POLICY WRT TO ACCOMODATION (W.E.F 1ST APRIL 2013) 1.0 COMPANY-LEASED ACCOMMODATION I.

OBJECTIVE:

II.

SCOPE:

To provide residential accommodation to Employees.

III.

RESPONSIBILITY:

All staff members deputed at project sites. Outstation employees at offices/branches/workshops. Case to case basis. Proposal - Concerned HOD / Corporate HR Approval MD / Director (s).

IV.
a.

KEY POLICY-CLAUSE:

b.

The company leased accommodation shall be provided on the basis of need duly approved by MD / Director (s). The Employees can avail of the Company Leased Accommodation, subject to the points mentioned in the Table below and the other clauses in the policy:

Locat ion

Type

Security Deposit

Rent Amount

HRA

Amt. To be Recovered from Employees

Utility Bills (Electricity Bills + Water Bills)

Any Other Charges

Office Location

Bachelor / Shared Accommodat ion Family / Individual Accommodat ion Bachelor / Shared Family / Individual Accommodat ion

To be Paid By Co. To be Paid By Co. To be Paid By Co. To be Paid By Co.

To be paid by Co. To be Paid By Co. To be Paid By Co. To be Paid By Co.

Will not be eligible Will not be eligible Will not be eligible Will not be eligible

The difference of Rent HRA to be divided equally among the Employees and deducted from each Employee. The difference of Rent-HRA to be deducted from Emp. NIL NIL

Shall be proportionately charged to each Employee. Shall be charged to Employee. To be Paid By Co. To be Paid By Co.

Shall be proportionately charged to each Employee. Shall be charged to Employee. Case to Case Basis Case to Case Basis

Site Locati on

c.

The Security Deposit shall be provided by the Company. Security Deposit of Family Accommodation shall be considered as an Advance against Employees Name. He / She have to organize for the refund of the same while vacating the leased accommodation. For Shared Accommodation, the deposit shall be recovered by the company. The Rent Amount of Company-Leased Accommodation shall be paid directly by the Company to the House-Owner and the same will be recovered from the Employees salary. HRA shall not be paid. Additionally any differential amount above the HRA amount shall be proportionately deducted from salary. The utility bills will be paid by the Company and the same will be recovered from the respective employees salary accordingly. For shared accommodations, the utility bill values will be split proportionately among the Employees sharing the accommodation. In case of rent free accommodation provided to Employees eligible for the same, as per terms of their employment, no HRA will be paid to the employees.

d.

e. f.

g. 2.0

Accommodation will be provided by the company to Employees posted at remote project site. HRA shall not be paid.

COMPANY GUESTHOUSE FACILITIES: I.

II.

OBJECTIVE: To provide hospitality to Visiting Guests, Foreign Dignitaries and Employees who have been transferred to HO. SCOPE: This facility shall be for Housing Expatriates, Visiting Executives of Group Companies, Employees of different Sites / Branches, Consultants, Out-stationed Dignitaries, VIPs, Auditors etc. RESPONSIBILITY: Proposal - Concerned HOD Approval - Corporate HR Head / Project Head Facilitation - Administration Department/Site HR KEY POLICY-CLAUSE: a. No charge is applicable for Guests.

III.

IV.

b. c.

Allotment of rooms would be made based on the requisition originating from Executives not below the level of VP of concerned Department. In absence of VP, the next hierarchy can raise the requisition.

Employees who have been transferred to the HO, but NOT desirous of shifting their family, such employees will be given facility to use the Company Guest House for boarding and lodging purpose for a period of 15 days only, with the approval of the Director (s). Within the said period, the employee has to find suitable Accommodation and inform the HR/Admin Dept about the same for going ahead with the Lease Agreement and other formalities. Friends and Relatives will not be eligible for this

d.

facility.

e. f.

Employees who have been transferred to the HO and desirous of shifting with their family will also be given facility to use the Company Guest House for Boarding and Lodging purpose for a period of 15 days only, with the approval of the MD/ Director (s). Within the said period, the employee has to find suitable Accommodation and inform the HR/Admin Dept about the same for going ahead with the Lease Agreement and other formalities. Family will include the Employee himself/herself, his/her spouse and maximum 2 children.

Accommodation at suitable Hotel is to be made in case the occupancy of the Guest House is full with the approval of MD/Director (s) or any other designated / authorised person.

Allotment of accommodation would be made to the following categories of individuals on priority by prescribed Guest House Accommodation Requisition Slip TWO DAYS in advance. Expatriates during the duration of their official stay in the Company Guest House. Consultants and Official Guests (other than that of company) on special permission from concerned HOD (not below than the rank of VP), subject to availability of accommodation.

g. h. i. j.

Official Guests and Host Officials accompanying guests are to be treated as Official Guests and no charges levied as per first clause. However, concerned Officials are required to sign Guest House Accommodation Requisition Slip . Regular maintenance of Fixtures, plumbing, and electrical jobs is to be carried out immediately on receipt of complaints. Company Guest House is a privilege offered for Executives and Visitors. Occupants must maintain and observe due decorum and discipline at the Guest House in keeping with their status and position. No Employee shall treat the Guest House as a form of Permanent Accommodation. On the expiry of the period of stay specified, the employee shall vacate the Guest House voluntarily, else, rent for the same will be levied for each day of the unathorised extended stay in the Guest House. HO/ Branches / Project sites.

k. All above clauses followed at HO Guest Houses shall remain same for all Guest Houses at Sashi Nair ManagerHR

ANNEXUREI REQUISITION FORM FOR COMPANY ACCOMODATION/GUESTHOUSE From: To:

Name:__________________________________

Admin. Manager _________________________________________

Employee Code:_________________________

Kindly arrange the accommodation/ reserve the Guesthouse (Please tick whichever is applicable) as per the details given below: My details are as under: Name of Employee Designation Company:

: :

Office Location

: FFIL / PRL / BCPL : :

________________________________

Any other Details Date: __________ Note:

Signature of Employee

____________________________

Approved By

1. Functional Heads/HODs/PMs/VPs are only authorized to sign the above

Requisition. 2. It is mandatory to have Managing Director / Directors Sanction for the above. 3. Guesthouses shall be used for Official purpose only, unless otherwise approved by Director.

FOR USE BY ADMIN. MANAGER

Name of Employee Employee ID No. Company

ALLOTMENT OF ACCOMMODATION / GUESTHOUSE (Intimation from Admin to HR Dept) : _____________________________ : FFIL / PRL / BCPL : _____________________________

Room / Flat No Allotted Allotment / Lease Date Security Deposit Monthly Rent / Lease

Guesthouse / Acco. Location

: _____________________________

: _____________________________

: ____________ To _____________ : _____________________________ ________________________________ Signature (Admin. Manager) : _____________________________

Date: _______________________