Energo Engineering Projects LtD

A57/4 Okhla industrial area phase-ii

New Delhi -110020

HR POLICY Manual

Place: New Delhi

Dated :06/12/2007

1. PREFACE
The purpose of this HR Policy Manual is to help the employees to understand policies,
rules, benefits, and conditions of employment, which apply to all personnel working with
the Company. This policy replaces all earlier policies / practices on covered topics.
Note: The terminology, which will be frequently used throughout this manual, has been
explained below for the purpose of consistency.
Company means Energo Engineering Projects Ltd (EEPL)
An employee means a person in employment of the Company in India / outside India.
This includes permanent employee as well as trainee or probationer serving his or her
period of training or probation. This does not include any temporary / contractual /
defined employment staff, casual workers, domestic servants or apprentice.
Customer means any individuals, corporate, or institutions serviced by the Company.
Manual refers to the Human Resources Policy Manual.
Unless stated otherwise, the words imparting the masculine gender include feminine and
words in singular include plural.
The use of the word office implies all the offices of the company i.e. registered office,
corporate office, marketing offices, branch offices, regional offices, site offices,
works/factory of the Company.
Family means spouse & children.
The board implies the board of directors of the Company.
These service conditions apply to all employees including probationers and trainees
working for the Company.
Any deviation or change or alteration or modification to this policy manual will be at the
discretion of the Managing Director.
2.

CAREER LEVEL STRUCTURE

a. All employees of EEPL are presently placed in various designations/Grades with specific
salary and perquisite fixation. It would be our Endeavor in the near future to move over
to the under-noted seven Career Level structure for internal purposes of salary &
perquisites fixation:
b.

Salary Scale Under Various Grades:

GRADE-I

1000

50

4000

GRADE-II

3500

100

8000

GRADE-III

6000

200

11000

GRADE-IV

10000

300

20000

GRADE-V

18000

400

35000

GRADE-VI

30000

500

60000

GRADE-VII

60000

1000

100000
Above

c.

Calculation of Salary & Perks

&

For Head office / A Class cities appointments, salary shall be calculated

as per Annexure A.

For Coimbatore / other cities &

calculated as per Annexure B.

Site

appointments, salary shall be

*For classification of cities see Para 8 (viii)

d.

MEDICLAIM INSURANCE

Following employees along with his/her

spouse and 2 children are to be covered for
Mediclaim insurance toward hospitalization
expenses
Employee Designation
Insured*

Sum

Directors
3,00,000
SVP/VP/AVP

3,00,000

GM/DGM/AGM

2,50,000

SrMgr/Mgr/Dy Mgr

2,00,000

Other
1,00,000

Executives

Non
50,000

Executive

Staff

*Sum Insured for entire family, other than

those covered under ESIC Scheme
In Exceptional cases and at the sole
discretion
of
the
Management,
the
company
may
bear
the
admissible
expenses and seek reimbursement from
the insurer on behalf of the insured.
e.

ANNUAL BONUS

One (1) month basic salary (March to

March) Payable on following Diwali.
* For Bonus Eligibility, minimum one year services are
required

f.

LTA

EMPLOYMENT

a.

Appointment

One (1) month basic salary every two (2)

years.

The Managing Director / Head (HR) or any competent authority as decided by the
Managing Director, has the authority to appoint employees in all career levels of
the Company. The eligibility criteria and procedure for appointments shall be as
determined, from time to time, by the Management.

b. Allotment of Work Space

Allotment of work space to a new employee is based on the role and designation
of the employee. Head HR/HOD shall allot the work space to new employee.

c. Probation

The normal period of probation is 6 months for regular employees, wherever

applicable. Probation is meant to assess the ability of an employee to do the
assigned job effectively. After the satisfactory completion of probation period, the
probationer is confirmed. If the performance during the probation period is not
found satisfactory, either the probation period is extended or the services are
terminated.

In case of unsatisfactory performance, the probation period may be extended by

2 months or more.

The probation period for Trainees shall be 6 months. On satisfactory completion

of probation period, their employment is confirmed in suitable career level at the
sole discretion of the Management.

During probation period either side may terminate the services by giving one
months notice.

d.

Permanent Employee

e.

Permanent employee is one whose appointment has been made permanent by

confirmation of his services on satisfactory completion of the probationary period.

Trainees/Executive Trainees
The Company has a policy of hiring fresh engineers/executive from various
colleges/institutions and depending on their qualifications places them as:
Trainee Engineers/ Executive Trainees All Trainees will be recruited and
will be on probation and training for six months. On satisfactory completion of
probation and training, the trainees will be confirmed in the services of the
Company at its sole discretion, at suitable career level

f.

Other Employment

Employees will not take up employment with another employer or be interested

directly or indirectly in any other business, vocation, education or calling. During
the term of the employment with the Company, employees will not associate with
such activities, as in the opinion of the Management will be harmful or
detrimental to the interests of the Company.

g. Special Classes/Training

Company may Sponsor/Permit Eligible Employees to attend educational

classes/seminars from time to time if it is useful for the employee as well as the
company. Cost of such classes / Seminars may fully/Partially be borne by
company at the discretion of Management.

h. Resignation

A confirmed employee resigning from the services of the Company is required to

give one months notice in writing, while an employee on probation / training is
also required to give one month's notice. However, the Company at its sole

discretion may relieve an employee before the expiry of the notice period by
accepting from him salary for the shortfall in the notice period or by paying him
salary up to the date of relieving, as the case may be. While joining the Company,
incase of notice pay takeover from the previous employer, the same will be
recovered from the employee if he leaves the Company before completion of one
year of service with the Company
i.

Termination

A one (1) months notice period or pay in lieu thereof (after the probation period)
provided that the services have not been terminated on account of misconduct.
In case of termination on account of misconduct, the Company will not be liable to
give any notice or pay in lieu thereof.

During the course of employment, if the Company finds that the particulars
provided by the employee at the time of appointment were false / incorrect, or if
any material or relevant information has been suppressed or concealed, the
appointment shall be considered ineffective and irregular and the employee
would be liable to be terminated by the Company immediately without notice.

j.

Retirement

4.

Retirement age for all employees will be 60 years. An employee will retire at the
end of the month in which he attains 60 years of age. However, the work /
performance of any employee shall be reviewed at the age of 55 years, and
specific recommendation for extension of employment contract will have to be
taken from the management/Competent authority.
WORKING HOURS, HOLIDAYS & LEAVES

a.

Working Hours

b.

Weekdays: 9.30 am to 6.00pm. The start times would apply strictly to all staff.
Lunch Break

c.

Lunch - 30 Minutes can be availed during the day. Employees across all functions are
expected to break for lunch on a staggered basis so as to ensure that normal office
working is not affected.
Weekly Of

d.

All EEPL employees will avail one weekly off, which shall usually be a Sunday.
Attendance Muster

All offices/sites of EEPL will maintain an attendance muster. All employees shall sign
on the muster in the morning when resuming duties. The location in charge/ head
will be the custodian of the muster. Time recording and time reporting are essential
for all employees. Office Administration in-charge/site Incharge at the location shall
approve the time sheets which shall become the basis of all salary payments.

Tours are official duties where employee is out of office and can not sign the register.
In such cases, concerned employee will intimate HR / Administration about the
sanctioned official tour and accordingly, HR/Administration shall mark the register
'OD' indicating employee is on Official Duty.

e. Leave Policy
Employees will be entitled for the following types of leaves Casual Leave (CL) / Sick Leave (SL) 12 days in a year.

Annual Leave (AL)

Maternity Leave (ML
Paternity Leave (PL)

15 days in a year
90 days
3 days

Any Leaves which is not earned can not be availed.

Leaves will accrue on the basis of the calendar year.

An employee will avail leave, only after the leave has been sanctioned by the
competent authority.

Leaves applied for, may be declined without assigning any reason whatsoever.

An employee, who is absent from duty without authorized leave, will not be entitled to
pay for the period of such absence. No leave will accrue for the period for which an
employee is not entitled to pay.

An employee who overstays his leave, except in circumstances beyond his control, shall
not be entitled to any salary or allowance for the period of his absence without leave.

Leave without pay may be allowed in exceptional circumstances, in the eventuality of

an employee not having balance leaves.

Proper leave records will be maintained by HR in the case of each employee.

Leave application must be submitted on the prescribed form.

These leave rules may be amended at any time as deemed fit by the Company.

f.

Casual Leave / Sick Leave

CL / SL combined should not exceed 12 days on full emoluments in a year.

Employees on Probation / Trainees will not be entitled for CL / SL

An employee shall avail CL / SL up to a max of 3 days and a min of 1 day. Stand alone
half day leave can be availed.

CL / SL shall not be granted in combination with any other kind of leave.

Casual Leaves can not be availed after submitting resignation / while serving the notice
period. Casual leaves can not be adjusted against any shortfall in notice period.

There would be no encashment for the unavailed leave. The balance of CL and SL at
the end of Financial Year will be carried forward to employee's sick leave account.
Such leaves can be accumulated up to 20.

CL should not be prefixed or suffixed with National /Festival Holidays

g.

Annual Leave (AL)

15 days of AL on full emoluments accrue annually on the basis of financial year or

1.25 days for each month of service.

Minimum of 6 days of AL must be taken by all employees in a year. If AL is not

taken, this would figure in the Audit compliance report of the Reporting Manager.

All holidays/weekly offs occurring within the period of AL would not be reckoned as
part of the AL

AL cannot be clubbed with any other type of leave except ML.

AL would be sanctioned for a maximum of 29 days.

It can be availed thrice a year with a minimum of 4 days at a time.

While AL will accrue from the date of joining service, an employee will be allowed
to avail of AL only after confirmation in the services of the Company.

All employees should plan their leave programme in consultation with their
supervisor at the beginning of the Calendar year.

In case of resignation from the services of the Company, leave can be adjusted
against the notice period.

h.

Maternity Leave (ML)

Full emoluments will be paid for the period of ML.

ML shall be restricted to two pregnancies and it cannot be clubbed with any other
kind of leave except AL.
All female employees who have worked with the Company for a period of not less
than 80 days in the 12 months immediately preceding the expected date of
delivery are entitled for maternity leave.
The maximum period for which any female employee shall be entitled to
maternity benefit shall be 12 weeks of which not more than 6 weeks shall precede
the date of expected delivery.
Any exception must be recommended by Functional Head & approved by Head HR.

i.

Paternity Leave

j.

All married male employees would be eligible to avail 3 days of paternity leave.
Paternity leave has to be availed within 1 month from the birth of the child.
All holidays occurring within the period of paternity leave would be reckoned as
part of the paternity leave.
This leave can be availed only for the birth of first 2 children.
Leave Approving Authority

Casual Leave (CL) / Sick Leave (SL) / Paternity Leave (PL)

The recommending and approving authority shall be the employee's immediate

supervisor/competent authority, as the case may be.
Annual Leave (AL) / Maternity Leave (ML)

The recommending authority shall be the employee's immediate supervisor while

the approving authority shall be the supervisor's supervisor.
5.

CODE OF CONDUCT
a.

Conduct

An employee shall, at all times:

Conduct himself soberly and temperately while on the Company's premises
Show proper respect and civility to all concerned
Shall use his best endeavor to promote the interests of the Company and to
maintain and promote its good reputation

b.

Dress Code
i.
and
ii.

iii.

Male Executives
All male executives will have to be decently dressed in formal shirts, trousers
formal shoes.

Female Executives
All female executives will have to be either in Sarees or Salvar Kameez or
formal trousers/shirts/western suits.
Executives attending official functions / meetings
All male executives, while attending official functions and formal meetings,
will have to be attired in tie & shirt of matching sober colour or business suits.
Women employees should also be formally attired.

iv.

Saturday Dressing
On Saturday, Executives need not strictly adhere to the dress code and can
be in their informal wear (round neck T Shirts, Kurtas and Slippers are not
permitted) unless there is an official meeting or engagement on that day.

6.

PERSONAL ACCOUNTABILITY POLICY

a.

Definitions
Company: means Energo Engineering Projects Ltd., and its Board of Directors and
includes in relation to the exercise of powers, any Committee / Sub -Committee of
the Board or any Officer of the Company to whom the Board has delegated these
powers.
Employee: means a person who holds a post under the Company.
Managing Director: means the Managing Director of Energo Engineering Projects
Ltd or any other officer authorized by him/her to act in his place or to discharge the
duties of Managing Director to whom any of his powers are delegated.
Disciplinary committee: Means the committee appointed by the Managing
Director under the Personal Accountability Policy. This policy consists of three
parts:
i..

What qualifies as acts of misconduct

ii.

Classifications of misconduct and the varying degrees of punishment to be linked

to these acts i.e.
Penalties for Misconduct

iii.
b.

Procedure to be followed

Acts of Misconduct
Without prejudice to the general meaning of the term "Misconduct', the enclosed
Annexure 1 lays down certain acts and omissions of an employee, which shall be
treated as misconduct.

c. .

Penalties For Misconduct

i.

Censure / warning

ii.

Making good the loss in full or part

iii..

Stoppage of Increments(s) / Bonus / ESOP eligibility for a certain number of

years

iv.

Demotion to a lower grade

v.

Removal and termination from Service which does not disqualify for future
employment

vi.

Dismissal from service which disqualifies for future employment

vii. Any other punishment deemed appropriate other than dismissal

*

Annexure-1
Ofence
i.

ii.

Punishment

Minor Misconduct
Acts of omission / commission
without gross negligence /
malafide
General
disciplinary
issues
linked to employee conduct,
behavior and Performance

Punishment
based
on
amount
involved and probability of loss i, ii &
iii above.

Major Misconduct
Acts of omission / commission
due to gross or willful negligence
resulting in significant and / or
potential
pecuniary loss to the Company
Committing
of
minor
misconducts more than 3 times
Cause of undue loss to Company
and/ or a concomitant gain to an
individual / group
Offences
involving
moral
turpitude

Punishment
based
on
amount
involved and probability of loss. The
punishment may be as specified in the
Minor offences and / or in the points
iv, v, vi & vii above.

iii.
Malafide acts of omission /
commission
Frauds directly committed or
through abetment by acts of
commission
or
omission
/
misrepresentation, suppression

Punishment could be defined in points v,

vi, vii or Legal (civil / criminal) action
against the employee, besides dismissal
from service.

iv. Procedure for Dealing with Cases of Misconduct

a.

The exercise of staff accountability shall commence immediately on the

happening / detection of any of the above misconducts. There could be two
issues with regard to employee accountability:
1. General disciplinary issues linked to employee conduct, behavior, frauds, &
integrity, wherein the Human Resources Dept. will initiate action.
2. Accountability issues arising out of business decisions & resultant losses,
wherein the business head / functional head will initiate action.

Both the Business Heads and Human Resources Dept. will seek appropriate

technical domain knowledge support either internally or externally if

necessary, and will be responsible for preliminary investigation and
enquiries in the appropriate matter.
b.

The power to appoint an investigation officer in the matter lies with the
Business Head / Functional Head under advice to Human Resources Dept., as
per guidelines above.

c.

The reports of the investigation officer will be submitted to the Business/

Functional Head and to Human Resources Dept. / Disciplinary Committee.

d.

For the purpose of conducting Personal Accountability proceedings the

"Appropriate Authority' will be as under:

Human Resources Dept: Human Resources Dept. will handle issues under "A
(1)" and will take appropriate action / punishment in consultation with the
concerned Head / Functional Head / Regional head for all employees.
Disciplinary Committee: For issues under "A (2)" and those not covered by
Human Resources dept.
e. In cases where the appropriate authority is the Human Resources Dept, Head
HR may at his / her discretion refer the matter to the disciplinary committee
for advice and action.
f.

Till further notice, the Managing Director appoints the Disciplinary

Committee for the purpose of personal accountability as under:

Any two Departmental Head / Support Line Heads/ Head HR

All three members will form the required quorum for the committee.

Head HR will sign all communications on behalf of the committee.

The Managing Director will be appellate authority.

g. Human Resources Dept. will be responsible for providing a fair and reasonable
opportunity to the employee to respond to the allegations and explain his / her
position, if any, so that the basic principles of natural justice are followed.
h.

The conduct of the inquiry proceedings by the appropriate authority and

interactions with the employee in this regard will be guided by the rules as per
Annexure - II.

i. The appropriate authority will take such steps as may be found appropriate by it
to conduct a fair and proper inquiry into the mailer.
j.

The appropriate authority will take the decision related to punishment. The
employee will have the right to appeal to the Managing Director in such cases.

k.

The appropriate authority shall take into account the gravity of

misconduct, the previous record of the employee and any other
extenuating or aggravating circumstances, which may exist.

l.

In case of direct involvement of any direct reportee to the MD in committing

misconduct, the MD will seek appropriate help to investigate the charges before
deciding further course of action. In such cases, the Managing Director will be the
disciplinary committee and the Chairman will be appellate authority.

m. Notwithstanding the above, where an employee has been convicted of a

criminal offence involving moral turpitude in a court of law or where the Managing
Director is satisfied in extraordinary circumstances for reasons to be recorded by
him in writing, that it is against the interests of the Company's security to
continue to employ the employee, the employee may be removed, or dismissed
from service without following the procedure laid down in these rules.
n.

Further, this policy does not prevent the Company from using the clause of
termination simplicitor as per the contract of employment in cases of consistent
non-performance, gross negligence or major misconduct within the principles of
natural justice.

Annexure I
Acts Of Misconduct:
Acts of Omission / Commission causing significant or major loss to the Company
either, pecuniary, reputation or regulatory.
General Acts of indiscipline or integrity linked to employee conduct & behavior,
willful insubordination & moral turpitude.
Offences committed with malafide and fraudulent intent.
Breach of rules and regulations, instructions, practices, conventions, methods and
procedures etc., applicable to the Company for regulating work, safeguarding
Company's interests, safety of the personnel, discipline, good conduct,
cleanliness, avoidance of waste of time or materials or for proper running of the
Company or individual departments / sections or breach of any other rules and
regulations of the Company including Exercise of discretion without or in excess
of powers.

Annexure II
Rules For Dealing With Cases Of Misconduct
a. Where an employee is charged with misconduct, which may result in an
imposition of penalty, the employee shall be informed in writing of the allegations
made against him / her and given an opportunity to make a representation within
four working days of serving such written allegation. And his / her representation,
if any, shall be considered before the appropriate authority proceeds to impose
the penalty.
b. Where an employee is charged with serious misconduct, indiscipline, fraud etc.,
and it is not considered desirable that he / she should remain on duty, he may be
suspended from duty. Order of suspension should be given in writing. During the
period of suspension an employee shall not enter the Company's premises except
with prior permission of the Management, nor shall he / she leave the station
without prior permission.
c. An employee under suspension shall be entitled to subsistence allowance equal
to half of his salary and allowances, if any, for the period of his suspension. The
payment of subsistence allowance will be subject to a written declaration by the
employee that he is not engaged in any other employment, business.
Expenditure, directly or indirectly, related to the discharge of the employees
official duties would not be permissible during the period of suspension.
d. If, after inquiry, an employee is adjudged guilty of the misconduct alleged against

him or some other misconduct brought out in the course of the inquiry and
punishment is awarded, the employee shall not be entitled to any remuneration
for such period, other than the subsistence allowance already paid to him. If a
penalty other than dismissal or removal is imposed on him, the appropriate
authority shall, by order, decide as to how the period of suspension shall be
treated. If, however, he is not found guilty of the alleged misconduct or any other
misconduct, he shall be reinstated in his post and shall be paid the difference
between the subsistence allowance already paid and the emoluments which he
would have received if he had not been suspended, the period of suspension
being treated as on duty.
e. If an employee refuses to accept the charge sheet, order or other communication
served on him in accordance with these rules, a cop thereof shall be sent by
registered post to the address furnished by the employee to the management and
another copy posted on the notice board and this shall constitute adequate
service of the notice.
f.

Subject to the provisions contained above, the Company reserves the right to
suspend an employee accused in a court of Law of any criminal offence involving
moral turpitude until the disposal of the inquiry.

Annexure III
Ethical Norms

7.

Do not eat or drink in patron areas while on duty

Drinking, having liquor on your breath or being under influence of alcohol
when reporting to duty, subject to immediate dismissal
Gambling in any form is strictly prohibited
Radio walkman, I-pod & alike are not permitted to be used on duty
Internet Facility is provided strictly for office use only.
Having possession or being under the influence to any drug other than for
medical purpose or without Physician perception will also subject you to
immediate termination
Office phones are for business purpose only. Personal calls are to be made or
received only with permission of your manager.
All employees are required to check their internal e-mails and official
information regularly
Co-operate in maximizing the effectiveness of the profession by exchanging
freely information & experience with others and by contributing to the
development of the profession to the best of your ability
Endeavor to extend public knowledge on professional matters and eliminate
misconception is highly appreciated.

PREVENTION & PROHIBITION OF SEXUAL HARASSMENT AT WORKPLACE

In compliance with the guidelines issued by the Honourable Supreme Court of India,
the Company aims to prohibit and proactively target prevention of sexual harassment
at the work place by ensuring an effective redressal mechanism.
i.

A Complaint Committee shall consist of 3 members - I chairperson and 2

members. The chairperson will have to be a female employee.

ii.

Any employee who believes herself to be a target or victim of sexual harassment

can complain (either in writing or verbally) to any of the members of the
committee. Alternatively, a complaint can be made to the immediate supervisor
or functional head or Head HR.

iii.
iv.

The complaint can then be referred to the committee who will investigate and
submit a report to the Human Resources Department, in as less a time as possible.
All disciplinary decisions / actions will then be taken by the Head HR in consultation
with the Managing Director. All such complaints of sexual harassment will be
investigated promptly and in an impartial and confidential manner by the committee.

8. TRAVEL RULES
i. Policy for Local Conveyance ( Delhi & NCR)
a. Mode & Class Of Travel

It should be public transport as prevalent in the city. For example: Bus / Auto /
Taxi/ Rail / Metro fare. Use of Private Taxies for Local use should be avoided,
unless authorized in advance

b. Use of Personal Owned Vehicles for official work

Following rates for reimbursement shall apply
Car - Rs 6.00 per km
Two wheelers - Rs 2.50 per km,
The above takes into account petrol / oil / maintenance expenses. Incase the
vehicle has been provided by the company, the above Rules of reimbursement will
not be applicable and only actual petrol spent on travel will be reimbursed.
c. Eligibility for Mode of Travel ( Delhi & NCR)
Designation

Mode of Travel

Chairman/MD/ Directors

Own Car/ Taxi

SVP/VP/AVP/GM

Own Car/ Taxi

Dy.GM/AGM/Sr. Manager

Own Car/ Auto/ Metro / Two Wheelers

Managers/ Dy. Managers/ Sr. Two Wheelers/Bus/Metro

Engineers/Engineers/Executi
Others
Bus/Metro
d. Other Arrangement
Any other arrangement of local conveyance will form part of appointment letter or
Specific letter issued by management
ii.

Reimbursement of Expenses of Travel on Duty (Outstation Travel)

All travel on duty has to be approved by management/HOD, prior to undertaking the

travel
All travel on duty has to be as per the travel policy of the Company
Any deviation on travel policy has to be approved by management/HOD
iii. Mode of Travel (Outstation)
Designation

Mode of Travel

Chairman/MD/ Directors

Air Travel/ Train First AC

SVP/VP/AVP/GM

Air Travel/Train AC II

Dy.GM/AGM/Sr. Manager

Train AC II

Managers/ Dy. Managers/ Sr. Train AC III

Engineers/Engineers/Executi
Others
Train Sleeper class / Bus fare
*As a special case travel by air may be permitted to any executive at the discretion of
management
Incase of Air Travel, various cost effective options such as Super Saver, Check Fare, No
Frill airlines to be used. Travel schedule to be planned in a cost effective manner.
Irrespective of all above, if alternative modes of travel i.e. train / road are conveniently
available, are cost effective and journey time is less than 8 hours, then employees are
expected to travel by the alternate mode.
All executives eligible to travel by Air should schedule, if possible, one - day visits so
as to return to their original destination on the same day.
All senior functionaries (Vice President and above) are required to communicate their
travel itinerary before departure to all other senior functionaries in Energo by
sending out the following draft message.
"I will be traveling on official work to (name of places) on the morning/evening of
(date) and would return back to (place of departure) on the morning/evening of
(date)."
iv. Expenses on Travel
From Office to Touring Place
Actual Air / train / public transport fare or charges will be reimbursed as per eligibility.
If person travels in his own vehicle, with prior permission of the appropriate authority
as indicated above, reimbursement of expenses will be made @ Rs 6.00/ km for a four
wheeler & Rs 2.50 / km for a two wheeler.
Local Conveyance at Touring Place
Actual expenses for local conveyance will be reimbursed as per eligibility. However, at
locations where prepaid taxis/sharing taxis/Autos or other cost-effective practical
mode of local conveyance are available, the same needs to be used.
Engagement of taxis* for full day should be avoided, however, if the same is
unavoidable, the following would be the ceiling amounts.
Executive

CEO/SVP/VP
AVP/GM
Dy GM /Sr. Manager
Manager/ Dy Manager/ Sr.
Engineers/Engineers/Executi

Local
Conveyanc
e
(up to
80
Kms.
Approx)
750
per
day
750 per day
750 per day
Not entitled

Conveyanc
e for Travel
(upto 250
Kms)
1750 per day +
150 night charges
1750 per day +
150 night charges
Not entitled
Not entitled

ves
Office
Executives/Assistants

Boys/Field

Not entitled

Not entitled

*In case of hiring of local taxi, only Indica should be hired.

**Incase the vehicle has been provided by the company, the above rules of reimbursement will not be
applicable and only actual
petrol bills will be reimbursed.

v. Boarding/Lodging Outstation Allowances

a. An executive may be reimbursed the actual expenses per day restricted to a single
room accommodation charges in hotels as per ceiling given below:

Executive
Chairman/MD/Director
CEO/SVP/VP
AVP/GM
Dy GM/Sr. Manager
Manager / Dy Manager/ Sr.
Engineers/Engineers/Executive
s
Office
Boys/Field
Executives/Assistants

A
Actua
l
2500
1500
1000
800

B
Actual

C
Actual

2000
1000
800
600

1500
800
600
400

500

400

300

The employee should book himself/ herself in a designated hotel as selected by the
Company (if any) wherein a special discounted rate has been worked out.
The above Outstation Allowances (OA) is the maximum amount payable towards all
Boarding and Lodging expenses other than Local Conveyance against submission
of supporting bills, in the absence of bills 40% of the amount will be payable.
vi. Diem Allowance
Besides the Charges towards Boarding/Lodging the employee shall be paid a lump
sum amount per day towards Out of Pocket Expenses as under:

Executive
CEO/SVP/VP
AVP/GM
Dy GM/Sr. Manager/Manager
Dy
Manager/
Sr.
Engineers/Engineers/Executives
Office
Boys/Field
Executives/Assistants

400
400
300
300
100

vii. Group Travels

For group travel it is mandatory to all to use taxies/transport on sharing basis. It is
also mandatory from Executives to Dy. Managers and Managers to AVPs to Share /
use hotel room on twin sharing basis. Travel advance shall be given to one person
to meet all traveling expenses at same destination

vii. Stay other than Hotel

a. In case while traveling if any employee makes personal stay arrangements, then
Overnight Allowance @ 50% of the eligibility level of Boarding + Lodging charges
would be paid. This OA will cover Boarding/Lodging/ Local Conveyance expenses. If
stay is more than 3 days, then OA would be reduced to 30% after initial 3 days.
Executives returning from tour on the same day are not entitled to overnight
allowance.
b. As far as possible, people from HO deputed to/ visiting sites will be accommodated
in the site accommodation hired by the company, and the employee will be
entitled for 50% of the Out of Pocket Expenses. In case of non- availability of such
accommodation, Board/Lodging Expenses as per the rules for outstation travel will
be provided.
viii. Classification of Cities
Cities
a. Mumbai, Calcutta, Delhi, Chennai, Bangalore, Hyderabad, Pune are A class cities
b. Ahmedabad, Baroda, Bhubneshwar, Chandigarh, Cochin, Coimbatore, Hyderabad,
Indore, Jaipur, Ludhiana, Lucknow, Nagpur, Patna, Pune, Panaji. Udaipur,
Vishakhapatnam as well as all other State Capital Cities and Union Territories will be
treated B Class cities.
c. Other Cities/Places will be treated C Class cities
ix.

Claims of allowances and reimbursements

All claims for travel and outstation expenses must be made within one working day of
returning to place of work as per company format .
All tours must be approved by Appropriate Authority before undertaking any travel.
In case tour advance has to be taken, tour advance form should be filled & Submitted 48
hours before traveling. Where Credit Card can be used, tour advance need not be taken.
Persons traveling to other locations should settle their hotel bills themselves and should
not request concerned branch visited by them to settle the bills. The amount should be
claimed from the office they are attached to
Overnight stay must be approved prior to commencement of journey.

9.

SITE ALLOWANCES
Site Posting Allowance
Whenever an Employee is specially recruited for site posting or subsequently posted
to site, the compensation package will be as per attached Annexure B.
Site Deputation Allowances
A person deputed at site shall be eligible to receive Diem allowances and actual
allowances upto 15 days; any stay beyond 15 days shall be on actuals basis (with
prior approval from Management)

No other allowance will be payable for site postings/deputation. Any other

arrangement shall be appointment specific.
i.

Transfer Rule
Types of Transfers & Benefits involved
Transfers shall be categorized into two viz.
a. Company Induced:
As the name suggests, this transfer type is induced by the Company. Here, the
following expenses can be reimbursed:
One time location to location of posting shall be reimbursed by the Company at
the rate of II class A/c fare, unless explicitly communicated by the Company in
writing. All travel tickets need to be submitted to claim reimbursements.
All relocation costs incurred towards packaging and moving of household goods
shall be reimbursed on submission of the invoice from the packer for travel
reimbursement
b. Requested Transfer

ii.

i.

No reimbursements shall be given for requested transfer.

ii.

For any requested transfer, the employee needs to have been at the current
location for a minimum period of one and half years.

Procedure:
An employee is eligible for joining time not exceeding 5 days, exclusive of the
number of days spent on travel and any Company holidays falling during the
joining time.
All transfers' shall be vetted by both - the immediate HOD and the new
HOD/Incharge. HR shall understand the need for transfer before issuing any such
order and can dismiss the same if it does not support organizational need.
All transfers shall come into force only after the issuance of the transfer order by
HR.
If the Company induces the transfer, a joining leave of 5 days may be given for
identification of housing, domestic setup etc., in the new location. The same needs
to be authorized by the current & new HOD/In-charge. On expiry of this tenure, the
employee shall report wherever specified as agreed.

10.

PROVIDENT FUND
All confirmed employees are eligible for Provident Fund as per statutory requirement.
Our Provident Fund Account is maintained with Regional Provident Fund Commissioner's
Office, South Delhi.
The employee's contribution towards employee's Provident Fund shall be @I2 % of the
basic salary. The employer also contributes 12 % of the basic salary towards Provident

Fund.

i. Transfer of Provident Fund

Transfer of Provident Fund accumulations from previous employer is also permissible. At
the time of separation from the Company, the employee can request transfer for his
Provident Fund accumulation or can withdraw the same. The relevant forms are
available at HR
ii.

Gratuity

All permanent employees who have completed 5 years of continuous service with
the Company are entitled to claim benefits under the Company's Gratuity
Scheme on termination, retirement, resignation or in case of death or
disablement.

The benefits that accrue to a person on leaving on account of Gratuity are:

Years of continuous Service

year

5 & above

Rate of Gratuity
15 days basic for each completed

Gratuity is calculated as follows: Latest p.m. Basic salary x 15 days x No.of

service / 26 days

years of

11. CELL PHONE POLICY

The Company provides reimbursements of mobile phone bills to individual employees
within certain prescribed limits.
The handset is required to be purchased by employee on his own
The above facilities will be provided as per the sole discretion of the Management.
The Management will have sole discretion to decide to whom reimbursement of
telephone bill/ telephone will be provided. The limits on reimbursements are individual
specific & fixed by HR depending on the requirements of the job.
12. ADVANCE SALARY

An advance salary may be paid before the due date for unforeseen expense
management. Advance salary can be availed once in a year and adjustable in 3-6
Equated Monthly Installment (EMI)

Employees under Probation / Trainees are not entitled to advance

13. LOANS

There is no provision for loans to employees

14. STAFF WELFARE

HODs are expected to encourage team building exercises for which specific sanctions
may be granted by the Company.
15. SERVICE BOND (ISB)
At the discretion of the management, all employees who are given special
training/posting including but not limited to overseas posting will be
required to provide EEPL with an Irrevocable Service Bond for an amount to be
decided by the management but not exceeding 12 months Salary payable to the
Employee confirming continuation of his services for a period of three years from the
date of the bond.

Place: New Delhi

For Energo Engineering Projects Ltd

Date :
Authorized
Signatory