Advanced Employee Handbook
Advanced Employee Handbook
HANDBOOK
1
TABLE OF CONTENTS
SR NO PARTICULARS PAGE NO
2 Company Introduction 4
4 Code of conduct 8
5 Dress code 10
6 Working Hours 12
7 Leave Policy 15
10 Laptop Policy 25
11 Confidential 28
15 Conclusion 42
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Purpose of the Manual
This Employee Handbook has been prepared to help you get familiar with the
key policies, benefits, regulations and codes of conduct at (Company Name).
We hope this handbook will be useful and will help you plan and enjoy the
benefits and opportunities that (Company Name) provides.
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Introduction
About the Company
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Joining Formalities
(Company Name) welcomes all employees and hopes that they will enjoy the
work culture. When a new employee joins (Company Name), a formal
induction will be conducted to familiarise them with all the activities in
(Company Name).
Personal Particulars:
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Values and Behaviour
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member companies. It will oppose any attempts by any lobby to bring in
protectionism in the area of their operations.
(Company Name) will strive to promote and leverage a culture of
collegiality, cooperation, openness, harmony, trust and fairness in interactions
among its members, including the Executive Council.
(Company Name) will strive to continue its emphasis on Leanness and
operational efficiency in its operations.
In pursuing policies beneficial to member companies, (Company Name)
will always keep the overall welfare of the society as an important
objective.
(Company Name) will continue to create mechanisms to
Strengthen its institutional memory.
(Company Name) values are our guiding principles and drive our behaviour.
Our conduct is based on a shared belief system which is entrenched into the
organization’s DNA and guides individual and organizational behaviour.
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Code of Conduct
Integrity
Leadership
Passion
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Respect
Teamwork
• Cross-functional responsibilities
Ownership
• Align with organizational goals and internalize its Vision, mission and core
values
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Dress Code
• (Company Name) expects all employees to be attired in a manner that is
appropriate for the work/meetings scheduled for the particular day.
• (Company Name)’s corporate attitude promotes a dress code that is
professional and comfortable.
Guidelines
Men
Women
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efficient trade body representing a major Indian industry. While some team
members may not have a
• customer-facing role but casually dressed employees do not communicate a
professional approach to external visitors to the office.
• Any dress deemed inappropriate or unprofessional may be addressed to the
individual by his/her manager on an individual basis.
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Working Hours
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• To help the workflow, each employee will need to maintain
predictability and regularity in timings and should inform his/her
manager accordingly
• Attending any meeting arranged (internal or external) will be binding
irrespective of the time involved
• The attendance register should have the noting time of arrival and exit
Attendance
Late Coming
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• The reporting manager will take appropriate action for habitual late
coming/early departure as the case may be. If there is a special request
as an exception, permission (in advance, whenever possible) should be
taken from the reporting manager/regional head (in the case of
regional offices).
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Leave Policy
Purpose and Overall, Policy
2. During probation, an employee is not eligible for any leave, and thus any
leave taken will be considered unpaid leave. During the first year of
service, the leave that an employee can avail of is based on the number of
months after confirmation; therefore, leave for the probation period is lost.
If a person on probation avails of 15 days or more of unpaid leave, his / her
probation period will be extended by the same number of days.
Special Leave
The Employees are eligible to take a leave on their birthday, provided they
inform the respective reporting managers before taking the leave
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Holiday Calendar 2022
16-
7 May Mon Buddha Purnima Optional
Please note:
Employees are eligible to take all the National Holidays and up to a
maximum 2 of the Optional Holidays
Please inform your respective reporting managers before taking up any of
the Optional Holidays.
The employees are eligible to take a total of 12 Holidays (10 +2)
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EARNED LEAVE (EL)
ELIGIBILITY
ENTITLEMENT
ELIGIBILITY:
ENTITLEMENT:
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PATERNITY LEAVE (PL)
ELIGIBILITY:
All married male staff who have worked with the Company for a minimum of 6
months’ period.
ENTITLEMENT:
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LEAVE SETTLEMENT DURING RESIGNATION /
RETIREMENT / TERMINATION:
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CANCELLATION OF LEAVE
The department head can also cancel the once sanctioned leave on a situational /
need basis. If an employee proceeds to avail of the cancelled leave, then those
days will be treated as absence from duty, and the rules pertaining to absence
from duty will be applied.
EXTENSION OF LEAVE
When an employee takes off from duty without prior leave approval or proper
intimation under certain unavoidable circumstances, then those days/days will
be treated as absence from duty.
The days of absence will be treated under Loss of Pay.\
The employee has to report to his / her department head on rejoining duty
from absence and provide valid reasons for absence in writing before taking
up work again.
If an employee is absent from duty continuously for more than seven days
(including any National / Festival / Declared / weekly off days which may
fall in-between), official correspondence from the HR department will be
sent to him asking him to report to duty and to provide an explanation for his
absence.
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Based on the enquiry, any action deemed fit will/would be taken by the
management.
If there were no response from the employee within the stipulated time
mentioned in official correspondence, it would be assumed that the
employee has withdrawn his service from the Company on his own accord
and recorded accordingly.
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Probation, Confirmation &
Termination
All employees will be issued employment agreements at the time of joining.
Probation
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5. At all times, employees are expected to perform and deliver their
duties/responsibilities as per their designated role to the satisfaction of the
management.
Termination of services
During the probation period, the employee or the organization shall be entitled
to terminate the employment at any time by one party giving the other two
weeks’ notice in writing or two weeks’ salary in lieu of notice.
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On your failure to comply with any of the provisions of your
contract of employment.
Exit Interview
General Policy
Before leaving the Company, the employee must ensure that the following
formalities are completed
Give a letter of resignation specifying the notice period. The letter must
be given to the supervisor
All dues will be settled within 30 days of the date of cessation of employment in
the (Company Name).
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Internal Job posting
This policy aims to enable (Company Name). To fill job positions by drawing
from the pool of internal candidates possessing the desired
qualifications/experience to execute the role and to promote talent from within,
whenever possible.
Scope
Procedure
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b. Evaluation and Selection
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Laptop Policy
This policy aims to provide guidelines for the eligibility, procurement and use
of Laptops for (Company Name) employees.
General
• All staff (irrespective of grades) can use laptops if they need to work
across locations or travel for work on a regular basis, or need to work
from home frequently.
• In case of a new incumbent coming to an existing position, the laptop
returned by the old employee on exit will be used.
• If the laptop is over three and half years old, it will move to the laptop
pool, and a new laptop will be procured.
• The technology team will install the licensed version of the required
software /backup applications on the user’s laptop. We don’t allow
piracy; please do not load pirated software.
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Management of Laptop Computers
Users who leave the organization are responsible for handing over the
laptop in absolute working condition together with any additional
equipment relating to the laptop. It is also essential that all official data be
retained on the laptop.
Any changes related to the location of equipment should be notified to the
technology team.
For the prevention of data theft, all laptops would have a password which
will have to be changed every 45 days.
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serial number for the lost computer. A copy of the police report must be
shared within 48 hours of the discovery of the loss for the insurance claim
All staff members must secure their data through passwords and regular
backup to prevent data loss.
Staff members will be eligible for placement of the existing laptop after a
minimum laptop age of 3.5 years. The need for the replacement of a
laptop will be evaluated on the basis of its port by the Technology team,
confirming that their placement is needed and necessary. An exception to
this rule may be signed off by the President.
All Laptops will be insured by the administration team under an All Risk
Cover.
Bring-Your-Own-Device (BYOD)
The policy applies to all employees, Temporary Staff, and Visitors using the
following devices:
Laptops
Users are not permitted to connect their personal laptops to the office
network without the approval of the Technology Team.
For staff on Fellowship programs, they are allowed to use their existing
device under the following conditions:
Antivirus has to be updated
Windows updates have to be enabled
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Backup software would be installed to back up a particular folder
where Company related things are saved.
Any other visitors are ONLY allowed to connect on the guest
network.
Mobiles/Tablets
Employees need to ensure that a Mobile Device that is used to access email
is locked by a password.
In case of the device gets lost or misplaced, the Technology team should be
informed immediately so that the device can be wiped out to factory reset.
In case of an employee selling the device or handing it over to someone else,
ensure that device data is completely wiped and the technology team is
informed.
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Confidentiality
Owing to the nature of work at (Company Name), many employees would be
handling confidential information that is critical not only for (Company Name)
but also for other organizations and individuals. Integrity, one of the expected
core values for all employees, includes maintaining the sanctity of all
confidential information.
Procedure
• Any employee, who has reason to believe that the confidentiality of the
organization is being violated, should immediately bring any such
instance to the notice of the HR or the concerned Function Head/
Regional Head/Senior Director/VP/SVP/President
• To ensure the sanctity of confidential information, each employee will
ensure the safekeeping of all official documents, records or notes in
whatever manner stored (including matter in computer memory) for
which he/ she is responsible
• He/she will also ensure the safe custody of all storage devices and stored
matter and any documents which are transported outside the office
• Member confidential information, policy documents, research data and
reports, all databases are the exclusive property of (Company Name) and
cannot be used by employees for any activity/tasks outside the official
scope of work assigned to them
• All employees may be made to sign a non-disclosure agreement.
Violation of the terms of this agreement can lead to disciplinary action
and or termination of services
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• Employees leaving (Company Name) cannot carry/upload/ forward any
information collected/maintained/built by them during their assignment
with (Company Name).
Guidelines
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Compensation, Benefits
& Reimbursements
Payroll date
The salaries have been structured to be tax compliant for the organization as
well as to be tax-effective for the employees. The break up is as follows:
Basic
House Rent Allowance
Conveyance Allowance
Medical Reimbursements
Supplementary Allowance
Basic salary
The Basic salary is the primary element in the compensation package and is
fully taxable.
HRA exemption will be given on the production of receipt of the rent. As per
Laws following exemption will be granted:
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Conveyance Allowance
Medical Reimbursements
All employees will be eligible for reimbursement of up to Rs. 15,000 per annum
(April - March) towards domiciliary expenses incurred by them, for themselves
and/or any member of their family (Note: Family in relation to an employee
means
(a) spouse and children of the employee; and
(b) the parents, brothers and sisters of the employee or any of them
wholly or mainly dependent on the employee)
In case the employee does not furnish medical bills, the amount will be taxed at
the end of the year.
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Provident Fund Allowance (PF)
Other Allowances
Performance Pay
Performance pay or bonus will be paid in any given year as per the performance
appraisal process.
Employees who have completed six months of service in the organization by
October of the given year will be eligible for pro-rata performance pay as per
the performance appraisal process.
The salary for the individual employee will be reviewed annually. The change
in the salary will be dependent on the overall performance of the Company as
well as the performance of the individual that will be decided as per the
performance appraisal system.
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Deduction of tax at source from salary (TDS)
In computing the tax deductible at source, the Company will take into account
any rebate which is available to the employees as per the provision of the
income tax Act, 1961. The employees are required to furnish a declaration with
regard to the investment proposed to be made by them in any eligible
instrument latest by 15 April in each year. All new employees are required to
furnish the declaration within 15 days of joining the organization.
New employees are also required to furnish the salary certificate from the
earlier employer on joining.
Employees may contact the Finance department for more details regarding their
salary and TDS calculation. The employee is solely responsible for filing their
own Income Tax return at the end of the year, and the Finance department will
issue Form 16 together with a salary certificate for the financial year.
Employee Insurance
(Company Name) will ensure its employees in Grades in I, II, III & IV. The
employees will be insured for health for amounts as per the grade structure.
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New employees joining on the 15th of the month or earlier will be insured by the
end of the month. For employees joining after the 15th, insurance will be done in
the next month-end.
Reimbursements
Employees can claim reimbursements for expenses done for official purposes
by filling up the expense statements.
Reimbursements will be as per the expense approval matrix. The same can be
referred to in Company Policies.
Gratuity
For an employee who has been with the organization for a minimum of 5 years,
gratuity has to be paid at the time of his/her leaving the organization. Gratuity is
calculated as 15 days of basic salary for every completed year of service, based
on the last salary.
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Reward & Recognition
This policy aims to recognize and reward performing
employees throughout the organization. We want to not
just hire the best talent but retain them too, and therefore, this policy will work
towards appreciating and rewarding employees through their tenure with us.
This policy is in place only for full-time employees and requires written
documentation of outstanding performance meriting an award from his or her
reporting officer.
Eligibility
This policy is for anyone who’s employed full time by the organization during
this financial year. Staff that are applying for awards and recognition should go
through this policy.
Types of Rewards
These are a list of rewards that can be given during the financial year
___________ to employees who suit the requirements listed.
1. More than five years of service to the Company
2. Excellent customer service
3. Outstanding performance, by achieving more than a target
4. A high level of skill usage displayed
5. Performance award (more details below)
6. Perfect attendance
7. Undertaken research leading to a favourable outcome
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Application Process
1. Monetary incentives: These are incentives such as merit pay, bonus pay,
stock options, perks, vouchers and benefits up to a maximum of INR
50,000.
2. Non-monetary incentive: These are incentives that are meant to be
morale-boosting and as a form of recognition. We believe that these are
also important for self-esteem and actualization needs.
Methodology
To ensure there is transparency and honesty within the reward and recognition
program, blind voting will be carried out. In the process for the awards where
consensus might be required, the below process will follow
1. Complete the nomination form with your employee ID
2. Provide an explanation and an example
3. Submit your vote to the team lead/HR responsible for this reward
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4. The panel with selected people will look, deliberate and collate the votes
accordingly
Performance Award
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Sexual Harassment Policy
Scope:
(Company Name) will not tolerate sexual harassment from outside the
Company either. Customers, investors, contractors, and everyone interacting
with our Company are covered by this policy. Details of how we deal with
harassment from outside our Company are outlined in our third-party
harassment policy.
Unwelcome sexual advances, requests for sexual favours, and other verbal or
physical conduct of a sexual nature are defined as sexual harassment when:
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An employment decision regarding an employee is made because of their
response to the offensive behaviour (quid pro quo harassment).
Sexual harassment can involve one or more incidents that may be physical,
verbal, or non-verbal and includes:
Using obscene comments, gestures, pranks, and jokes that degrade or offend
somebody.
Sexual assault.
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Reporting Process
If you believe that you are the target of sexual harassment, inform the
offending party (except in cases of sexual assault) verbally or in writing that
their conduct is offensive and needs to stop.
If you don’t want to communicate with the offending party, or if your
communication is ineffective, you need to report them.
Complaints can be lodged in writing with [Name of Person and Department]
via email [Email Address]. Your complaint will be documented and resolved
within [ ] days. Complaints will be treated as confidential.
Both (Company Name) and federal law prohibit any form of retaliation
against somebody claiming sexual harassment.
Investigation Process
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Penalties for Sexual Harassment:
Be demoted.
Be suspended.
● Sick Leave.
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CONCLUSION
Employer encourages their employees to bring questions, suggestions and
complaints to their attention. Careful consideration will be given to each of
these in the employer’s continuing effort to improve operations.
If an employee finds that s/he still has questions after meeting with his/her
supervisor or would like further clarification of the matter, s/he may request a
meeting with the Employer Designee, who will review the issues and meet with
the employee to discuss possible solutions.
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