HR Policy Manual (E Book)

I.
RNTBCI WAY
The RNTBCI way is a set of values that are at the heart of every interaction or process in the
organization.
The Renault way and the Nissan way are guiding principles, wherein keywords guide ones
thinking and behavior.
The Renault Nissan JV presents immense opportunity to get the best of both worlds.
The RNTBCI way encompasses 6 mindsets and 5 actions.
MINDSETS
Cross cultural & Cross Functional
Be open and show empathy towards different views
Be aware and accepting of other cultures
Support implementation of decisions taken to promote shared goals
Leverage the perspective of other regions and cultures to develop a synergy
Work across functions to gain diverse perspectives
Welcome inputs and value viewpoints
Transparency
State clear facts
Communicate clearly to create a unified strategy
Exchange opinions and raise concerns openly, without hiding issues
Ensure that significant information is passed on to all levels quickly & reliably
Trust
Trust others and be trustworthy
Display reliance on the integrity, ability and character of another person
Solve problems through direct communication
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Involvement & Competitiveness

Focus on competition and continuous benchmarking
Pursue improved and exemplary performance
Demonstrate personal commitment and loyalty to the organization under all circumstances
Be passionate. Learn from every opportunity and motivate others to do so.
Achieve maximum results with minimum resources
Do continuous benchmarking
Customer Focus
Show respect and deliver results
Cultivate open-mindedness
Listen, accept and take into account others views
Refuse all prejudice, respecting everybody without distinction
Diversity
No bias towards person or culture
Take into account the diversity of needs and cultures with respect to employees, customers,
suppliers and partners
Value everybodys contribution to the progress of the company
No distinction of age, seniority, sex, origin, nationality, etc.
ACTIONS
Be Simple
Be simple and efficient
Systematically pursue simplicity in order to achieve efficiency in all actions
Build processes that are easy to understand and explain
Propose & Commit
Stretch towards your potential
Explore new paths for progress. Accept the fact that other people make mistakes
Be accountable and stretch towards your potential
Establish criteria and stretch goals to achieve a high level of quality, productivity or service
Apply & Perform
Achieve targets in the given timelines
Enforce decisions, having put forward your own viewpoint at an earlier stage
Complete focus on delivering results
Identify problems, gather and interpret information and choose appropriate action
Measure
Assess performance accurately
Work collaboratively with others to set Key Performance Indicators (KPI)
Track performance against goals; Track acquisition/use of appropriate knowledge and skills
Help direct reports improve performance by providing timely and constructive feedback
Challenge & Innovate
Look for improvement and new ideas
Challenge self and others to drive effectiveness and efficiency in the organization
Strive for continuous improvement and innovation
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II. EMPLOYMENT TERMS

2.1.
Probation Period :
All Employees are required to undergo the Probationary Period of six months (6 Months) . During such
probationary period, the Company has the opportunity to evaluate the Employee on his / her work
performance to determine the suitability of continuing or extending the Employee's employment with
the Company. Upon satisfactory completion of the Probationary Period, the Employee may be
considered for confirmation, which would be communicated to the concerned Employee by way of a
Confirmation Letter. Non- confirmation by the Company would be deemed to be an extension of the
Probationary Period. In case the SVP/ VP/ GM recommends for EXTENSION of probation period
(Mention 1 month for 1st extension, 3 months for 2nd), HR prepares extension letter and hands it over to
the concerned SVP/ VP/ GM. In addition to your performance during the probationary period, your
confirmation as a permanent employee is subject to your submitting the requisite documents as
required by the company. This will be applicable for all employees with retrospective effect.See
Annexure 1A in the offer letter
2.2.
Normal Work Days & Hours :

The culture of RNTBCI is to provide the highest quality of work to our customers around the
world, on time.
Normal working days are Monday to Friday for Corporate office, 43.33 hours per week. The
office working hours are from 8:20 a.m. to 5:30 p.m.
Employees based at external locations shall follow the rules and regulations of that location.
2.3.
Reporting Time :
Time recording method will be introduced for all employees. This is to comply with the discipline on
office timing and any habitual late coming or absence during office hours will be considered as
misconduct. If an Employee is on any official out door duty within the city, he/she has to apply for the
same clearly mentioning number of hours worked out of office along with approval of his/her SVP/ VP/
GM.
2.4.
Lunch Break :
Employees are allowed a 30 minutes lunch break staggered between 12.30 p.m. and 2.30 p.m.
2.5.
Dress code :
On days when there are meetings with clients, press etc., Employees are required to be
dressed in Business Formals. Suits/blazers to be worn, as appropriate.
Employees working at client locations (Onsite/India) are required to follow the dress code, as
expected by the client.
Employees
Male Employees
Female
Employees
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Monday Thursday
Friday
Business Casuals
Smart Casuals
Full / half sleeve colored shirt

(stripes, checks or plain) and
trousers, with the shirt tucked in.
Shoes of shining leather (not
suede or sandals). No tie is
required.
Smart looking casuals /denims with

informal shoes. Tee shirt to be tucked
in. Shorts, sandals and sneakers,
not allowed.
Sarees / salwar suits/business

suits with appropriate footwear.
Smart looking casuals / denims.

Shorts, not allowed.
2.6.
Joining & Induction :
All Employees joining as per offer letter will be taken through Induction on the Induction day.
Employees are requested to complete their joining formalities in order to link them to monthly Payroll.
Incase of non-completion of Joining formalities, HR C&B will not process the payroll until completion of
the records. In case of non-submission of related documents within 3 months; the management has all
the rights reserved to take necessary disciplinary actions.
2.7.
Employees working out of other locations :
Employees who are deputed to other locations(Nashik, RNAIPL) based on business requirement and
GM approval; are requested to abide to terms & conditions at that premises and of RNTBCI.
Employee working at RNAIPL
o Employee will be provided with necessary safety items(Uniform, Safety shoes, Helmet, PPE) by
RNTBCI HR.
o Employee has to update with necessary information and approval to HR C&E upon deputation
to RNAIPL
o RNAIPL food coupons are issued based on Employees request and subject to VPs approval.
o If an employee wants to opt for company transportation to commute to RNAIPL from their
nearest home location, RNAIPL will accommodate the request subject to seat availability and
Rs.1000/-* will be deducted from the monthly payroll.
o Employees must apply On duty or leave as per prevailing leave management system of
RNTBCI
Employee working at Nashik
o Employees have to send their monthly time sheet before payroll cut off
o Employees may travel to Chennai based on prior approval upon business requirement & travel
will be routed through admin only
o Employees must apply leave or on duty as per prevailing leave management system of
RNTBCI
*This amount may change subject to companys discretion.
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III. SEXUAL HARASSMENT POLICY

3.1. Sexual Harassment
Renault Nissan Technology & Business Centre India Pvt Ltd (RNTBCI) thrives to create an amicable
work environment for the employees and those employed with the successful functioning of the
organization. Sexual Harassment and Discrimination in any form or manner is an action against the
companies values and would be dealt with appropriately and the below policy details the various critical
aspects.
3.2. Purpose of Policy
This Policy inter alia seeks to provide;
o A general definition of sexual harassment and related retaliation;
o Prohibits sexual harassment and related retaliation;
o Sets out procedures to follow when an employee of RNTBCI believes a violation of the
Policy has occurred;
o Establishment of a Sexual Harassment Committee with powers, procedures, functions
as set forth in this Policy.
It is also a violation of this Policy for anyone acting knowingly and recklessly either to make a
false complaint of sexual harassment or to provide false information regarding a complaint.
It is intended that individuals who violate this Policy be disciplined or subjected to corrective
action, up to and including termination or expulsion.
Definitions For purposes of This Policy:
a) Authority : The term authority shall refer to the Head (HR). However if a complaint were to be
filed against the Head (HR), MD (RNTBCI) would be the Authority as defined in this policy.
b) Committee: Shall have the same meaning, composition and carry out such functions as are
designated/delegated under this policy. The authority under this Scheme shall select and elect
the member to be part of the committee.
c) Complainant: a Complainant is a person who is subject to alleged sexual harassment.
d) Respondent: is a person whose alleged conduct is the subject of a complaint.
e) SEXUAL HARASSMENT: WOULD MEAN AND INCLUDE THE FOLLOWING AMONG OTHERSi) Submission to or rejection of such advances, requests or conduct is made either explicitly
or implicitly a term or condition of employment or as a basis for employment decisions; or,
ii) Such advances, requests or conduct have the purpose or effect of unreasonably
interfering with an individual's work performance by creating an intimidating, hostile,
humiliating or sexually offensive work environment as defined above.
iii) Direct or implied requests by a superior for sexual favors in exchange for actual or
promised job benefits such as favorable reviews,salary increases,promotions, increased
benefits,or continued employment constitutes sexual harassment.
iv) Sexual pranks, or repeated sexual teasing, jokes, or innuendo, in person or via e-mail;
sending images/ text messages through cell phone to co-employees or employees that
are sexually offensive.
v) Verbal abuse of a sexual nature;
vi) Touching or grabbing of a sexual nature;
vii) Repeatedly standing too close to or brushing up against a person;
viii) Repeatedly asking a person to socialize during off-duty hours when the person has
refused or has indicated he or she is not interested (supervisors in particular should be
careful not to pressure their employees to socialize);
ix) Giving gifts or leaving objects that are sexually suggestive;
x) Making or posting sexually demeaning or offensive pictures, cartoons or other materials in
the workplace;
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xi) Repeatedly making sexually suggestive gestures;

xii) Off-duty, unwelcome conduct of a sexual nature that affects the work environment.
xiii) Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one's
sex life; comment on an individual's body, comment about an individual's sexual activity,
deficiencies, or prowess;
xiv) Inquiries into one's sexual experiences; and
xv) Discussion of one's sexual activities.
A victim of sexual harassment may be a man or a woman. The victim can be of the same sex as the
harasser. The harasser can be a supervisor, co-worker or other Department employee.A complaint can
be made of sexual harassment committed inside office premises, while on office transport or any other
venue where the employee(s) are representing the organization / official travel etc.
3.3. Reporting of Sexual Harassment
A person considering himself/herself to be a victim of sexual harassment and, wishing to
complain of the same, must forward a written complaint to the authority at the earliest.
The Complaint shall be in writing; shall contain the name, address, contact number,
employment number of the Complainant including the date of occurrence of the unpleasant
incident; contain the name, address, contact number, employment number of the
Respondent(s) if known; an adequate account of the nature of sexual harassment so alleged.
On receipt of the complaint the authority shall constitute a committee and forward the
compliant to the committee.
3.3.1. Composition Of The Committee:
A committee formed for the purpose of this policy shall compose of the following:
The committee shall consist of three members of which two shall be women.
The committee should consist of an external person unconnected with RNTBCI having
prior experience or qualification to handle such complaints.
3.3.2. Functions Of The Committee:
It shall be the duty of the Committee to:
Make a prima facie enquiry into the complaint
If convinced send a copy of the complaint to the Respondent, directing him/her to file a
reply to the complaint within a stipulated time.
If the Committee is not convinced with the reply or is of the opinion that further
investigation is required it shall direct the respondent and /or Complainant to be present
before the Committee on the prescribed date, time, venue in order to conduct a detailed
enquiry.
The Committee shall conduct the Enquiry as expeditiously as possible.
The Committee shall thereon forward its report on the Complaint to the Authority for
further action with or without its recommendations.
The Committee shall investigate and enquire into any complaint with maintaining utmost
confidentiality.
If the Committee decides to conduct an enquiry it shall ensure that the following procedures are
followed.
Any enquiry shall be conducted by the committee as expeditiously as possible.
Any enquiry shall include an interview with the Complainant, Respondent and with witness (if
any).
The Respondent shall be allowed to be present throughout the enquiry unless the Complainant
expresses concern over the presence of the Respondent. In such cases the Committee shall
conduct the enquiry in the absence of the Respondent. However the proceedings must be
recorded in writing and a copy of the same must be made available to the Respondent.
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The enquiry will afford the accused an opportunity to respond to the allegations.
Enquiry proceeding would be in consonance with Natural Justice.
Both parties would be entitled to produce any evidence generally admissible in a court of law
during enquiry proceedings to prove their case.
The enquiry proceedings will be recorded in writing and be signed by a member of the
Committee and the Respondent.
At the conclusion of the enquiry, the committee shall prepare a written report which shall
include a statement of factual findings and a determination of whether this Policy has been
violated.
Upon completion of such enquiry, the Enquiry Proceedings shall be forwarded to the authority
along with its findings and report.
The Complainant and the Respondent shall be provided with a copy of the enquiry; however,
that information should be treated by both parties as private and confidential.
A Complainant not satisfied with the resolution achieved by the formal procedures may further
discuss the matter with the Head HR.
3.4. Disciplinary Action

A conclusion that sexual harassment has occurred shall subject the offender to appropriate disciplinary
action. Such action may range from counseling to suspension, discharge, expulsion or termination from
employment, and may include such other forms of disciplinary action.
The Authority upon receipt of the Enquiry Report forward a copy of it to the Complainant and the
Respondent. If the Authority proposes remedial action it shall issue a show cause to the Respondent
seeking his comments on the report. On receipt of the comments if the authority is of the view that
remedial measure/action is required the authority shall seek the comments of the Respondent on the
proposed action.
3.5. Assurance Against Retaliation
This policy seeks to encourage employees to express freely, responsibly, and in an orderly way
opinions and feelings about any problem or complaint of sexual harassment. Retaliation against
persons who report or provide information about sexual harassment or behavior that might constitute
sexual harassment is also strictly prohibited. Any act of reprisal, including internal interference,
coercion, and restraint, by an employee, violates this policy and will result in appropriate disciplinary
action.
This sexual harassment policy shall not, however, be used to bring frivolous or malicious complaints. If
a complaint has been made mala fide, as demonstrated by clear and convincing evidence, disciplinary
action may be taken against the person making the complaint.
3.6. Confidentiality
RNTBCI will do everything consistent with enforcement of this policy and with the law to protect the
privacy of the individuals involved and to ensure that the complainant and the accused are treated
fairly. Information about individual complaints and their disposition is considered confidential and will be
shared only on a need to know basis.
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IV. ELECTRONIC COMMUNICATIONS

INTERNET USE GUIDELINES
RNTBCI Memory Stick and I Pod Management Operational Directive
4.1. Objective
The Memory Stick and I Pod are devices that can be potentially very damaging as far as Information
Security is concerned. Sensitive and critical classified data can be lost or removed from the PC which
is likely to be damaging to the Company. To prevent information leaks and to trace the case when the
information is leaked in the worst-case scenario, management standards for use of Memory Stick and I
Pod are defined.
4.2. Application Range
These standards shall apply to All Departments in RNTBCI.
The management targets Memory Sticks and I Pods or similar such devices that can be used
for replicating sensitive data.
4.3. Definition of the Management Department
All departments will be responsible for managing memory sticks within their domain. As far as the I
Pods are concerned management shall be supervised by the RNTBCI Security Management
Department.
4.4. Management and Handling of Memory Sticks
a) Personal Memory Stick are PROHIBITED to be carried inside the RNTBCI with immediate
effect.
b) Only the Memory sticks provided by RNTBCI will be used by the employees.
c) Only the RNTBCI IT Department will purchase and hold Memory Sticks. All other departments
are prohibited to procure memory sticks.
d) All the memory sticks procured will be registered with the RNTBCI Security Management
Department.
e) The memory sticks will be issued to various Departments based on their requirement and
kept under lock & key and a storage record will be maintained by the department. The SVP/
VP to nominate such person for their department
f) In case of a requirement of copying data onto 1the memory stick, the SVP/ VP will approve the
request. A memory stick held in the Department will be issued to the employee and a record
with Name of the employee, date, time, the data being copied and the purpose of copying will
be maintained.
g) The data will be encrypted before it is copied.
h) After the use of the Memory stick, it will be returned after the data is deleted to the holder of
the memory sticks in the department.
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i)
j)
In no case will the memory stick left unattended in the PC or on the desk unattended.
In case the employee is traveling, the memory stick should be in his possession only at all
times.
4.5. Management of I Pods

I Pods and other such recording devices are prohibited to be used inside RNTBCI.
4.6. Responses to Violation of Rules
The RNTBCI Security Management Department shall exercise right to initiate action when rules are
violated in this regard.
4.7. Employee's obligation
When any employee finds that any other person is transgressing against the rules, they must order
them to stop and contact Security Management Department.
4.8. Internet Management Operational Directive
4.8.1. Objectives
RNTBCI provides employees with the computer equipment(PCs, Workstations, Software
etc),communication systems (e- mail, internet access, PDAs etc) and data (documents,
databases, artwork, videos, etc) they need to accomplish their missions. These resources
are provided on an understanding that they be used solely for business purposes.
Negligence or improper use of resources jeopardizes the company as a whole, ultimately
endangering the individuals that make up the company.
Users are provided with internet facility for strictly business purposes and should make
appropriate use of them. The facility will be provided on an individual basis, enabling
individual users to access websites hosted the world over in connection with RNTBCI
business. However, RNTBCI has access to web-browsing logs for each user ID within
legally applicable limits. Users should bear in mind that user IDs include the RNTBCI name
and are seen as such by web servers they visit. Within legally applicable limits the internet
traffic is regularly checked and audited to conduct statistical analysis, monitor services
quality and verify security.
4.8.2. Application Range
(a) These standards shall apply to all departments that belong to RNTBCI.
(b) The management targets include the internet usage by all the employees.
4.8.3. Definition of the Management Department
The responsible department for managing internet shall be the RNTBCI IT Department.
4.8.4. Management of Internet
(a)
Internet connectivity will be provided to all employees to enable them to visit websites
hosted on the net in connection with the RNTBCI business.
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(b)
(c)
(d)
(e)
(f)
Internet facility will be provided on an individual basis. Each user will have a unique ID
and password to gain access to the internet, subject to approval process.
The web browsing logs will be maintained by RNTBCI. These logs will be obtained by
RNTBCI from time to time for analysis and survey purposes.
All personal mail, pornographic, violent, offensive, racist sites contrary to due regard to
human dignity or protection of children will be blocked using appropriate software tools.
In case of an emergency, IT will assist employees to access mail site.
A separate Kiosk with stand alone internet connectivity may be provided in the facility at
the discretion of the management for the employees to access the private mail sites.
4.8.5. Employees Rules for Use of Internet.

(a)
All Users are personally and individually responsible for the use that they make of the
internet. However shall not use the resources of RNTBCI to access any website of the
following nature:
Violent, pornographic, offensive, or contrary to due regard for human dignity or
protection of children.
Libelous or otherwise illicit.
Liable to jeopardize RNTBCI resources, especially as regards integrity and

conservation of RNTBCI data.
Liable to jeopardize the brand name of RNTBCI.

(b)
Access to such above site is prohibited.
(c)
Employees will not use RNTBCI resource with intent to harass, threaten, insult or any
way contravene applicable law.
(d)
Employees will not use the internet facility to access private mail sites(Yahoo, g-mail, hot
mail etc).
(e)
Employees will not send files containing material intellectual property law, unless they
possess the required authorization.
(f)
Software or any other programmers protected by intellectual property rights will not be
sent or received without the authorization of RNTBCI.
(g)
Knowingly file containing damaged or containing viruses will not be down loaded or sent.
(h)
Users will not send mass messages( over 20 addresses) except to company mailing lists
for legitimate business purposes and shall not send chain messages (messages sent to
mailing list with invitation to forward to other users).
(i)
Refrain from participation in discussion groups by exercising utmost responsibility, and
only with prior approval of management and IT department.
(j)
RNTBCI reserves the right to check compliance with the above rules, within legally
applicable limits.
4.8.6. Responses to Violation of Rules
The RNTBCI Security Management Department shall exercise right to initiate necessary
action as when rules are violated regarding use of internet.
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4.8.7. Employee's obligation

When any employee finds that the person is transgressing against the rules, they must
order them to stop and contact Security Management Department.
Standard of Work Processing
4.9. RNTBCI Camera mobile Phones Management Operational Directive
4.9.1. Objectives
The Camera Mobile Phones are devices that can be potentially very damaging as far as
Information Security is concerned. Sensitive and critical classified data can be lost using
Camera Mobile Phones which is likely to be damaging to the Company. To prevent
information leaks and to trace the case when the information is leaked in the worst-case
scenario, management standards for use of Camera Mobile Phones are defined.
These standards shall apply to areas designated in Appendix. The management targets
Camera Mobile Phones that can be used for replicating sensitive data.
The responsible department for managing Camera Mobile Phones shall be the RNTBCI
Security Management Department.
4.9.4. Management and Handling of Camera Mobiles.
(a) All staff are PROHIBITED from carrying camera mobile phones into areas listed in
Appendix.
(b) Facility manager will provide lockers for safekeeping of the Camera mobile phones
adjacent to the module in which the employee is working or entering.
(c) The employees will keep the camera mobile phone in the locker and then only enter the
access control area.
The RNTBCI Security Management Department shall exercise right to initiate action
when rules are violated in this regard.
When any employee finds that any other person is transgressing against the rules, they
must order them to stop and contact Security Management Department.
Appendix
Areas Nominated as NO Camera Mobile Phone Areas
1. Engineering and R & D Module.
2. Nissan and Renault Vendor Modules.
3. Nissan LCV Module.
4. Nissan Production Engineering Module.
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Standard of Work Processing

4.10. Camera and Filming Management
4.10.1. Objectives
Filming in areas where the information with high confidentiality exists needs to be controlled.
To prevent information leaks and to trace the case when the information is leaked in the
worst case scenario, management standards for filming and for managing cameras are
defined.
1) These standards shall apply to all departments that belong to RNTBCI.
2) The management targets include cameras, mobile with cameras and camcorders that are
used in filming.
The responsible department for managing filming and cameras shall be the RNTBCI
Security Management Department.
4.10.4. Management and Handling of Cameras
1) Purchasing. Only the RNTBCI Security Department will purchase and hold cameras. All
other departments are prohibited to procure cameras. Cameras will have memory card
sealed within the unit.
2) Registration. All the cameras procured will be registered with the RNTBCI Security
Management Department.
3) Storing. The cameras will be issued to various Departments and kept under locked storage
and a storage record will be maintained.
(Items to record include a model of the camera, number of equipments, manufacturing
number, number of recording media, existence of defects and others).
4) Carry-In Permission
(a) It is prohibited to carry in personal cameras anywhere in the facility. Mobile cell
phones with cameras are subject to the RNTBCI camera mobile phones
Management Operational Directive.Personal cameras and Mobile cell phones will
be kept in the lockers provided by the Admin in the facility.
(b) When filming equipments need to be carried in for advertising and researching,
permission shall be obtained from the RNTBCI Security Management Department
before any equipment is bought into the facility who in turn will obtain the
permission of the MD.
5) Lost/Repairing/Updating
(a) When a camera is lost, report it to the RNTBCI Security Management Department
promptly.
(b) When a camera needs to be repaired, it shall be done so under the supervision of
the RNTBCI Security Management Department.
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4.10.5. Operation Rules for Filming

1) Photograph Permit
(a) Photograph permit shall be obtained from the RNTBCI Security Management
Department for any filming within the facility. The area in which the filming is to be
done will be endorsed by the SVP/ VP.
(b) On receiving the permit to film, the camera issued to the Department by the RNTBCI
Security Management Department will be used. The departments will maintain the
record for the same.
(c) Sites and objects that are different from the approved filming site and objects must
not be filmed.
(d) When filming is conducted by someone from the outside of the company, a request
for photograph permit shall be created by the concerned department, and
photograph permit shall be obtained from the RNTBCI Security Management
Department under the approval from the manager of the accepting department. The
approval of the MD will be mandatory.
(e) After completion of the photography/ filming session the SVP/ VP will review the
images captured and certify that classified issues for which no permission has been
granted has not been captured.
2) Management of the Photograph Permit Arm Badge
(a) A photograph permit arm badge and a Jacket will be worn by the person permitted
to film whether he is an employee or a person from outside who has been permitted
to film.
(b) When filming takes place outside of the company, the arm badge is not required to
put.
(c) Cameras and photograph permit arm badge shall be managed separately.
(d) The arm badge and the Jackets shall be stored and issued by the Security
Management Department and usage history shall be recorded on the management
book.
(e) The storage term of the record shall be one year. Recording items are Borrower,
Date to Borrow, Number of the borrowed photograph permit arm badge and
others.
The RNTBCI Security Management Department shall exercise right to termination of the
photograph permit and prohibition of the use of cameras when rules are violated regarding
filming.
When any employee finds that the person is transgressing against the rules, they must
order them to stop and contact Security Management Department.
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VI. LAPTOPS & DATACARD

6.1 Criteria for Laptop :
Laptops will be given to employees based on MDs decision. All employees getting laptops will be
accountable for the security of their laptop in and out of office.
The Administration and IT department will keep record of all allotted laptops and will collect the same
when an employee retires or resigns, whichever is earlier. The Administration Dept/ IT department will
coordinate to get the laptop insured. In the event the laptop is stolen and/or lost the concerned
employee will have to reimburse the cost of the laptop or will have to substitute with an identical piece.
Cost / Model at the time of purchase / acquisition will be considered as the amount to be reimbursed /
substituted.
When it is an insured asset and the company receives the claim money from the insurance department
the same shall be refunded to the employee.
6.2 Criteria for Data Card :
1) Immediate availability for making crucial decisions on a 24-hour-a-day basis equivalent to
SVP/VP/ GM.
2) Essential liaison/communication by staff who are on official duty in isolated places.
3) Official support and security service by staff who move around a lot and who need to be
contacted immediately in the case of emergencies
4) Travel requirements are greater than 5 days/month
5) Any loss or damage to the data card will have to be borne by the employee
6.3 Procedure for Application of Data Card :
1) An Employee should request his /her GM through Email
2) GM/ VP of that department considers the request in the light of the policy, criteria and
availability of funds.
3) Based on the approval received from GM, An employee to forward it to IT helpdesk, Admin &
HR Team
4) Based on the availability, IT would do the needful.
6.4 Code of Conduct :

Personal Mail Websites like Gmail, Yahoo mail are prohibited as per RNTBCI standard rules
Confidentiality MUST be maintained, No data pertaining to RNTBCI can be transferred or
shared.
Any misusage of Data Card is strictly prohibited
Any Misconduct in the usage of Data Card, will be taken into severe actions.
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VII. TRAVEL
7.1 Objective :
To ensure employee travel is consistent with the business objectives. It also ensures fair and equitable
treatment of employees by defining procedures for authorized business travel and guidelines for
expense reimbursement.
7.2 Scope:
Employees are requested to declare their option to HR & Admin on the option of commuting..
Employee commuting by Company provided transportation will be charged Rs.1000/-* per month. The
same amount would be deducted from their monthly salary through Payroll.
Employees commuting by local suburban trains will get a rail incentive. Employees can get
reimbursement for First class passes as listed below:
For employees boarding between Chengalpet and Perangalathur :
First Class Season passes for upto a maximum of INR 300/-* per month or at actuals,
whichever is less.
For employees boarding between Beach and Tambaram :
First Class Season passes for upto a maximum of INR 500/-* per month or at actuals,
whichever is less.
* This amount may change subject to companys discretion.
7.3 Process For Night Drop Of Employees Working Late:
The Working hours at RNTBCI are from 08:20hrs to 17:30hrs. In case for operational reasons,
nominated employees have to work late, it should be based on the specific permission of the GMs.
This needs to be strictly followed as it has implications with respect to employee security and
apportioning transportation cost to the department. Any employee working in the facility after 20:30hrs
with the specific approval of the GM will be provided transport for dropping at his residence. Based on
the necessity of employees working beyond office hours, intimate the Night transport requirement to
Admin. The details of the time and the area of the drop to be indicated.
In case a female employee is to work after 20:30hrs hours then depute a male employee to
escort her home.
In case of unscheduled requirement, location of Mahindra City necessitates a lead time to
arrange for secure and dedicated transport. Therefore requirement of night transportation
will be forwarded latest by 16:00hrs to Admin.
7.4 Responsibilities :
Admin
Admin to arrange for transport using a reliable and reputed transport agency.
The Transport Agency/Agencies shall furnish a list of vehicles with Registration number,
name and address of the drivers, details of Stand by vehicles and drivers, photographs,
Character and Antecedents verification certificates of the drivers issued by the Police.
Once the verification details of the drivers are received from the transportation agency,
issue an ID to each of the drivers on the line of service provider IDs.
Plan the routing of the vehicles to ensure that the female employees are escorted home.
Ensure that first pick up and last drop should be a male employee even if he has to travel
extra distance.
Provide the details of night transportation to the Security staff every evening.
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Security Staff
The security staff will check and ensure that each driver is in possession of ID Card issued
by Agency and counter signed by Admin.
A proper log will be maintained about the detailing of the vehicle and details of pick up/ drop
with place, time, date, names of the employee, etc.
The security staff will provide the employee traveling in the cabs the security numbers to be
called in case of an emergency and on completion of the drop.
The security staff not to permit cab with only female employee to leave the premises of
Ascendas.
Facility Manager and Head security will be informed immediately.
In case there is no male employee to accompany Female employee, then the security staff
is advised to accompany the female employee.
Employee
Once the cab is dispatched, the employees will ensure that they will keep the security desk
informed in case of any emergency or when the last employee reaches home safely.
Information received from employees should be well documented.
Any suspicion in undue delay for information from the employee will be notified to the
Admin Manager and Head Security with out any loss of time.
7.5 Own Arrangement Local Travel for work
Road Travel:
In case an employee opts to travel by his/her personal vehicle for business purpose or on official work
on holidays, the rate per kilometer reimbursement for the use of self-owned vehicles for official work is
as follows:
Proof of insurance is required for driving the car for official purpose.
Petrol Vehicles Rs.7.00* per km (Car)
Diesel Vehicles Rs.6.00* per km (Car)
Other forms of Personal Transport subject to MDs Approval
The reimbursement per km depending on diesel or petrol versions, will be based on the route chart
from RNTBCI per way as mentioned.
Nearest km will be taken into consideration for reimbursements.
7.6 Formats :
1) Cab Request Form
2) Expense reimbursement form.
* This amount may change subject to companys discretion.
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7.5 Own Arrangement Local Travel for work : Route Chart

Sl.No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
Route Name
Velachery
Choolaimedu
Koyambedu
Thiruvotriyur
Valasaravakkam
M.K.B.Nagar
Camp Road
T.Nagar
Kovilambakkam
Porur
Ambathur
Adyar
CP Ramasamy Road
Villivakkam
Madipakkam
Anna Nagar
Egmore
Chengalpattu
Kancheepuram
Mathur
Purasaiwakkam
Thiruvallur
OMR
Avadi
Guindy
RNAIPL via S.P.Koil
RNAIPL via Vandalur
RIPL / NMIPL
NALT
(Nissan Ashok Leyland Technology)
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Total Kms
47
56
54
70
51
55
35
50
42
50
55
52
56
56
44
55
55
10
55
60
60
60
54
63
45
21
45
50
45
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VIII. DOMESTIC TRAVEL POLICY

8.1 Business / Official Trip
1) Business trip Sheet to be approved in advance by the SVP/ VP/ GM.
2) Business trip approval to be communicated in advance to HR and Admin (Attendance & Ticket)
8.2 Travel Advances
1) Employee can avail travel advance subject to Approval from SVP/ VP/ GM.
2) Employee will take the advance from Accounts Dept.
3) Advance over a Specific Limit Arrangement will take one working day.
4) Advance to be settled with in 7 days of returning from business trip.
8.3 Travel Card
1) Amex card will be provided to all frequent travelers.
2) Travel card will be provided for overseas travel subject to approval by respective SVP/ VP /
GM.
8.4 Formats
1) Domestic Travel Request Form
Domestic Travel Entitlement
Organisational
Travel
Hotel
(Excl. Tax) per day
Per Diem per

day
Per Diem in case of

own arrangement
per day
SVP & Above
Business Class by Air

1st Class A/C by Train
5 Star on Actuals
On Actuals
Not Applicable
DGM to VP
Economic Class by Air

2nd Class A/C by Train
International Hotel
Rs.10,000/-*
Rs.1,500/-*
Rs.3,500/-*
Expats
(At All bands)
Rs.10,000/-*
On Actuals
Not Applicable
Rs.5,000/-*
Rs.850/-*
Rs.2,000/-*
Rs.3,000/-*
Rs.650/-*
Rs.1,500/-*
SM & SSM
Dty. Manager &
below


Remarks: 1) B and C Class cities will be at the rate of 80% and 60% of the A class city respectively.
2) For the purpose of Per Diem, the time will be reckoned till midnight of the date of travel.
3) Local travel will be as per the local travel eligibility.
* This amount may change subject to companys discretion
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CLASSIFICATION OF CITIES
CLASSIFICATION OF
CITIES
CLASS A CITIES
CLASS B CITIES
CLASS C CITIES
DELHI
AHMEDABAD / KOCHI
MUMBAI
HYDERABAD / SECUNDERABAD
OTHER THAN CLASS A &

CLASS B CITIES
CHENNAI
COIMBATORE
KOLKATTA
THIRUVANANTHAPURAM
BANGALORE
CHANDIGARH / LUCKNOW
PUNE
BHUVANESHWAR
GURGAON
VIZAG / JAIPUR
GOA / MYSORE
BHOPAL
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IX. INTERNATIONAL TRAVEL POLICY
9.1 Objective : To meet companys business objective and make employee international travel
reasonably comfortable at optimal cost.
9.2 Applicability : These rules shall be applicable to all employees on the roles of Renault Nissan
Technology Business Centre India Pvt Ltd (RNTBCI).
9.3 Mode of Travel :
The employees shall be eligible for mode of air travel as detailed below:
Designation Band
Class
GM and all levels below
Economy class
* Expats will follow as per above band chart
9.4 Procedure to book tickets for travel :
a) The employee who has to travel abroad shall send his travel requisition form duly ratified
by his GM/ VP/ SVP and approved by the MD along with his valid passport to the
Administration Dept. at least 3 weeks before the date of intended travel. However, the
number of working days required to process the visa would depend on the policy of the
Consulate/ Embassy.
b) The booking will be done centrally by the Administration Dept. for all employees. For all
travel requirements, employees should contact the Administration dept. only. Direct dealing
should not be had with external travel agents.
c) In case of any cancellations of travel after ticketing is made, intimation should be sent to
Administration dept. with reasons duly certified by the GM/ VP/ SVP and approved by MD.
d) The choice of Airlines will be at the sole discretion of the Administration
Dept. and will be aimed at efficient and cost-effective travel.
e) The approval obtained should contain specific sector for which ticket is sought to be booked,
in the form of itinerary.
f) Change in sectors subsequent to such approvals should be promptly informed to the
Approving Authority.
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9.4 Procedure for accommodation at overseas place :

Employee should provide details of accommodation requirement to admin along with travel approval
form duly signed. Admin will book hotel / accommodation accordingly.
Incase of emergency employee may book the hotel with in eligibility after informing admin department
with proper reasons.
9.6 Eligibility for accommodation and Per Diem(Normally Less than 15 days):
Employees are eligible for reimbursement of accommodation (Hotel Room) charges per day
depending on country of visit, subject to the limits as detailed below:
Section Manager to MDs
Location
Dty Manager and below
France & Rumania
Max. Per
Diem*
60 euros
Max.
Accommodation*
90 euros
Max. Per
Diem*
55 euros
Max.
Accommodation*
70 euros
UK
50 GBP
85 GBP
45 GBP
75 GBP
Other Europe
countries
60 euros or
Equivalent
90 Euros or
equivalent
55 euros or
equivalent
70 Euros or
equivalent
USA
65 USD
100 USD
60 USD
100 USD
Other American &

Australian Country
65 USD
100 USD
60 USD
Korea
65 USD or
equivalent
90 USD or
equivalent
60 USD or
equivalent
90 USD or
equivalent
80 USD or
equivalent
Thailand
55 USD or
equivalent
90 USD or
equivalent
50 USD or
equivalent
80 USD or
equivalent
Other Asian countries
55 USD or
equivalent
90 USD or
equivalent
50 USD or
equivalent
80 USD or
equivalent
African countries
55 USD or
equivalent
90 USD or
equivalent
50 USD or
equivalent
80 USD or
equivalent
Japan
5000 yen
Actuals
5000 yen
Actuals
Per Diem requires no bills for any overseas trip and Employees can avail Per Diem subject to
maximum eligibility.
a) Travel in the overseas location:- From Airport to the Location and Vise versa Bus/Taxi can
be claimed subject to bills. Trip to Japan, transportation to and from airport must be through
Bus or Train only.
b) Per Diem covers food, laundry, portage, local travel, incidentals & other miscellaneous
c) Accommodation expenses to be supported with bills/ receipts, etc.
d) In case of Bus or Taxi for long distance then the reimbursement will be based on production
of bills
e) Daily Hotel Allowances for any other country not mentioned above would be finalized by the
HRDept.
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9.7 Eligibility for accommodation and Per Diem (15 days & above):
Location
Per Diem* for All Employees
France
50 euros
Rumania
45 euros
UK
40 GBP
Other Europe countries
50 euros or equivalent
USA
55 USD
Other American & Australian Country
55 USD
Korea
55 USD or equivalent
Thailand
Other Asian countries
African countries
Japan
4000 yen
Accommodation to all employees would be provided by the company based on chart 9.7.
9.7.1 Travel to Japan on Training:
o All Employees are eligible for a Per Diem of 4,000JPY* during the first 6 months of
training(continuous stay in Japan).
o Any employee other than Trainee, is eligible for a Per Diem of 5,000JPY* post
completion of 6 months of training(continuous stay in Japan).
o Any Trainee, is eligible for a Per Diem of 4,000JPY* until the completion of their training
period and subject to the above conditions
o Employees having a residential stay at Japan for more than or equal to 15 days, are
encouraged to stay at Dormitory(based on availability).
o In case of non-availability of Dormitory, employee is requested to stay in the hotel
organized by RNTBCI and can claim washing allowance of 3500JPY* per month.
o Local Conveyance to & fro Dormitory or Hotel for those who travel to Japan will be on
actuals, subject to bills only.
9.8 Permitted Expenses :
Apart from the above expenses, an employee can claim the following expenses at actual for official
usage subject to prior approval from HR/ Admin
I. Photocopying expenses
II. Internet usage
III. Excess baggage for travel more than 30 days max. upto 30 kgs by air-flight one way or subject
to a max amount of Rs.10,000/-* by any other means.
IV. Air re-routing cost necessitated by travel exigencies
V. Airport arrival/ departure taxes
VI. Visa charges
VII. Excess air fares
VIII. Exchange losses based on official receipts of exchange houses and banks.
IX. Airport to Hotel and back by Taxi or Limousine Buses whichever is cheaper.
X. Home-Airport-Home transfers can be claimed on actuals subject to bills.
XI. Shipment to Japan for any travel 6 months & above: Employee can shipment upto maximum of
80 kgs once for the entire travel through HR only. This period of shipment will be defined by HR.
Bills / receipts, etc should support all the above expenses.
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9.10 Kit Allowance :

{For the First Time Overseas Travelers or those who have completed 3 years
post their first overseas travel}
a) An employees will be eligible for an amount of Rs.10,000/-* or actual whichever is less
towards Kit Allowance. Kit means items like baggage, suitcase, briefcase, bag, overcoat,
blazer, shirt, trousers, tie, shoes, etc., that will be necessary for this travel.
b) This allowance can be claimed once in 3 years from the date of first International travel. In
case, an employee leaves the Company within three years, a proportionate amount will be
recovered at the time of leaving. Bills / receipts, etc should support all the above expenses.
c) Refer Kit allowance policy
9.11 Travel Advance :
a) An employee can apply for advance subject to a maximum of 100% based on his eligibility
through travel advance requisition form duly approved by his GM/ VP/ SVP & MD. The
travel advance should be a close estimate of the probable actual expense.
b) For the purpose of foreign exchange allowance calculation and expense statement, the
number of days eligible for foreign exchange will commence from the day of landing at any
overseas port and will be restricted to the last day of the overseas stay.
c) However, if the total time of travel including stopover on the first day and/or the last day of
travel is more than 8 hours, the employee will be eligible for 50% of his Daily Allowance.
d) The total expense incurred on credit card, currency of travelers cheque should not exceed
the admissible per diem per day.
e) In case of break of long term travel, the advance will be loaded subject to settlement of
account to Finance department
f) Those employees who are given Cash card MUST not use Company Corporate card at any
point of the overseas travel period(Company corporate card is only for domestic official
usage).
9.12 Settlement of Travel Advance :
a) Employees should submit their travel allowance statement along with supporting
bills/receipts/ voucher to accounts dept. within Fifteen working days of their return to their
base stations, after obtaining due approval from the GM/ VP/ SVP.
b) The following points to be taken before submitting the travel expenses reimbursement
form to Finance and Accounting Dept
c) If the bill is in other/ local currency, the official traveled shall write nature of expense, date,
and amount and conversion rate in English language on the bill.
d) Exchange loss, if any, must be supported by original exchange vouchers.
e) Air ticket and all supporting documents, wherever applicable, must be enclosed along with
travel expense reimbursement form.
f) In the international travel expense reimbursement form, the employee should write the
name of currency as applicable to the country and conversion rate as applicable.
g) Approval from the GM/ VP/ SVP should be enclosed or to be recorded on expense
statement for entertainment and any exceptional item, which are related to Companys
business.
h) Unutilized air tickets and foreign exchange duly discharged have to be returned to the
Finance and Accounting Dept along with a copy of the passport immediately after return
including Admin dept.
i) No arrangements for foreign travel will be made unless an employee submits duly
authorized expense report for the previous journey and surrenders the excess foreign
exchange drawn.
j) In the event of non submission of accounts within 15 days of your return, the advance paid
will be deducted in the current month salary without notice.
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k) An Expense Report is treated as a request for reimbursement of Actual Expenses. Any

misrepresentation or falsification of amounts due will be considered as a misconduct of
serious nature and will make the employee liable for disciplinary action as per rules.
9.13 Others :
1) Inland travel expense including Hotel Allowance and Daily Allowance expense prior to and at
the end of the tour would be in accordance with the domestic travel policy of the Company.
2) In the event of period of stay abroad being less than the period for which exchange was
obtained, equivalent exchange will have to be surrendered on return.
3) Employees participating in residential training programs will be eligible only for Per Diem as
mentioned in this Policy.
4) Though expenses on conveyances can be claimed as actuals, the employees should exercise
caution and prudence while making local travel.
5) Exceptions and / or deviation from the guidelines laid down above should be recommended by
the GM/ VP/ SVP through HR and based on the justification, approved by the MD.
6) Any Employee traveling overseas for Training will have to sign the Training Service
Agreement and Per Diem applicable will be as per Training Policy for Overseas.
7) In case the employee is not able to get the hotel accommodation at the specific cost or same
hotel hiked up cost due to season time then the employee can get the tariff approved by the
MD through the Head HR prior to travel.
8) Since the Hotel rates differ in different seasons at France, the eligibility will be defined based
on category within the listed hotels as per Annexure T. Based on the seasonal difference in
the hotel rates, Admin will book the hotels as per the listed hotels. The Hotel Allowance will
include only the Stay and no other packages. In case of non-availability in the listed hotels,
based on employee request subject VP & Head HR prior approval, hotel may be booked apart
from the list..
9) Any Expat traveling to his Home City on Official trip is not entitled for claiming Per Diem
10) Any Expat Traveling apart from his/ her home city is entitled for Per Diem as per the eligibility
11) Employee can avail taxi facility in case they have planned a day program with Renault Group
Offices in the same city.For Ex : If the employee has a meeting scheduled in Novartis,
Versailles, Guyancourt in one day then they can use the taxi for that day.
12) Family members stay is strictly prohibited during Employees overseas trip.
13) AMEX Corporate Card MUST be used only for official usage and not for personal usage.
14) All Employees will have to sign an undertaking letter before any overseas travel to abide to
compliance of etiquettes keeping in mind the RNTBCIs reputation & goodwill.
15) Employees will have to intimate their return/ extension/ per-closure of travel to HR & Admin
without fail.
9.14 Formats :
1)
2)
3)
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International Travel Request form

VISA Request form
Expense Claim Form
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X. KIT ALLOWANCE
10.1 Objective:
To ensure that employees represent the organization, RNTBCI with appropriate professional dress code
at any of our group companies across the globe, client place and other vendor locations when overseas.
10.2 Scope:
This policy aims to cover comfort clothing as also the right travel accessories when traveling to give that
extra confidence and impression while extra mileage.
10.3 Applicability:
For all employees at RNTBCI who are on roll of the organization and traveling overseas.
Employees traveling for the first time will be reimbursed
This is a one time payment which could be paid as advance(subject to travel approval) or to be
reimbursed once in three years from the date of first travel.
10.4 Amount & Coverage:
Eligible for a one time payment/reimbursement on actuals or Rs.10,000/-*(Rupees Ten thousand
only) whichever is less subject to submission of original bills.
Towards purchase of clothing and travel accessories. Covers attire, leather bags/suitcases,
shoes, suit, tie, warm clothing and all those which help in representing the organization in the
best at the clients place. This would not include anything related to inner garments.
In case, an employee is eligible for relocation allowance due to his job requirement as per policy
for relocation allowance, kit allowance is inclusive of relocation allowance.
10.5 Procedure for Claiming;
1) A travel request approved by Line Manager/GM/VP/SVP, along with the claim form attached
with bills should be submitted to Central HR before two days of actual departure/travel date.
2) Kit allowance payment would be made in the immediate payroll to be processed as a nontaxable component.
3) Kit Allowance claim for those who have been paid the amount as advance should be dropped in
the claim box, with supporting attached to the Kit Allowance Claim Form. This should be
submitted within the closure of that particular Financial Year (April March), so as to get
exempted from Tax.
4) In case of non-submission of kit allowance claim within the financial year, the amount paid would
be considered as a Taxable component and would have deductions in the subsequent month
Payroll.
5) All claims submitted and approved on or after the 17th of the month would be processed and
included with the salary payment for the following month.
6) In case if an employee resigns within a period of one year of claim, the full amount of
Rs.10,000/-* or the actual paid will be recovered from F&F.
10.6 Formats:
1) Kit Allowance Claim Form
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XI. LONG TERM TRAVEL POLICY

11.1 Objective :
To meet companys business objective and make the employee international travel reasonably
comfortable at optimal cost.
11.2 Applicability :
These rules shall be applicable to all employees on the roles of Renault Nissan Technology Business
Centre India Pvt Ltd (RNTBCI).
11.3 Guidelines :
Any employee traveling for more than 15 days on special project based on job requirement and to be
specified by their GM. Details for any other country not mentioned in this policy would be finalized by
the HR Dept based on job requirement..
This travel will be of 2 types as described below :
1) RNTBCI roles
2) Host Country roles : Where an employee from RNTBCI is sent to group entities
overseas on
i. Short term assignment : Maximum period of stay is 6 months
ii. Long term assignment : Period of stay more than 6 months with a
maximum period of stay 24 months
11.4 Eligibility for accommodation and Per Diem :
1) Employees on RNTBCI roles will be eligible for per diem per day as mentioned below
Per Diem*
Location
UK
Section Manager and above
Dty Manager and below
50 GBP
40 GBP
4000 JPY for first 6 months

5000 JPY after 6 months
Japan
France
55 Euros
50 Euros
Romania
50 Euros
45 Euros
USA
60 USD
55 USD
o
o
o
o
o
o
o
o
All Employees are eligible for a Per Diem of 4,000JPY during the first 6 months of
training(continuous stay in Japan).
Any employee other than Trainee, is eligible for a Per Diem of 5,000JPY post
completion of 6 months of training(continuous stay in Japan).
Any Trainee, is eligible for a Per Diem of 4,000JPY until the completion of their training
period and subject to the above conditions
Employees having a residential stay at Japan for more than or equal to 15 days, are
encouraged to stay at Dormitory(based on availability).
In case of non-availability of Dormitory, employee is requested to stay in the hotel
organized by RNTBCI and can claim washing allowance of 3500JPY* per month.
Company would book the accommodation against eligibility chart 9.6.
Employees who are sent to USA will be accommodated in Company approved housing
only.
Employees traveling on fly back will not be entitled for Per diem during that tenure.
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2) Employees on Host Country Roles o Employees will be eligible for salary payable at host country based on internal calculation
and inputs received from C&B .
o Employees will be under long leave status in RNTBCI roles and will not be considered for
head count and they will be considered under the host country head count
o There will be no process of salary in RNTBCI as the salary will be processed through
Host country and hence the statutory account would be under suspense account during
such times
o Accommodation will be booked and managed by the Host country
o Taxation will be as per prevailing rules of host country and employees are requested to
coordinate with Host country HR.
11.5 Conveyance & Medical :
1) Employees on RNTBCI roles
o From Airport to the Location stay and viz. Taxi can be claimed, subject to bills.
o Local conveyance to & fro Office premises at UK : It will be organized by the company in
case there is a group of 3 or more members visit simultaneously.In case there are less than
3 members to commute to office, then the commute cost will be reimbursed subject to
production of proper receipts upto 90 GBP*. Employees are encouraged to follow the
economical mode of transport.
o Local conveyance to & fro Office premises at Japan : It will be subject to a maximum of
22,000 JPY* per month, subject to bills only.
o Local conveyance to & fro Office premises at France or Romania : It will be subject to a
maximum of 200 EUR* per month, subject to bills only.
o Employee can claim medical expenses during their stay overseas at Japan upto a
maximum of 30,000 JPY* per travel and at UK upto a maximum of 200GBP* respectively
subject to bills.
2) Employees on Host Country Roles Host Company rules will be applicable
11.6 Leave Policy :

o Will be entitiled as per Leave policy of RNTBCI
o Should apply for leave as per prevailing system of leave management system
o In case an employee takes leave during the shut down periods as per host country,
employee need not update it as Leave in the leave management system.
2) Employees on Host Country Roles
o Leave credit for the that duration will be under suspense in RNTBCI
o Will have to abide to Host Country leave policy
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11.7 Leisure / Fly Back :

Employees who are staying more than one year in Japan/USA are eligible.
o Employees who are staying more than one year can travel once a year to India after 6
months of their continuous stay overseas.
o All Travel periods should be planned during, Golden week, Shutdowns and winter vacation
and can be availed for a maximum period of 2 weeks.
o Fly back should be planned in advance subject to leave approval from the reporting
manager at host country and RNTBCI.
o Tickets for travel will be booked by Travel desk of RNTBCI to an employees hometown.
o The Travel could be from Japan/ UK to home town(India) /Chennai.
o In case the employee doesnt want to travel and wants to bring his family on tourist visa for
holiday then his travel eligibility can be passed on to any one member of the family and this
has to be declared well in advance and to be routed through Admin of RNTBCI. Any other
expenses will be Employees responsibility.
o In case of transfer of travel to any of the family member, the family member can stay upto a
maximum of 2 weeks during such visit.
o Employee cannot use the company
o In case of transfer of travel to any of the family member, employee will have to take care of
the following:
Passport validity
VISA validity
Accommodation during transit or host location
Their return to India as per the guidelines mentioned
o Employees those who are having a residential stay for more than 6 months in Japan, are
entitled for Entertainment expenses upto 25,000JPY* subject to production of bills.
Entertainment Expenses Any leisure trip taken for self within Japan during the
weekends or period not affecting the Work schedule
Any other country not mentioned above would be finalized by the HR Dept as and when required
2) Employees on Host Country Roles
Long term assignment :
Employee those who are at France will be eligible for fly back once in every 6
months to India. In case the employee doesnt want to travel and wants to bring
his family on tourist visa for holiday then his travel eligibility can be passed on to
any one member of the family and this has to be declared well in advance.
Flight cost can be reimbursed from the RNGM. Family is allowed to stay not
more than 4 weeks in a year. Any other expenses will be Employees
responsibility.
11.8 Procedure to book tickets for travel in case of RNTBCI roles:
1) The employee who has to travel abroad shall send his travel requisition form duly ratified by
his GM/ VP/ SVP and approved by the MD along with their valid passport to the Administration
Dept. at least 3 weeks before the date of intended travel. However, the number of working days
required to process the visa would depend on the policy of the Consulate/ Embassy.
2) The employee who has to fly back to home town/chennai shall send his travel requisition form
duly ratified by his GM/ VP/ SVP to the Administration Dept. at least 3 weeks before the date of
intended travel.
3) In case of transfer of his travel to any of his family members, the employee shall send the travel
requisition form duly ratified by his GM/ VP/ SVP along with his/ her valid passport / VISA to the
Administration Dept. at least 3 weeks before the date of intended travel.
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4) The booking will be done centrally by the Administration Dept. for all employees or Family
member in case of transfer of travel. Direct dealing with external travel agents must be avoided.
5) In case of any cancellations of travel after ticketing is made, intimation should be sent to
Administration dept. with reasons duly certified by the GM/ VP/ SVP.
6) The choice of Airlines will be at the sole discretion of the Administration
Dept. and will be aimed at efficient and cost-effective travel.
7) The approval obtained should contain specific sector for which ticket is sought to be booked, in
the form of itinerary.
8) Change in sectors subsequent to such approvals should be promptly informed to the Approving
Authority.
9) In case of transfer of travel to any of the family member, the cost towards their VISA,
Accommodation, Airport transfers, miscellaneous must be borne by the employee.
11.9 Relocation Allowance :

Employees on RNTBCI roles will be
o An employee is eligible for an amount of Rs.50,000/-* on a reimbursable basis for
stay more than 90 days. This is meant for purchase of items like internet connection,
telephone connection, cooking utensils, furniture, devices to improve quality of stay in
abroad.
o It is paid as advance closer to the travel date. It needs to be claimed once the items
are bought. If actual bills are not submitted then the allowance will be reversed in the
current Financial Year.
o In case, an employee is eligible for kit allowance of Rs.10,000/-*, then the same is
inclusive of the relocation allowance.
o In case the employee returns before the scheduled duration and is less than 90 days,
a proportionate amount will be recovered in the immediate payroll.
o Any employee traveling for more than 90 days in different splits within 12 months from
the start date of the overseas trip and has been paid with relocation allowance first
time in that period; then employee will not be eligible for this allowance.
o In case, an employee leaves the Company within three years, a proportionate amount
will be recovered at the time of leaving.
o This will be credited along with the payroll subject to GMs validation.
11.10 Others :
Applicable as per International travel policy Section 9.13
11.11 Formats :
1)
2)
3)
International Travel Request form

VISA Request form
Expense Claim Form
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XII. COMPENSATION
12.1 Pay Periods / Direct Deposit of Wages :
Employees will be paid monthly salary on the last working day of every month by credit to their Bank
account. The salary slips will be issued to the Employees through e-mail by payroll vendor.
12.2 Access / Identification Card :
Employees will be issued with Access / Identity Cards by the Company. This will be the Company's
Property and should be handled carefully. The loss / damage of the access/ identity Card should be
informed to HR Department immediately and necessary charges would be levied. It is must to carry
access card.
In case of your absence for a continuous period of 8 days, without information or Leave approval from
your Manager, your monthly payroll will be kept on hold until your presence is notified and proper
information is provided to the Company.
12.3 Appraisal Period:
Appraisal period for RNTBCI is from 1st April ~ 31st March.
Increments & Promotions: Salary increase and growth will depend on individual performance and
contribution to the company. Any Salary increase would be effective from 1st April.
12.4 Background Checks & Notice Period:
Background Checks:
As part of the joining procedure the company may, at its discretion, conduct background checks to
validate the details of education as well as previous employment details furnished by you. Therefore
the documents as listed in annexure1A pertaining to probationary period has to be submitted on the
day that you join the company. In the event if the background checks raises any concern regarding
your details, the company reserves the rights to ask you for further evidence to substantiate the details
provided by you to the company. If you are not able to substantiate these details to the satisfaction of
the company, the company reserves the right to take appropriate against you.
Notice Period:
During probation, your services can be terminated within one months notice or gross salary thereof on
either side. On confirmation as a regular employee, you will be required to give three months notice or gross
salary there of. Incase employee decides to leave his/her services; subject to the companys discretion; In
the event of employee having any incomplete assignment, the company will have the discretion to relieve
the employee only at the end of the three month notice period. Similarly, the company can terminate your
services by giving three months notice or salary thereof.
In addition if you resign from the services of this company within 12 months from the date of joining, the
relocation expenses, joining bonus, initial accommodation charges and notice buy-out period paid to
you at the time of joining will be recovered from you.
12.5 Joining Expenses :
Any candidate being shortlisted as per RNTBCI open positions and criteria, if called for an interview;
will be reimbursed the travel cost and cost incurred on interview subject to prior approval. An
Employee(New Recruit) is eligible to relocate Intra Geography(From one city to another within the
same geography) or Inter Geography(From one Geography to another) to the RNTBCI Work
Location(Chengalpet or Nashik). Any expense incurred towards Relocation subject to prior approval,
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must be claimed along with original bills within 180 days of their joining. Refer the below relocation
eligibility:
12.9 KPI :
Every existing employee must complete their Objective setting with the concurrence of their Line
Manger/ GM/ VP/ SVP/ MD at the start of every Appraisal period i.e By April. New Recruit must finish
their Objective setting within 20 days of their joining with the concurrence of their Line Manager/ GM/
VP/ SVP/ MD.
12.10 Appraisal
RNTBCI believes in providing a rewarding Career to all its employees and gives equal opportunity to
Learn, Grow and Succeed. At RNTBCI, each individual will be appraised annually and reviewed halfyearly.
Guidelines:
All RNTBCI employees, short term and permanent and under expatriation.
Applicable to any employee who gets transferred from other entities of Renault and
Nissan, with an understanding of the managements involved.
The employee will be appraised by the current manager for the time frame spent in
RNTBCI, since joining. The previous months in the appraisal year will be appraised by the
employees manager in the exiting company
To be eligible for Appraisal, Employee should be 6 months in the system.
Incase an employee has completed 6 months in RNTBCI and not eligible for appraisal,
then in that case Probation evaluation will be considered and will be done with special
attention and feedback. Appraisals in such case will be handled on a case to case basis.
Cut off date for Appraisal will be 30th September as date of joining.
Performance Bonus / Variable component would be paid on a pro-rata basis for

employees joining post 30th September. For Ex: Employee joined by October 14 2008
would be paid in April 2010.
Employees under overseas contract (long time) will be appraised by their parent company,
validated by home country VP; host company HR will liaise with parent company HR to
provide views on the appraisee.
If the employee is under complete expatriation, working completely for the host company,
the host company will do the appraisal.
Trainees will not be eligible for Appraisal
Appraisal has to be based upon the RNTBCI WAY behavioral competencies
Appraiser has to evaluate appraisees performance on the RNTBCI WAY Mindsets and
Actions
For Behavioural Competencies Appraisal, the objectives have to be kept in mind &
evaluation is to be done on how they were achieved with respect to the RNTBCI WAY
Mindsets and Actions(Validated with examples)
Behavioral Competencies Ratings must not be disclosed to employees until formally
informed by HR.
* Any Base Salary rise/ Merit Rise are upto the final discretion of the management.
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Appraisers Role
Review RNTBCI WAY mindsets/actions & rating scale
Identify ideal standard of behavior for each mindset / action
Note specific employees behavior v/s." ideal standard
Rate the employee on each of the mindsets/actions
Prepare honest, direct & helpful feedback
Provide specific feedback on both strengths & weakness
12.10.3 Appraisal Rating Scale :

For Deputy Manager & Below
Rating
Description
Definition
Exceeds expected performance in nearly all respects.
Consistently exceeds tasks, assignments and objectives.
Displays outstanding characteristics in nearly all respects.
Outstanding
Above Expectations
Exceeds expected performance in many respects. Consistently

exceeds tasks, assignments and objectives. Displays some
outstanding characteristics.
Occasionally
Above Expectations
Exceeds expected performance in some respects.

Occasionally exceeds tasks, assignments and objectives.
Meets Expectations
Below Expectations
Fully meets expected performance. Tasks, assignments and

objectives are carried out effectively with occasional
demonstration of above expected levels of performance.
Generally, meets expected performance. Tasks, assignments
and objectives are carried out effectively but occasionally
display areas of inconsistency that require improvement.
For Section Manager & Above

Rating
Description
Outstanding
Above Expectations
Meets Expectations
Below Expectations
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Definition
Exceeds expected performance in nearly all respects.
Displays outstanding characteristics in nearly all
respects.
Exceeds expected performance in many respects.
Displays some outstanding characteristics.
Fully meets expected performance. Tasks, assignments
and objectives are carried out effectively with occasional
demonstration of above expected levels of performance.
Generally, meets expected performance.
Tasks,
assignments and objectives are carried out effectively
but occasionally display areas of inconsistency that
require improvement.
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12.11 Promotion
To build RNTBCI into a performance driven organization.
To drive focus and delivery through performance.
To recognize and reward the performers to achieve higher results.
To build a pyramid organization and avoid fat structure at Section manager and above band.
12.12 Formats
I) KPI Form Above Manager
II) KPI Form below Manager
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XIII. EMPLOYEE BENEFITS & SERVICES

13.1 Objective
The objective of this policy is to encourage employees to maintain work life balance which is vital for
the employees health and the organizations welfare.
13.2 Scope
RNTBCI recognizes that employees have diverse needs for time off from work and also believes that
employees should have opportunities to enjoy time away from work to help balance their lives.
13.3 Applicability
This policy is applicable to all employees of RNTBCI, from their date of joining.
13.4 Leave and Public Holidays
Leave policy is an all-purpose time-off policy for eligible employees to use for vacation, illness, and
personal business. Employees are responsible for planning and managing their leave so as to allow for
adequate reserves if there is a need to cover vacation, illness or disability, appointments, emergencies
or other needs that require absence from work. All employees are eligible for the following types of
leave/holiday while in the service of the organization:
In Days
RNTBCI
Privilege Leave
18
Casual Leave
6
Sick Leave
National Holidays
6
4
Festival Holidays
~Paternity Leave
~Maternity Leave
6
2
12 weeks
Bereavement Leave
Adoption Leave
~ Wherever applicable
13.4.1 Public Holidays
a) The organization observes a five day week with Saturdays and Sundays being
weekly holidays.
b) In addition to the above the organization observes ten national and festival holidays,
which are notified by the management at the beginning of the calendar year.
13.4.2 Privilege Leave ( PL) / Earned Leave (EL)
o Employees will be eligible to avail PL only after confirmation.
o PL is accrued on monthly basis @ 1.5 days per completed month i.e 18 days
annually.
o A minimum of 3 days has to be taken for LTA.
o PL has to be applied for at least 15 days in advance in the prescribed leave
application form and will be deemed to have been granted only after it is approved
in writing.
o At the time of separation, the accrued PL will be enchased subject to tax as part of
full and final settlement.
o No employee can demand PL during probation period.
o The Management due to the work requirements can ask the employee to alter or
postpone the PL applied for or already approved.
o PL will not be granted more than five times in a calendar year.
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PL can be suffixed to any other leave such as CL or SL.
13.4.3 Casual Leave(CL)

o All employees are entitled to 6 days of CL per calendar year. The entitlement shall
be pro-rated from the date of joining to 31st December.
o This leave is earned at day per month worked.
o During calendar year if an employee resigns, excess leave availed will be adjusted
/ recovered at the time of full and final settlement.
o Un-availed CL will automatically lapse in the end of the calendar year. CL cannot
be accumulated or encashed under any circumstances.
o CL has to be applied in advance, in the prescribed leave application form.
o CL cannot be suffixed and prefixed to any type of leaves
o CL can be availed up to a maximum of 3 days at a stretch.
o CL can be granted on the basis of half day (pre-lunch or post lunch) or full day, as
applied for by an employee and granted by the approving authority.
13.4.4 Sick Leave (SL)
o All employees are entitled to 6 days of SL per calendar year. The entitlement shall
be pro-rated
o from the date of joining.
o Un-availed SL will automatically lapse in the end of the calendar year.
o SL cannot be suffixed and prefixed to any type of leaves.
o When Sick leave is taken continuously for more than 3 days the leave application
should be supported by relevant medical documents.
o Sick Leave is a discretionary leave and cannot be carried forward or encashed.
13.4.5 Maternity Leave (ML)
o All eligible female employees of RNTBCI who have worked with the organization for
at least 80 days are eligible for Maternity leave. Before proceeding on leave, she
has to get approval from HR department.
o The Maternity leave can be availed upto a maximum of 12 weeks as per law.
o For purposes of Maternity leave calculation, a week would constitute 7 days
including Saturday ,Sunday and intervening holidays.
o At the discretion of the management, the employee may be granted, leave of any
other kind, admissible to her in combination with or in continuation of Maternity
Leave, based on her medical condition suitably supported by medical records.
o In case of miscarriage, women shall, on production of such proof as may be
prescribed, be entitled to leave with wages as maternity benefit, for a period of 6
weeks immediately following the day of her miscarriage.
13.4.6 Leave for Trainees
a) Trainees will be eligible for 12 days leave(6-CL/6-SL) during their training period.
b) Unavailed leave at the end of the training period will lapse.
13.4.7. Paternity Leave (PL)
a) All male employees of RNTBCI whose spouse has delivered a baby are eligible for
2 days of special leave to be availed within 15 days from the delivery of the baby.
b) Proof of child birth like birth certificate or medical letter from doctor etc, should be
attached as evidence along with the leave application form.
13.4.8 Intervening holidays while on leave
Intervening Holidays are treated as paid days for purpose of calculating the salary in a given
month.
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13.4.9 Leave encashment

o Leave balances above 30 days can be encashed by the employee once in a year in
the month of January, subject to approval by the Head HR
o Leave encashment would be calculated on 50% of ^Gross salary of the employee
at the time of encashment. Any change to gross pay subsequent to encashment
with retrospective effect will not change the pay out already made.
o A minimum balance of 30 days leave should be maintained in the leave bank for
encashment.
o At the time of cessation of service from RNTBCI, the entire balance in the leave
bank can be encashed as part of the final settlement.
o Encashment will be subject to relevant Income Tax norms applicable from time to
time.
^Gross Salary = CTC Performance Pay(Variable Component)
13.4.10 Loss of Pay
o An employee would be on Loss of Pay under the following circumstances:
o If the employee is absent without prior intimation to their respective managers and
either verbally or in writing.
o Where verbal permission is taken, this should be followed up with a written
application on return from leave with proper approvals.
o While calculating LOP the intervening Saturdays, Sundays and holidays would also
be included.
o Loss of Pay period would not be counted for calculation of service in the company.
o No advance leave would be permitted to avoid Loss of Pay.
13.4.11 Leave without Pay
If an employee has an exigency, and has exhausted all the leave then the employee can avail
leave subject to the approval of respective GM but without pay for that period.
13.4.12 Extension of Leave
In case of an extension of leave, prior information should be sent to their respective managers .
Otherwise the extended leave would be treated as Loss of Pay (LOP).
13.4.13 Bereavement Leave
o In case of death in an employees immediate family, the employee may take upto 3
days off with pay at the time of incident.
o Immediate Family members are defined as an employees spouse, parents,
stepparents, siblings, children, stepchildren, grandparents, father-in-law, mother-inlaw, brother-in-law, sister-in-law, son-in-law, daughter-in-law or grand children.
o This cannot be accumulated or encashed under any circumstances.
13.4.14 Compensatory Off
o Any employee is eligible for a compensatory off in case he/ she works on a weekly
off or public holiday
o If an employee works less than 4 hours, then it can not be compensated with a
leave.
o If an employee works between 4hours & 6hours then the compensatory off is half
day. If an employee works for 8 hours, then the compensatory off is one day.
o Compensatory off has to be approved by GM in prior and should be updated in the
Leave management system
o Compensatory off cannot be carried forward for more than 1 month from the day(s)
on which the employee became eligible for the compensatory off.
o Intervening Holidays/ weekly offs during training programs; business trips or any
other official trips cannot be considered for compensatory offs.
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In case an employee avails Additional project allowance, then this will not be
applicable.
13.4.15 Adoption Leave

Any employee who adopts a child will be eligible for 2 days of Leave with pay as adoption Leave
at the time of event. This is applicable for upto 2 children. This cannot be accumulated or
encashed under any circumstances.
13.4.16 Procedure for Leave application
Leave requisition to be submitted through Leave management system
13.4.17 Procedure for leave encashment
o Leave encashment applications should be submitted through
reimbursement form as per the Payroll calendar.
o Would be processed and included in the salary of the following month.
RNTBCI
13.4.18 Possibility v/s Clarification

S.No.
Possibilities
SL
PL
CL
1 Normal sickness from 1-3 days
Yes
No
No
2 Normal sickness but more than 3 days
Yes
Yes
No
3 Long Sickness and hospitalisation, surgery
Yes
Yes
Yes
4 Normal contingency leave

5 Planned holiday (ie) approved
Sudden holiday just for one day without prior approval but with
6 leave balance
No
No
No
Yes
Yes
No
No
Yes
Yes
7 Planned approved holiday but sudden sickness immediately
Yes
Yes
No
8 Sickness on Friday or Monday for a day

Falling sick while on Casual leave a) If leave availed is within
9 the applied days.
Yes
No
No
No
No
Yes
Yes
No
Yes
No
Yes
Yes
Falling sick while on Casual leave b) If leave availed is more

9 than the applied days.
10 In case of personal accident without SL balance
Any leave extension other than mentioned here, will be decided
on case to case basis subject to resp SVP & Head HR's
****** approval.
Remarks
To be intimated to the reporting authority & leave card to
be filled and signature got within 3 days of resuming
Can be combined with PL if no SL balance is there and
only with Doctor's Certificate.
Anything can be combined to help avoid LOP but only
when approved by HOD & Head HR and with Doctor's
Certificate only.
Only casual leave can be availed and cannot be
combined with anything else.
Only Earned leave can be applied for and claimed.
Incase of emergency only and with approval from
reporting authority through phone.
Can be considered as SL but needs to get special
approval from SVPs.
Can be SL but needs to be approved by reporting
authority immediately on resuming office.
Here, the CL will only be debited as it makes no
difference to the company.
Here the excess leave availed would be adjusted towards
SL subject to availability of SL &approval of Head HR &
the respective SVP.
As a special case, subject to SVP's approval, PL & CL
can be granted.
13.5 Employee Welfare

Company Group Insurance Scheme : This is a benefit offered by the Company as mentioned below:
Medi-Claim Cover : Company Group Insurance Scheme for Medi-Claim covers all
employees under reimbursement of hospitalization expenses for illness or diseases
contracted or sustained by the insured person. Requires a minimum hospitalization of
24hrs.Coverage details will be intimated once in a year.
Personal Accident Cover : Company Group Insurance Scheme for Accident covers all
employees under Accident referring a sudden, unforeseen and unexpected physical
event caused by external, violent and visible means.
Description of benefits / Limit of indemnity- Accidental Death, Permanent Total Disability,
Permanent Partial Disability, Weekly benefit on account of Temporary Total Disability.
On Accidental Death
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XIV. REFERRAL REWARD SCHEME

14.1 Objective:
We all enjoy surrounding ourselves with the best talent in our industry and the Referral Reward
Scheme recognizes that our employees can play an important role in the recruitment process As they
have a strong understanding of the organization, its culture and values and what it takes to be a
success in a high performance, dynamic environment.
14.2 Eligibility
All employees are eligible to receive the reward except the following as mentioned below.
1) HR
2) Deputy Head & Above
3) Expats
4) Positions that do not qualify the referring employee for a reward include those normally filled by
campus recruitment, trainees, hired through print advertisements.
14.3 Referral Reward Scheme
The Company pays referral rewards to eligible employees after 6 months from the hired
candidate's official start date.
Employees are eligible to receive referral rewards provided that the candidates referred do not
have a direct reporting relationship with them.
Probable candidate to apply to hr@rntbci.com
The employee cant refer any case directly to HR.
The candidate must mention the name of the employee & employee code on the CV, who had
asked him/her to apply to RNTBCI. The cv to be sent on e-mail to the address mentioned
above.
If the name & RN no. of the employee is not mentioned then it will be treated as Direct
Applicant.
If the resume of the candidate is referred by the consultant and the same candidate is referred
through referral portal then on 1st come 1st serve basis the preference will be given.
To be eligible to receive a referral reward, both the referring employee and the hired candidate
must be on the rolls of the organisation at the time of payment.
HR will meet and evaluate the referred candidates before any Technical Round.
Employees will receive their reward within two to four weeks of the referred candidate
completing 6 months.
Reward will be of 2 types..
1) Cash Reward After 6 months of joining.
2) Dinner for 2 Within 15 days of joining of the employee.
Referral Cash Reward for each joiner is as follows if referred by one person, applicable for a
period of twelve months from the 1st referral.
1) Rs 20,000/-*(Twenty thousand only) for the first 3 Referrals.
2) Rs 25,000/-*(Twenty five thousand only) from the 4th to 6th Referral.
3) Rs 30,000/-*(Thirty thousand only) from the 7th Referral onwards.
Any employee; referring a Woman Employee, will be eligible for an additional cash reward of
Rs.10,000/-* as against the existing one of Rs.20,000/-*; provided that both the referring employee and
the hired candidate are on the rolls of the organization at the time of payment.
The employee referral rewards will be applicable only for the tenure scheduled by the management.
Such tenures are subject to amendments by Head HR.
* The above mentioned allowance is subject to any amendments as and when required.
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XIX. EXIT POLICY

19.1 Objective
RNTBCI Pvt. Ltd believes that its associations are for a lifetime; we would like every RNTBCI-ite,
current or past, to be an ambassador for the organization. This policy ensures that all employees are
accorded a smooth transition out of the organization.
19.2 Applicability
This policy is applicable to all the employees across all locations in India.
19.3 Guidelines
19.3.1 Reasons for separation the process of separation from the RNTBCI Pvt. Ltd may be due to
following reason. The process of separation is defined based on the reason for separation.
a) Resignation refers to the decision made by the employees, willingly, to separate from the
company. RNTBCI Pvt. Ltd as a company respects your decision to separate from it and the
process underlined will talk about all the efforts that company will make to retain you with it
and at the same time make this painful process as smooth as possible.
b) Retirement RNTBCI Pvt. Ltd values the contribution made by each and every employees
who chose to work with it and stay on with it till their age 58Years of retirement. And now that
its time for the company to payback for all your significant contribution, RNTBCI Pvt. Ltd will
make sure that your process of separation is smooth and convenient to you.
c). Termination/absconding Any sort of indiscipline or non-compliance on part of an employee
will not be tolerated by the company and will call in for strict disciplinary actions. The
employee is required to be discharged from all responsibilities of RNTBCI.
19.3.2 Notice Period Employees are required to serve a notice period or salary thereof, as given
below, in order to enable a smooth handover of the responsibilities and work carried out by the
employee.
Notice period for all the employees of RNTBCI Pvt. Ltd will be as follows
Pre-Confirmation 1 Month
Post Confirmation 3 Months

19.3.3 Resignation Process of separation is given below-:
a) Initiation - Employee initiates the process by intimating the reporting manager, about his / her
decision
to
separate
from
the
company.
Employees
must
write
to
resignation.notice@rntbci.com with a CC to their reporting manager/ General Manager.
Based on their GMs approval, HR would initiate the separation process based on the email
receipt date for considering the notice period.
b) Retention Counseling - The reporting manager will have a retention counseling with the
employees where they understand the reasons for which employees is leaving the company
and try and retain him / her by offering possible solutions. HR Facilitator here makes sure
that retention counseling happens for each and every employee.
19.4 Separation Approval for acceptance of resignation - GM sends his approval for acceptance of
resignation and Date of relieving / Last Working Day (LWD) to HR
(resignation.notice@rntbci.com) for further action. All resignations to be identified and
decided as Desired or Undesired for future projection along with HR representative.
Resignation Submission Intimation - On receipt of the mail, HR provides a employee
resignation form based on which their Full & final settlement is prepared. ERF must be
submitted before the payroll cut off date immediately on the finalization of separation. In
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case of non-submission of the ERF, payroll would be kept on hold until confirmation on
further proceedings.
Exit interview - HR conducts the exit interview for the employees where focus is on the
reasons behind the resignation and will also solicit your feedback, by filling a
questionnaire designed for such purpose, on employees experiences during their stay with
RNTBCI Pvt. Ltd. This feedback is compiled for HR analysis to be shared with Head HR
on monthly basis.
Clearance Post the exit interview, the employee is asked to obtain clearance from all
departments. The signed form is handed over to HR for final clearance and initiating Full
and Final Settlement processing.
Final settlement Subject to clearance from all departments Payroll will send the Final
settlement payment and F&F sheet stating payable / receivable(which would take into
account the clearance obtained, salary due, non-completion of notice period, Service
Agreement value outstanding and balance PL, any advance or loans, etc which will be
calculated).
In case of dues payable by the Employee
o Outstanding dues will be forwarded to the employee, advising him / her to process
the settlement, failing which the relieving letter and any other pending dues from
the company will be withheld.
o After receiving the entire amount, HR will issue relieving letter and service
certificate.
In case of dues payable by the company HR attaches the cherub along with the relieving
and service letter and hands it to the employees on the Last Working Day.
19.5 Retirement - Process of separation under this head is given below-:

Initiation When an employee reaches the age of retirement i.e. 58years, HR
initiates the process, with a clearance form given to the employees along with the
exit interview form.
Clearance formalities At least one week before the LWD, employees are advised
to start obtaining the clearance from all the departments so that they are able to
submit the signed form to the HR for final clearance.
Last working day The LWD in the case of retirements shall be the last working
day of the month in which the employees reaches the age of superannuation.
Final settlement
o Payroll sends the Settlement of dues to the HR stating the dues payable /
receivable.
o After the final settlement (receivable by employee / company), the HR will
issue relieving letter and service certificate
19.6 Termination can happen under following circumstances-:
In case of non-performance by the employee and has no scope of improvement.
In case of an unauthorized absence (absence without informing the reporting
manager or HR Representative) for more than 8 continuous working days, the HR
will initiate the process of disciplinary action as mentioned in RNTBCI policy.
Based on the disciplinary action/enquiry carried out by HR, HR will initiate the
clearance process and get the form filled by all the departments and submit the
same to the payroll for necessary processing of the F&F settlement.
The HR issues the termination letter to the employee or sends the hard copy of
same, via Registered Post to the permanent address declared by the employee
mentioned by his/her in the joining documents filled in the personal file.
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19.7 Employees under Service Agreement for Training(Overseas, Certification, External

Training)
As per the terms and conditions of the employment with the company (refer to the
offer letter), an employee shall not resign till the completion of the Training Service
Agreement period. However, should an employee decides to separate; the case
will be forwarded to the HR department through GM.
On the advice of the GM and HR department, the employee will be issued a letter
containing the details of the payment to be made by him / her towards breaking the
Service Agreement which governs the employment. Only after the receipt of the
entire amount from the employee, the GM will issue an appropriate clearance.
Subsequent to this HR will initiate the exit process.
Employee may approach HR department for clarification before or after tendering
the resignation.
In case an employee doesnt pay the breakage amount, then the HR department initiates the Recovery
Proceedings against the employee.
19.8 Trainees and Engineers on completion of Training program under Training Service
Agreement for Trainees
As per the terms and conditions of the Trainee Program with the company (refer to
the offer letter), an employee shall not resign till the completion of the Training
Service Agreement for Trainees. However, should an employee decides to
separate; the case will be forwarded to the HR department.
On the advice of the HR department, the employee will be issued a letter
containing the details of the payment to be made by him/her towards breaking the
Service Agreement which governs the training/employment. Only after the receipt
of the entire amount from the employee, HR will initiate the exit process.
Employee may approach GM/ HR department for clarification before or after
tendering the resignation.
Trainees Training Service Agreement under special scenario may be considered to
be waived off subject to respective MDs recommendation through Head - HR
Proposal.
In case the employee is signed any Service agreement for training under
overseas/certification/external training, then the above conditions as mentioned in
19.8 will apply subject to its validity.
In case employees doesnt pay the breakage amount, then the GM/ HR department initiate the
Recovery Proceedings against the employee.
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XX. CODE OF CONDUCT

20.1 Objective:
Renault Nissan shall consistently treat employees, suppliers and communities with honesty, integrity,
fairness and respect.
The following standards apply to all employees in Renault Nissan group companies (collectively herein
referred to as "Company"). Each member of the Company is charged with responsibility to uphold and
extend this code of conduct.
20.2 Rules of Conduct :
The Employees are expected to abide by the following rules of conduct. The Company
Reserves the right to decide when and what type of discipline, if any is appropriate of this manual.
Employees shall not use any asset or fund of the Company for any purposes other than those
necessary for its business operations. The Employees are prohibited from selling or otherwise using
any asset or fund of the Company for their individual benefit or for the benefit of any third party,
irrespective of the value involved. The services of an Employee guilty of such acts are liable to be
terminated forthwith under Clause. Employees shall not use any asset or fund of the Company for any
private, wrongful or improper purposes even after they retire from the Company.
20.3 Standards:
1. Comply with all laws and rules
Employees will abide by all laws of the country, and all regulations of the Company,
in which they work.
2. Avoid Conflict of Interest
The best interests of Company are expected to be foremost in the minds of employees. It is prohibited
to behave, act or use information in a way conflicting with Company interests.
3. Preserve Company Assets
Employees are personally accountable for preserving and safeguarding Company assets.
Unauthorized use or diversion of Company assets, including funds, information and intellectual
property, is prohibited.
4. Be Impartial and Fair
Employees must maintain impartial and fair relationships with business partners, including dealers,
parts suppliers, and other third parties.
5. Be Transparent and Accountable
Employees shall make fair, transparent, timely and appropriate disclosure of the Company's business
activities to our stakeholders, including stockholders, customers, other employees and local
communities
6. Value Diversity and Provide Equal Opportunity
We value and respect the diversity of our employees, suppliers, customers and communities.
Discrimination or harassment, in any form or degree, will not be tolerated.
7. Be Environmentally Responsible
Employees shall strive, within the business objectives of RNTBCI, to consider environmental protection
when developing products and services, to promote recycling and to conserve materials and energy.
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8. Be Active; Report Violations

Employees are expected to carry out their work in accordance with the Code of Conduct. Employees
who suspect that a violation of the Code of Conduct has occurred are obligated to report it as soon as
possible, and such employees shall be protected from
Retaliation.
9. Confidentiality
Dealings between the Company and its customers, vendors, suppliers, and affiliates are confidential
and are not to be discussed with or disclosed to anyone except authorized personnel. Improper
handling of information can result in loss of business to the Company. Materials listed as confidential
and information listed as restricted are not, under any circumstances, to be taken out from the
Companys premises, or discussed with or shown to anyone except with the prior written permission of
the SVP/ VP/ GM and confirmation by the HR.
10. Theft & Dishonesty
Stealing or attempting to steal property of the Company, its customers, or another Employee of the
Company, including dishonesty and false representation is strictly prohibited. This includes but is not
limited to such actions as falsifying medical and insurance records to obtain benefits under false
pretences, falsifying pay information, and submitting false or misleading information on or during
application for employment or during a Company investigation.
11. Company Property
The intentional destruction of Company property or participation in unlawful seizure of Company
property is strictly prohibited.
12. To Preserve Intellectual Property
Employees shall not use any intellectual property belonging to the Company for any purposes other
than those necessary for its business operations or disclose intellectual property to any third party
without the specific prior written approval of the Managing Director or any other designated authority of
the Company. For this purpose, Intellectual Property includes, but is not limited to, patent right, utility
model right, trademark, copyright, registered design right, graphic design, software or know-how. In
addition, the Employees are prohibited from acquiring in a wrongful manner or to use for a wrongful
purpose any intellectual property of any third party. Further, the Employee may not use for private,
wrongful or improper purposes any intellectual property of the Company that he/she becomes aware of
or gains possession of / information about during his/her tenure with the Company, even after they
retire from the Company.
13. To Protect Trade Secrets
Any information possessed by the Company (including, but not limited to, information related to new
model or new technology, cost, quality, purchasing or sales matters, personnel matters, financial
matters, know-how, business plans, etc) is an important asset that supports the Company's business
activities. The Employees shall recognize the value of such information and keep it confidential, except
in cases when timely disclosure to others is necessary for the business operations of the Company.
The Employee shall prevent disclosure or misuse of any information and shall not divulge any trade
secret or confidential information that they come to know during and after the term of their employment
with the Company. The Employees shall exercise prudence while discussing confidential information.
14. Attendance
Prior written approval of the GM must be obtained as soon as possible whenever tardiness or absence
from work is necessary.
15. Media Statements
The Employee shall not release statements or stories to the news media in which the Companys name
is mentioned or in any way relates to the Company.
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16. Illegal Activities

The Employees are prohibited from engaging in gambling or other illegal activities while on Company
premises.
17. Safety
The Employees are expected to follow established safety procedures and practices as prescribed by
the Company.
18. Weapons
Possession of a firearm or weapon while on Company premises, in Company-owned vehicles, or when
conducting the Companys business at a supplier, vendor or customers place of business is prohibited.
19. Verbal And Physical Abuse
Abuse of fellow Employees, Company, suppliers, vendors, customers or business visitors is strictly
prohibited. This includes physical violence or the threat of violence to another person, gossip, rumors,
or defamatory statements.
20. Company Equipment
Unauthorized use of Company equipment, Company-owned vehicles, or the careless use, misuse or
destruction of Company property is prohibited.
21. Release of Corporate Information
Any release or request for the release of information pertaining to the Company, the names of
executive officers, number of Employees, sales figures, affiliate locations, sizes of buildings, types of
business conducted by the Company, or any other information solicited by personnel not employed by
the Company must be directed to the Director or any other designated authority. This information is
generally not shared with outside agencies or the public.
It is the duty of every employee to report any incident of violation to this Code of Conduct to the
Head HR; the information passed on will be treated confidential.
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List of Misconduct
Sl.no
Content
Late attendance
Loitering, gossiping in department during working hours
Habitual negligence or neglect of work
Habitual absenteeism.
Absence from work for more than one day or over staying the sanctioned leave
without prior intimation.
Registering attendance by proxy
Failure to wear specified uniform / safety equipments
Failure to observe safety instructions notified by the company or interference with

the safety devices.
Accessing or feeding any programs specifically barred by the Company
9
10
11
12
13
Refusal to cooperate to be searched by any Security personnel or any other

authorized person in the event of frisking
Breach of any instruction or any law applicable to establishment
Refusal to accept a charge sheet /show cause notice or other official
communication served in accordance with the Standing Orders.
Failure to accept the transfer order
14
Willful insubordination or disobedience, impertinent whether alone or in combination

with another or others or any lawful and reasonable order of his/her superior.
15
Refusal to work assigned to any other assigned area of work.
16
Sleeping or dozing while on duty.
17
Conviction in any court of law on any criminal offence.
18
Misappropriation or mis-use of companys fund.
19
Going on illegal strike or abetting, inciting, instigation.
20
Distributing or exhibiting within the premises of establishment any bills, pamphlets

any posters
Willful slowing down in performance in work or instigation there of
21
22
23
Canvassing for union membership or collection of union funds within the premises
of the company
Theft, fraud or dishonesty in connection with the employers business or property
24
Taking or giving bribes or any illegal gratification
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Content
Sl.no
25
Gambling within the premises of company
26
27
Disclosing to any unauthorized person any information concerning the processes of

the company
Willful damage of Company property or co-worker
28
Damage of Company property due to negligence or carlessness in the work
29
Allowing unauthorized persons to operate Company's Vehicle/ Equipments within or

outside the premises of the Company
Fighting, Injuring, assaulting, or in any way causing injury mentally or physically to
any of the employees of the Company at the factory
Disclosing to any unauthorized person or persons any information or secret or
Business developments or Projects or Design or other Software Development
Process of the company, which comes into the possession of the Employees during
the course of his or her work
30
31
32
Drunkenness while on duty, fighting, riotous, indecent or disorderly behavior or

conduct likely to cause breach of peace or conduct endangering the life or safety of
any other person
33
Writing or sending anonymous or pseudonymous letter criticizing Employees official

or the organizational culture of the company.
34
Any other acts of omissions leading to loss, dispute or potential loss to the
organization for which action can be initiated
35
36
Unauthorized promises and commitments being made to people inside or outside

the organization.
Causing damage to work in process or to any other company property
37
Smoking or spitting in the premises of the establishment, where it is prohibited
38
Lack of compliance to companys Information Security Management System (ISMS)

norms and guidelines
Misuse of computers
39
40
41
42
43
44
False / wrong information or misrepresenting facts to people inside or outside the

organization
Giving false information regarding name, age, fathers name, husbands name,
qualification or any other previous service particulars
Threatening or intimidating any Employees or official within the premises of the
Company or outside concerning matters relating to the organization
Sexual Harassment
a) Physical contact and advances
b) A demand or request for sexual favors.
c) Sexually colored remarks
d) Showing pornography
e) Any other unwelcome physical, verbal or non-verbal conduct of sexual nature
Any act subversive of discipline
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DEFINITIONS & ACRONYMS

RNTBCI : Renault Nissan Technology & Business Centre India Pvt. Ltd.
RNAIPL : Renault Nissan Automotive India Pvt. Ltd.
MD : Managing Director
MC : Management Committee
SVP : Senior Vice President
VP : Vice President
Head HR : Head of Human Resources
GM : General Manager
DGM : Deputy General Manager
SSM : Senior Section Manager
SM : Section Manager
Dty. Manager : Deputy Manager
GET : Graduate Engineer Trainee
PGET : Post Graduate Engineer Trainee
DET : Diploma Engineer Trainee
AT : Associate Trainee
AET : Associate Engineer Trainee
MT : Management Trainee
LT : Language Trainee
DOA : Delegation of Authority
HR RT : Human Resources Recruitment Team:
HR C&E : Human Resources Care & Engagement Team
HR C&B : Human Resources Compensation & Benefits Team
HR TM : Human Resources Talent Management Team
HR MIS : Human Resources Management Information System
HR T&D : Human Resources Training & Development
KPI : Key performance indicator
PL : Privilege Leave
CL : Casual Leave
SL : Sick Leave
LOP : Loss of Pay
LWP : Leave without pay
PEF : Probation evaluation form
ERF : Employee resignation form
LWD :Last working day
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I.

Involvement & Competitiveness

II. EMPLOYMENT TERMS

Normal Work Days & Hours :

Full / half sleeve colored shirt

Smart looking casuals /denims with

Sarees / salwar suits/business

Smart looking casuals / denims.

*This amount may change subject to companys discretion.

III. SEXUAL HARASSMENT POLICY

xi) Repeatedly making sexually suggestive gestures;

3.4. Disciplinary Action

IV. ELECTRONIC COMMUNICATIONS

4.5. Management of I Pods

4.8.5. Employees Rules for Use of Internet.

Libelous or otherwise illicit.

Liable to jeopardize RNTBCI resources, especially as regards integrity and

Liable to jeopardize the brand name of RNTBCI.

4.8.7. Employee's obligation

Standard of Work Processing

4.10.5. Operation Rules for Filming

VI. LAPTOPS & DATACARD

6.4 Code of Conduct :

* This amount may change subject to companys discretion.

7.5 Own Arrangement Local Travel for work : Route Chart

VIII. DOMESTIC TRAVEL POLICY

Per Diem per

Per Diem in case of

SVP & Above

Business Class by Air

Economic Class by Air

Economic Class by Air

Economic Class by Air

OTHER THAN CLASS A &

IX. INTERNATIONAL TRAVEL POLICY

9.4 Procedure for accommodation at overseas place :

Dty Manager and below

France & Rumania

Other American &

Other Asian countries

Per Diem* for All Employees

Other Europe countries

Other American & Australian Country

Other Asian countries

9.10 Kit Allowance :

k) An Expense Report is treated as a request for reimbursement of Actual Expenses. Any

International Travel Request form

*This amount may change subject to companys discretion.

XI. LONG TERM TRAVEL POLICY

Section Manager and above

Dty Manager and below

4000 JPY for first 6 months

*This amount may change subject to companys discretion.

11.6 Leave Policy :

*This amount may change subject to companys discretion.

11.7 Leisure / Fly Back :

11.9 Relocation Allowance :

International Travel Request form

*This amount may change subject to companys discretion.

To be eligible for Appraisal, Employee should be 6 months in the system.

Performance Bonus / Variable component would be paid on a pro-rata basis for

Trainees will not be eligible for Appraisal

Appraisal has to be based upon the RNTBCI WAY behavioral competencies

Behavioral Competencies Ratings must not be disclosed to employees until formally