hrbasket.files.wordpress.com · Web view2016/12/01 · HR Manual 1 Employment Terms 4 Appointment 5 Probation and Confirmation 7 Employment of Spouse or Relatives 9 Promotion Policy

HR manual

HR Manual

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HR manual


HR manual

Contents

HR MANUAL...............................................................................................................................................1EMPLOYMENT TERMS..........................................................................................................................4

Appointment.......................................................................................................................................5Probation and Confirmation.........................................................................................................7Employment of Spouse or Relatives.........................................................................................9Promotion Policy.............................................................................................................................11

LEAVE POLICY........................................................................................................................................13Leave Policy......................................................................................................................................14

EMPLOYEE REFERRAL........................................................................................................................17Employee Referral Policy.............................................................................................................18

TRAVEL.......................................................................................................................................................21Travel Policy.....................................................................................................................................22

RELOCATION POLICY..........................................................................................................................26Relocation Policy............................................................................................................................27Objective............................................................................................................................................27

TOTAL REWARDS..................................................................................................................................30Compensation..................................................................................................................................31

FLEXIBLE BENEFITS PLAN...............................................................................................................35Flexible Benefits Plan....................................................................................................................36

BENEFITS..................................................................................................................................................39Benefits..............................................................................................................................................39Salary Advances.............................................................................................................................42

SEPARATION...........................................................................................................................................44Separations.......................................................................................................................................45

WORKING ON WEEKLY OFF AND HOLIDAYS........................................................................48Working on weekly off and Holidays.......................................................................................49Working Hours.................................................................................................................................50

WORK CULTURE....................................................................................................................................52Equal Opportunities Policy..........................................................................................................53Dress Code........................................................................................................................................55Workplace Hygiene........................................................................................................................57At the outlet and Central Kitchen....................................................................................57Alcohol and Drug Abuse Policy..................................................................................................59

HR manual

Personnel & Personal Information............................................................................................61Harassment Policy.........................................................................................................................64Sexual Harassment Policy...........................................................................................................66Safeguarding Company Assets.................................................................................................69Smoking Policy................................................................................................................................71Workplace Security Policy...........................................................................................................72Grievance Redressal Policy........................................................................................................74

DISCIPLINARY PROCEDURE............................................................................................................77Disciplinary Procedure..................................................................................................................78

PERFORMANCE PLANNING AND MANAGEMENT................................................................80Performance Planning and Management..............................................................................81

REWARD AND RECOGNITION.........................................................................................................83Reward and Recognition..............................................................................................................84


HR manual

Employment Terms


HR manual

Appointment

Objective

To provide information on the appointment procedures

Applicability

This policy is applicable to all employees of ABC LtdIndia.

Owner ship of Policy

Policy & Process Highlights

Policy Highlights

1. Appointment to ABC LtdIndia is formalized when a new hire accepts and acknowledges in writing, the “offer of appointment / contract of employment” issued by the HR representative

2. The Appointment will be subject to satisfactory completion of the pre-employment medical check.

3. All new hires have to submit copies of education certificates and relevant relieving documentation from the previous employer on the day of joining

Process Highlights

1. Once the candidate is identified and recommended for selection by the Reporting Manager and the Head HR, the HR representative will receive a clearance on the offer terms from the Head of HR.

2. On the basis of the approved offer terms, the HR representative issues an offer of appointment to the selected candidate.


HR manual

3. The HR representative ensures the signed copy of the letter of appointment, copies of educational certificates and relieving documentation from the previous employers are received.

4. HR initiates the on boarding process for the new hire.

Exceptions

Head HR is the authority to approve any exceptions


Process Owner : The Human Resources team

Policy Name: Appointment

Policy No: Originated by

Version Date of approval Effective dateExhibits/Attachments Forms/Templates


HR manual

Probation and Confirmation

Objective

To enable Managers to facilitate integration of new hires to ABC Ltd

Applicability

This policy is applicable to all employees of ABC Ltd.


Policy Highlights

1. There is a 6 month probation period at ABC Ltdfor all positions starting from the date of joining. The offer letter explicitly states the probation period applicable for all employees.

2. During the probation period Reporting Managers are expected to provide clear role deliverables, guidance and counseling, to the employee and facilitate their integration into the role and the ABC Ltdteam.

3. During Month 6 of the probation period, the employee would have a review discussion with the Reporting Manager on their performance during the probation period.

4. On the basis of the Confirmation review the Reporting Manager would recommend confirmation of services or an extension of the probation period. The Conformation / Extension of Probation input should be provided by the Reporting Manager 2 weeks prior to completion of the Probation period

5. The extension of the probation period should be only once and it can be extended to a maximum of 3 months.

Process Highlights


HR manual

1. In month 6 of the probation period HR should send a form to employee and Reporting Manager to initiate the confirmation review.

2. The Reporting manager completes the review and submits their recommendations to HR through an email /document 2 weeks prior to completion of the Probation period

3. Based on the recommendations of the Reporting Manager, HR will issue:

Confirmation of services letter to the employee

Extension of probation period letter including reasons for the extension

Note: Confirmation of employment does not initiate a compensation change.



Policy Name: Probation and Confirmation



Employment of Spouse or Relatives

Objective


HR manual

To provide guidelines on hiring of spouse and relatives of ABC Ltdteam members

Applicability

This policy is applicable to all employees of ABC LtdIndia.

Ownership of Policy

Authorizer : The Head HR


Policy Highlights

1. Relatives or spouse are encouraged and eligible to apply for positions open at ABC LtdIndia through the normal recruitment process

2. Exceptions will be made to the above, in case the hiring results in related employee to:

Supervise another directly or indirectly

Process, review or audit work of another

Control a double custody arrangement

Work on assignments where there can be conflict of interest

Note: Exceptions cited above applies also in cases of relationship developing post hire and transfers


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Process Highlights

1. The regular recruitment process will be followed and the current ABC Ltdteam member should inform HR when a spouse or relative applies for any position in ABC Ltd.

Exceptions

The Head HR is the authority to approve any exceptions

Process owner : The Human Resources team

Policy Name: Employment of Spouse and Relatives



Promotion Policy


HR manual

Objective

To provide guidelines for career growth within ABC Ltd

Applicability

This policy is applicable to all employees of ABC Ltd


Policy Highlights

Promotion is a growth in responsibility for the employee and provides career growth opportunities

1. Promotions occur On reclassification of an existing position due to added

responsibilities or increased complexities in role On transfer / promotion / separation of current role

holder

2. Employee is eligible for promotion only if he/she receives a performance rating of “Above Expectations” or higher in the last two performance review cycles.

3. In addition to past performance ratings, capabilities and potential to deliver to the next level of role, commitment to the MK values are important inputs for promotion decisions

Process Highlights

The Reporting Manager recommends a promotion for the eligible team member


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1. On receiving the recommendation HR notifies the Management.

2. The Committee conducts an interaction with both the Manager and the recommended employee

The Reporting Manager presents recommendation and the reason to support the nominated employee

The Employee presents his/her ability to work on the proposed role with information to support claim

The Manager and Employee will then be a part of a Q&A session

3. Subsequent to the interaction session the decision is informed to the Reporting Manager

4. On approval of the promotion recommendation HR:

issues a promotion letter to the Employee updates the Personnel Management System

ExceptionsManagement is the authority to approve any exceptions



Policy Name: Promotion




HR manual

Leave Policy


HR manual

Leave Policy

Objective

To provide information about the different types of leaves and holidays available to ABC Ltdemployees

Applicability



Types of leave

Privileged Leave(PL)

An employee is entitled for 18 days of Privileged leave. The leaves will be credited in the beginning of the year. Privileged leave can be availed after completing 6 months; however leaves will be credited to their account from the DOJ.

Encashment:o Employees are eligible to encash 30 days of leave at the

end of every calendar year provided the employee has accumulated more than 60 days.

o A maximum of 30days accumulated leave can be encashed. Encashment will be calculated on the basic salary.

Sick Leave(SL) & Casual Leave(CL)

Employees are eligible to avail Sick and Casual Leave up to a maximum of 6 days per annum. Sick leave for more than 3 days shall be sanctioned only on production of medical certificate.


HR manual

Encashment:

o Encashment option is not available for SL/CL.

Maternity Leave(ML)

Woman Employees who have worked for 80 or more days with ABC Ltdin the proceedings 12 months are entitled to Maternity Leave of up to 12 calendar weeks (84 days) of maternity leave in conformance with the Maternity Benefits Act. The leave can be availed in part before the birth of the child or in full after the birth of the child.

Adoption Leave(AL)

Woman employee is entitled for 42days of Adoption leave. It shall be sanctioned only on production of legal Adoption documents.

Public Holidays

ABC Ltdobserves 10 public holidays in a year as per statutory norms. The holiday list is published in the month of December for the following year.

Policy Highlights

1. Leave is calculated and credited on the basis of the Calendar year. Leave for employees joining later in the year shall be calculated on pro-rata basis.

2. Privileged leave can be availed only upon the completion of six months of service in the company.

3. Unutilized privileged leave can be carried forward subject to a maximum of 60.

4. Only working days will be counted as leave days. Holidays prefixing and suffixing the leave period will not be accounted in the leaves availed


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5. Extension of leave is not encouraged. In exceptional cases; an application to the Reporting Manager is required to be submitted before expiry of the original leave period

6. Employees are entitled to encashment of accumulated privileged leaves at the time of separation.

Process Highlights

1. All team members must apply for leave through the Leave form. The form is approved by the Reporting Manager, subject to business priorities and leave balance available.

2. Leave requests should be submitted in advance for all scheduled leave

Any unscheduled leave will be marked against the employee Performance record

Unscheduled leave availed should be intimated to HR by the Reporting Manager on the same day.

In case of excess of leave taken, it will be Leave without pay.

Exceptions

The skip level Manager is the authority to approve any exceptions

Policy Name: Leave Policy




Process owner : Human Resources team


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Employee Referral


HR manual

Employee Referral PolicyObjective

To recognize and reward employees for attracting talent to the company

Applicability

This policy is applicable to all employees of ABC Ltd. Exceptions are HR staff, Senior Management and the Hiring Manager of the specific position.


Policy Highlights

1. All ABC Ltdteam members are encouraged to refer quality candidates to build a talented workforce.

2. The HR team will also be inviting referrals through frequent announcements. For store Staff, referrals can be made all year round

3. Employees are eligible for referral bonus for referring candidates with relevant work experience and functional qualifications matching with ABC Ltdvacancies and ABC Ltdvalues.

4. If the candidate referred by an employee joins and is confirmed after 6 months, he/she is entitled to receive a referral bonus as stated below:-

Rs. 1,000 for Stewards/Delivery Boys/Kitchen Helpers and MTs

Rs. 2,000 for Restaurant Managers and Area Managers Rs. 5,000 for Operational Leads & Senior Management One month’s salary for the Top Management

5. 25% of the referral bonus amount will be paid within 7 days of joining of the referred candidate and the balance amount will be paid after 3 months.


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6. If two or more employees refer the same candidate, the date of receipt of the candidate profile by HR, will determine eligibility for the referral bonus.

7. The referred candidate will undergo the normal selection process within the Company. The employee who has referred the candidate will not participate in any way in the selection process.

8. There is no limit to the number of awards you can earn or the number of times a candidate can be referred. However, the following referrals are not eligible for a referral bonus under this program.

Referrals received without complete information Referrals for temporary and internship positions Referrals for candidates whose resumes are received

through an employee's participation in or coordination of ads, postings, online announcements, job fairs, conferences or other direct employee recruiting efforts

Referrals for candidates whose resumes are received through employment agencies, walk-ins or any other source first

Referrals for candidates working as temporary employees, contractors or consultants

Referrals for former employees of ABC Ltd.

Process Highlights

1. To participate in the program employees can refer to the current vacancies listed. He/she then submits to HR the Applicant Referral Form and resume of the referred candidate.

2. HR verifies that the resume has not been received through any other source in the last three months and then processes it further.

3. When a referred candidate joins ABC Ltdand their services are confirmed, HR recommends payout of the referral bonus to Finance.

4. Referral Bonus is paid through the employee’s salary after appropriate tax deductions in the month following the confirmation of the referred candidate.


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Policy Name: Employee Referral


Version Date of approval Effective dateExhibits/Attachments Forms/Templates:

Applicant Referral Form


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TRAVEL


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Travel PolicyObjective

Defines and communicates the procedures for authorized business travel and provides norms for reimbursement of reasonable expenses incurred during travel on Company’s work within India.

Applicability



Policy Highlights

Travel is an essential part of business operations and ABC Ltdbelieves in providing a comfortable experience to all team members during business travel. The belief is that employees will judiciously use the facilities provided and at all times, honor the trust the policy embodies.

All employees traveling on business, within or outside location, shall be authorized and reimbursed in accordance with this policy

1. Definitions

Base Location Travel - Travel that is within the city of posting

Domestic Travel - Travel within India

2. Reimbursement of Base Location Travel expenses guidelines are

Travel should be via the most economical and efficient mode of transportation available and all reasonable expenses will be re-imbursed

Employees are expected to exercise judgment while choosing mode of transportation

Employees using their own vehicles for official travel will be reimbursed as follows

Rs 6 per Km for four wheelers


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Rs2.50 per Km for two wheelers

Auto expenses will be approved on an exceptional basis

3. Reimbursement of Domestic Travel expenses guidelines are

Company will reimburse employees for reasonable travel expenses incurred while on assignments away from the normal work location. Mode of travel within the country will be by economy class airfare or train or bus. Employees in respective categories are eligible to travel as guided by the following chart:

Grades Designations Class

L1 and above GM and above Air(Economy Class)

M3 and DGM City Head, DGM AC II/ III Class

O1-O4 ARM-RM Bus Fare/ Sleeper

S0-S3 Crew Members – Captain

Sleeper/Bus Fare

For a travel time spanning less than 8 hours, employees, with the exception of those in grade L1 and above, will cover the journey by rail. For e.g. Travel to and from Chennai – Bangalore will be by rail for all grades, with the exception of persons in Grade L1 and above.

If the employee is making arrangement for own accommodation, in lieu of ABC Ltd designated hotel/guest house, a per diem of Rs 200/- can be claimed for stay, food and incidental expenses

Local Conveyance will be reimbursed on actual. Employees are expected to use the most economical mode of transport available and as per the Local travel Policy


HR manual

Lodging expense limits, per grade and class of city, will apply as follows

Grades Designation Cities

T1-T3 SVP and above Rs 5000

L1-L3 GM- VP Rs 3000

M1-M4 Area Manager- DGM Rs 2500

O4 and above Rs 1000

The lodging limits indicated above are for base rates and excludes taxes in the respective cities where there is company provided accommodation/ guest house the employees should avail these facilities.

All actual and reasonable business expenses incurred while traveling will be reimbursed on submission of bills

4. Local Conveyance

Local conveyance during tour, includes travel from residence to Railway Station/Airport, and Railway Station/Airport to place of stay at the destination and back

Grade Designation Class

T1-T3 SVP and above Taxi

L1-L3 DGM-VP Taxi

M1-M4 Area Manager –DGM Auto

O1-O4 ARM-RM Auto

S0-S3 Staff Bus


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5. Food Allowance

Grade Designation Food AllowanceT1-T3 SVP and above

At ActualsL1-L3 DGM-VP

At ActualsM1-M4 Area Manager –DGM

At the OutletsO1-O4 ARM-RM

At the OutletsS0-S3 Staff

At the Outlets

Process Highlights

1. Once the travel plan is finalized a Travel Authorization Form has to be filled out and approved by the Reporting Manager

2. All lodging, meals etc will be reimbursed as per the policy. For claiming the reimbursement the employee should fill in an expense report and provide the necessary supporting documents Expense Report has to be submitted within 15 days of travel.

3. The employees need to fill and submit the Local Conveyance Claim form by the 20th of every month to Finance after getting it approved by his/her manager.

4. All reimbursements will be made after due approvals

Exceptions

The CEO is the authority to approve any exceptions



Policy Name: Travel Policy No: Originated byVersion Date of approval Effective date


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Exhibits/Attachments Forms/Templates: Clearance form


HR manual

RELOCATION POLICY


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Relocation Policy

ObjectiveTo support new hires and existing employees during relocation of their family and home and help them resettle with minimum inconvenience when the transfer is initiated by the company.

Applicability

This policy is applicable to current and newly hired ABC Ltdemployees who will be moving to a new city location. Types of Relocation can be broadly categorized under one of the following:

1. New Hires who are currently domiciled in a city different from where the ABC Ltdassignment is based.

2. Reassignment An employee may be relocated to some other place to take up a new / additional responsibility

3. Self-request relocations: These relocations shall be entertained only in case where the unit has a requirement at the location and the employee fulfills the criteria of the requirement (detailed below).

4. Deputation: Relocation on deputation shall be done for a special task / assignment for a minimum period of one month and a maximum period of six months. In these cases employee shall get salary from actual place of posting as well as deputation allowance.


Policy Highlights

Shifting home from one city to another is demanding and ABC Ltdoffers support to all team members to minimize the inconvenience

1. New hires who are currently domiciled in a city different from where the MK assignment is based will be supported


HR manual

by Reimbursement of the air fare for a maximum of 4

family members, including self and dependents (spouse, children /parents) currently residing with the employee as per prevailing travel policy

Packing and freight expenses including transportation of vehicle, insurance up to a limit of Rs 25,000/-.

Reimbursement of brokerage fee for identifying a suitable house in the new location.

2. Employees of ABC Ltd, on transfer to another Base Location would be supported by

Reimbursement of air fare for self and dependants(spouse, children /parents) currently residing with the employee for class of service according to prevailing travel policy

Reimbursement of Lodging and Boarding for two weeks ,according to prevailing Domestic travel policy

Packing and freight expenses including transportation of vehicle up to a limit of Rs 25,000/-

Employees are entitled for additional three days of leave to adjust and settle in the new location.

None of the above will be applicable for Employee Initiated Transfers (EIT)

3. All expenses reimbursed as part of relocation, would be recovered if the employee leaves within 6 months of the relocation event.

Process Highlights

1. HR facilitates the relocation of the new joinee as part of the On boarding process

The new joinee is expected to submit an expense plan which includes transportation and movement of personal goods to HR.

HR forwards the approved expense plan to ABC LtdFinance & Admin Team who identifies and engages a vendor for the transportation of personal goods

All other expenses are reimbursed after due approval from the HR representative


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2. In case of domestic relocation

the employee works with the Admin team to make the necessary travel arrangements

for transportation of personal goods / vehicle ( as applicable) the employee needs to take a minimum of three quotes from the empanelled freight movers of ABC Ltdand after approval from HR, work with the selected Mover agency

3. On completion of the relocation, employees must submit their claim to Payroll for reimbursement. All claims must be accompanied by receipts supporting all expenses. In case there are no receipts, the reimbursement cannot be processes

4. All expenses towards relocation should be claimed within one month of the event. All payments under this plan will be subject to income tax rules as currently applicable and as amended from time to time.

5. Where appropriate ABC Ltdmay provide an advance for the anticipated relocation expenses to the employee.

6. All reimbursements after approval should be passed to the payroll for payment to be made through the payroll process.

Exceptions

CEO is the authority to approve any exceptions



Policy Name: Relocation



Clearance form


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TOTAL REWARDS


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CompensationObjective

To inform on the market competitive Compensation offered at ABC Ltd

Applicability

This policy is applicable to all employees of ABC Ltd. Each employee will be entitled only to those components that are listed in his/her Offer Letter or Compensation Revision Letter.

Band Heads

S1 - 04

Basic SalaryHRAConveyance AllowanceMedical Reimbursement Special AllowanceRetirals

M1 - M2

Basic SalaryHRAFlexible Benefit PlanSpecial AllowanceRetirals

M3 and above

Basic SalaryHRAFlexible Benefit PlanSpecial AllowanceRetirals


Policy Highlights

ABC Ltdconstantly reviews its Compensation Policy and is guided by professional advisors in doing it. This is to ensure the Compensation program remains market competitive for all positions.

The ABC Ltd’s Compensation Policy is based on the following parameters:


HR manual

1. Compliance with statutory regulations and also incorporates taxation requirements.

2. Paying market-based salary rates for all positions; 3. Maintaining relativities between positions within and across

various divisions; 4. Rewarding individual and team performance by periodic reviews

of compensation.

Compensation, at ABC Ltdincludes

The compensation package consists of the following components subject to statutory deductions like ESI, PF & Income Tax.

Compensation structure applicable to employees between grade S1 and O3 is –

Fixed Pay constitutes of Basic salary: House Rent Allowance (HRA) : 40 to 50% of basic salary based

on location Conveyance Allowance: As indicated in the Offer Letter /

Compensation Revision Letter an employee will be eligible to a conveyance allowance (subject to a maximum sum of Rs. 9600 per annum). Bills need not be produced to claim the amount and it will be paid as a component of monthly salary.

Medical Reimbursement: Employees falling between grades O1 and O3 are eligible to a medical reimbursement (subject to a maximum of Rs 9,000 per annum) towards medical expenditure of self and dependent family members including parents. The amount will not be in the ambit of tax if medical bills /doctor’s receipts are submitted. For the Staff grade, ESI would apply

Retirals: Refers to the statutory benefits an employee is entitled to and cover PF, ESI, Gratuity

Special Allowance: It is a taxable amount given to balance the total Fixed Pay in the employee’s salary

Retirement Benefits Provident Fund – 12% of basic salary up to a maximum of Rs

780 as contribution will be contributed by employee and the employer, each

Gratuity is annually credited as 15 days Basic Salary for every year worked. Employees can claim gratuity only at separation and after completing 5 years of service with ABC Ltd


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Process Highlights

As part of the Induction process, Human Resources will assist the employee in understanding the overall compensation structure and provide details of eligibility levels in each category

Payroll The Payroll cycle is monthly with salary credits by the 7th

day of the next month

Salary will be credited directly to the employees nominated Bank account All re-imbursements based on the bills submitted will be

paid after the payroll process Attendance for the entire month is accounted for in each

payroll cycle. 20th of the month is also the cutoff date for claiming

reimbursements. Employees are requested to submit their Income Tax

declaration form for customized Income Tax calculations by

the 15th of April or within two weeks of joining the company, whichever is applicable.

Provident Fund

Under the provisions of Employees' Provident Funds & Miscellaneous Provisions Act, 1952. ABC Ltdwill match the employee contribution towards the Provident Fund up to a maximum limit of 12% of the Basic salary (to a maximum limit of Rs 6500).

Employees are required to fill up the Declaration and Nomination forms for PF on joining.

On resignation, the employee has to indicate whether they would like to withdraw their PF or transfer it to the new employer. The requisite forms (Form 19 & 10C or Form 13) will have to be filled up as part of the Full & Final settlement.

Gratuity The benefit of gratuity is governed by the Payment of Gratuity

Act, 1972.


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o The Employee who has completed 5 years of continued service, to become eligible for his/her gratuity at the time of separation from employment

o Gratuity is calculated as follows:Gratuity = monthly salary/26* 15 days* no of years of

serviceo Employees are expected to fill in the nomination form

on joining.o The total amount of gratuity payable should not exceed

the prescribed limit. The maximum gratuity payable under the act is Rs. 3,50,000/-

o Gratuity payable shall be the higher of the two amounts computed based on the following:

i. Last drawn Basic Salary subject to a maximum gratuity as per Payment of Gratuity Act, 1972.

ii. Average basic salary of the last 60 months prior to the date of separation.

o To claim gratuity the employee is expected to fill a claim form and the proceeds are directly transferred to the bank or paid through cheque

Employee State Insurance Scheme(ESI)

The ESI scheme provides for the provision of benefits to employees in case of sickness, maternity and employment injury.

o Employees earning a salary of Rs.15,000/( gross)- or less in each month (excluding overtime) are eligible under the ESIUnder this Scheme the Company will make contribution of 4.75 wages.

Insurance Coverage(ESI) Group Hospitalization (Mediclaim) Group Personal Accident Insurance

Owner ship of PolicyProcess owner : The Human Resources team

Policy Name: Total Rewards

Policy No: Originated byVersion Date of approval Effective dateExhibits/Attachments Forms/Templates:

Clearance form


HR manual

Flexible Benefits Plan


HR manual

Flexible Benefits PlanObjective

The Flexible Benefit Plan (FBP) is a benefit plan for the employees who are at grade O4 and above. This plan allows an employee to allocate the FBP component of his / her salary in a manner that is convenient and tax efficient.

Applicability

This policy is applicable to all the employees of ABC Ltdwho are at grade O4 and above.


Policy HighlightsThe FBP components are as follows:

Medical Reimbursement Food Coupons Telephone and Internet Usage Reimbursement LTA Kit Allowance Gift Coupons Children Education Allowance Professional Development Reimbursement

1. Medical Reimbursement- Medical can be claimed for a maximum amount of Rs 15,000 per annum towards the medical expenditure of self and dependent family members (spouse, two children and parents). The amount will not be in the ambit of tax if medical bills /doctor’s receipts are submitted to the Finance team on or before end March as proof of purchase for such expenditure.

2. Food Coupons- ABC Ltdoffers all its employees between grades 4 and above Food Coupons (paid meal vouchers) as part of monthly


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salary. A maximum amount of Rs 2,600 per month can be availed in the form of Food Coupons.

3. Telephone and Internet Usage Reimbursement- ABC Ltdshall reimburse the telephone and internet expenses, up to the amount indicated by the employee, provided the phone is in his / her name. The maximum limit is Rs. 18,000 per annum.Note: This reimbursement is applicable only for calls made through the residence landline.

4. LTA- While, Leave Travel Assistance is an annually payable component of the salary; it can be claimed only after completion of the first one year of continuous service. It is equivalent to one month’ basic. It is to provide assistance for personal domestic travel to employee and his/ her dependents.

5. KIT Allowance-ABC Ltdshall reimburse uniform expenses. The maximum limit is Rs 24,000 per annum.

6. Gift Coupons-ABC Ltdoffers all its employees Gifts Coupons as part of monthly salary. A maximum amount of Rs 5,000 can be availed during the year.

7. Children Education Allowance-Children Education Allowance to the tune of Rs 2400 per annum could be claimed by the employee.

8. Professional Development Allowance-ABC Ltdreimburses expenses incurred by employees on Books, Periodicals, and Educational course fees up to a maximum limit of Rs 12,000 per annum. All these expenses should be related to the current role, domain and nature of work.


Process owner : The Human Resources team Authorizer : HR and Finance and Payroll Team

Policy Name: Flexible Benefits

Policy No: Originated byVersion Date of approval Effective date


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Exhibits/Attachments Forms/Templates: Clearance form


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BENEFITS

Benefits

Objective

To provide information on the benefits offered to ABC Ltdemployees.

Applicability


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Policy Highlights

Benefits form an important component of the compensation and it is up to employees to ensure they utilize the benefits offered, effectively.

The benefits offered by ABC Ltdare

1. Insurance coverage for all employees

Group Hospitalization (Mediclaim)

Employees and their dependants – immediate family. Spouse and kids if married and parents if single are covered for a hospitalization benefit of Rs 3 lacs per family The insurance policy provides cashless transactions at the empanelled hospitals listed on the service providers website

Group Personal Accident Insurance

This benefit provides coverage for accidents and death by accident Each Employee is entitled to a sum of Rs 1 Lacs under this scheme. This policy provides coverage to the employee only

2. Gifts

Incase of wedding ABC Ltd issues gift cheque worth Rs 2000/- to the employee

Wedding Card needs to be submitted to HR to avail of this benefit

3. Food and Accommodation Employees at the outlet and central kitchen are

provided with accommodation and food. Management Trainees are provided an

accommodation allowance of Rs 1500 per month.


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Exception:Employees covered under the ESI Scheme are not eligible under the Medical Insurance Scheme. Also, the slabs specified in the scheme are subject to change in future policy renewals.

Policy Name: Benefits Policy No: Originated byVersion Date of approval Effective dateExhibits/Attachments Forms/Templates:

Clearance form

Salary Advances

Objective

Salary advance loans are meant to assist employees cash for personal emergencies

Applicability


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This policy is applicable to all employees of ABC Ltd, subject to an approval from the Reporting Manager and the HR Team.


Policy Highlights

1. Advances will be against the Fixed Salary of the employee2. Only Confirmed Employees are eligible for salary advances 3. The company does not charge any interest on the advance given to

the employee. 4. The salary advance is to be recovered in a maximum of 5 equal

installments. 5. Another employee has to stand guarantee for the loan; the guarantor

has sign the document about his readiness to be the guarantor6. An employee having an outstanding Salary Advance cannot apply for

another advance, until the outstanding advance is closed. 7. The amount given in loan has to be lower than the sum of money owed

to the guarantor by the company.8. The same is only considered once during the tenure of the employee in

the company

Process Highlights

1. The employee has to fill Salary advance Form for availing the Salary advance.

2. The form is to be submitted to the respective manager and City Manager and HR team for the approval.


Process owner : The Human Resources team Exception : The ManagementPolicy Name: Salary Advances



Clearance form


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SEPARATION

SeparationsObjective


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To formalize the separation process and ensure smooth exit from the services of ABC Ltd. Also, to understand the reasons for separation and learn from each employees perspective.

Applicability


Types of Separations

1. Resignation: Voluntary resignation initiated by an employee

2. Retirement: voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for the retirement from the organization

3. Termination: Involuntary employment termination by the Company for disciplinary reasons / performance issues


Policy Highlights

1. The Full and Final Settlement (other than the salary) will be cleared within one month of his/her last day at ABC Ltd.

2. The accrued earned leave is also encashed at the time of Full and Final Settlement.

3. In the event of the absence of a prescribed notice period or a shorter than prescribed notice period, the employee will be required to make a payment to the Company in lieu of the notice period. The payment would be at the rate of basic salary

Process Highlights


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1. Resignation An employee wishing to resign from the services of the

Company will need to submit a resignation letter to their Reporting Manager.

All confirmed employees are required to serve a Notice Period of 30 days or as specified in their appointment letter.

If an employee is on probation, the employee is required to serve a Notice Period of 2 weeks.

The resignation letter will be first receipted by the Reporting Manager and then forwarded to the HR Department.

On acceptance of the resignation a copy of the accepted resignation letter will be sent to the Finance Department at Corporate Office for preparation of the final settlement.

The Reporting Manager will agree with the resigning employee a relieving date to ensure a smooth handing over in all respects.

HR will issue a letter of acceptance of resignation to the employee, mentioning the relieving date, and work to be done during that period (if applicable).

The HR Department, along with Finance Team will communicate to the employee the date on which he / she will receive all the dues from the Company, if any amount is due from the Company to the resigning employee.

In the event of the absence of a prescribed notice period or a shorter than prescribed notice period, the employee will be required to make a payment to the Company in lieu of the notice period. Pay here means the gross salary.

Privilege Leave will be adjusted against Notice period as an exception and with the approval of the Skip level Manager.

The Company reserves the right to take appropriate recourse to legal action against an employee who purposely abandons duty.

2. Retirement All employees will retire from the services of the Company

on your reaching 58 years of age. The HR Department will make a formal communication to

the employee concerned and his / her immediate superior / manager, three months prior to the actual date of retirement.

The HR Department, along with Finance Team will process the retiring employees Final Settlement and will also


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communicate the date on which the employee will receive all dues from the Company.

3. Termination

There is no discretion in the applicability of the Business Conduct Rules set down by the Company. All employees are advised to go through these Rules carefully, since any violation of the Rules can attract disciplinary action, including termination of service. Additionally, non-performance of responsibilities, breach of integrity and harassment of colleagues will lead to termination from employment with immediate effect.

The Clause of Notice Period will not be applicable to employees who are asked to leave the services of the company.

Due process will be followed in all Termination cases. An employee can be terminated for Performance or for disciplinaryreasons

Performance related terminations Reporting Manager will initiate theTermination process

by informing HR of the Performance record of the employee

Skip Level Manager will approve the process at all stages

HR will review Performance records of the employee and issue a Warning letter to improve performance

Employee will be counseled by Reporting Manager and performance reviewed post 1 month

If performance doesnot improve a Second Warning letter will be issued and the Skip level Manager will counsel employee

On Performance goals not being met for the 3rd month HR will issue the Termination notice

Disciplinary related terminations – Detailed in the Disciplinary procedure



Policy Name: Separations




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Working on weekly off and Holidays


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Working on weekly off and Holidays

Objective

To compensate the employees working on weekly off.

Applicability

This policy is applicable to all employees at the Outlets.

Policy Highlights

1. Employee can take a day off in lieu of working on a holiday or having worked on a weekly off.

2. The Compensatory off has to be approved by the Restaurant Managers.

Process Highlights

All team members must apply for leave through the Leave form. The form is approved by the Restaurant Manager, subject to business priorities.



Policy Name: Working on Weekly off and Holidays




HR manual

Working Hours

Objective

To provide guidelines for work hours to be followed by ABC Ltdcorporate employees.

Applicability

This policy is applicable to all employees at the Corporate office of ABC Ltd.


Policy Highlights

1. The normal work hours of ABC Ltdare from 9:30 a.m. to 6:30 p.m. Monday through Saturday inclusive of the lunch hour

2. Lunch hours are normally scheduled between 1.00pm and 2:00 p.m.

3. Employees are eligible for a compensatory off in lieu of having worked on a holiday. Compensatory offs should be

planned with and authorized by the Reporting Manager.

Process Highlights

1. Employees working late and working on holidays/rest days are required to get prior approval from their Reporting Manager and inform the admin team.

2. All compensatory off should be planned with and authorized by the Reporting Manager.


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Exceptions

Reporting Manager is the authority to approve any exceptions should be skip level



Policy Name: Working Hours




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Work Culture


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Equal Opportunities PolicyObjective

To provide equal opportunities in all aspects, for every team member in ABC Ltd.

Applicability



Policy Highlights

1. Our culture demands all team members are treated with equality, respect and dignity; and are given equal opportunity to make a contribution to our company’s success.

2. All people, regardless of race, caste, color, gender, national origin, religion, age, ancestry, sexual orientation, physical or mental disability, pregnancy, marital status or any other status protected by law will have, with ABC Ltdequal opportunities for hire, promotion, reward and all terms and conditions of employment.

3. All policies and practices shall be administered in a manner that would ensure that in all matters, equal opportunity is provided to all employees and personnel decisions are made on the basis of individual talent and potential.

4. All ABC Ltdemployees are expected to comply with both the spirit and intent of this policy.


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Process Highlights

1. Employees subject to or witness to any conduct violating this policy should report the incident to their Reporting Manager or their HR Team.

2. All reported incidents will be investigated by the assigned Committee comprising of the HR Representative, Legal Counsel, nominated senior member of the ABC Ltdteam. All investigations will be in confidence and all team members are expected to cooperate actively with the investigation.

3. Any employees found to have engaged in discrimination, or to have misused their positions of authority in this regard, are subject to disciplinary measures, upto and including dismissal.

4. Any employee who files a complaint or opposes any discriminatory act will be protected from discrimination or retaliation for the same.

Exceptions

No exceptions can be made to this policy.

Ownership of Policy

Process Owner : The Human Resources team Authorizer : Human Resources Team

Policy Name: Equal Opportunities




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Dress Code

Objective

To makes a positive contribution to ABC Ltd’s image by being appropriately dressed at work.

Applicability



Policy Highlights

1. ABC Ltdis proud of its public image. Our customers form their opinion of ABC Ltdthrough their contacts with team members.

2. For all staff at the Outlet ABC LtdUniform is must in keeping with our goal to represent the company well at all times. The Uniform must be maintained well, clean and ….please details norms on hair , jewellery etc Issue of uniforms / replacement norms etc

3. During weekends if there are no client meetings business or smart casuals are allowed in corporate whereas in outlet the dress code comprises of ABC LtdUniform.

4. Employees are expected to use good judgment in dressing in order to present a neat, well-groomed appearance thus complementing the courtesy in actions they are expected to display at all times.

Process Highlights

1. All employees to adhere to the company dress code.


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2. Corrective action to be taken by Reporting Manager /HR if any employee does not adhere to the company dress code.

Exceptions

No exceptions to be followed in this policy.


Process Owner : The Human Resources team Authorizer : Reporting Manager & HR Team

Policy Name: Dress Code



Workplace HygieneObjective


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To ensure a safe and healthy work environment for all employees of ABC Ltd.

Applicability



Policy Highlights

1. The health and comfort of team members is very important to ABC Ltd. We will make all investments to ensure a hygienic work environment.

2. Employees should support all efforts of the Company by maintaining high standards of cleanliness and hygiene around their workplace and all common areas.

3. All employees are expected to work safely avoiding harm to themselves or to others.

4. All ABC Ltdteam members bear a personal responsibility to adhere to all company and regulatory safety and health requirements.

5. Keeping our workplace safe as well as being ready for emergencies that might happen requires participation from every employee of ABC Ltd.

At the outlet and Central Kitchen

1. Personal hygiene of the employees is one of the most important thing. ABC Ltdhas specific regulations for outlet and kitchen crew on personal hygiene:

a. Clothes must be clean and appropriate.b. Keep hair clean, ladies face should not be covered by

the hair.c. Men hair should be above the collar, long hair is not

allowed.d. Men need to shave every day.e. Ladies should wear the appropriate make-up. And

too much decoration is not allowed.f. Keep the fingernail clean and short.g. Maintain oral hygiene and regular bathing.h. Outlet crew members need to wear uniforms.


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i. Wash hand.

Process Highlights

1. Any health hazards noticed should be reported to the Administration Team. At the outlet and Central Kitchen

Cleaning and Sanitizing2. Cleaning and Sanitizing are necessary processes to create

a clean and nice environment for the customers 3. Regulations concerned about cleaning and sanitizing in

ABC Ltdare:

4. The dining tables, chairs, windows and equipment should be spotless.

5. All the tableware and machine should be completely cleaned and sanitizing after work.

6. The glass must be rubbed everyday7. The trash bin must be brushed everyday

Garbage disposal8. Disposal garbage day and never leave them until

tomorrow.9. Workers must clean the place around them at anytime.10. Use different trash bins to separate the different kinds of

garbage.11. Wear gloves when dispose garbage12. Wash hand after disposing garbage


Process Owner : The Administration team Authorizer : Admin

Policy Name: Workplace Hygiene



Alcohol and Drug Abuse PolicyObjective

To maintain an alcohol and drug free workplace


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Applicability



Policy Highlights

We are committed to providing a safe working environment. Hence, all ABC Ltdemployees are required to perform their job duties unimpaired by illegal drugs, alcohol, or the improper use of legal substances.

1. Definitions of terms used Drugs: “Any mind altering or non-prescribed controlled

substance or controlled substances used for non-medical purposes.”

Alcohol/Drug dependence: “Habitual drinking of intoxicating liquor/ taking of drugs other than drugs prescribed as medication, whereby ability to perform duties is impaired or attendance at work is interfered with, or safety of others is endangered.”

2. All team members are prohibited from working or reporting to work when impaired by alcohol or drugs.

3. Team members are responsible for complying with ABC Ltdpolicies on professional behavior, harassment, violence-free workplace and using a safe means of transportation, even if consuming alcohol at a company-sponsored event or while conducting business with customers.

4. ABC Ltdforbids the possession, use, sale, or solicitation of illegal drugs and the irresponsible use of legally obtained drugs in the workplace/Outlet/Central Kitchen and while conducting Company business at any location. Any alleged violation of the law occurring on the Company’s premises will be reported to the appropriate law enforcement authorities.

Process Highlights

1. If an employee is believed to be unfit to work because of alcohol or drug use


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The Reporting Manager/HR representative can ask him/her to leave the office premises.

The Reporting Manager should work with Administration to arrange employee transportation home.

The Reporting Manager should also assess whether any health and safety concerns exists, and contact Emergency Medical personnel if required.

2. The HR representative must be kept informed in all cases

3. Employees found possessing, using, selling or buying illegal drugs in the ABC Ltdpremises, during work hours or while conducting Company business outside the workplace will be subject to disciplinary action up to and including dismissal

4. If Managers suspect any illegal activity they should contact Security in addition to Human Resources.

If it is appropriate to contact local law enforcement personnel, the Legal Counsel and HR Head will take action

5. If an employee is diagnosed with alcohol/drug dependency ABC Ltdwould support reasonable absences for treatment as sick leave, provided employees regularly inform their Reporting Managers of progress and genuinely attempt to overcome the dependency problem.


Process Owner : The Human Resources team Authorizer : HR Representative and Reporting Manager and Admin

Workplace refers to Corporate office, Outlet and Kitchen

Policy Name: Alcohol & Drug Abuse



Personnel & Personal Information

Objective


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To protect privacy and confidentiality of personal information of all personnel working with ABC Ltd

Applicability

This policy is applicable to all personnel including existing permanent employees, temporary employees, consultants, contract workers and individuals with any other status of employment with ABC Ltd. It is also applicable to job applicants to ABC Ltd.


Policy Highlights

Following uniform practices related to Personnel Information enables ABC Ltdto handle Personnel Information fairly and lawfully.

1. For processing of Personnel Information ABC Ltduses the following guidelines

Only process Personnel Information which is relevant to and necessary for the purpose.

Instruct third parties processing Personnel Information on behalf of ABC Ltd, to implement appropriate measures to safeguard the Personnel Information.

Whenever possible, process sensitive information regarding racial origin, political/religious/philosophical beliefs, health or sexual orientation etc., in an aggregate or anonymous form so that individuals are not identifiable, in accordance with applicable local law and with personnel consent where required.

3. For collection of Personnel Information ABC Ltduses the following guidelines:

Where appropriate, collect information directly from employees.

Describe the purpose for collection, unless obvious or collected in connection with an internal investigation or audit.


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Collect information from outside of ABC Ltdonly when necessary (not applicable to applicants).

4. Storage of Personnel Information :

When storing Personnel Information, ABC Ltdwill:

Keep it as accurate, complete and up-to-date as is necessary for the purposes for which it is processed.

Retain it no longer than necessary for the purposes for which the information is processed, or as required or permitted by local law

Dispose of Personnel Information that is no longer required in a secure manner and in accordance with local law.

5. Internal Access to Personnel Information:

Employee Information will only be made available within ABC Ltdto other individuals with a 'need to know' such information

Every ABC Ltdteam member who has access to Personnel Information is required to respect its total confidentiality.

Reporting Manager has access to read personnel files of team members stored with HR.

Authorized Human Resources staff, audit staff, investigation staff and legal counsel have access to all personnel information in performing their job duties.

6. External Access to Personnel Information:

ABC Ltdwill only communicate Personnel Information outside ABC Ltdwhere it is necessary to protect employee interests, required/ authorized by local law; with employee consent; or necessary for ABC Ltd’s business purposes provided that they are not overridden by the privacy interests of the employee concerned, such as in cases where communicating information about an employee’s work experience/resume to potential customers (will be required in case client wants to know profile)


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We will provide employment verification to parties outside upon request limited to dates of employment and job titles.

Pay information will be provided to external agencies only on employee’s request; to statutory agencies as per local laws.

Only Human Resources is authorized to provide letters of recommendation or certificates regarding employment.

Personnel Information also includes Audio/Video recording. Any recording of conversations by tape recorder or a similar electronic voice or imaging device on office premises is strictly prohibited. Making a recording of conversations is not consistent with the values of openness and honest interchange we want to encourage.

Process Highlights

1. Employment related information is available in Personnel Files maintained by Human Resources.

2. For accessing any personal records maintained by HR employees should get in touch with their HR representative.

3. Any violation of this policy will be considered for disciplinary measures as per the Disciplinary Policy.

Ownership of Policy

Process Owner : The Human Resources team Authorizer : HR TeamPolicy Name: Personnel & Personal Information



Harassment PolicyObjective


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To contribute to the success of its employees by promoting and maintaining a positive, productive working environment free of any kind of harassment.

Applicability


Policy Highlights

1. Harassing another individual is inappropriate in the work place and ABC Ltdseeks to eliminate and prevent such behavior.

2. Harassment comprises any unwelcome or objectionable, physical, visual or verbal conduct, comment or display, whether intended or unintended, that is insulting, humiliating or degrading to another person, or creates an intimidating, hostile or offensive environment and/or is on the basis of race, language, financial ability, religion, gender or sexual orientation, position of job, disability or age, or any other kind of discrimination which is prohibited and includes

Sexual Harassment: Kindly refer to Sexual harassment policy

Bullying: Bullying is considered harassment in general, unless there is physical contact or a threat of violence, where it is considered violence. Bullying is an ill treatment that is not addressed under human rights legislation or criminal codes.

Abuse of power: Abuse of power happens whenever a Company employee abuses or misuses his/her power and discretion for personal benefit, or in benefit of another person.

1. All ABC Ltdteam members are expected to refrain from engaging in acts that can be construed as harassment or which may lead to claims of harassment.

2. Harassment is a serious offence and if an accusation is substantiated, the harasser will be subject to immediate disciplinary action.


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Note: Our policy may be violated even if the person did not intend to give offense or believed his or her conduct was welcome.

Process Highlights

1. If an employee believes he/she has been harassed, or if he/she is aware of the harassment of others, he/she must report it as soon as possible to one of the following:

Reporting Manager HR Representative

2. All employees are protected from retaliation for reporting or providing information in good faith about an incident of alleged harassment. All harassment complaints will be treated in confidence

3. A investigation will be done into all harassment complaints and the concerned employee will be contacted duringthe investigation

4. ABC Ltdwill take the corrective action it determines is appropriate based on its findings, however, information regarding the investigation, including any corrective action taken, will be shared only with those who have a legitimate need to know.

5. If team members are not satisfied with the way a concern has been resolved in the workplace, they are encouraged to use the ABC Ltd’s grievance procedure.

Exceptions


Ownership of Policy

Process Owner : The Human Resources team Authorizer : Human Resources

Policy Name: Harassment


Version Date of approval Effective date


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Exhibits/Attachments Forms/Templates

Sexual Harassment PolicyObjective

To encourage a safe workplace free of sexual harassment of any kind.

Applicability



Policy Highlights

1. ABC Ltdwill take all action to prevent incidents of harassment of any kind, including sexual harassment and provide an effective Complaint and Redressal mechanism.

2. “Sexual Harassment” is defined by law as unwanted sexual advances, requests for sexual favors, or visual, verbal or physical conduct of a sexual nature either by men or woman

3. Submission to this conduct is made either explicitly or implicitly a term or condition of an individual’s employment.

4. Submission to or rejection of this conduct is used as the basis for employment decisions affecting the individual.

5. The conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.

6. Every team member is entitled to a work environment that is free from Sexual Harassment.


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Process Highlights

1. Employees should report sexually inappropriate behavior to which he/she is subjected to or which is targeted at him/her, to the Reporting Manager or HR representative as appropriate. Oral communication should be followed by a written communication.

2. Any incident of Sexual Harassment that comes to the knowledge of any employee should be reported to the Sexual Harassment Committee promptly.

3. Any team member who complains or participates in the investigations of the Committee for giving evidence or statements shall not be victimized or subjected to any unfavorable treatment in the conditions of his/her work.

4. The Sexual Harassment Committee will take up all reported matters up to resolution, including a thorough and objective investigation of the harassment allegation. Appropriate Corrective action including termination, will be taken based on findings. Where the conduct of the perpetrator amounts to a specific offence under the Indian Penal Code and/or any other law, ABC Ltdwill initiate appropriate action in accordance with such law by making a complaint with the appropriate authority.

5. In case any team member is found to have made a false complaint it will be treated as a major misconduct and appropriate disciplinary/ penal action can be taken against such team members.

6. All ABC Ltdteam members are required to cooperate fully in any fact-finding initiated by the company. No one can choose to withhold information that he/she has been asked to provide.

7. The confidentiality of the investigation has to be strictly maintained by all concerned. Speculation or gossip about the subject and individuals involved in claims or the investigation of claims will be dealt with seriously.

8. Information regarding the investigation, including any corrective action taken, will be shared only with those who have a legitimate business need to know.


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Exceptions




Policy Name: Sexual Harassment




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Safeguarding Company Assets

Objective

To ensure the safety and security of all ABC Ltdassets.

Applicability

This policy is applicable to all employees of ABC Ltd


Policy Highlights

All company systems and/or equipment are the company’s property to be used to facilitate the business of ABC Ltdand should be used appropriately

1. It is the employee’s responsibility to ensure the safety and security of Company Assets assigned and the employees are expected to take appropriate measures to fulfill this responsibility. This includes assets and equipment installed in the personal office space, too.

2. All team members also have a responsibility towards safeguarding the ABC Ltdworkplace and all assets installed in ABC Ltdpremises

3. It is recommended to use security devices to safeguard all equipment

Upon termination of employment, no employee shall remove or copy any software or data from company-owned computers

4. Report the loss or theft of any company asset in your custody immediately to your Reporting Manager and to Administration team

5. If company asset(s) in your possession has been lost then you will be required to replace the equipment(s).


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6. You are responsible for the security of the instrument that provides you access to ABC Ltdproperty, including such items as keys, kitchen equipment, store assets and passwords.

7. To prevent someone from viewing information without your knowledge, take precautions

Use a password protected screen saver on your computer monitor

8. Allowing someone to access restricted ABC Ltdproperty in violation of this policy, intentionally or unintentionally, is grounds for corrective action, which may include termination of employment

Process Highlights

1. All employees to adhere strictly to the company policy

2. Any breakdowns / security hazards observed in equipments should be reported appropriately to the Restaurant Manager/Manager Backend Operations/Administration / IT team


Process Owner :Joint ownership by the Line Manager/Manager

Policy Name: Safeguarding Company Assets




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Smoking PolicyObjective

To provide a smoke free workplace to all ABC Ltd’s team members

Applicability



Policy Highlights

ABC Ltdfollows a no smoking policy in all ABC Ltdworkplaces

1. Employees and visitors are expected to respect the “No Smoking” policy at all times

Process Highlights

1. All employees to adhere strictly to the company policy

Exceptions



Process Owner : The Administration Team

Policy Name: Smoking




HR manual

Workplace Security Policy

Objective

To provide a safe workplace to all ABC Ltd’s team members

Applicability



Process Owner : The Administration team Authorizer : Administration


Policy Highlights

1. ABC Ltdbelieves strongly in maintaining a workplace that promotes and protects the safety and security of team members, customers and visitors / guests at outlets

2. Every team member is required to participate in keeping our workplace safe — as well as being ready for emergencies that might happen

Your responsibility is to comply with all security norms Any unsafe condition or work-related accident, injury or

illness should be reported immediately to the Reporting Manager

3. Employees must ensure that company and customer information is not left lying about where it can be viewed by an unauthorized person — this includes completed customer forms, memos, printouts, handwritten notes, etc.

All information must be secured when not in use


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Dispose of Confidential information, securely using shredders

Confidential information should not be shared with unauthorized persons. Always verify the identity and the need-to-know of anyone requesting Confidential information

Process Highlights

1. All employees to adhere strictly to the company policy 2. Administration should be immediately informed of any

security risks identified

Exceptions



Process Owner : The Administration Team

Policy Name: Workplace Security




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Grievance Redressal Policy Objective

The purpose of this policy is to provide a supportive framework whereby all employee grievances can be effectively resolved.

Applicability

This is applicable to all employees at ABC Ltdacross all locations.

This procedure cannot be used for appeals against disciplinary action. Such are to be carried out in accordance with Standards of Conduct.

This procedure is not to be used for the resolution of collective grievances related to wages or salaries

If the grievance is about a breach of ABC Ltd’s equal opportunities policy such as victimisation, bullying, harassment or discrimination, employees should refer to the Equal Opportunities policy / Sexual Harassment policy.


Policy Highlights

ABC Ltdsupports the right of every employee to lodge a grievance with his / her Supervisor / Workforce Management if the individual believes a decision, behaviour or action that affects their employment is unfair. We aim to resolve problems and grievances promptly and as close to the source as possible with graduated steps for further discussions and resolution at higher levels of authority as necessary. Details of the procedure are set out below.

Process Highlights

COMPLAINT PROCEDURE

INFORMAL STAGE


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As most complaints and grievances can be resolved informally, the employee should attempt to resolve the complaint as close to the source as possible. This can be at an informal and verbal level. If the matter is not resolved then further steps need to be taken. All available attempts to settle a grievance before starting the formal grievance process should be taken.

FORMAL STAGEStep 1- Sometimes the individual may not be able to resolve his / her grievance informally or the matter may directly concern his / her immediate supervisor and he / she may not feel that it is appropriate to raise it with them. In these circumstances the individual should raise the matter in writing with . A hearing will then be arranged to discuss the matter. Wherever possible, the hearing will be scheduled to take place within 5 working days after the individual’s written grievance has been received.

Step 2-If the individual is dissatisfied with the outcome of the grievance hearing, the individual is entitled to raise the matter in writing to the Grievance Committee. The individual should normally do this within 5 working days of being notified of the decision in stage 1 of the process but should not in any event delay

unnecessarily. A hearing will then be arranged to discuss the matter with the individual. Wherever possible, this will be scheduled to take place within 5 working days of the individual’s written grievance being received by the committee dealing with it. The individual will receive a letter confirming the outcome of the grievance hearing, normally within 7 working days of the hearing.

Step 3-If the individual remains dissatisfied with the outcome of the grievance process, he / she can write to the CEO / COO who will review the case. The individual should normally do this within 5 working days of being notified of decision in stage 2 of the process but should not in any event delay unnecessarily. Although the CEO / COO will be responsible for making a final decision on the individual’s case, they may nominate a member of staff from within Workforce Management to help compile the evidence and make a recommendation. The nominated person will obtain all the relevant records, record any additional information and reconsider the matter. If necessary, a further hearing will be arranged, but in any event, wherever reasonably practicable, a decision will be given within 10 working days of the date of referral. This decision will be final.


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Summary of Grievance complaint procedure

Exceptions


Ownership of Policy:

Process Owner : Grievance Committee

Policy Name: Grievance Redressal Policy




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Disciplinary Procedure


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Disciplinary ProcedureObjective

To ensure that employees maintain high standards of behavior and performance and disciplinary offences are dealt with fairly and consistently

Applicability

This is applicable to all employees at ABC Ltdacross all locations.

Process & Policy Highlights

Policy Highlights

ABC Ltdmay take disciplinary action in respect of breach of the following:

Personal Conduct Timekeeping Absence from Work Health & Safety Misuse of company equipment Breach of EEO Non Performance Breach of Standards of Conduct Breach of terms &conditions of employment Breach of confidential information

It should be noted that serious offences such or physical violence, theft, fraud or other serious criminal offences will be regarded as gross misconduct. Such cases will lead to dismissal without notice.

Process Highlights

Unacceptable behavior that does not lead to immediate dismissal may be dealt with in any of the following ways:


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Oral Warning:In the case of minor offence, the individual will be given a formal oral warning.

Written Warning: In the case of more serious offenses or a repetition of earlier minor offenses, the individual may be given a written warning, stating the offense, the likely consequences and specifying, if appropriate, the improvement required and the time period within which the improvement is expected.

Final Written Warning: In the case of a further repetition of earlier offenses or if the individual still fails to improve or if the offence is serious enough to warrant only one written warning, before termination of employment, the individual will be given a final written warning. The precise nature of the offence will be mentioned along with a statement that any recurrence will lead to dismissal and specifying, if appropriate, the improvement required and the time period within which the improvement is expected.

Dismissal: In the caseof gross misconduct or a fundamental breach of contract, or if all of the appropriate stages of the warning procedure have already been exhausted, the individual will normally be dismissed. In cases of gross misconduct or a fundamental breach of contract, the dismissal is likely to be without notice or payment in lieu of notice.

Disciplinary Meetings

Meetings will be held with individual/s against whom a complaint has been registered to investigate the issue before a final decision is arrived at in respect of the disciplinary action to be taken.

Appeal Procedure

Individuals who wish to appeal against a decision should request this in writing within 7 days. An appeals meeting will then be convened and will be chaired by a Senior Manager who has had no prior involvement in the case. HR Department will also be part of the appeals meeting.



Policy Name: Disciplinary Procedure


Version Date of approval Effective date


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Exhibits/Attachments Forms/Templates

Performance Planning and Management


HR manual

Performance Planning and Management

Objective

Performance Management is the systematic process by which ABC Ltdinvolves its employees in improving organizational effectiveness and supports their career growth and success

Applicability



Policy Highlights

Employee Performance Planning and Management includes:

1. Planning - setting expectations and individual objectives 2. Continually monitoring performance3. Developing the capabilities to deliver excellent

performance4. Evaluatingthe performance within the context of

Performance Appraisal System 5. Rewarding and recognizing good performance.

The Performance Planning is an annual process and the cycle followed is April to March and an interim cycle in the month of October to appraise employees who were not considered during the annual cycle.

Process Highlights

1. Performance Planning -The process begins with the planning and setting of team and individual objectives that are cascaded from the Business Unit objectives.

2. The Objectives need to be finalized by end of March each year for each team member


http://www.opm.gov/perform/overview.asp#3%233




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3. Reporting Managers need to periodically review performance

throughout the year4. A formal mid year review in the month of July is

recommended 5. Each year, HR sets the framework and guidelines for the

Performance Planning and Management process6. The Annual Performance review is conducted at the end of

the year by your current Reporting Manager. If there have been more than one Reporting Manager during the Performance Review cycle, their inputs will also be taken for the Review. The employee can also request for discussion with Additional Appraisers

7. All employees at the Operational Lead band and above will document the self assessment through the form for both annual as well as mid year reviews.

8. Reporting Manager completes the year end review, gets a sign off from the HOD and forwards their recommendations to HR. HR reviews all recommendations and ensures the guidelines set have been followed

9. HR issues individualized formal communication to all employees based on Reporting Manager recommendations

Exceptions

The head of the department can approve exceptions



Policy Name: Performance Planning and Management




HR manual

Reward and Recognition


HR manual

Reward and Recognition

Objective

There must be occasions where the company would like to express its appreciation to the employee.

Non-monetary or monetary awards to be presented for services provided.

Reward ideas that lead to substantial cost savings and enhance productivity.

To retain employees. To reinforce behaviours that lead to success. Generate enthusiasm at work.

Applicability


Types of Awards

ABC Ltd’s STAR Employee of the Year Award- Given to those to have performed consistently throughout the year and have made significant contributions to the company. Monetary reward and Letter of appreciation signed by the CEO.

ABC Ltd’s Employee Service Award- Given to those employees to have completed 5, 10, 15 years of service for their loyalty and contribution to the company. Monetary reward, Memento and a Letter of appreciation signed by the CEO.

ABC Ltd’s Employee Appreciation Award- Given to those to have made a significant contribution to the company. These are spot awards given to employees that are delivered at the time of achievement. It can be Monetary Rewards/ Bouquet of flowers/Letter of appreciation by CEO /Thank you card.

Note: These awards will be presented at the ‘Annual Day’ of ABC Ltd. Employees as well as families of those who are nominated for Awards can attend the gathering.


Documents

hrbasket.files.wordpress.com · Web view2016/12/01 · HR Manual 1 Employment Terms 4 Appointment 5 Probation and Confirmation 7 Employment of Spouse or Relatives 9 Promotion Policy