HR-POLICY

I. Appointments:
All appointment letters will be issued together with the breakup of salary/ company policy/
general office rules/ responsibilities of the concerned position.
All employees will be expected to submit the following information :
Permanent address
Present address
Telephone land line number
PAN number
Two passport size photographs
2 References verifiable.
For experienced: Previous company relieving letter/Experience letter.
Pre appointment conditions:
All employees, on issue of an offer letter, will be required to fill a job application
form, amongst other things, information about the immediate past managers
details will have to be furnished, while providing us the right to call the manager
and/or the person who you were directly reporting to for verification.
Obviously this will not apply to fresher’s
Proof of previous salary drawn will need to be furnished as discussed during
the interview. Applicant would be required to furnish the required proof
during the interview before joining.
The company reserves the right to rescind any offer or retract the offer if
satisfactory proof as stated by employee during interview isn’t furnished on
demand.

A personal data sheet of each employee will be filled in the below format by the employee & handed over
to HR.
Personal Detail Sheet

Full Name

Parents Names

Spouse Name

Date of Birth

Door No/ Street

Area

City

Pin Code

State

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 Country

Phone Number

Mobile Number

PAN Number

Blood Group

II. Attendance:

 All employees are essentially required to sign the register when they come in as well as when
they are leaving.
 Employees going out of office on official work in during office hours or for personal work under
clearance from immediate manger need to enter the moment register kept at the security on exit
time & return time
 Office Timings
Office Timings 9.30 am to 6 pm
Lunch Time: 30 minutes from 1 to 1.30 pm or 1.30 to 2 pm
1st & 3rd Saturdays from 9.30 to 1.30 pm
2nd, 4th and 5th Saturdays are holidays.
III. Leave:

Leave is classified under-

a) Casual Leaved
b) Sick leave
c) Privileged or earned leave
d) Maternity Leave

Leave cannot be claimed as of right. Discretion is reserved to the authority empowered to grant leave to refuse
or revoke leave at any time according to the exigencies of work.

 Leave Entitlement
Employees are not entitled for any kind of leave during probation.
After probation, employees are entitled for 10 days SL and 12 days CL.
Unutilized CL cannot be carried over to the next calendar year.
Unutilized Sick leave can be carried over to the next calendar year, up to a maximum of 3
years and thereafter it lapses.
An employee is entitled for Privilege leave or earned leave after completion of one year,
from the date of confirmation.
An employee leaving the company can encash subject to such earned leave privilege
being made available by management for that particular year.
Closing balance of earned and sick leave as at the end of December each year will be the
opening balance as on 1st January every year.

 Casual Leave
Employees are eligible for 12 days casual leave per year post completion of the probation
period i.e. only on being confirmed.

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 Casual Leave cannot be availed more than two days at a time.
CL cannot be carried over to the next year.

 Sick Leave
The available leave per year is 10 Days, which can be utilized by the employee post
probation period.
If the employee takes more than two days sick leave at a time then he/she will be required to
submit a doctor’s certificate.
SL can be carried over for a maximum period of 3 years, thereafter which it lapses.

 Earned leave or privilege leave

Employees are eligible for earned leave only post confirmation and completion of one
year’s service in the organization.
Employees are eligible to receive 1 days earned against every 20 continuous working
days.
It is only at the time of termination or leaving of service; if there is any leave, the same
will be paid for to a maximum of 30 days.
Yearly encashment is at the discretion of the management.
On encashment, any leave to the credit of the employee is removed.

 Maternity Leave

Maternity leave is a statutory leave.

Women employees should have worked for at least 80 days in the 12 months
immediately preceding the date of her expected delivery.
Maternity leave can be availed for a maximum period of 12 weeks Unavailed
maternity will not be adjusted with other leaves. (6 weeks after delivery & 6 weeks
before delivery)
Maternity leave can be availed only twice during the service of the employment.
Immediate intimation of delivery or if miscarriage & informing about her rejoining
with the company.
After finishing the maternity leave, employee can avail her unused leaves for that
particular period with prior permission of respective head.

Note: There is no specific rule that offers leave encashment. Leave encashment will be given
on a decision taken by the management and as an incentive; it does not become a rule and it
can be rescinded by the management at any time. Leave encashment is generally given where
the employee does not take privilege leave. Privilege leave is not a benefit, which is capable
of being computed in terms of money. Since there is no specific provision for leave
encashment in the company; when the full salary of the employee is taken into account it will
only be as per his/her letter of appointment. Benefits may be offered along the way and
rescinded along the way. We are yet to decide on the current years leave encashment policy.

 Permission for availing leave

Employees are requested to collect their leave card from HR/Admin.

Taking approval from your reporting head on the leave card.
Once after taking approval from functional head you need to submit the leave card back to
HR/Admin so that it will be accounted in the leave records.

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 In case unplanned leave card to be signed over the next day, failing which, absence will be
treated as loss of pay.

 Permission to leave early

Permission should be sought from the concerned departmental head for leaving early for
genuine cases only and informed to the Manager, Admin/HR.

 Leaving Office during office Hours

All employees are required to inform the Manager Admin/HR, if they leave office
during office hours for both official and personal work. Those failing to do, will be
marked as half day leave and in case of not having leave at credit, will be considered
as loss of pay.

 Compensatory off:
Such Employees who have worked on all general holidays & public holidays due to
project work load before a particular project will be entitled to compensatory off on
completion of the project.
Employees are required to work minimum 6 hours for the above.
This compensatory off can be up to a maximum of 4 days & will need to be authorized by
the immediate manager. The number of days also to be decided by the immediate
manager.
The said compensatory off should be availed of within 30 days of completion of the said
project on which the employee worked during holidays.
Employees working on holidays or offs will have to inform Admin to make necessary
arrangements.
IV. On Exit
If the employee decides to leave the organization by resigning his position. He / She should
give the written resignation letter.
 Employee should serve the notice period which is one month after the resignation (accepted
date by the management). Enforcing the option of the notice period is entirely up to the
management.
 During the Notice period the employee should prepare the handover documents which give
the complete detail on the activities handled by the employee. The handover document should be
given to management and the immediate manager (in-charge).
On satisfactory completion of handover / notice period, the reliving letter & settlement if any
will be given to the employee by the management.
Once management relieved the employee, they will get the experience certificate with the PF
application to be filled and surrendered.
 If an employee is terminated due to performance below expectations or for any other
digression of office policies or due to any other reason that the management feels that
dismissal is warranted, employee can be asked to leave immediately. Dues, if any, will be
settled only after satisfactory handover of responsibilities, files, documents etc to the
employee nominated by management. Under the termination procedure the employee may or
may not be paid severance pay in lieu depending on the circumstances under which the
employee has been terminated. Under the termination procedure the employee may or may
not be paid severance pay in lieu depending on the circumstances under which the employee
has been terminated.
 Employee payables like, salary, Incentives, Bonus, etc will be on hold from the day employee
put down her/his papers. Full & final settlement will be paid as per regular salary
dates/discretion of management or 45 days from the last date of service or whichever is later.

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V. Other HR Policies
Disciplinary policy
Employees to reach office on time.
Work station to be kept clean & tidy.
Office rules & systems set in place to be followed.
Confidentiality - Right to question the confidentiality of the information being transferred on pen
drives or CDs by any employee. Surfing, chatting clauses. What you can download or loaded to
systems.
All information and data bank are the exclusive property of the management. Tampering
with the same or copying it for use other than for official office use will amount to criminal
conspiracy and the management has every right to initiate criminal proceeding against such
employee. Further deleting or altering such data without specific permission from the
management and /or with malicious intent, will be treated sternly as a criminal act.


Personal Mobile phones & Mobile usage
For few employees mobile with postpaid connection will be provided.
Employees are barred from bring in their personal mobile phones to work place. The same if
carried has to be surrendered with the security & can be collected back at end of day.
For such employees who have not been issued official cell phones, emergency/contingency calls
can be placed from office land lines & similar emergency or contingency incoming calls can be
received on office land lines.
Management reserves the right to ask any employee for a detailed explanation or investigate
on the numbers shown in the Itemized billing provided by the service provider. If in the
course of such scrutiny, it is found the employee has misutilized the mobile to make more
than the permissible number of personal calls or is unable to give a satisfactory explanation
on any or all called numbers the management reserves the right to take any suitable action as
deemed fit.
Mobile should be used for official purpose only.
Personal calls and above limit will be paid by the employee.
If any problem with the mobile, please report immediately to Admin.
Employee while leaving the company should handover mobile to Admin in proper working
condition.


Use of internet & systems:

Management will reserve the right to put such systems & processes in place to trace all
sites visited by office staff at any time
Staff members are expressly barred from using the internet & chat lines for personal use or
communication.
Any such misuse against the guidelines will be treated seriously & may result in
termination or severe censure or both.


Use of office land lines:
Employees are barred from using land lines or mobile phones to place personal calls during
office hours or to receive personal calls during office hours, except under contingencies.
Management reserves the right to question any employee at any time during office hours on the
outgoing calls or incoming calls. The management, if not entirely satisfied with the
explanation as & when sought on the nature of the call, reserves the right to take disciplinary
action on the concerned employee as deemed fit by the management.

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Late coming policy
Grace time of 10 minutes is permitted for late coming, this privilege is accorded only for
establish able contingencies. The facility will not be available as an option for employees but will
only be a discretionary privilege.
Every 2 days late coming will be considered as half day loss of pay for the month. The
recommendation for deduction or waiver will come from the immediate manager & will be
implemented in consultation with the head of the Divison.


Contact information
You will keep the company informed of your postal address, telephone number, fax, e-
mail or any other means for communication including changes that may occur during the
period of your appointment.

Salary Details:
The details of your salary are strictly private and confidential and should not be disclosed
to others. For any clarification, please do get in touch with your HR Representative.

Past records
If any declaration given or furnished by you to the company proves to be false or if you are
found to have willfully suppressed any material information in such case, you will be liable
to removal from service without any notice

ID Cards;
Employees are requested mandatorily to wear ID cards in office premises.Loss of card
may be immediately reported to Admin head & employee will be charged fine of Rs100/-
for loss of card.

Dress Code
You are required to be dressed in Business Formals on weekdays(Monday to Friday) and
Business Informal is permitted only on Saturdays.
Gentlemen: To be dressed in full/half sleeved (In-shirt), Full Trousers and Leather Shoes
(Black r Brown)
Ladies: Sarees/Salwar Kameez/Business Suit.

Salary Review
Your salary will be reviewed periodically every financial year as per policy of the
company. Your increments in the grade are discretionary and will be subject to and on the
basis of effective performance and results during the period. Minimum period for new joinees
will not less than 6 months.

Confidentiality
Your salary/benefit related details are confidential and you are advised to avoid
revealing/discussing the same. You are also advised not to indulge in matters pertaining to
the salary of others in the company. During the course of your employment with the company
or at any time thereafter, divulge or disclose to any person whomsoever, make any use
whatsoever for your own purpose or for any other purpose other than that of the company, of
any information or knowledge obtained by you during your employment as to the business or
affairs of the company including development, process reports and reporting system and you

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 will during the course of your employment hereunder also use your Endeavour to prevent any
other person from doing so

Exclusivity
Your position is a whole time employment with the company and you shall devote yourself
exclusively to the business of the company. You will not take up any other work for
remuneration or work on advisory capacity or be interested directly or indirectly in any other
trade or business during the employment with the company without permission in writing
from the management.

VI. Facility using policy

Newspaper
Employees are not permitted to read newspapers in the reception area.
If required, take them to you seat and read only during lunch/tea break.
Please return and keep the newspapers back on the table neatly
Reception
Reception is for visitors only. Do not sit or hold conversation in this area.
Conference Room
For all official meetings, please use the conference room and once the meeting is over
ensure that the lights and A/C are switched off, and the room is locked. Keys to be handed
over to the Admin Assistant.
Dining Area
Keep the area clean and pick up food particles dropped on the table.
Remove plates/glasses before you leave and leave them on the table kept next to the sink and
not inside the sink (remember there are a mixture of both vegetarian and non
vegetarian staff in our company and respect their sentiments).
Do not make calls from the pantry telephone extension.
Switch off fans before you leave the table.
Office Assistants
Office assistants are a common resource. Refrain from approaching them directly for personal use.
Any request to send them out must be made to the Admin/HR Head.


Couriers & Postage
All international outgoing couriers / postage to be approved by the Department Head
along with rates before dispatch.
Forms to be filled by the person sending the courier / post and mailed to the Front Office
Assistant for consolidation.
Courier pick up time is 6 pm from the front Office and ensure it is ready by 5.45 pm.
Postal articles will be franked and sent to the post office at 1315 Hrs every day (Sunday
holiday).

Office Vehicle
All employees will be eligible to use the office vehicle only under authorization by the immediate
manger & on approval by the departmental head. Vehicle will be assigned once such clearance is
available based on availability of vehicle. The HR/Admn manger will assign the vehicle.
Office Vehicle should be used only for :
Client meetings(Only if managers are travelling)
Business meetings (again only if managers are travelling)
Heavy materials should not be transported

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 Use relevant requisition kept in the document rack for various requisitions, fill it in, get it
signed by the department head and give it to the Admin Head for approval.
Depending on availability, the driver will be instructed and the same will be intimated to
the requester.
Please sign in the log book before and after use Do
not contact the driver directly

Travel
All travel forms/ VISA forms must be filled in by the concerned traveler, except for
Chairman, Head of TF & Head of TM
Air travel permitted for 500 KMS and above for senior managers and above.
All travel requests along with complete statement of trip to be signed by the traveler and
signed by the department head before making any bookings. The same to be handed over to the
concerned person 15 days in advance.
The concerned person in charge of booking will then give the rates which in turn will have to
be approved by the Departmental heads and returned to the concerned person for booking the
tickets.
Booking details (tickets) will be given to the applicants by the concerned person in travel
department on the day of booking of the tickets.
Travel advance must be claimed once the booking is confirmed with due approval from the
departmental heads.
Daily expenditure while traveling is to be restricted below Rs.20,000/-
All travel settlements to be made within 7 working days of returning to the headquarters,
failing which, amounts will be debited to salary account.

General

Any malicious, derogatory or unnecessary gossiping is against the policy of the company. If
the management becomes privy to any such activity, suspected employee /s will be terminated
with or without notice.
All employees are to naturally consider themselves loyal & hardworking in their
respective divisons. Additionally employees are expected to understand that they are not
working for a divison of the organization, but for PDAPL as a whole.
Keep your work stations clean
Use electricity/water scrupulously, by turning off the switch/tap if found being wasted.
All information and data bank are the exclusive property of the management. Tampering with
the same or copying it for use other than for official office use will amount to criminal
conspiracy and the management has every right to initiate criminal proceeding against such
employee. Further deleting or altering such data without specific permission from the
management and /or with malicious intent, will be treated sternly
Do not waste paper and other stationery items.
Keep the wash room clean
Any suggestions for betterment of the office is always welcome and can be made to the
Admin Head.
Management will put in place such systems that enable receipt of regular reporting on all
websites that staff visit during work hours.
Any malicious, derogatory or unnecessary gossiping is against the policy of the company.
At the discretion of management, any such incidents could result in instant dismissal.

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 All employees are to naturally consider themselves loyal and hardworking in their
respective divisions. Additionally, employees are also to not forget that they are not only
working for one division of PDAPL but to always consider the group as a whole.

Travel allowances
Conveyance
Office Assistants/drivers/admin assistants & Maids are entitled for Rs.3/- per km
and Rs.7/- per km for 4 Wheeler (24 hours) if they have to travel out on official
work & use their own vehicles. In cases where Auto’s have to be used the same
will be authorized by HR/Admin manager & will be paid at accordingly.
Food allowance
Breakfast - Rs.50/- (for all) - If report at office/venue not later than 8 am
Lunch - Rs.50/ for drivers/office assistants- Rs.75/- for staff and above
Drivers - eligible to claim between 12.30 and 2.30 pm (when out of office on duty) &
Holidays & Sundays
Staff - eligible to claim on Holidays & Sundays
Dinner - Same rate as lunch from 9 pm onwards
Night Allowance
9.30 pm onwards till 8 am next day - (On official duty/exhibitions/bulk
posting/courier)- Rs100/head/per.

ESI / PF Policy
All regular employees are entitled for provident fund, and they will be given
relevant forms by the accounts department, to be filled in at the time of joining.
12% of the basic salary being deducted as an employee contribution and another
12% will be contributed by the employer and paid to the respective PF account of
the employee.
Employees leaving the job can apply for withdrawal/transfer after 60 days from the
date of leaving the job, with the Accounts Department, duly obtaining
necessary forms, which will be submitted to the PF Department and employees will
get either refund/transfer after 30 days of submission.
ESI is applicable as per the Karnataka government norms.