code7. Personal Information8. Prohibition of Outside Employment9. Cafeteria Services10.Workplace Harassment11.

Code of Business Conduct & Ethics12.Open Door Policy

13.Unethical Practices14.Business Accessories15.Compensation16.Career Progression17.Performance Appraisals18.Separation19.Travel Policy20.Employee - Advance Requests21. Insurance22.Leave & Holidays23.Higher Education24.Employee Recreation25.Welfare26.Use of electronic systems27.Software Licensing28.Airvana India Guidelines on Public Discourse by Employees


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1. About the CompanyTransforming The Mobile Experience:

Airvana was founded in 2000 on a vision of mobile broadband everywherelong before itwas popular. Airvana provides network infrastructure products used by wireless operators todeliver mobile broadband services. These products, which are based on Internet Protocoltechnology, enable wireless networks to deliver revenue-generating broadband-qualitymultimedia services to users of mobile phones, laptops, and other mobile devices. The company'shigh-performance technology and productsfrom comprehensive Femtocell and convergence

solutions to macro radio access infrastructureenable operators to deliver compelling andconsistent broadband services to mobile subscribers, wherever they are.

2. Quality Policy & Mission StatementAirvana is committed to providing the highest quality products and services to our

customers by:

Consistently meeting or exceeding our customers expectations for product qualityand performance;Providing timely delivery of products and services to meet our customer'srequirements;Working to continuously improve our processes, and systems;

Ensuring that our employees are properly trained so they are better able to serve ourcustomers

3. Employee InductionObjective:

To familiarize all the new employees with the business, employees related policies andculture at Airvana.

Features:

All the new employees will undergo an induction program as detailed below:

General Overview:

Company Overview.

Overview of policies and procedures applicable for the employees by HR, Facilities,Finance and IT.

Technical Overview:

Airvana ProductsDepartmental induction.

An Induction kit would consist of stationery, and all joining forms.


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An Identity card and Swipe card will be issued to the employee on joining. The employee isexpected to carry the same at all times. Allocation of nameplates, visiting cards etc. would beprovided on receipt of the name and designation.

4. Business HoursFor employees working for Airvana India

The general working hours for all employees is 9:30 am 6:00 pm, Monday to Friday, and allemployees in the support groups and senior managers are expected to be available during thegeneral working hours. Employees may be required to work extended hours to meet the

demands of their work, and may avail of flexible working hours as agreed to by their manager.

Late Hours of working:

In order to meet project deadlines or customer requirements, an employee may be delayed

at work or may have to come into work either on weekdays or on weed-ends at odd hours(between 8.30.p.m. and 6.30.a.m). Such employees are given the option to take a city taxi either

to get back home from office or to the office from residence. The employee needs to pay towardsthe use of the taxi and claim the re-imbursement from the company by filing an expensestatement or through the on-line process, as approved by their manager.

Core Business Hours:

All Employees are expected to be in the office between 11AM to 4 PM as this would bethe time during which majority of meetings and discussions are held and no deviations what so

ever is accepted unless the concerned employee has prior approval of his Line Manager.

Attendance:

Access control would be source for attendance and the same would record the entry and exit

times for the employees.

5. IdentificationOn the date of joining, all employees would be issued a temporary swipe card from theFacilities Department

Permanent photo ID card would be provided in a weeks timeEmployees are required to display their ID cards prominently, these are not supposed tobe carried in the wallets and pockets

Employees would be required to display their ID cards to the Security whenever asked, inthe event if it is not produced; security has the right to refuse entry into the premises.

In case of loss of the swipe card (ID Card) please inform the Facilitiesdepartment and they will organize to issue a new one after a weeks time oncethe old card is deactivated in the system. Facilities shall recover Rs.300/- forSwipe Card (Rs.200/- for Access Card alone / Rs.100/- for ID Card alone)towards the cost of the lost card from the pay salary.In the event of the employee leaving the organization the employee shall return the

same to the department.


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Visitor access:

Employees shall meet visitors and suppliers at the conference rooms / reception lounge

only.In case a visitor has to be brought in for official meetings / visit, then the concerned

employee shall authorize the entry of the visitor and obtain a Visitor Badge from thesecurity.The employee shall ensure that the visitor is escorted at all times and not left aloneinside the workplace, till his /her exit.

The visitor shall return the Visitor Badge at the security, enter the time out and sign offand exit. Employees with friends and relatives visiting should ensure that they are notleft unattended at any time and do not cause any damage to the facilities

Security Check:

Employees have to declare with the security any equipment / material, including CDs,books, manuals, floppies etc. which they may be carrying out or bringing in to the

premises.Security is authorized to check the belongings of all visitors and employees as they leave.The checking may be done for everyone or at random.

6. Dress codeAirvana promotes an informal working environment. However, the employee has to adhere to

a certain dress code. All employees must have appropriate footwear at all times. During customer

visits, all employees may be requested to wear formal business attire.

7. Personal informationEmployees need to ensure that the HR department has their personal information on the file.

This comes in handy in case of unforeseen emergencies. Please ensure that the following

information is updated on the HR records at all times.

Home Address

Contact PersonAlternative contact in case of emergencies

Phone NumberBlood Group

Any other instructions in case of emergencies (medical history, allergies)

8. Prohibition of Outside employmentThis means any form of personal / professional services by the employee, with or

without compensation.

Employees are specifically prohibited from accepting outside employment asstated above unless they have received a written approval in advance from thecompany. Employees are also prohibited from providing consultation, testimony, orassistance in any form to outside Companies, Competitors etc.


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9. Cafeteria servicesFor the convenience of Airvana employees, cafeteria can be utilized for lunch & snacks. Feed

back regarding the quality of food may be given [email protected]

10. Workplace Harassment PolicyAirvanas policy is to provide its employees with a work environment free from all forms of

harassment, whether physical or verbal, that is based on an employees race, color, sex, age,religion, national origin, marital status, ancestry, pregnancy, physical or mental disability, sexualorientation, genetic information, or other characteristic protected by applicable law.

This policy extends to each and every level of the Companys operations. Accordingly,

harassment, or unwelcome conduct, whether by a fellow employee, manager, supervisor or non-employee doing business with the Company, will not be tolerated. In furtherance of the

Companys policy to provide each employee with a work environment free from harassment, theCompany requires that each of its supervisors and managers be responsible for the prevention

and elimination of all forms of harassment within their respective departments.

11.Code of Business Conduct and EthicsThis Code of Business Conduct and Ethics (the Code) sets forth legal and ethical standards

of conduct for directors, officers and employees of Airvana, Inc.(the company).

This Code is intended to deter wrongdoing and to promote the conduct of all Companybusiness in accordance with high standards of integrity and in compliance with all applicable lawsand regulations. This Code applies to the Company and all of its subsidiaries and other businessentities controlled by it worldwide.

Code of Business Conduct and Ethics covers the following areas such as, Compliance withLaws, Rules and Regulations, Conflicts of Interest, Insider Trading, Confidentiality, Honest andEthical Conduct and Fair Dealing, Protection and Proper Use of Corporate Assets, Gifts and

Gratuities, Accuracy of Books and Records and Public Reports, Concerns Regarding Accounting orAuditing Matters, Dealings with Independent Auditors, Waivers of this Code of Business Conductand Ethics, Reporting and Compliance Procedures, Dissemination and Amendment .Employees

are required to adhere to the policies as if is certified every year Globally.

12.Open Door PolicyTo maintain an open and productive working environment and one that is responsive to

employee problems and concerns, employees are encouraged to discuss their concerns with their

immediate supervisor.

If the immediate supervisor is unable to find a solution that is satisfactory, the employee can

discuss the situation with the immediate supervisors manager. Ifnecessary, further discussioncan be arranged with the Human Resources Administrator of high-level management. If anemployee feels he or she is the victim of harassment, discrimination or unfair treatment of anykind, he or she should use the Open Door Policy.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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13.Un-ethical Practices:Activities of the following nature are considered Un-ethical

Downloading / Uploading of games, sexually obscene or explicit materialUnauthorized transfer of proprietary information such as documents, source code and so

on.Unreasonable personal use e.g. religious, propaganda, hate mails, chain mails etc.

Further, any act that is deemed as intent to harm or harass a fellow employee or an actof sabotage is considered a serious violation and will result in immediate termination.

Some examples of such acts are,

Using another person machine or account to send harassing mail under their identity.

Pranks and acts of sabotage such as deliberately modifying configurations files orprograms that impact one or more users.Undue favor shown to any vendor.

14.Business AccessoriesCell phones:

Employees holding positions of accountability in various projects and overall deliveryresponsibility may be required to be available on call. Such employees as recommended by theirmanagers shall be provided with mobile phones.

Employees are expected to use these facilities effectively and take adequate precautions toavoid misuse or loss of the instruments. Any missed calls should be returned at the earliestpossible time.

In the event, cell phone instruments (Sim Card, Cell phone Instruments, BlackberrySupporting Cell phone) are lost due to employees negligence; cost of replacement will be to theaccount of the employee. Mobile phones may be used for personal calls so long as the same isreasonable and justified. Employees are advised to mention the amount of personal calls in themonthly statement sent to them for deduction from their salary.

Laptops:

On a need basis, employees would be given laptops from the company. Employees arerequired to take adequate precautionary measures for its safety and security. In event of loss ofthe laptop, apart from the monetary loss there would be a considerable impact to the businessowing to loss of sensitive company data and information. In case the loss of the laptop (Laptop,

Accessories, Data card), is due to the negligence of the employee, the company reserves theright to claim towards the loss from the employee. All employees who are using Laptops outsidethe office are required to submit the Laptop Declaration form to Facilities Department.

Filing Cabinets:

All the employees are provided with filing cabinet at their work location to stock up theofficial documents. In the event of loss of cabinet key, please inform the Facilities department


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and they will organize to issue a new one after a weeks time. Facilities shall recover Rs.125/ -towards the cost of the lost key from the pay salary.

15.CompensationThe employees compensation and reward structure is a sacred contract between the

employee and the company and the employee is expected not to divulge details to others. Anybreach of this policy may be considered to be a serious breach leading to termination.

All compensation issues needing discussions should be brought to the attention of the Head

of HR.

Promotions:

Pay for Performance - Promote for Potential

Promotions are not time bound and an employees potential to shoulder additional

responsibilities and accountability determines his or her growth to the next level.

16.Career ProgressionAirvana, as a product development company involved in highly technical work, recognizes the

value of technical as well as managerial contributions and prides itself in providing growth

opportunities in both spheres. The career growth for employees pursuing both the technical ormanagerial ladder and employees belonging to other functions is depicted in the chart below.

Growth ladder Managerial Stream:

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Growth ladder Technical Stream:

Growth ladder Other Functions:

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Inter Functional Transfers:

Employees showing high performance can avail of opportunities to transfer to other functionsif they so desire, given suitable openings in the other departments and without jeopardizing their

current responsibilities. If the employee aspires to move from once function to another functionwithin the organization, the employee would require contacting his / her manager. The manager

will speak to the manager of that function where the employee wants to move. In event of therebeing a job opening in the function where the employee wants to move and the employee isfound suitable for the same by the concerned manager of the function, then through mutualconsent of the two managers and approval by HR and the department heads, the transfer will

commence. However, the existing managers based on pending work will determine the time linefor the employee release from the existing function to the new function.

17.Employee Performance Appraisal

The appraisal cycle is from January to December. The cut off date for the eligibility is 30thSeptember of the current year.

Salary adjustments, if any, would normally be effected w.e.f 1st April.

While performance bonus and compensation growth are determined by theemployee appraisal, they are not linked and may not happen at the same time.

Ideally the appraisal will conclude within 15 days after the close of the preceding period andthe organization will work towards that target.

The Performance appraisal will be a joint exercise between the individual and the supervisor.Goals will be agreed and set monthly and for each of the periods and achievements against thesame will be reviewed.

HR will roll out details of the appraisal scheme at the appropriate time to the concerneddepartments / individuals.

18.Separation ProcessAn employee may separate from the services of the Company on account of the following

reasons;

ResignationTermination

Resignation:

Employees, who resign from the services of the Company, would be required to undergo anexit interview with the Director / HR Manager, wherein they can give their valuable commentsand suggestions for bringing about any kind of improvement in the organization. An employeewho resigns from the services of the company will have to adhere to the following

All resignations will be submitted to the line manager

The line manager shall forward the same to the HR manager with his / herrecommendations.


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The HR manager will forward the same to the Finance department for settlement of theirduesThe HR manager shall forward the same to the Facilities Manager and Systems group.

A minimum of 1 month notice has to be given as mentioned in the offer letter by theemployee to facilitate smooth transition of the job to another team member. The

sanctioning authority for the notice period lies with the respective line managers.

All proprietary documents shall be handed over to the concerned manager by theemployee prior to his relieving dates.Sick leave cannot be adjusted against shortfall of notice period calculation at the time ofsettlement.Employee needs to sign an Employee Confidentiality and NDS and return the same to the

HR department.Finance department will prepare a final settlement statement and recover dues if any

and settle the full and final settlements during the first week of every month.The HR manager will issue a relieving letter and experience letter to the employee.

Termination:

Termination from the services is of 2 types.

Performance based

If the performance of the employee does not meet the expectations and the same has beencommunicated to the employee and the employee has not shown required improvement, thecompany reserves the right to terminate his/ her employment on grounds of performance notmeeting the required standard.

Disciplinary Action

If the company is convinced that a certain act on part of the employee has a detrimental

effect for the company, the company can decide to terminate his / her services from theCompany.

On termination due to poor performance or due to disciplinary reasons, thetermination would be effective immediately with no eligibility of a notice period.

Misuse of Employee Policy

All the companies process and policy are for the benefit of the employees, however if anemployee is found to misuse the same, by means of fraudulent claims, he/she shall be subject todisciplinary proceeding by the Company, which may include termination of his/ her services or

legal action as well.

19.Travel PolicyAll expenses related to the travel of employees and type of travel.

Local Travel Travel within the city limitsInland travel Travel within India


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Foreign Travel Travel outside India

a. Local Travel Policy

Objective:

Employees are encouraged to use their own vehicle (2 and 4 wheelers) in case of officiallocal travel. This includes customer visits, banks, governments departments etc, this policy seeksto compensate the expenses incurred by the employee, on a per KM rate arrived based on the

type of vehicle used, cost of petrol/diesel, maintenance etc.

Eligibility:

All permanent employees of the company

Any employee using his/her personal vehicle for official purposes or commuting byauto/taxi is entitled to claim re-imbursement of local conveyance expenditure.

Standard Rates for Local Travel:

The rate at which the re-imbursement is calculated is as follows

S.No

Vehicle Rates

1 Auto Actual

2 Taxi Actual

3 Two Wheeler Rs.3.00 per KM

4 Four Wheeler Rs.5.00 per KM

If the employee is required to proceed on Company business from the residence or returndirectly to residence, then the expenditure re-imbursement shall be restricted to the excess ofmileage between the office and the employees residence.

Claim Process:

The employee needs to claim reimbursement through I-expenses tool in order to claim the

amount incurred towards the local conveyance with the approval of his/ her line manager.

b. Inland Travel Policy

Objective:

An employee may be required to travel within the country for official reasons. The purpose ofthis policy is to ensure that the employee gets the most efficient and cost effective mechanism oftravel to accomplish the business objective.


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Eligibility:

Standard Rates for Inland Travel:

S. No Category Rates

1 Travel less than 600 kms 2nd class a/c / Bus / Taxi

2 Travel more than 600 kms Air (Economy class only)

3 Official conveyance Actual

4 Airport Transfers (To & Fro) Actual

5Airport Transfers using ownvehicle

This is governed by the localtravel policy

6 Allowance Per Diem Rs. 400/-

Per Diem to cover boarding and incidental expenses. Company policy requires you to producesupporting bills for at least 50 % of the per diem. In the absence of supporting bills, the per diem

will be considered as an allowance and subject to income tax.

Any travel requests need to have the prior approval of the line manager and if any deviation,require Business heads approval.

Travel Advance:

The employee who needs a travel advance, needs to fill the prescribed form, get it approvedfrom his/her Manager & forward the same to Finance.

Claim Process:

Any employee who undertakes the travel has to fill in the Travel Expenses form, attach allthe bills and tickets and submit the same through I-expenses tool with the line managersapproval.

In case the expense is not reported within a month from the date of travel the same shall be

deducted from the employees salary and the employee can claim re-imbursement anytimeduring the financial year, and the re-imbursement would be settled within 2 weeks of the claim.

c. International Travel Policy

Objective:

To give a view of the eligibility of employees traveling abroad

Eligibility:

Any employee who is designated for on site work by the Company


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Standard Rates for International Travel:

Category Countries Limit per day

Travel Airlines All Countries Air (economy) designatedPer Diem Europe GBP 60

US $ 60

Japan $ 100

China $ 50

Middle East and rest ofthe world

$ 45

SAARC Countries $ 25

Conveyance All Countries

on actual & if the employee isUsing rented car official use,employee will be Reimbursed cost

towards rental charges, petrol,oil and car parkingcharges.

Lodging (Twin

sharing)All Countries

Company rented Apartment or Hotel

identified by the company

Ownaccommodation

All Countries Additional $ 30 per week

With Family All CountriesAdditional $ 100 per month

allowance

Telephone Calls All CountriesOfficial call as per actual & Personalcall at $ 10 per week

Winter ClothingAllowance**

All CountriesOne time reimbursement limit ofRs.10000/- (next claim after 3years)

** Winter Clothing allowance is provided only for the employee to purchase winter specificwarm clothes; items like sweaters, Jacket, Boots, Travel Bag & clothing will be considered. (Evenif the bill is produced for 10 k, only eligible items will be reimbursed-Use expense claim form)

All the above guidelines and rates may change. The exact amount will be intimated at thetime of travel.

Per Diem to cover boarding and incidental expenses. Company policy requires you to

produce supporting bills for at least 50 % of the per diem. In the absence of supportingbills, the per diem will be considered as an allowance and subject to income tax.Where travel exceeds 3 months, employees are allowed to take their spouse and up to a

maximum of 2 children below 12 years of age, on seeking the approval of the linemanager.Any costs related to visa processing/Ticketing etc of the spouse andchildren shall be borne by the employee.


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Where applicable, employees with valid Indian Driving License and / or InternationalDriving Permits can hire cars from Company identified car hire companies such as, Hertz,

Avis or a designated agent.Cost towards IDP is reimbursed to the employee.

A two hour driving license cost in the US is reimbursed to the employee

Employees are covered under the Overseas Medical Insurance.

Employees are expected to have valid passports and are expected to maintain it in avalid state during the travel.

Travel Advance: Travel Advance will be paid on request based on the travel needs.

Travel Procedures:

All travel requests should be sent to [email protected]. All information

related to Travel; Policy, guidelines etc are available on HRIS.

20.Employee - Advance Requestsa) Housing Deposit Advance (convenience lease)b) Vehicle Advance for 2 wheelers

a). Housing Deposit Advance (convenience lease)

Objective:

To support employees to meet the financial obligation towards the housing deposit

Features:

10 months of the deposit (the norm is set by the company for Bangalore and this

may vary from location to location).Employees who have successfully completed six months with the company are

eligible for the Housing AdvanceThis Advance will be recovered in a time frame 12 months. The amount to berecovered each month may not exceed the HRA amount.

In the event of the employee leaving the organization the remaining balance of thedeposit availed by the employee shall be returned back to the company or the sameshall be settled in the final settlement.

Any tax liability arising out of the advance is to the account of the employee.Employees can approach the finance department or HR for clarifications.

Employees are eligible to apply for a second advance once in every two years (if theprevious advance has been settled).

Procedure:

The employee has to fill in the Advance Request Template & Housing depositAdvance application form and forward the same to HR with the approval of Manager.(Forms available in HRIS)

A cheque towards the same shall be given in the name of employee.The employee would be required to produce a copy of the lease agreement andreceipt from the landlord with in a time frame of 2 weeks from the Advance

disbursement date to HR.
mailto:[email protected]:[email protected]:[email protected]


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In the event of the employee leaving the organization or on being terminated, thebalance amount shall be recovered from his final settlement or the same amountneeds to be returned to the company.

b). Vehicle Advance for 2 wheelers

Objective:

To provide an option for all employees to own a Two wheeler

Eligibility:

All employees who have successfully completed six months with the company areeligible for the Vehicle Advance. The amount is recovered in a maximum of 12months.

Any tax liability arising out of the advance is to the account of the employee.Employees can approach the finance department or HR for clarifications.

Employees are eligible to apply for second vehicle advance once in every Two yearsfrom date of closing the previous advance

Vehicle Loan Scheme:

Employees are eligible for a maximum of Rs.75000/- for this purpose.This amount would be recovered in a maximum period of 12 months.

All formalities related to the vehicle registration, tax, insurance etc will be the

responsibility of the employee and the company will not engage themselves in thisprocess.

Procedure:

The employee has to fill in the Advance Request Template & Housing depositAdvance application form and forward the same to HR with the approval of Manager.(Forms available in HRIS)Proforma invoice for the vehicle (in the name of Employee) has to be provided.

The cheque shall be issued in the name of the employee to HR.Once the delivery of the vehicle is taken by the employee a copy of the originalinvoice, registration certificate, and tax paid receipts needs to be submitted to thefinance department.

All the documents related to Vehicle like Invoice, Registration Certificate etc should

be in the name of the employeeIn the event of the employee leaving or being terminated, the employee shall paythe entire outstanding balance of the Advance to the company without which hisrelieving formalities will not be completed.

Note: All tax liabilities on account of the Advance stated above shall be borne bythe employee. Advance approval and the interest rate are at the discretion of thecompany.

Employees can only have one such Advance outstanding at any time.

Employee will have to get the Advance amount approved by the concernedManager after confirming the eligibility from HR.


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Undated signed cheque, in the name of the Company should be submitted to HRbefore the disbursement of the Advance.Once the Advance is fully recovered employee could collect cheque from HR.

21.Employee Insurance BenefitsObjective:

To provide medical and other insurance coverage to all confirmed employees and their directfamily dependents.

Please note that by the very nature of this benefit, coverages and scope may varyfrom year to year. Please see the portal for the latest changes.

Eligibility:

All the employees and in some cases, their direct dependants (spouse, children and

dependant parents)

Insurance Coverage Details, Sum Insured and premium:

a) Medical Insurance:

Every insured employee and his / her dependants are covered through Mediclaim. Thecompany shall pay towards the insurance premium for the employee and direct dependants. Thepresent coverage is for Rs.4,00,000/- (Rupees Four lakhs only) for all the members inclusivewithout any sub-limits towards each of the individual members. (Parents Coverage limited to Rs 1Lakh only). Exclusions and specific limits are posted in the HRIS portal. Employees are requiredto verify the guidelines before availing the benefits / hospitalization etc.

A list of Network hospitals is available in Mediassist website. Cashless hospitalization option isavailable to the employee and his dependent members who are covered under the insurancepolicy in the listed network Hospitals. The claim options, both cashless and non-cashless, are asmade available by the policy details are made available at the time of joining and subscription

to the policy.

b) Critical Illness Benefit:

This benefit provides for an additional amount as a result of the diagnosis of one of the

specified critical illnesses for the employee (only for employee). After notification of illness, thelife assured must be alive for at least 30 days to be able to claim under this benefit.

c) Group Term Insurance Plan:

The plan covers death of an employee due to any cause; accidental or natural.

d) Group Accident Insurance


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Objective:

To provide employees 24 hours accident coverage anywhere in the world in the event of anaccident. The insurance is towards loss of earning ability in the vent of an accident.

The policy covers the following.

Temporary total disability ( e.g. Fracture )Permanent partial disability ( e.g. One leg amputate)Permanent total disability (e.g. Paralysis)

Death due to accident.

In the event of the death of the employee due to accident and permanent total disability, thetotal amount insured will be paid. In the case of permanent disability, depending upon thepercentage of disability (as determined by the insurance company) the employee will get

compensated. In the case of temporary total disability, the employee will get Rs.3000/- per weekup to a maximum of 100 weeks.

In event of separation from the services of the Company, all the above insurancebenefits cease to exist.

Claim Process:

The employee shall download forms from Media assist website and fill up the claimform and attach all the necessary documents (as in the case of a medical insurance).Forward the completed documents to MediAssist.

The insurance company will determines the nature of disability (as indicated above) andcompensate accordingly within 30 days of receiving all the necessary supporting documents(same as the group Mediclaim policy) from the concerned employee.

Procedure for enrolment (Present employee):

At the time of renewal of the insurance policy or a life changing event (such asmarriage), HR department will provide an option to the employee to includeadditional dependant members (if they have not been included earlier).If the employee opts to add a new dependant member or remove existing insuredmembers he / she will have to obtain the Insurance Enrolment form from the HR orFinanceThe employee submits the Insurance Enrolment form with the details of the newdependant members.

In the event of the employee getting married or becoming a member of a parent, theemployee has to raise a request to HR to include the new dependant member for

insurance coverage.In case of separation of services from the Company, the employee has to surrenderinsurance booklets of himself / herself and the dependants.

Procedure for enrolment (New employee):


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Declare Self & Dependents (spouse+ 2 children+ 2 parents), (members of the familywho the employee would like to cover under this option) with the details of the dateof birth and two copies of their photograph.

Non-Cashless Claim:

If an employee opts to get his insured dependant or himself treated in a hospitalwhich is not a part of the networked hospital, the employee has to settle the billsdirectly with the hospital and subsequently claim for re-imbursement from theinsurance company by submitting the following documents to Medi Assist directly.

The documents required for settlement of claim under this head are:

Doctor prescriptions and test reports.Cash memos and bills for medicines

Hospital bills and supporting receiptsDischarge summary from the hospitalDuly filled in claim form along with a signed discharge voucher

Any other additional information or assistance that may be required for settlement ofthe claim.On submission of all the above documents the insurance company shall settle the

claim in 30 days.

Disclaimer:

Insurance is subject matter of solicitation, and Airvana India offers the medicalbenefits to the employee with the utmost good faith. Insurance claims are subject tothe prevailing terms and conditions of the insurance company at the time of making

the claim and Airvana is not liable for non-approval of Mediclaims by the insurancecompany on account of adherence to their rules and regulations

Note:

Employees who intend to include their dependants in the insurance scheme mustindicate the same at the time of joining the company or at the time of renewal of thepolicy. No additions or deletions of any dependants are possible during the year. Theonly exception to addition of dependant members is a newly married spouse or abirth of a child

Benefits/claim details on Critical Illness and Life Insurance are available on Companies HRIS.The Premium details on these are available with HR; the same is communicated to employees atthe time of joining.

The terms of the policy and the sum insured may be altered as and when the company finds

better or more suitable options.

Note:

In order to claim the Insurance benefit, 24 hours admission is mandatory,however employee is required to verify the eligibility , exclusions, overages, limits etc

before hospitalization. Hospitalization is only in case of Treatments and not for anykind ofinvestigations, consultations, check up.Any amount not treated as not

part of Insurance or not covered under the Insurance, will not be reimbursed by the


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Insurance Company. (Please refer Mediclaim Guide on HRIS for more details.)List ofHospitals, Required forms are available onwww.mediassistindia.com

22.Leave and HolidaysFor the period of leave and holidays, Employees will be paid full salary. This Policy

is applicable to all regular employees of the Company. This policy will not apply toEmployees who are on contract or on temporary employment.

Working Days:

The Company will be officially working on all days from Mondays through Friday excepting onholidays as declared in the relevant clause given below.

Working Hours:

The general working hours of the Company shall be between 9.30 A.M to 6.00 P.M

National & Festival Holidays:

The total number of holidays in a year will be 11 working days. The holiday list will bepublished in the beginning of every year. To work on any of the 5 National Holidays therehas to be specific mail from the client / Manager describing the need for working onthe said days.

The company follows the financial year as the year for the purpose of leave credit oraccumulation.

Privilege Leave:

Privilege or paid leave will accrue at 1.25 days prorata for every paid working day ofthe month of employment in the first and second year and 1.67 days prorata forevery paid working day of the month of employment from the Third year onwards.Therefore a total of 15 working days for the first and second year and 20 day peryear from the Third year onwards are available for the employee.The above figure does not include holidays declared by the company.

Advance leave (i.e. leave taken over and above the employees eligibility) is allowed

at the discretion of employees managerIntervening holidays, and non-working days will be excluded for calculating thenumber of days of privilege leave taken.Employees joining or leaving the Company in the middle of the year will be eligible

for pro rated number of days.Employees must apply for and obtain sanction for privilege leave at least in advanceof seven clear working days. Only in exceptional cases will it be permitted foremployees to apply for privilege leave after the leave has been taken. The immediatesuperior will have the discretion to either grant or reject the leave depending on theexigencies of work.Employees will be eligible to accumulate unused privilege leave up to a maximum of25 days in a calendar year. Their current years eligibility will be added to this

balance. Unused leave beyond the permitted accumulation days will automaticallylapse.
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An outgoing employee is entitled to encash the entire privilege leave available to hiscredit (upto the max. 25 days) at the time of termination of employment with theCompany.For encashing privilege leave the present gross (Basic, HRA & other Allowances) ofthe employee is taken into consideration.

Casual cum Sick Leave:

An employee will be eligible for 8 days of casual cum sick leave per annum.

Employees joining or leaving the Company in the middle of the year will be eligiblefor pro rated number of daySick leave cannot be accumulated or carried forwarded i.e. it lapses automatically at

the end of the financial year.

Maternity Leave:

All female employees of Airvana are eligible.Every eligible female employee of the Company can avail fully paid maternity leave of

up to twelve weeks for the purpose of childbirth.Apart from 12 weeks of ML in case of medical reasons and justified by a medicalpractitioner the employee can avail addition of 15 days @ half salary and the balance

of 15 days at LOPEmployee has to initiate the process of crediting Maternity Leave to their account.Once the Leave is approved by Manager, HR will credit the same to Employee

account.

Paternity leave:

Every eligible male employee of the company can avail fully paid paternity leave up

to 5 days within a period of 2 months from his Childs birthEmployee has to initiate the process of crediting Paternity Leave to their account.Once the Leave is approved by Manager, HR will credit the same to Employee

account.

LeaveInterns:

All Interns / Trainees are eligible to avail 8 days of Casual Leave in a Calendar Year.

Leave without intimation:

Any Leave taken by the employees should be informed to his manager.An employee going on leave without information for a period of more than 3

consecutive working days is liable for termination from the services of the company.

Type of Leave Maximum eligible Initiated by Approver


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Privilege leave

15 days in the first 2years, 20 days from the3rd year

Employee Manager

Sick / Medical Leave 8 days per year Employee ManagerPaternity / Maternity

Leave5 days / 12 weeks Employee Manager

Extension of Medicalleave

NAEmployee

Manager

Notes:

For employees availing long unpaid leaves the following benefits will be applicable at thediscretion of the Management:

Maternity/Paternity LeaveMedical insuranceLoans

Education assistance

23.Higher Education Assistance ProgramAs a R&D organization Airvana is committed to professional growth and development of its

employees.

All the employees in the company who have been employed with the company for a

minimum of 2 years may be eligible for this program.

Please check with HR on the availability, eligibility criteria and procedural detailsof this program.

24.Employee RecreationAirvana has facilities for playing Table Tennis. Arrangements can also be made as and when

required for outdoor games, such as Cricket, Basket Ball, etc. Employees are encouraged to

participate and initiate activities.

25.Welfare and Service AwardsThe qualifying terms of service awards are as follows:-

Service awards are normally presented during company's events.Employees must be in service at the time of award.

Employees' services with other Airvana subsidiaries will be recognized provided thereis continuous service from the Airvana subsidiary to Airvana India Pvt. Ltd. with nobreak in service.


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The kind of awards for qualifying employees will be determined by the Managementand may vary from year to year.

Usage of Gym: Employees could make use of this facility. Interested employees cancontact Facilities Manger for more details.

Airvana offices are non-smoking offices and the company prohibits smoking and theconsumption of liquor in the office.

26.Use of electronic systemsAirvanas computer, network (including internet access), e-mail and voice mail systems exist

to further the business of the Company and to improve overall efficiency and communication. Assuch, these electronic tools are provided to employees for use in conjunction with theperformance of job.

Responsibilities:

1. The Company recognizes that these tools are occasionally used for personal purposes;however, such usage is subject to the terms of this policy.2. The computer, network (including internet access), e-mail and voice mail systems

including related data files are the property of Airvana. The Company retains the right to

monitor and review any files or messages on these systems for any legitimate businesspurpose without prior notice. Users of these systems do not have a privacy right in

messages sent or received on the e-mail or voice mail systems or files maintained on thecomputer network or accessed on the Internet.

3. For purposes of this policy, a legitimate business purpose for reviewing e-mail, voicemail messages, computer files or Internet transmissions includes, but is not limited to,the following situations:

4. Investigations of violation of the Companys workplace policies, Including, but not limitedto, its policies on harassment, use of trade Secrets, customer information and securities-

related information.5. Investigations of criminal and civil wrongdoing by computer, e-mail and/or voice mail

users where the wrongdoing may have included use of the Companys electronicsystems.

6. Where the user is unavailable and there is a business need to review the contents ofcomputer files and/or email and voice mail communications on an expedited basis.

7. Routine review of employee compliance with Company policies.8. The use of foul, obscene or harassing language or images when sending messages on e-

mail and voice mail or displaying computer files, software or Internet materials isprohibited.

9. Employees are expected to act professionally when using the electronic systems andshould not send messages which harass or annoy other employees or third parties or

which interrupt or interfere with the network.

Any violation of this policy will result in disciplinary action, up to and includingimmediate dismissal

27.Software LicensingThe company purchases and licenses the use of various computer software tools for business

purposes. It is Company policy to comply with the licensing guidelines of the softwarevendors/licensors. Unless authorized, employees may not reproduce software for use on more


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than one computer or in any way that is inconsistent with licensing guidelines. Illegal duplicationof software and its documentation is prohibited.

28.Airvana India Guidelines on Public Discourse by EmployeesThese guidelines apply to all employee communications either through the forms of letters,

emails, websites, personal wiki, blogs and all other personal web content (e.g. personal podcasts)which interface with the outside environment. Official Airvana India content which uses bloggingformats must be signed off by the relevant divisional head.

Principles

Wiki, Blogging, Podcasts etc are different forms of public conversation on the internet, inwhich Airvana India employees wish to take part. Blogs, wikis and other forms of online discourseare individual interactions, not corporate communications. Airvana employees are personallyresponsible for their posts. Be mindful that what you write will be public for a long time, protect

your privacy.

When you choose to go public with your opinions via a website, blog, wiki etc you are legallyresponsible for your commentary. Individual bloggers can be held personally liable for anycommentary deemed to be defamatory, proprietary or libelous. In essence, you blog (or post on

the blogs of others) at your own risk. Outside parties can pursue legal action against you. This isimportant especially when posting somebody elses material-do not forget to get the permissionof the owner.

Blogs or websites which do not identify the blogger as a Airvana India employee, do not

discuss about Airvana India and are purely about personally matters would normally fall outsidethese guidelines.

Guidelines for Bloggers etc wanted to go public

When an employee clearly identifies themselves as an Airvana India person and/or discussestheir work, Airvana India expects them to behave well and in ways that are consistent with the

Airvana India Values and policies.

If you already have a personal blog or website which indicates in any way that you work atAirvana India you should tell your manager and have his permission. If you want to startblogging, and your blog/website will say that you work for Airvana India you should tell yourmanager.

If your blog makes it clear that you work for Airvana India, it should include a simple and

visible disclaimer such as these are my personal views and not those of Airvana India.

Dont reveal confidential information. This might include aspects of Airvana India policy ordetails of internal Airvana India discussions. Again, consult your manager if you are unclear about

what might be confidential.

You should not use your blogs to attack or abuse colleagues. You should respect the privacy

and the feelings of others. Remember that if you break the law on your blog (for example byposting something defamatory), you will be personally responsible.


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P d b S HR E i R i d b M HR A d b Di O i P 25

If you think something on you blog or website gives rise to concerns about a conflict ofinterest and in particular concerns about impartiality or confidentiality this must be discussed withyour manager.

If someone offers to pay you for blogging this could constitute a conflict of interest and youmust consult your manager.

If someone from the media or press contacts you about posts on your blog that relate toAIRVANA INDIA you should talk to your manager before responding.

Any violation of the above mentioned policies will result in disciplinaryaction, up to and including immediate dismissal.

Note:1. If there is any query/ interpretation or clarity, please contact HR before you

proceed.

2. Few of the Policies/contents in this Document are governed by statutes orotherwise may be amended from time to time.

Documents

Employee Handbook (4) - 19-Nov-10