HR POLICY

A. Recruitment policy.

Employee Reference Incentive: Rs 1500 will be paid to employees who provide reference for
manpower recruitment (If the reference manpower crosses the tenure of 3 months).

The amount will be paid out to the employee who has given the reference after the completion of 3 full
working months by the new employee. The employee shall claim the amount in writing to the HR, the
HR shall verify and forward application to branch head & group HR for approval. Once approved the
amount will be credited in next month’s salary of the employee.
Categories( of employees that can be recruited ) included in this will be
Sales Consultants, Teamleaders, ASM’s, Service Advisors, Technicians, Back office staff.
This incentive is applicable to all employees except HR personnel / Branch Managers / Branch Heads /
General Manager and above grade.

Screening of prospects by respective HR department.

Interviews to be clubbed together for multiple candidates to ensure availability of Cluster Head.

Final interview to be conducted as a panel

Sales: Sales Manager, Cluster Head, and HR

Service: Service Manager, Cluster Head, and HR.

Interview assessment form to be signed by HR, SM, and Cluster Head.

Interview assessment form to be accompanied by two references, reference check mandatory.

Candidate to fill in & submit documents, photograph, employee information sheet prior to day of
joining.
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Recruitment Panel for the following roles in Tricity is being redefined.

Sales Function: SC, Team Leader, ASM, Accessory personnel, Finance, Insurance Personnel

Back office: Accounts, EDP, CRE, CRM

Service Function: Advisor, Floor Supervisor, Job Controller, Cotech, Spares Manager, Bodyshop
Incharge, Warranty Incharge
The panel for all of the above roles will be

Mr. Ravi Jolly, Cluster Head, Sales / Service Function Head & HR executive.

The interviews shall be planned to accommodate maximum candidates across functions by the HR
executives.
For Tricity, All exit interviews for the above role would be conducted by Mr. Ravi Jolly at Tricity.
Accounts will not clear any dues of the employee till the exit interview has been conducted.

Exit interview sheet to be filled in. Cluster head to study the exit interview sheet.

Post the evaluation by the Cluster Head, the final exit interview (telephonically) to be conducted by
either Mr. Ravi Jolly or Mr.Aditya Arora for all employees rank onwards TL in sales and Service
Advisor/Supervisor in Service and Manager grade for other functions. After this the candidate can be
relieved.

Employee is supposed to provide a notice period of 15 days, only in the case of a 15 day notice
period and clearance of outstanding and dues that the full and final settlement of the employee will
take place. For Backoffice and Accounts personnel the notice period can be either 30 or 45 days as per
the role and requirement of the organization.

For Cotechs in the service department for Renault, the defined notice period shall be 60 days to
ensure smooth handover and transition to new person.

Any incentive due on the date of resignation get lapsed and only salary for the working days shall be
released to employees as full and final settlement subject to clearance of dues and the exit

B. Training and development.


Induction program is provided to all freshers. It is a program of 8 to 9 days.

Budget for in house training has to be approved by the cluster head where the training is stationed.
This budget includes lunch for all participants, tea, note pad, pen and any other specification given by
trainer.

Lunch arrangement to be ensured for any trainee, e.g., sales, service, accounts, edp, etc

All new recruits to go through the ppt on Padam Group.

C. Employee Grade.

The following employee Grades are being defined. The employee shall be allocated any one of
these grades depending on their designation and role.

I. Support Staff: Washing boys, Drivers

II. Executive:

III. Manager: Any employee with Manager in their designation across all functions.

IV. Senior Manager: Senior Manager, General Manager

V. Leadership: Cluster Heads, Sr. GM

I. Incentive policy.
Incentives for New Joinees
The incentives for New joinees will be calculated but disbursed as per below criteria
For any employee joining between 2nd to 15th of the month, shall be entitled to 50% incentive as
calculated for the month.
For any employee joining between 16th to 30th or 31st, there shall be no incentive for that month. From
next month onwards it would be regular.
This policy is not applicable for sales consultant as they are incentivised on their individual efforts.
For any employee who has resigned or has been relieved from his duties, Incentive is null and void,
including incentives not disbursed(prior months) effective the date of resignation or termination. i.e. No
incentives shall be included in the full and final settlement of the employee.
It is the responsibility of the senior to ensure that the members of his/her team understand the
incentive policies and work towards achieving the set targets and other quality parameters as defined in
the incentive policy.

Sales incentive policy is standard for all branches.

Refer to the Sales Incentive document circulated for details of the incentive policy.

1. Sales incentive is applicable for Target achievement of greater or equal to 50%.

2. For Chevrolet: Any SC with six months experience in the group will have a minimum target of 4 cars.
For Renault, for same experience of 6 months or more with the Group, minimum target is 4 for Duster
team member, 3 for Non Duster team members and 4 for those selling all cars.

3. Insurance penetration for New car sales target would be 90%

4. Finance penetration target of 35% for a location and 45% for locations with Finance manpower
available.

5. Sales incentive disbursement is linked with outstanding since 1st Dec’2013. Total Incentive will be put
on hold for entire chain of manpower, where outstanding crosses 30 days.

6. Effective 1st Jan 2014, incase the outstanding crosses 60 days, the total incentive for entire chain of
manpower involved in that case up to the SM will be forfeited.

7. Incentives will be calculated on basis of deliveries made in a particular month and irrespective of
vehicles invoiced/ retailed in DMS or otherwise. Incase cars are invoiced on 30th Sep and the same are
delivered on 7th and 9th Oct, then the Oct sales incentive policy will govern the incentive calculation and
not Sep. This is effective 1st Oct’14.

Service incentive is according to locations.

Refer to the Service Incentive document circulated for details of the incentive policy.

1. Service incentive policy for selective locations would be target based.

2. Service incentive policy is linked to quality execution of work, through criteria’s of FRFT, Customer
complaints per 1000 RO’s, customer satisfaction, and other criteria’s as per SAM Audit for Renault and
RBP guidelines for Chevrolet.

3. Effective 1st Jan 2014, Service incentive policy is linked to outstanding. Each branch shall get approved
their corporate client list. Credit would be allowed to only these pre-approved clients.

4. For other reference cases credit is allowed only on written e-mail confirmation. Incase the approval is
from esteemed MD, then the written approval will be sent by the Cluster head. Also the cluster head will
specify period of recovery if any as per commitment confirmed by MD.

5. Service incentive would be put on hold for SA’s, Managers & Service Head, till the outstanding is
cleared or on approval basis.

6. Final Incentive calculation of an employee is subject to leaves and absenteeism penalty (if applicable
).

II. Personnel & Administration

A. Attendance.
Attendance through Biometric
All employees are advised to use the biometric attendance system for attendance effective 1st
August’14. The salary processing shall take place based on data obtained from the Biometric machine
installed on location.
Biometric usage is mandatory for all employees.
Cluster Heads are required to use Biometric as per the location of presence. For eg: Mr. Gagan Brar can
punch his attendance at either system of Ludhiana1, Ludhiana2, Moga, Ropar or Pawa Workshop.
Incase an employee is travelling for any purpose training or others, then the travel approval shall be
used for marking attendance.
Enrolment Administrator: One or two personnel (3S locations) shall be authorized and entrusted to
enrol personnel into the Biometric. These personnel have high responsibility to ensure accuracy of
enrolment.
Branchwise list of Enrolment Administrators shall be available shortly.
New Recruits.
It has been noticed that employees are continuously being recruited in clear violation of the recruitment
policy. The following check is being implemented to curb violation.
All enrolment administrators will not enrol any new employee unless the recruitment approval of that
employee is available in writing from the Cluster Head. In the absence of Cluster Head the same will be
done by Mr. Ravi Jolly. For GMT members, approval shall be provided by Mr. Ravi Jolly.
Incase a new joinee( without approval ) starts working, his/her salary would not be calculated as the
punching is not available in the biometric. In such case the dispute of salary will be settled by the
employee that has recruited that person and no liability should arise on the company. Also on this
evidence the new joinee will be asked to leave the organization as it was an unauthorized recruitment.
Incase the enrolment administrator bypasses policy and enrols a personnel without approval and the
same is found during an audit, the salary of the new joinee shall be debited on account of the enrolment
administrator.

Attendance is compulsory at 9:30 am.

Relaxation for arrival between 9:30 to 9:40am can be given under special circumstances according
to monthly attendance.

Arrival between 9:40 to 9:45 am is allowed once a week.

Arrival after 9:45 am will be marked as half day.

Early leave of morning or evening for total of 2 hours is allowed in a month with no more than one
hour each time.

Incase of delay due to any emergency, the employee should inform his senior on phone and after
reaching office he should fill his manual leave.

If employee on some official duty outside the showroom his attendance will be marked by SM/GM
and submitted to HR.

Sunday Working: Minimum working hours are 6, otherwise half day.

For Sales consultants, Team leaders, ASM’s: If they are working on Sunday they are entitled for only
compensatory leave which has to be availed in that very month.
For Sales Managers, Back office, Service head and all other staff: If working on Sunday they are entitled
for one day salary.
For Cluster Heads: If working on Sundays, they are entitled for only compensatory leave which can be
carried forward. All compensatory leaves for the year will expire on 31st Dec, and these compensatory
leaves are not encashable.

From 1st of Oct to 31st of Jan the timings for female staff are 9:30 to 6:00 pm. For locations in Patiala
and Bathinda the timings for female staff are 9:30am to 5:45 pm.

From 1st of January any employee without proper uniform (that includes I-card) will be marked
absent


We provide bonus and leave encashment, once a year.

Increment is given after the completion of one year according to performance. For personnel
having completed 6 months to a year, increment would be decided on pro rata basis, linked to
performance.

Salary increments are linked to performance parameters as defined by the management and
supervisor (Senior’s) feedback. The performance parameters are selected and defined in accordance
with the key Job responsibility of the position. For e.g. Sales Consultant, a) Target Achievement, b) SM
feedback c) Customer satisfaction / Customer complaints.

For the year 2014, all employees will undergo performance evaluation and there would be
differential increments.
Higher increments will be handed out to personnel that excel in their performance, are self-
motivated and create a healthy work environment for self and others.

For poor performers, increments can be Nil, with a defined observation period for improvement.
Incase the employee fails to improve performance in the said amount of time; he would be relieved
from services within the guidelines of Relieving.