Sl.No.

POLICY/GUIDELINES <INSERT NAME OF THE COMPANY>

1. Working Hour’s : 8.30 A.M.to 5.30 P.M. excluding off days i.e. Saturdays & Sundays

5 minutes (For Worker’s)

2. Grace Period
10 minutes (For Staff)

Note: It may be noted that grace period is only to meet contingencies and not for
routine practice

3. Short Leave An employee can take 2 hours short leave in a month after with proper authorization
by the concern department head. Short leave will not carry forward in any case, it
will lapse automatically. An employee can avail 1 hour short leave twice in a month/
2 hours at a time also.

4. Late Coming Deduction: If any employee comes after the grace period of short leave then following deduction
shall be made-

3rd time late-Half day leave (In case of 1st Half) & Full day leave(In case 2nd Half)
4th time late-Half day leave without pay with warning letter
5th time and above- Stern warning letter along-with disciplinary action as applicable.

12.30 p.m. to 1.00 p.m.

5. Lunch Timing’s
10 minutes in each shift.
6. Tea Timings

The holiday list for any particular year will be finalized by the HR Department with
7. Holidays : the management by the end of Nov. of the previous year. After the list is finalized it
should be circulated for the information of all employees. A copy of the list should
also be sent to the relevant statutory authority as prescribed.

FOR DIFFERENT CATEGORY:

8. Leaves Rules:
For associates:

Casual Leave Sick Leave EL

Entitlement 7 7 15

Accumulation 0 21 45

Encashment applicable Not applicable applicable

Encashment period January N.A. January

 For Staff

Casual Leave Sick Leave EL

Entitlement 10 7 21

Accumulation 0 21 63

Encashment N.A. N.A. applicable

The leave rules are based on Calendar year. The leaves admissible above are
exclusive of intervening holidays and can be taken at such time as may be
convenient to the employer. Leaving aside emergencies, prior information shall be
given as far as possible before availing leaves and two types of leaves shall not be
availed in continuation.

Sick leave for more than 3 days at a time shall be supported by medical certificate by
MBBS Doctor only.

All un-availed leaves beyond accumulation will be encashed and payment made
along with the salary for the month of February of the following calendar year. The
encashment will be based on the Basic Salary of the person as on 31ST December.

Casual Leave can not be clubbed with any kind of leave while SL can be clubbed
with EL in case of medical treatment if any. EL can not be given less than 3 at a time
and not more than 3 times in a calendar year.

All regular employees of the company will be eligible under this scheme. This policy
9. Business Travel Rules lays down the rules and procedures for the following-

1. Local Travel
2. Domestic Travel
3. International Travel

1. Local Travel – With in 100 k.m. radius of the company. Employee visiting
Rewari, Delhi, Faridabad, Ghaziabad are not entitle for any type of tour
allowance except conveyance charges as per the entitlement. Company shall
arrange vehicle on the request by the employee for this he has to get
approval of “Taxi Request Form” from HOD and submit to HR
Department.

Approving Authority for Taxi Form-

1. HOD
2. If HOD is not available then HR Head
3. If both are not available then General Manager

2. Domestic Travel- The employees, who are required to proceed on Domestic

Travel shall be governed by the following rules & regulations concerning the
procedure, mode of travel, daily allowance etc. with respect of their journey
from /to company.
For the purpose of this rules Domestic Travel shall mean any journey undertaken
beyond 100 k.m. from company with overnight stay. An employee required to
proceed on Domestic Travel shall fill up the cash voucher for advance and obtain
approval of his approving authority. An employee shall not be entitled to travel by
higher class then the one to which he is eligible unless special approval from
Managing Director.

An employee must submit his expense report in duplicate on the prescribed form
immediately max. 7 days of the completion of outstation duties and All tickets and
bills to be enclosed along with the tour expense bill.

Towns have been classified into A & B categories as given below. Daily Allowance
(D.A.), Conveyance Allowance (C.A.) & Mode of travel are specified in the
enclosed Mode of travel & allowance chart.

Daily allowance (D.A.) for A category will be applicable only for the night stay in A
category towns else Daily Allowance as per B category will be applicable. Daily
Allowance includes Breakfast, Food, and Local Conveyance & Others).

CATEGORY OF TOWNS-

A- All Capitals within India

B- All others towns

Daily allowance shall be calculated on the basis of each tour day comprising of 24
hours from the time of departure from the company town to the time return to the
company town. Any bracket of a tour day in excess of 12 hours shall be reckoned as
a full day. Less then 12 hours and more then 6 hours shall be reckoned as half day.

For outstation journey undertaken for less then 24 hours but more then 8 hours i.e.
for up & down trips from the company town, the amount of daily allowance
entitlement shall be half of the applicable daily allowance of B category.

Whenever entitlement is for actual conveyance, the actual expenses to be charged

giving complete details of conveyance.

MODE OF TRAVEL & ALLOWANCES (IN INR ONLY)

Level Mode of Travel Class D.A. Accommodation

of City limit
Associates~ 2nd Class Rail/D. Bus A 200 500
Below AM B 200 300
AM~DM Ist class Rail/2nd A 300 1500
AC/D.Bus B 250 700
Manager~ Ist A Actual Actual
Above Mgr. Class/ACC/D.Bus/AC
B Actual Actual
Taxi

3. International Travel:

Objective: To provide guidelines to the employees, for official travel, outside India.

Eligibility & Entitlement

 Level Category Class Class D.A. Accommodation
of City (INR) limit (INR)
Associates~ Economy Class A
Below AM B
AM~DM Economy Class A
B
Manager~ Business Class A Actual Actual
Above Mgr.
B Actual Actual

Categories:

Category A: Japan, Singapore & G7 Countries

Category B: (ASEAN & SAARC Countries)
Thailand, China, Vietnam, Indonesia, Malaysia & Other ASEAN & SAARC
countries.

Official communication charges, Laundry charges for stay more than 3 days are
reimbursed as per the sole discretion of the management.

In addition, the employee will be eligible for preparation allowance as per

following.

LEVEL Valid for 1 year Next year (1 year Remarks

from the first dep.)
Associates INR 3000 INR 2000
AM~DM INR 5000 INR 4000
Manager~Above INR 10000 INR 9000

10. REIMBURSEMENT OF
CONVEYANCE : Two Wheeler – Rs. 2.15 km.

Four Wheelere- Rs. 4.95 km

This is in relation to the existing office rules concerning reimbursement of

conveyance expenses incurred for attending to outside official duties. It is here by
clarified that conveyance expenses for coming to office from residence and going
back to be borne by the employee concerned. In case a person visits some other
place for official work directly from his residence , the reimbursement shall be
claimed only for the extra distance covered or the extra amount spent in comparison
to the distance or the expenditure for coming to office from his residence in the
normal course. Similar rule shall apply, if a person goes out of office for official
work and thereafter proceeds to his residence directly.

11. Reimbursement of
expenses incurred on All are requested to claim reimbursement of expenses accordingly.
lunch during outside
official duties: Category INR

Associates- 75

Executive~ Sr. Executive 100

 AM~DM 125

Managers & above Actual

As per actual subject to production of bill after should be approved by the

Managing Director.
12. Lunch Charges:
Company will not provide lunch facility but if in case provides lunch from the
outside agency then suitable charges will be deducted from the employee’s salary
after the consultation with the concern person.
13. Med claim Policy:
The Employee’s will be covered under med claim policy as per category.

The insured amount shall be as follows:

Category Insured Sum Covered person

Associates 1 Lac Self, Spouse & Max. 2 children’s

(ESI Covered)

Associates 1.5 Lac Self, Spouse & Max. 2 children’s

(ESI Exempted)

Exec. ~ Sr. Exec. 2.0 Lac Self, Spouse & Max. 2 children’s

AM~DM 2.5 Lac Self, Spouse & Max. 2 children’s

Manager & Above 3.0 Lac Self, Spouse & Max. 2 children’s

14. Group Insurance The Employee’s will be covered under Accident policy as per category.

The insured amount shall be as follows:

Category Insured Sum Covered person

Associates 1.5 Lac Self only

(ESI Covered)

Associates 1.5 Lac Self only

(ESI Exempted)

Exec. ~ Sr. Exec. 2.5 Lac Self only

AM~DM 3.0 Lac Self only

Manager & Above 3.5 Lac Self only

15. Gratuity: If a person works in the organization for more than five year’s without any break, he
should be entitled for Gratuity as per Gratuity Act 1972.
16. LTA (Leave Tour LTA is given to the employee’s as per the amount fixed in the appointment letter of
Assistance) each employee, which should be drawn at the end of the year by taking leave, and on
production of tickets of himself or the family member’s. For claiming the amount,
employee will be required to avail of a minimum 3 days consecutive

earned leave, inclusive of Sunday/holidays but these Sundays/holidays will not

consider as a leave.

The financial year that is the period from April to March. For claiming LTA an
employee should have completed 6 months of service in the company. Probationer
will become eligible for LTA only after they have been confirmed in the service of
the company.

LTA not avail may be accumulated for a maximum period of 2 years and will lapse
automatically after this period.

Advance against LTA may be drawn from Accounts Department with Authorization
of Plant Head/Managing Director if the leave is sanctioned must not earlier than 15
days before the commencement of leave.

Interpretation, if any, required from time to time will be given by the HR

Department. Any deviation from the above rule would be with the prior sanction of
Plant Head/Managing Director.
17. Over Time: Overtime will give to the associates double as per the ordinary rate of wages per day.
Along-with up to 2 hours from the end of duty, company will provide refreshment to
the associates or more than 3 hours company will provide dinner or will reimburse
the amount as applicable under outside official duty as per category along-with drop
facility up to the residence.

18. Advance All employees will be entitlement to get advance of payable monthly salary on
prorate basis i.e. if he/she worked 10 days in any month then he/she will be eligible
to get 10 days salary of actual worked days only. This facility can be availed only
twice in year.
19. Loan Employees claiming a loan shall be granted an amount which should be as follows:

Employees with 1-2 years 2 months basic+HRA

Employees with 2-5years 3 months basic+HRA
Employees with 5 years & above 4 months basic+HRA

The above loan to be deducted in 10 equal installments or as mutually agreed

between both parties, whichever is less. The loan can be availed only once in year.
To avail the loan in the next time, a period of 12 months should have been passed
after the full payment of first loan. Employee has to sign “Agreement” on stamp
paper duly notarized.

20. Mobile Policy The company will provide post paid connection only to the persons as selected by
the management as per the requirement. The cost of mobile will be borne by the
candidate himself. The company will bear up to limit defined as mentioned below
but any payment over and above the limit would be borne by the user.
 Category Bill Amount (INR)
(Including Rent)

Exec. ~ Sr. Exec. Rs. 500 max. against bill

AM~DM Rs. 1000 max. against bill

Manager & Above As per Actual

21. Attendance Incentive All permanent and contractual associates are eligible for this scheme. This scheme is
introduced to motivate all the associates to be present regularly.

The amount to be paid as incentive in the following manner.

1. Full month presence Rs. 100

2. Full year presence Rs. 1100

22. Group Leader Concept All regular associates are eligible under this scheme. This scheme is introduce to
enhance the motivation at grass rout level to prove their leadership skill. The
concerned department’s HOD and immediate supervisor will fill up the prescribed
format for performance of Group Leader and minimum 75% marks is required to
earn a Group Leader cash reward. If any Group leader will not score 75% of marks
in a quarter then his title of group leader will be withdrawn as per the management
decision. Department’s HOD and immediate supervisor will evaluate the associates
in every quarter.

The group leader reward will be Rs. 500/- p.m. and that can be changed by the
management without giving any notice to them. The terms of Group Leader is sole
discretion of management, in order to give opportunity to other associate also.

23. Policy for regularization The company will regularize appropriate number of trainee employees to motivate
them from different department on the basis of their seniority, discipline, punctuality,
keen desire to learn and concept clarity as and when it thinks so fit and this will be
based on the organization requirement.

The respective HOD’s will gives their comments with respect to the trainee
employee on the prescribed format and HR Department will make a proposal for
regularization with their own remarks and submit to Managing Director for the
approval.

Any deviation under this policy required approval of Managing Director and in case
of any doubt the decision on management is final and binding on employees.

The company prepares its annual manpower plan for different functions as part of
24. Man Power Planning the annual business plan.
(a)

(b) Periodic Review of The plan is reviewed periodically once in a month to ensure that it enables the
Annual Plan company to active the business growth targets and suitable adjustment whenever
required.
© Manpower Requirement The functional head are required to forward their requirement to HR Department in
case of any vacancy in the department in prescribed format. The requisition will be
approved by the Managing Director and then forward to HR Department for perusal.

1. Recruitment Consultant
(d) Source of requirement 2. Employment Exchange
3. Advertisement in News Paper/Internet
4. Personal contacts to references by employees/professional bodies/business
associates
5. Application received directly through employees

When resume received, date of receipt & source is mentioned at the front page of it.
(e) Scrutiny of application The initial scrutiny is done by the HR Department & then resume is forwarded to the
technical/functional head.

Different stages for screening

Stage 1- HR Screening
This can be done by the head- HR Department. The candidate is first interviewed for
behavior & characteristics and overall suitability to become an employee of the
company.

Stage-2-Technical Screening/Written Test/Interview

After HR Screenings the candidate is interviewed by the respective functional head
with internal available format.

Stage 3—Final Interview- Final Interview will be taken by the Managing Director
along-with HR & Functional Head but HR has to gather feed back from the previous
employer in all respects prior Final Interview.

Stage-4- Approval
All the employment in the company will be approved by the Managing Director.

The selected candidates are issued for offer letter. All the interview paper and offer
(f) Offer Letter/LOI letter are file in the personal file of the candidates after joining. The offer should
indicate the position for which the candidate is selected with tentative date of joining
but should not contain information about composition package.

The following procedure shall be adopted to ensure professional ethics in

(g) Professional Ethics in recruitment
requirement
1. No interviewer shall interview a candidate, related to or referred by him
2. In case of candidates related to employees prior approval of the functional
head and Plant Manager is essential in which candidates will be placed
3. In case candidate is related to HR prior approval of Plant Manager is
essential.
 The candidate will be placed in suitable grades taking into consideration the
(h) Salary Fixation following factors
Procedure
1. Educational qualification
2. Professional qualification
3. Relevant experience
4. Prevailing job market trend
5. Internal comparison

The salary of new employee will be decided on the basis of grade, rating given by
the interviewer.

(i) Joining Procedure Before issue of appointment letter HR Department will seek following

1. Medically fit- selected candidate

2. Credential given by the selected candidates preference if employees give
wrong information or conceals facts in either the employment form or in the
subsequent declaration to the company his employment is liable to be
terminated without any notice or confirmation in lieu thereof.

Selected candidates will produce followings:

1. Medically fit certificate

2. Reference
3. Proof of relieving certificate

4. Experience certificate of previous employer

5. Educational certificate
6. Permanent address proof, Date of Birth
7. Past ESIC & PF No
8. Copy of passport (If available)
9. Photographs- 05 Nos. (If married then family photo)
10. Joining report
11. Personal Details
12. Copy of offer letter
13. Salary proof

First day of joining-HR Department will arrange for –

1. Joining formalities & Personal Data

2. Induction Training
3. PF Nomination and ESIC Declaration Form
4. Identity Card and Uniform, allotment of Employee Code, Employee File
5. Employee will have to submit the induction report after the Induction
Training

(25) Apprentice Trainee (If These trainees will be appointed as per guideline of Board of Apprentice Training
any) Directorate of Vocational elements training from time to time

1. Various forms to be filled

 Contract Agreement Form for new trainee
Half Yearly report –APP-1A
Progress Report-APP-6
Form of APP-2 & APP-4

Notification of due complications APP-3

Termination of contract
Claiming reimbursement of stipend

Pay & Privileges

As per guideline of respective government authorities

(26) Uniforms Company will provide 2 sets of uniforms which include shirts & trousers at the time
of joining/every financial year and in winter season provide jackets to all except
contractual employee.

(27) Visitors Policy No personal visitors/ relatives are allowed in the factory premises/office. In case of
urgency security will inform to HR Department and concerned department. HOD of
that department will collectively talk to the visitors/ relative and then allowed/ or not
to concern employee after using own discretion. Security staff will follow all the
instruction of the visitor pass and ensure that the visitor is also following the same.
This policy is not applicable on foreigner guests.

The objective of this scheme is to motivate all employees for the progress of the
company. It applicable to all employees of Nippon Leakless Talbros (P) Limited.

(28) Suggestion Scheme Acceptable Suggestions-

1. Minimize the waste

2. Minimize the scrap
3. Minimize cost
4. Improve Productivity
5. Improve Quality
6. Save Energy
7. Safety related suggestion
8. Making the working conditions easy
9. Others for the progress of the company

Non acceptable suggestions

1. Company Policies
2. Salary & Benefits
3. Bonus
4. Duty Timings
5. Self requirements
6. Duplicate or incomplete suggestions

Procedure-
 Take the suggestions forms from the concerned department head and put them in the
suggestions box after filling properly. If u has any query relating to filling procedure
you may ask your concerned department head. Suggestion boxes will open on 1 st
working day of every month. HR Department will sort out the acceptable/non
acceptable suggestions and all acceptable suggestions will forward to the concerned
department head for evaluation whether they are beneficial or not. The concerned
department head and HR Person will discuss about the benefits or the save costing
and after their recommendation submit to the plant manager for approval. Company
will display the accepted suggestions on 20th day of very month on the notice board.
All accepted suggestions will forward for reward after 3 months assessment.

There are following members in suggestion committee-

1. Managing Director
2. General Manger
3. HR Head (Coordinator)
4. Department Head

Responsibilities of suggestion committee-

1. Planning and scheduling for the implementation of suggestions

2. Give the information for progress to the concern person.

Responsibilities of coordinator

1. Submit the suggestions to the suggestion committee

2. Display the information relating to the suggestions on the Notice Board
3. Keep the suggestions record

4. Motivate the employees for suggestion scheme

5. Keep the record of approved suggestions at least 2 years.
6. Give the training relating to the suggestion scheme

Reward Procedure-

1. Company will give cash reward also to the concerned person as per the sole
discretion of the management.

Special Reward-

Company will give special cash reward once in a year as per the decision of the
company.

(29) Training & Development Scope: All employees of the company is eligible to be nominated for attending
training programs relevant to their area of work.

Purpose: The main objective of this policy is to facilitate the carrier growth and
professional at personal development of members by providing them with
opportunities to develop /acquire technical and soft skill related to their area of work
 and performance enhancement procedure

Procedure: Company will provide the training to their employee on three tier bases
apart from induction training.
1. Departmental level training
2. Company level training
3. Out sourcing training

Induction Training-

For new entrant the following steps will be followed:

1. HR Department will make a induction training programe for new join on

logical basis , viz department designation, experience etc.
2. Training imparting will be done according to the TS requirement

Training Programes:

1. Departmental level training/ On job training:

Training will be provided by the each department to his employee where he is

lacking behind that will be done on the basis of Job Skill Matrix and on the basis of
competency level which an individual have during the performing of his duty.

2. Company level training:

Will be provided to all employees of the company as per the procedure of TS 16949

3. Outsourcing Training:

The HR Department will arrange the same and provide behavioral training to those
employee recommended by the HOD’S of the department

HR Department will make budget for such training programs.

Scope-All the employees of the company

(30) Rules for photocopier Policy- Only following staff persons are allowed to use photocopier

1. Office Staff
2. Engineers

Except HOD’S of the concerned department, all employees are required to take
approval from concerned HOD’S in writing on approval slip for photocopy of
documents

Thereafter, particulars of approval slip shall be entered in photocopy register to be

maintained at office by the HR Department.

Thereafter, any of the following persons shall be verified the documents and put his
initial on the photocopy register

1st Priority- HR Manager

 2nd Priority- General Manager

Scope: Under this policy the diary/ planner and visiting cards will be distributed to
(31) New Year Diary/Visiting Executive & Above category only and after getting the approval from the concerned
Cards HOD forward the purchase request to the Purchase department

Procedure: After getting the request, Purchase department shall purchase the same
and then hand over the visiting cards/diary to the concerned HOD and it’s the
responsibility of the concerned HOD to distribute the same to the concerned
employee.

(32) Attendance System Scope- It is applicable to all employees of the company

Objective- Proper validation of employee attendance system

Policy- Following is the prescribed procedure for attendance of contractual workers

1. Code number to the employee shall be given to all employees which shall be
entered at the time of IN and OUT at the security gate
2. After that he/she will have to report in his concern department
3. Departmental Attendance Register have to be maintain by HOD
4. HR will compare the strength by the Departmental Report and in and out
register

5. If the company has the scanning card system then employee will have to
scan his/her card at the scanning machine but manually entry has to be
marked in the IN and OUT register also.

Advantage-

1. Proper authentication/ control of manpower attendance+ overtime

2. Elimination of access payment
3. Easy to operate/ check by HR Department

(33) Production Efficiency (If Scope: All employees of production department

any)
Objective: To motivate people to work at higher efficiency level so that we can
reach a desired level of top management expectations.

Policy- The following are the current Incentive Schemes-

Percentage% Amount
80.85 Rs. 200
86.90 Rs. 300
91.95 Rs. 500
96-100 Rs. 700
(34) Security Policy This is a sole discretion of management to decide percentage and amount time to
time as per the requirement.

Present Deployment

Security Supervisor- Main Gate

One Security Guard- Main Gate
One security Guard- For physical counting of loading/unloading
One Security Guard- Back side boundary wall
One Security Guard- Patrolling

Responsibility of Security-

Visitors- To attend the visitors and make proper entry in the visitor register and
provide the visitors pass and identity card to him after prior permission of concerned
person.

Shift change or IN/OUT- To ensure the frisking of the employee during the shift
change and ensure proper entries of associate in their respective register.

Maintain Inward Register- To ensure all entries of IN COMING material in

Inward Register after discuss with Store Department like BOP Parts, Raw Material
etc.

Maintain Material Outward Register- To ensure all entries of OUT GOING

material in OUTWARD Register like dispatch, scrap, RGP, NRGP etc.

Vehicle Movement- To ensure that all vehicles in/out entered in respective vehicle
register viz dispatches, scrap, BOP’s etc. and also check their driving license.

Fire fighting Equipment- To ensure that all fire fighting equipments are serviceable
and gives their report to HR once in every quarter.

Scope- All the employee of the company

(35) Employee Movement Objective- This policy is introduced to check the movement’s status for all the
employees of the company.

Policy- This policy will be as follows

Level Approved By
Associates Immediate Sup./HOD
Assistant Manager & Deputy Manager HOD
HOD/Manager & Above Unit Head/M.D.
In the case of absence of HOD’S , the following-

1. Unit Head
2. HR Head
3. Managing Director
 Payment of Salary-

(36) Salary & Benefits Salary computation period- Monthly Basis

Salary/ Wages Slip- The salary slip are distributed at the end of the month showing
detail of the months earning and deduction. The salary slips are handed over to the
department/section head by HR Department.

Salary Account- Company opens the salary accounts for all the associates with
ICICI Bank at the time of joining. Salaries of all the associates are transferred to
their respective salary account.

Withdrawal facilities- Each associate is issued a cheque book and a ATM Card by
ICICI Bank and ATM is installed to him.

Eligibility- All associates excluded from ESIC will cover under this scheme and
(37) Medical Reimbursement they can claim for their dependents also.

Entitlement- Medical reimbursement is limited to 8.33% of Basic Salary or as

mentioned in the appointment letter.

Availment procedure- The entitlement amount can be claimed in every month.

Unclaimed amount will be accumulated accordingly.

Claim Procedure- Associate is required to submit the Medical Expense Claim

Voucher By 20th of every quarter month. Original bills are attached with the voucher.
The amount is reimbursed in the next month.

Eligibility- Employees as per category

(38) Conveyance
Reimbursement Entitlement procedure- As per appointment letter

Availment procedure-The entitlement amount can be claimed in every month.

Unclaimed amount will be carry forward in the next month.

Claim Procedure- Associate is required to submit the Conveyance Reimburment

Voucher on 1st day of every month.The amount is reimbursed in cash.

Provident Fund-
(39) Retirement & Terminal
Benefits Entitlement- An amount of 12% of Basic Salary will be deducted from the
associates Basic Salary of every month towards employee contribution and the
similar amount as employer contribution shall be deposit to by the company in the
associate account towards associates provident fund and pension fund.

Eligibility- All associate

Amount Transfer- Associate can obtain Form No-13 from HR Department. The
 Form duly filled in along-with form 3A (from the previous organization) should be
submitted to the HR Department for amount transfer.

Amount Withdrawal-

On separation from company the associate can obtain From No- 3A from HR
Department and submit the same along-with Form No-19-B & 10-C to Regional
Provident Fund Commissioner’s office at concerned office.

Gratuity
Entitlement- As per the payment of Gratuity Act

Eligibility- All associates as per payment of Gratuity Act

Claim Procedure- Gratuity is payable after continuous service of 5 years or more on

leaving the service or retirement

Stage-1- An associate desiring to raise any question in which he is directly

(40) Grievance Procedure concerned shall be the first instance discusses it with his immediate Supervisor or his
head of the department.

Stage-2- Failing a satisfactory solution of his problem by his immediate supervisor

or his section head, as the case may be associate may request the consideration of his
case to the HR Department.

Stage-3- After listening the both parties, HR Department will discuss with the Plant
Manager for the solution.

Stage-4- If failure on above 3 steps then Managing Director will discuss with the
HOD’s, HR Department & Plant Manager and with the associate also.

Scope- The policy lays down the rules and the procedures to be followed for
(41) Employee Separation separation. Separation would refer to be removal of the employee from the company
roll and could be for any reason like Death, Resign, Retirement, Termination or
Abandonment of services.

Policy-

1. Retirement-

1. The retirement age in the company for all employees shall be 58 years.
2. Any extension shall be discretion of management
3. A return notice will be served to the employee at least one week advance
from HR Department.
4. Age will be calculated on the basis of date of birth of employee available in
the record of the company and proofs submitted thereof.

Resignation-

Resigned implies termination of contract of employment and should be in

accordance with the provision of the appointment letter and relevant.

Abandonment of the service-

An employee will be deemed to have voluntary abandonment the services of the if
he fails to report for duty either after 10 days (specified in the appointment letter)
from the date of expiry of its sanctioned leave, or is absent a period of 10
consecutive days or more without sanctioned, if he turns up to rejoin duty after an
unauthorized absence for more than 10 days and is unable to explain his absence to
the satisfaction of the company.

Termination-

Termination of the service is a conscious act on the part of the company and
generally results from a disciplinary action except where the termination is in the
form of removal of a contract of the employment for a specific period.

All legal statutory, which governs separation, shall be complied with in executing
any separation.

All matter pertaining the separation will be dealt with only by the HR Department.

It shall be endeavor of the company to make any payment due under final settlement
of account within a period of 1 month from the date of final communication or from
the last date of working, which ever is later.

However, the above will be done only if the employee has returned all company
dues, property, documents and there has been proper handling/taking over from the
employee.

The employee must submit “No Dues Certificate” duly signed by all the HOD’s. The
HR Department shall then request to Account to settle the employees account.

In the event of death of employee in service, the concerned department head is

consumption with HR Head should ensure all necessary action such as settlement of
accounts, return of property, payment etc.

A notice is required to be given from either side in case of separation as per the
terms & conditions in the appointment letter.

Employee who leaves the company without any notice are required to pay notice pay
in lieu of notice period.

Only the appointing authority can validly accept the resign of an employee, the
resignation should be unconditionally, in writing and signed by the employee.

Termination of service should only be at the end of proper disciplinary action

procedure as per the law.

Rules & Procedures-

1. Resign-

a) Only the HOD’s/ HR Head/Plant Manager/Managing Director have the

authority of receive the resign letter. The resign letter forwarded
immediately to the appointing authority for acceptance and upon acceptance
of resign, a formal resign acceptance letter duly signed by the HR
Department will be given to the employee.
b) For specific position, on receipt of resign letter, the concern manager will
 notify all concerned external entities like supplier and client.
c) The HR Department will advise account department to stop salary payment
(which will be paid along-with full & final settlement)
d) The relieving date for the employees should be mutually discussed and
settled normally, the employee should be relieved at the end of his notice
period.This will unable the company to identify a successor as well as
ensure smooth functioning of the company. However in accordance with the
terms of appointment letter. The employee may choose to leave earlier on
payment of notice pay. Notice pay also be adjusted against earned leave
balance of the employee on the last day of his working
e) An exit interview is conducted to all employees who are leaving by the HR
Department, preferably after full & final settlement is made and the
structured questionnaire filled up by the leaving employee may be used as a
tool together further information.

Objective: Objective of this classification is to provide competency in recognizing

differences in duties, responsibilities and skills levels required in work performed by
(42) Employee levels
employees.

Eligibility: The classification covers all the employees of the company

Procedure: The employees have been divided into three broad levels. The level of
an employee is guided by his/her qualification, experience in terms of both quality
and quantity, aptitude, skills and performance.

The three levels are as follows:

Segment Grade Designation

LEVEL-1 M-1 Assistant Manager
M-2 Deputy Manager
M-3 Manager
M-4 Sr. Manager & Above

LEVEL-2 S-1 Executive Trainee/Graduate Trainee

S-2 Jr. Executive/ Jr. Engg.
S-3 Executive/ Engg.
S-4 Sr. Executive/ Sr. Engg.

LEVEL-3 A-1 Helper/Peon/Contract associates

A-2 Jr. Opt./ Jr. Technician
A-3 Operator/ Technician
A-4 Sr. Operator/ Sr. Technician

Objective:
(43) Compensation & Benefit
 To recruit and retain the best people in the industry
 To provide for compensation in line with skills and levels in respect of both
responsibility and authority
 To honor provisions of the law

Salary Administration:
  The salary structure of an employee is laid down in his appointment letter,
which is the most crucial document covering all terms of his/her
appointment in the organization.
 The day an employee joins the organization, HRD completes his/her joining
formalities. All details of the joining formalities are incorporated in the
payroll.

Salary breakup (CTC)- % Based on Basic Salary

For Staff:

CTC HRA Con. LTA Med. Con.

Reimb.
15 K 40% 20% 0 8.33% 0
15.1~30K 40% 20% 12.5% 8.33% 0
30.1~50K 50% 0 12.5% 8.33% 20%
<50 K 60% 0 12.5% 8.33% 30%

For Associates: The Basic salary in associates case must not be less than existing
minimum wages which is a statutory compliance as minimum wages revised
twice in a year i.e. January & July so Basic salary of associates be always at
least Rs. 300 more than or equal to existing minimum wages whichever is less
and rest of the amount will be bifurcated as per follows:

Gross Basic HRA Con. W.A.

Salary
Up to 5K Min. Wage+Rs. Rest 0
300 amount
5.1~6.5 K 25% of 15% 10%
Basic of of
Basic Basic
5.1~6.5 K 25% of 20% 15%
Basic of of
Basic Basic
6.6~15 K 25% of 20% 20%
Basic of of
Basic Basic

Objective: The organization believes that effective management of job performance

(44) Performance is critical to the achievement of the company goals.
Management System
Applicability: This policy is applicable to all the employees of the company.

Process: 1. During Training 2. During Probation 3. Annual Review

1. During Training: Performance of all persons hired on training is assessed.

Subject to the performance this period, they may be put to probation on job
or there could be extension of training or there could be termination of
training.
2. During Probation: Performance of all persons hired on probation directly
or after training is assessed. Subject to the performance this period, they may
be confirmed in their job or there could be extension of probation or there
could be a separation.
3. Annual Appraisal: Performance of all the confirmed employees of the
company is assessed on annual basis as per financial year i.e. April to
 March.

1. Performance Planning: Based on the organizational & divisional

objectives, performance objectives/Measurement of performance is set for
the individuals on an annual basis. Both the employees and superior arrive at
a consensus regarding the annual target, the aim being build role clarity
amongst the employees.
2. Performance discussion & Identification of development: The focus here
is to look at performance development through performance analysis. The
attempt is that the superior knows more and more about the employee
working, the difficulties he/she experiencing and the contribution he/she is
making. The performance objectives not accomplished or poorly
accomplished from basis for identification of development.
3. Rating: At the end of the appraisal year the employee does a self analysis
critically looking at his/her achievements and non-achievements during the
year and rates each key performance objectives and competencies on a pre
defined scale. Similar rating is done by the reporting officer. The final rating
for the employee is arrived at after completion of the discussion for the four
quarters by Unit Head.
4. Identification of training needs: Based on this appraisal process, training
needs for each individual are identified & consolidated and an annual
training calendar is prepared and finalized.
5. Categorization: Exercise of putting the employee into following slots is
linked to the Appraisal process:

Outstanding- Above 90%

Excellent- Above 75%
Good- Above- Above 60%
Satisfactory- Above 40%
Below expectation- Below 40%

In case of below expectation rating of an employee, he will be communicated

that he / she should improve his/ her performance within next six months.
After six months, his/her performance appraisal should be done again. In
case he/she does not improve, he / she should be separated from the
organization.

After appraisal process increment will be awarded to each employee as per

the rates / policy decided by management every year.

Increments for all the eligible employees shall be declared effective 1 st April
every year. Corporate HR to define each year parameters and release the
schedule for affecting the increments.

.
PROCEDURE TO COMPUTE INCREMENTS AND ITS ELIGIBILITY

Employee who have completed one year of service as on 31 st March shall be

given increment for the full year. Employees who have not completed one
year of service but have joined in the appraisal year shall be given increment
proportionately e.g. if annual increment is sanctioned Rs. 600 p.m. and
he/she is having a service of only 8 months he will be given an increment of
Rs 400/- p.m.

No increment shall be given to those employees who have joined

from 1st January of an appraisal year their review for increments will
be done only in April next year.
 INCREMENT ORDER

No increment letter will be issued to any category of employees.

Wherever, if the increment Nil, the concerned employees should be explained

and again be guided to overcome his weakness as mentioned earlier. It
should be said to him that he can definitely look forward to have better
increment and promotion provided there is an improvement in his
performance. This must be arranged in an informal and cordial atmosphere.

PROCEDURE FOR THE PURCHASE OF GIFTS / SWEETS/BONUS & ITS

(45) Diwali gifts/Sweets/Bonus DISTRIBUTION

The company has the policy to give gift to all the employees irrespective

of level including Temporary employees and drivers attached to employees.

The Employees through contractor will be given only sweets.

Cost of the gift should be decided by MD every year. The items to be decided
for distribution of gift to all the units will be decided by the committee to be
decided before Diwali by the management. The responsibility to purchase the
gift rests with the committee and each Unit should submit the nos. of gifts at
least 30 days in advance from the date of the distribution.

Bonus shall be disbursed as per the Bonus Act as amended time to time.

There shall be a Company gift on self-marriage of the employee of any level,

(46) Marriage Gifts who gets married. The terms shall be as follows.

Gift shall be of worth Rs. 1100/- (Cash or in kind)

The employee should be an employee of the company. (Includes probationers

and trainees). The concerned department head of such an employee who is
getting married shall ensure that the gift is presented to him/her. The
voucher pertaining to the same shall be authorized by the Unit head. The
voucher should be accompanied with the marriage invitation copy in all
possible cases.

If anybody wants to attend the marriage then he/she has to apply for leave
as per leave policy or gate pass as per company policy.

(47) Promotion Policy Promotion is way of recognition of an employee's contribution for the
company & his ability to shoulder additional responsibilities. It also helps
organization to fill higher level vacancies through internal resources. Through
promotions, an employee gets a feedback that his contribution to
organization is not going unnoticed. Promotion leads to better / higher
designation, which satisfies his / her growth needs.

Promotion should always accompany additional / higher responsibility. Thus

four factors would be considered:

1. Development of his Second in Command

2. Potential / Capability to take higher responsibility
3. Performance in the existing level
4. Experience i.e. a minimum period spent in the existing level

As per the growth chart, following emerges:

 The salary revision & promotion will be considered once in every three years
and employee will be promoted only in the case of outstanding performance
during the Appraisal period falls in the said period as said above and only as
per the requirement or based upon the organizational structure.

Since performance is one of the key factor for determining eligibility of

employees for consideration for promotion. It is important to link
performance rating with promotion.

HR will prepare list of all such cases, which have been recommended for
promotions. These cases will be put up before the MD for approval.

Promotions will be considered only during April, when appraisal process is

completed. No case will be reviewed during the year.

Promotion letter will be signed by M.D. and this letter shall be issued in
person by the Unit Head.

(48) Exit Interview The company has the policy to conduct the Exit Interview for Staff cadre only.
As soon as a resignation is received, Unit HR should contact Unit Head to fix
the exit interview. Detail should be filled in by the employee leaving the
company as per “Annexure - ____”. This form should be completed & signed
by him.

Head HR would conduct the exit interview to know the strength and
weaknesses of the organization and also have an informal discussion on the
improvement. Head HR would keep the MD informed about the feedback
received.

ITEM LEVEL OF AUTHORITY

(49) Delegation of authority
Appointment Letter M.D./ Unit Head

Warning Letter Unit Head/ Dept. Head

Charge Sheet/Suspension Letter Unit Head/ HR Head

Compliance of ESI, PF & Factory’s Act HR Head

and other Govt. Authorities under
Labour laws (Returns & Forms)

Gate Pass for out-going Immediate superior

Full & Final clearance of the employee. Unit Head/MD

Deduction of salary for unauthorized Unit Head/ HR Head

Leave /absence

Discharge/Termination M.D./ Unit Head

Nominations for Training programme Unit Head/HR Head

(External)

Sanctioning leave HOD/Immediate senior

Transfer Unit Head

( After discussion with M.D.)

Annual Increments M.D.

 Promotion letters M.D.

PURPOSE: To regularize the visitors who come from out side to visit the
(50) Factory visit of visitors Unit.

SCOPE: All visitors entering into the LTL group company.

POLICY: Visitor will be issued a Visitor Card by the security department.

After that he will approach the reception.

Receptionist will contact the concerned person to whom the visitor wants to
meet and receptionist will either call the employee at the reception or send
the visitor inside the office after getting confirmation from the employee.

The visitor shall display this card on his chest. On his return, he / she will
have to return the same to the security guard.

In case visitor wishes to visit Shop Floor area. Permission from Department
Head/ HR Head will be required and HOD of that particular area will be with
visitors.

It is the prime responsibility of Departmental Head to constantly keep an eye

(51) Checking the incidence of on the activities of his department and people. Those departments, where
disloyalty to company cash purchases or dealing with outside parties is involved, regular
audit/vigilance should be done by Head of Department to identify such
employees who indulge into malpractices.

Company policy is very clear that any employee, whose integrity doubtful,
has to leave the company immediately.

Whenever such an action is taken, the information is to be shared openly with

all employees. Depending on the gravity of the situation, Unit Head can take
decision to put the information on the notice board. Certain cases where
adequate supporting data is available, Unit Head can consider making a Police
Case.

Since the consequences are extreme, Departmental Head must take utmost
precaution on the charges levied. It should not be based on hearsay but
should have adequate supporting information or data.

It may also be mentioned here that merely mis-appropriation of cash or

seeking favour from supplier or theft etc. are not the only cases of disloyalty
to organization. It also includes misuse of company property, giving wrong
information intentionally, false TA/DA, conveyance claims etc.

It is again reiterated that prime responsibility of running the affairs of the

Department is with the Departmental Head. On case to case basis Unit Head,
may nominate a senior person to go into the details and where it is concluded
that Department Head was also negligent – this will go in his personal file
also.

It is the Corporate philosophy that no outside party should send gifts at the
(52) Gifts received from residence of our employee. It should be refused and politely be conveyed
outside parties directly or indirectly to the outside party.

In view of the Indian customs, there is a practice to receive/ send gifts. The
 following systems will be followed :

The outside party may present sweet to the concerned employee but it should
be received only in the office. If still any outside party visits the residence, it
should be viewed negatively and respective employee should deposit the gift
in the HR Department or keep his Unit Head informed as to nature of such
gift, who between them can decide appropriate use of it.

(53) Postal mail POSTAL MAIL RECEIPT

receipt/dispatch
Security person/Receptionist will receive all the postal mail ordinary,
registered, telegrams, post parcels or courier mail and shall immediately
forward it to concerned HOD/Person and get the signature on postal inward
register. The personal mail shall not be opened in any case. All the
received mails after entering into inward mail register will be
send to HR Department and thereafter distributed to concerned Dept.

POSTAL MAIL DESPATCH

All the staff shall prepare the mail, shall leave it in the appropriate shelf of
OUTWARD POSTAL MAIL TRAY kept in the Reception. The mail should have
the distinct address and mention of Regd., AD, through Courier, if so.

The mail particulars shall be entered in Outward Mail Register. Courier mail
details shall be recorded in a separate register.

The Office boys from HR department shall take the mail to post office
everyday. He will obtain the receipts for Registered Letter/Parcel and hand
over to HR Department. The HR Department will enter the postage charges in
Outward Mail Register and attach the slip with the respective page for
records.

The HR department shall fix the courier service provider, the person from
courier service will be handed over the mail and obtain the acknowledgement
from him. The courier company should be selected and standardized in view
of their services and charges.

HR Department will verify the Courier bills with Courier Mail Register before
payment and the payment should be made only for the mail for which POD
(Proof of Delivery) has been received. The Courier should be advised to raise
monthly bills only those documents, for which POD has been received.

As and when any item is issued for the official use to any employee, the
(54) Permanent Item Issue record should be maintained by each unit HR department in his Personal file
as well as Permanent Issue Register, where signature should be obtained to
whomsoever it is issued. As and when any employee who has been issued
any item, leaves the company, a signature should be obtained by the HR
department before clearing full and final clearance form & will check the
items issued to him as per the register and shall see that these have been
received back in proper condition.

For Items like Laptop, LCD, Camera, etc. a Permanent Issue Card to be
issued to the user and user to show card on gate while taking out such item.

Employee will be covered under the Employee’s PF and Miscellaneous

(55) Employees Provident Provisions Act 1952 and Employee’s Family Pension Scheme, 1971 and the
fund scheme rules framed there under.
 Employee’s contribution i.e. 12% of the basic salary which will be deducted
from employee’s salary as well as the employer’s contribution i.e. 12% of the
basic salary shall be deposited in the individual’s P.F. account as per the
above said Act.

All employees shall be covered under the act from the very first day of joining
the Organization.

Employees will be covered under ESI as per ESI Act 1948. The eligibility
(56) Employees State criteria will be effective as per the salary limit notified by ESIC.
Insurance Scheme
The employer’s contribution is 4.75% of the salary and employee’s
contribution towards ESI is 1.75% of the salary as per the above said Act.

This Policy is Applicable to units in which ESI Scheme is applicable

(57) Salary /Wages Purpose: This procedure has been laid down to streamline the system of
distribution distribution of the salary/wages in the various Units.

Scope: This procedure is applicable to all the Units of the LTL Group.

Procedure: The following procedure is laid down for distributing the

salary /wages.

All Associates/Staff will get their wages by cash/ bank transfer on or before
7th of every month. All Employees will get their salary slips along with the
salary / wages.

In case of holiday, weekly off on the above-mentioned date, the salary will be
distributed a day before the date of holiday.

(58) Personal file maintenance Purpose: To streamline the system of maintaining personal files of
employees.

Scope: This policy is applicable to all the units of LTL group.

Procedure: There will be a separate personal file for each employee and the
documents be prepared as per the check list (Annexure - ___).Personal files
in case of operators (in Permanent Category ) will be made. However in case
of Casual & Temporary Members Interview Form and Six Pages Form to be
filed and General Affairs Department to keep the record.

All personal files of the employees shall be kept in the unit shall be in
charge of HR Department.

(59) Late sitting Staff sitting late after closing office hours shall be served tea and snacks as
per the following policy :

Staff sitting late up to 7.00 p.m. will be entitled to tea and snacks whose cost
should not be more than Rs. 10/-.

Staff sitting beyond 8.30 p.m. shall get fixed meal allowance as per category.

Staff staying late beyond 9.00 p.m. shall also be entitled to actual
conveyance expenses from office to residence as per the traveling norms.
 Late sitting should be recommended by the HOD and must be authorized by
the Unit Head only and if any employees stay without any authorization then
he/she will not be eligible for above facilities.

(60) Compensatory off Purpose: To compensate the employees coming at works on Off days /
Holidays.

Scope: This policy is applicable for all employees.

Policy: Employees working on Off days / Holidays shall be entitled to

compensatory off at the discretion of the Unit Head or a person so designated
as Unit Head by MD

Employees coming to office on Off days / holidays will enter their name in the
“In out Register” kept at the Security gate.

Employees will maintain their record of compensatory off on the reverse side
of the Leave Cards.

On receipt of Leave Card, HR department will check the “In out Register” for
verification of working hours.

Compensatory off should be availed within 1 month from the date of

approval. If not availed within the time period of 1 month, the compensatory
off shall automatically be lapsed.

For applying compensatory off, employee should have worked for minimum
six hours on any Off day / holiday. Accumulation of working hours, spent on
different days is not permissible. If any employee stays less than 6 hours
then he/she will not be eligible for compensatory off but he/she will be
eligible for actual conveyance and also eligible for meal allowance as per
category if stays beyond lunch hours.

(61) Leave Card Purpose: To streamline the system of maintaining leave cards of employees.

Scope: This policy is applicable to all the units of the LTL Group.

Procedure: The company has provided leave cards (Annexure - ___) to each
employee. For each employee a separate card will be prepared. Leave availed
by any employee shall be entered in the leave card as per the leave policy of
the Company.

Any employee availing the leave shall obtain the leave card from the HR
Department and get his leave sanctioned from the sanctioning authority as
per the policy of the company and shall return the same to HR Department.

While preparing the monthly salary, leave card should be checked, the leave
without pay or leave with pay be calculated and salary be paid accordingly.

Every year a new leave card will be issued and the balance should be carried
forward in the new leave card and old leave card should be filed in the
respective Personal File.

The maintenance, checking, verification and issuing the new leave card will
be responsibility of HR Department.
 Non-Compliance with these policies can result in disciplinary action, up to including
termination of employment.

(62) Information Security E-Mail: E-Mail is for business communication only. The usage of e-mail facility for
the following activities is strictly prohibited:
Policy
 Sending chain mails or mass mails, jokes and advertisements.
 Subscribing to various pornographic, Sports or News related mailing lists.
 Forwarding sensitive or confidential information via email or through
outside the company without prior permission.

Internet:

 Access to the internet for personal use.

 Suffering, downloading, displaying or printing material of a pornographic or
otherwise offensive nature is strictly prohibited.
 Do not play games and engage in online chatting sessions.
 Downloading should be done sparingly and in accordance with these
policies. Contact IT for guidance prior downloading any information.

Desktop/Laptop Security:

 Users to access the systems with their own ids only. It is the User’s
responsibility to log off the id and shutdown the system and power of the
equipment after work is over.
 Accessing floppy disks on personal desktops is prohibited. Any access to
material on external drives (floppy, hard disk) has to be given to IT
Department for approval. Floppy disk drives have been disabled and
exception can be obtained only for valid business reasons from IT
Department.
 Playing of songs, video, software, or viewing images, file not meant for
official purpose are prohibited.
 Storing any unofficial information on the desktop is not allowed.

Fax security:

 Sending personal faxes are not allowed.

 While sending confidential information, the sender should call ahead to alert
the receiver so that he/she can stand by to receive the fax to ensure that
confidential information is not disclosed to unauthorized parties. Every
employee is required to comply with the policies/terms of usage described
above.
 The recipient should be responsible for calling sender to acknowledge
receipt of the transmission and for verifying the contents of transmission.

(63) Working guidelines Nippon Leakless Talbros (P) Limited is an equal opportunity employer. The
company expects each associate to participate equally in all daily activities including
morning/ Preshift meeting. The guidelines mentioned below help us to create an
orderly & safe work place

1. Inspection & Frisking-

 In addition to routine inspection at the plant entrance, the

 company may also conduct another inspection activities, including
locker inspection to ensure the safety and security of the plant
 All associates should allow themselves to be frisked when
entering or leaving the company premises. They should also open their
bags and other packages for inspection
 Associates are not allowed to bring out documents,
parcels or any other company property without the gate pass duly signed
by authorized Department Head.
 All vehicles leaving the company premises will be subject
to inspect.

2. Uniform

 Associates are required to be in the company uniform in the office

premises
 Wearing of uniforms for personal use outside office is not permitted
 While commuting to & fro office, the dress code should be decent

3. Personal favours

 Associates are not allowed to receive personal gifts or any kind of

benefit from customers, suppliers or any business partners.

4. Safety & Housekepping

 If at any time, an unsafe or unsanitary conditions exits, report to

Administration Deptt.
 Follow the established safety regulation laid down from time to time.
 All injuries, regardless of how insignificant, including near- miss
situations, are to be superior immediately.
 Office equipments, tools, furniture fixtures and development parts are to
be proper handled, arranged, kept clean, orderly and in their proper
locations. These should not be transferred or taken out of the place of
work, without proper authorization.
 All personal belongings should be stored in the assigned lockers or other
designated places.
 Smoking is allowed only in designated areas.
 Always follow good housekeeping practices and keep all common areas
and work areas clean and orderly at all times. Put all waste and trash into
the designated trash containers.

5. Personal Properties

 Company is not responsible for the personal property of associate.

 To minimize the chances of loss through theft or otherwise, associates
are advised not to bring large amounts of money or valuable belongings
to work
 6. Tools & Equipments

 Company provides all tools and equipments required to perform the job
 Associates are expected to ensure their full useful life through proper
use and routine maintenance
 All tools & equipments will remain the company property and are not to
be removed from their proper places without being authorized by the
Department Head.

7. Handling of Confidential Documents

 Associate may be entrusted with confidential information such as

business plans, Financial statements, model changes. Research &
development projects, long-range production schedule or personnel data
etc.
 The nature of our business is highly competitive and release or leakage
of this type of information can be damaging to the company.
 Associate is obliged to keep any such information as strictly confidential

8. Conflict of interest

Associates are expected to take business decisions and actions in the best interest of
the company. They should not be motivated by personal gains of any nature. Some
typical example to illustrate this points, are given below

 Purchasing/ providing goods or services that result in direct or indirect

compensation to you or a member of your family.
 Working or consulting for a supplier or competitor
 Receiving compensation of any kind of including loans, payments or
subsidies from a supplier.
 Accepting social services or discounts from supplier unless these
services or discounts are made publicly available to all company
associates
 Misusing the position or authority to extend inappropriate or personal
favors or getting work done from any external party for personal gains.

9. Telephone use & Personal Mail

 Associates are discouraged from using company telephones for personal

communications.
 ISD, STD and trunk calls should not be made without prior permission
of the Deptt. Head
 Company mail services can not be used for personal correspondents.

10. Visitors

 All official visitors are required to make entry in the registered kept for
the purpose at the security gate.
 Associate will ensure that their visitor displays visitor identity card.
  Visitors are not allowed to enter in the work area, associates are required
to meet the visitors at the reception/ meeting rooms
 Company discourage associates meeting personal visitors during office
hours.

11. Etiquettes in Office

a) Communication

 Call our cheerfully to each other- Good morning, Thank you etc.
 Listen actively to the other person
 Respect the others person’s opinion
 Understand the person with whom you are dealing.
 Do not hesitate to ask about what you do not know
 Do not hesitate to express your opinion , Be frank

b) Telephones

 Avoid personal calls

 Check if you really need to make a phone calls
 Speak the points of matter rationally so that you can finish the phone
call within as soon as possible.
 Watch the way you talk. Be courteous
 If you want to keep the other party waiting, ask whether he/she can hold
 If you receive the message on behalf of someone, give the message to
that person as soon as he/she is back
 Reconfirm the points of the discussion before you hang the receiver
 Try not to refuse the calls of your customers even if you are too busy.

c) Dealing with people

 Do not keep the visitors waiting too long

 Deal with the visitors efficiently so as not to waste time
 Deal with visitors courteously and understand their positions
 Take care of your appearance and language

b) Making visits-

 Make an appointment before you visit

 Arrive at least five minutes before the appointment time
 If due to some urgency you will be late for the appointment, inform the
person you are visiting
 Inform the receptionist of the company of your arrival
 Take care your appearance and language
 Perform your business efficiently so that you can finish it in short time
 Make a phone call to the person promptly after visit and express your
gratitude for his/her co-operation