HR Policies Manual 12 12 2018
HR Policies Manual 12 12 2018
MANUAL
Amended on 12.12.2018
OBJECTIVE
The aim of this manual is to lay down necessary directives for smooth and
efficient administrative functioning of the Human Resources department. It is
provided as a central reference to all Regional Heads, Branch Heads and
Managers.
SCOPE
The process and policy applies to all Indirect staff of CISS Ltd.
The specific policies that follow, promote the philosophy of CISS with regard to
standards of excellence, terms of employment, employee development, and
employee services.
Any changes to this Manual will be fully consulted on and communicated to all
staff through normal communication channels.
R N Pimple
Chairman
7. Leave Policy
9. Separation of Employment
11.Conflicts of Interest
1. Objective
2. Manpower Planning
Along with the same, the timeline /month by which position should be
filled should be decided.
3. Recruitment Policy
The Head - HR, based on Urgency, shall give the position advertisement
in Newspapers and Job Portals. Alternatively, it may be outsourced to
Recruitment consultants, at following terms:
Fees – 8.33% of Annual CTC at all Levels
Credit Period – 30 days
Replacement clause – 90 days
Jurisdiction – Mumbai
6. Induction Policy
CISS believes that all employees should be given a timely induction and
training in an organized and consistent manner such that the new
entrants are highly motivated and efficient in their functioning.
All Business Development Managers must visit Head Office for a 1 day
induction with Head – HR. Induction shall comprise of HR Policies and
Processes Manual, Business Policy, SOP – Finance & Accounts & SOP
Tender Business. Further to this they shall spent 2 days with Head –
Business Development and the Head, shall orient them to our Company
Functioning and their Job role. The Head of Department acts as a Mentor
to the incumbent for a period of 3 months and ensures the Business
Development Manager settles in the organization.
All Accountants must visit Head Office for a 1 day induction with Head –
HR. Induction shall comprise of HR Policies and Processes Manual,
Business Policy, SOP – Finance & Accounts & SOP Tender Business.
Further to this they shall spent 2 days with Head – Finance & Accounts
and the Head, shall orient them to our Company Functioning and their
Job role. The Head of Department acts as a Mentor to the incumbent for
a period of 3 months and ensures the Accountant settles in the
organization.
All positions are liable to transfer from one site to another, one
post to another, one location to another with or without
promotion.
1. Objective
2.2 Identification
Employees should wear or carry their identity badges whilst carrying out
their duties.
2.3 Confidentiality
This list is only indicative and not exhaustive. All employees are advised to
refrain from any acts of omission / commission which could be viewed as
misconduct by the management.
3. Anti- Bribery
You must not accept any offer by the way of gift or hospitality which
could give rise to a reasonable suspicion of influence on your part to
show favour or disadvantage to any individual or organization.
1. Objective
The objective of the Salary & Benefits Policy is to provide employment which
offers fair and equitable remuneration in relation to responsibility and
performance. It is designed to attract, motivate and retain a high-caliber
workforce by providing a tax beneficial salary structure.
2. Scope
3. Salary Components
Basic salary – It shall be minimum as per minimum wages and maximum of 50%
of Gross Salary
HRA – It shall be minimum 5% and maximum of 50% of Gross Salary
Conveyance Reimbursement – Upto 1600 pm
Medical Reimbursement – Upto 1250 pm
Children’s Education Allowance – Upto 200 pm
Other Allowance – Balance amount from Gross
Provident Fund – As per Act & Rule taken
Professional Tax- As per statutory requirement
Income Tax- As per act
Structuring of salary structure may be done by Branch such that employee can
avail maximum tax benefit. The Taxation department shall guide employees
further on the same.
4. Company Car
Mobile to be used for Official calls only. Mobile Bill Limit for the same
shall be on actuals or as per limit given.
1. Objective
The objective of the Travel & Conveyance Policy is to provide norms for
reimbursement of reasonable expenses incurred during travel on Companies
work within and outside Branch/ HO.
2. Scope
3. Local Conveyance
For the purpose of this policy Local travel shall mean any journey taken
within the city /town premises for purpose of Official duty.
This does not include travel from residence to office and back.
The entitlement & mode of transport shall be as per Grade and nature of
work.
4. Domestic Travel
For the purpose of this policy domestic travel shall mean any journey beyond
100 kms of the city /town premises for purpose of Official duty.
5. Mode of Travel
One day trips are preferred and overnight stay shall be strictly as per
need.
6. Accommodation
Employees should book in liaison with Company Admin who shall have
the approved list of Hotels and tariff for each City as per Class A, B and
C.
The daily allowance for food shall be as per grade for each City as per
Class A, B and C.
The travel itinery should be consulted with Regional Heads/ Admin for
purpose of claim before proceeding on tour.
1. Objective
2. Email Policy
The email records of other persons should not be accessed other than
management or persons authorized by management.
A person must not pretend to be another person when sending email or
use another person’s computer.
“Reply to all” must be avoided where it is not required.
Company recommends documentation where necessary however, this
must not replace speaking face to face and on phone when necessary.
Recheck email at least 3 times before hitting the send button.
Reconfirm whom the email is intended for and who should be informed
CC when sending an email.
Avoid BCC, we intend to develop a transparent organization culture
based on trust.
3. Internet Use
1. Objective
Office timings
2. Attendance
3. Late marking
Salary deduction would be based pro rata on the number of days in the
specific calendar month (30 or 31).
Any official work, for which an Employee either comes late to the
Office, or has to depart early, is to be with prior reporting to/
permission from at least the immediate Reporting Manager, by way of
email or phone.
7. Please Note:
1. Objective
The objective of the Leave Policy is to provide work-life balance and encourage
employees to have regular holidays and Leave for rest and relaxation.
2. Scope
3. Period
4. Privilege Leave
Privilege Leave can be adjusted during Notice period being served at the
time of Separation.
6. Compensatory Off
7. Sick Leave
In case of long term illness, an employee may avail 15 days Sick Leave on
provision of Medical Reports and Doctors Certificate. However, this
Leave is at discretion of Management and shall be adjusted only after
first adjusting the same in Privilege Leave. This Leave can be clubbed
together with Privilege Leave. Beyond that, it will be Leave without Pay.
8. Marriage Leave
9. Maternity Leave
10.Paternity Leave
11.General Conditions
12.Company Holidays
All 6 regional heads may please send their list to Head – HR for
collation and circulation.
13.Other
Such Holidays are over and above the Privilege Leave and Company
Holidays.
1. Objective
5. Promotions
6. Award/Appreciation
Objective
Policy
1. Objective
The main purpose of this policy is to identify the guidelines that are
necessary at the time a staff member separates employment from CISS
through resignation or termination.
2. Scope
3. Policy Guidelines
A. Notice Requirements
B. Separation Procedures
4. Retirement
Objective
Application Scope
Benefits on Retirement
The Company’s policy applies to all staff working within the organization
and to all employees working off the premises. It extends to include
non-permanent workers such as contractors, agency or temporary staff,
consultants and any other workers. The policy, in addition, covers the
behavior of staff outside working hours which may impact upon work or
working relationships.
All employees have the right to work in an environment free from all
forms of discrimination and conduct which can be considered harassing,
coercive or disruptive, including sexual harassment. Anyone engaging in
harassing conduct will be subject to discipline, ranging from a warning
to termination.
Key Principles
Everyone carries a personal responsibility for their own behavior and for
ensuring that their conduct is in accordance with the principles set out
in this policy. In addition, each person has a responsibility to report any
instance of bullying or harassment which they witness or which comes to
their attention.
Complaints Committee
4. Grievance Policy
Time scales have been fixed to ensure that grievances are dealt with
quickly, however these may be extended if it is agreed upon by both
parties.
5. Whistleblowing
1. Objective
Accepting a gift that does not meet the standards in the company.
1. Objective
CISS recognize that alcohol and drug abuse related problems are an area
of health and social concern. It also recognize that a member of staff
with such problems needs help and support from his/her employer.
The Company also recognizes that alcohol and drug abuse problems can
have a detrimental effect on work performance and behavior. The
Company has a responsibility to its employees and customers to ensure
that this risk is minimized.
The company and its employees must recognize the following limits to
the assistance the Company can provide:
3. Disciplinary Action
In line with the Company’s disciplinary rules, the following will be regarded as
serious misconduct:
Attending work and or carrying our duties under the influence of alcohol
or drugs these breaks must not be taken at the entrance to CISS offices.
Excessive smoking breaks will be regarding as absenteeism and
performance improvement action ma y be taken. Alcohol and drugs
whilst on duty (other than here prescribed or approval has been given.)
Breach of these rules will normally result in summary dismissal, and only
in exceptional cases will either notice or the reduced disciplinary action
of a final written warning be applied.
4.Smoking Policy
1. Objective
CISS considers and fully accepts Health and Safety of its employees as a
fundamental management concern.
3. Management Responsibilities
Senior Management
The Regional Head & Branch Head has overall responsibility for the
implementation of the Company’s policy. In particular he is responsible
for ensuring that the policy is widely communicated and that its
effectiveness is monitored.
The managers are wholly accountable to the Managing Director for the
implementation and monitoring of the policy within the area of their
specified responsibility.
Training
Health and Safety training shall be incorporated within annual training
programs, as part of the development of a systematic plan. Health and
Safety training needs will therefore be identified and planned for in the
same manner as other training needs.
The premises of every office shall be kept clean and free from effluvia
arising from any drain or privy or other nuisance and shall be cleaned at
such times and by such methods as may be prescribed. These methods
may include lime washing, color washing, painting, varnishing,
disinfection and deodorizing.
8. Ventilation
9. First Aid
It is the policy of the Company to make provision for First Aid and the
training of ‘First Aiders’ in accordance with the Factories Act 1948.
10. Fire
The Managing Director is responsible for ensuring that the staffs receives
adequate fire training, and that nominated fire officers are designated
in all Company premises,
In addition the Company will nominate a Fire Officer (this may be the
Safety Officer or someone external to the Company)
Managers are responsible for informing staff off safe lifting techniques.
The safety officer will identify specific training needs. The Head office