ATTENDANCE

Office Timings
The Firm encourages a Six-day work week for its professional employers with week-
ends off. However, the office is open on Sundays and you may attend work if you
feel the need to and when required to by your Human Resource Manager/Reporting
Manager.

Working hours
The normal working hours from Monday to Saturday are 10:00 a.m. to 06:00 p.m.
with half hour lunch break.

Lunch Break
The official Lunch Break is between 1:00 p.m. to 1:30 p.m. Lunch break is taken
during the specified time. In are circumstances when you need to break for lunch at
a different time, you may do so in a considerate manner such that visitors to the
office and/or your colleagues are not inconvenienced in any way.

Professional staff working at client locations will need to observe the clients working
hours and lunch break.

All employees working outside the firm’s offices must inform their Reporting Manager
of their work location(s) and contact telephone numbers in advance. Any change in
work location and/or contact numbers, must also be communicated in advance by
you to your Reporting Manager and to the Receptionist of your reporting office.
Reporting Managers will provide contact details (in writing) of their team members,
on a weekly basis, to the Receptionist of the reporting office.

Time Off
Occasionally you may require to take some time off during the course of the working
day or you may wish to leave a little early. Whenever you feel the need to do so,
please obtain prior permission of your Partner/Reporting Manager.

PUNCTUALITY

Your integrity in being punctual is a quality that is highly valued by the Firm. If you
expect to be late in arriving at work in the morning or in returning to work after lunch,
you are required to inform the HR Manager or your reporting manager at your place
of work.
If you expect to report late for work in the morning, for more than two days in a row
then please ensure that you get prior approval from your HR Manager

Unauthorized delay; Professional staff have no grace period whatsoever, in the

reporting time. However, owing to the pressures of travel or other circumstances, it is
possible that you may occasionally be delayed I arriving at work. The firm believes
that its people take punctuality as a personal responsibility and is therefore willing to
make occasional allowances for late arrival. However, a serious view will be taken of
those employees who are habitual late comers and leave or salary may be deducted
for habitual late arrival.

TIME DOCUMENTATION

In professional services firms such as ours, fees earned are largely based on the
actual number of hours worked to serve clients. Accurate recording of time spent is
thereof the most important feature of our costing system. The medium for recording
time is the Time Sheets which are to be filled on a monthly basis.

All professional staff in business groups, at levels of Articled trainees and above, are
required to complete the Time Sheets. Support Staff, Accounts and Administration
Staff are not required to till time sheets. These staff however will be required to sign
on the attendance register on a dairy basis, on arrival at office each morning.

All professional staff salaries will be given only when time sheets are submitted to
the human resource department on time. Though time sheets are given on a monthly
basis, it is always advisable that these are filled up on daily basis or at least once in
two days. This will help in filling up the time sheets diligently and diligence will
ensure accuracy.

Monthly time sheets must be completed and submitted to the Human Resource
department by the 5th of the following month. This date will apply even when you are
touring if you are on an outstation assignment or away from the office, please fax
your time statements to the Human Resource Department. Salary for the month and
reimbursements may be delayed if Time sheets of the previous month are not
received by The Human Resource department.

For time statements that are faxed, kindly use black ink to fill the form. Also retain
your fax acknowledgement and follow up the transmission with a telephone to
confirm receipt. Finally, make sure that a copy of the statement is mailed to
Accounts.

Use of photocopies of Time sheet forms is discouraged. Please ensure that you are
adequately stocked with forms. In the event that you need to use a photocopy,
please ensure that it is legible.

Statements filled in pencil (Lead) will not be valid.

ATTENDANCE DOCUMENTATION

An attendance register is available at the reception.

Each day as you arrived at work, please ensure that you sign against your name in
the register.The entries should be made in a daily basis and not in one sitting for
several days.

A serious view will be taken if the entry is defaced or incorrect data is recorded in it.

The Internal Human Resource (IHR) department is responsible for the maintenance
of the entry and is the only authorized body to add/delete names and/or title its
columns Non-IHR personnel are not authorized to edit the entry.

For support staff only: Personnel arriving more than 10 minutes beyond the start time
(normal or alternate days as the case may be)may be marked late. The first three
late marks in a given calendar month may result in a deduction of half a day from the
employees leave balance. Subsequently, for every two late marks half a day may be
deducted.

LEAVE

Official Holidays: The firm observes 13 “public holidays” each year. The list of these
official holidays is announced in the last week of December for the following year.
This list is available at office reception. However, different locations may have
different lists of public holidays.

Paid Leave: The firm considers it important that you take annual leave to rest, relax,
unwind etc. and come back to work rejuvenated. Therefore, all employees are
entitled to 12 days paid-leave on an annual basis. Paid-leave is leave that is earned
by you. When you avail earned leave you are deemed to be at work and therefore,
you continue to accrue leave. However, if you avail more leave than is accrued to
you, then you will be deemed to be on leave-without-pay, and you will not earn any
leave during this period.

Every year, on 1st January, the leave earned by you over the previous year will be
credited to your leave record after making adjustments for leave availed.

Employees may utilize leave on an advance basis subject to a written approval by

the head of department.
It is the firm’s policy is that not more than 20 days leave will be carried forward from
year to year. This means that on January 1, of a year the maximum leave you can
have to your credit is: 12 days carried forward leave and the current year’s
entitlement of 7 days, making it a total 20 days. Any excess leave to your credit will
lapse and be stricken off the leave accumulated by you is not in excess of 20 days.

To avail of leave, you must collect your leave application from HR, till in your request
and obtain approval from your Reporting Manager.

The annual leave entitlement could be different for each location.

Any leave for more than a week will be considered as long leave and has to be
planned at least a month before. Leave for more than a week has to be planned two
months in advance, with your Reporting Manager, this will help prevent disruption in
work in your absence.
Failure to attend work for any reason(s), including those beyond the control of the
employee will be considered as Leave.

Unpaid Leave

If you take unpaid leave and the time you are away does not exceed four weeks, it
will not effect continuous service for contractual purposes. A longer period of unpaid
leave will however, break your continuity of service, unless you have agreement to
the contrary with your reporting manager or you have a specific reason to go for
unpaid leave which has been discussed and decided mutually between you and your
reporting manager.

Unauthorized absence
Unauthorized leave could lead to deduction of salary and /or deduction of
accumulated leave from the concerned employee. This will also be reflected on the
employee’s record during appraisals.

Sick leave
The firm’s policy is to treat employees who are absent through illness in a fair and
reasonable manner and, provided that certain conditions are met, to reduce concern
regarding his/her continued employment and salary. In return we expect individuals
to act responsibly regarding absences and to follow the procedures mentioned
below.
Notification procedure:

Failure to notify the firm properly of your reasons for absence may result in loss of
benefit and could lead to disciplinary proceedings.

First day of absence

As early as possible on your first day of absence, contact the appropriate person in
your office advising him/her of the reason for your absence and when you expect to
return to work.

Please remember that the firm may become concerned for your safely and welfare if
we do not know the reason for your absence. It may also be necessary to reschedule
your work or provide cover for your position. If you are unable to contact office
yourself, kindly arrange someone to do so on your behalf.

Absence exceeding three days

On your fourth day of absence, inform your department of your progress and
expected return date, and provide regular updates as necessary thereafter.

Certification Producer:

Your compliance with these procedures is essential since it will effect your eligibility
to discretionary sickness payments.

You must provide the doctor’s certificate for any period of absence exceeding three
days consecutively. You should forward this to IHR Department. You must then
continue to provide doctor’s certificates to cover your absence until you return to
work.

On your return to work you must complete the Sick leave application form for the
entire period of your leave.

Additional Medical Evidence: in case of persistent or prolonged absence where an

injury or illness may affect your ability to continue working, the firm may require
further medical evidence. You may, therefore, be required to give your approval to
allow the firm to contact your doctor for a medical report. Alternatively you may be
required to give your consent to undergo an examination with a medical adviser of
the firm’s choice.

LEAVE ENCASHMENT
Earned Leave may not be encashed except at the time of fuli-and final settlement i.e.
at the time of termination of service. We permit employee to encash leave up to 60
days plus the balance of leave they have of the current year’s entitlement.

Leave encashment, is based on cost to firm.

For encashment of leave it is very necessary that you systematically fill up the leave
application forms and send it to HR after getting them approved and sanctioned by
your reporting manager. If at the time of termination any discrepancy is found in the
leave records due to the non-submission of leave application then encashment may
not be allowed. You may refer to the annexure for a copy of the Leave Application
Form.

DISCIPLINE

Dress
As an employee, you must dress in a manner suited to the firm. The dress code at
office and client locations is formal for men and women,. E&Y men are required to
sport ties but suits are not required. On weekends office wear is informal.
Whether you work as an employee, article or trainee, you are expected to deport
yourself in a manner that will uphold the dignty of the firm, whether at client locations
or in our own offices or at social functions with clients.

Use of Offensive / Addictive Substances

You must not smoke in the firm’s or client’s offices, except in designated smoking
rooms / areas, (if any). Chewing pan / tabacco during office hours and / or when
meeting clients is also not permitted. Drug abuse is an offense under the Indian
Penal Code.

Language
Indian being a country of diverse languages and cultures, conversing the vernacular
could result in exclusion of others. It is with a view to promote inclusion and
sensitivity, that English has been made the standard of communication in E&Y India.
You may, therefore please communicate in English, except on personal calls or
when talking in homogeneous groups that speak a particular vernacular tongue or
when conversing with peons.

Non-official Use of the Firm’s Resources

We discourage the practice of using the Firm’s resources (office automation, phones,
courier, stationery etc.) for any personal purpose. If in the rare circumstance, you
need to use these resources then please obtain prior approval from your Partner /
Reporting Manager. Such use muse be duly recorded and paid for. It is your
responsibility to ensure that the Accounts department is informed about the
necessary salary deductions. Personal phone calls/faxes to local numbers need not
be paid for but should be kept to minimum.

Custody of the Firm’s Assets

As an E&Y employee, you are responsible for the care of the Firm’s assets.
Moreover, some employees are given custody of assets such as lap-top computers,
cars etc.; these are to be returned your Partner / Reporting Manager before
proceeding on leave. You will be liable to compensate at replacement value, for
damage / loss / theft of any items under your custody.

TRAVEL REGULATIONS

Local Conveyance
This section refers to travel within the city and extended suburbs of one’s reporting
location for official purposes.

Conveyance to / from office to residence for employees (including Articles) at all

leaves will not be at the expense of the Firm. Those who attend office on Saturdays
will also be not paid conveyance to / from office to residence.

For all other client related travel within the city which is at the expense of the firm,
you may choose your own mode of local conveyance based on the principles of
economy, comfort and distance / time as per guidelines given below:

• When more than one person are travelling together to the same destination or to
destinations in close proximity to each other, and if the cost of traveling (together) in
one taxi is lower that the cumulative cost of auto rickshaw then taxi may be chosen
as the means of travel.

• When more than one person travels to the same destination then they must plan
their travel schedules so as to make the journey together and can go in one taxi.

• However the above notwithstanding, whenever a client offers to arrange for the
transport, it should be used.

• When public means of conveyance are cumbersome on account of luggage (such

as heavy or large files etc.) then taxis may be used.

In case where the local travel is not on account of a client but otherwise is for official
purpose, then in that case the employees using their own conveyance and those
using public conveyance will follow the following guidelines:

• Those using their two wheeler may claim auto fare to and from, at the rate specified
from time to time.
• Those employees using their four wheelers may claim the fuel expenses @
specified fy the partners (Currently the rate is Rs. 3.50 per kilometer).

• Employees leaving office (or place of work) after 08:30 p.m. may use a taxi to their
residence with prior approval of their Partner / Reporting Manager.

• Prior written approval of the Reporting Partner is required for travel by private taxis
(rented car) for employees at all levels.

The above are not entitlements but privileges that are offered with the comfort of
employees in mind. Any person who travels by relatively cheaper means of transport
(say auto-rickshaw) and claims reimbursement for a more expensive means (say
taxi), will be considered to have abused the privilege. If these privileges are abused
then they will be withdrawn and action will be taken against those errant.

Outstation Travel
The firm permits all employees at levels of Manager and above to travel by air A(Y
class only) and stay in single rooms at three star hotels.

If you are at a level of Assistant Manager or below, wherever journey by train

normally requires six hours or more, you may travel by air (Y class). In other
situations, you are entitled to II AC Train travel. Stay will be at three star or
equivalent hotels.

Reservations of all tickets and hotel rooms should be done through the “Travel Desk”
at the Administration department. Only those requests on a duly approved Travel
Requisition Authorization (TRA) will be complied with The TRA can be found in the
annexure.

Any advances take by you on account of travel should be settled upon return to the
reporting location within 10 days, otherwise they will be deducted from the salary of
that month. It is mandatory to submit the Time & Expense Statement for this
purpose. You fill find a copy of the Time & Expense Statement in the annexure.

Any deviation(s) from above regulations will require the approval of the Reporting
Partner or head of department, as the case may be,

Whenever the client offers to provide accommodation, you must accept and avail of
the same.

During non-client related, outstation travel, if you prefer to make your own
accommodation arrangements, then the firm will allow you Rs. 500 day to meet the
out of pocket expenses.
PAYMENTS

Salaries
Salaries are paid via cheques on the last day of the month or on the first day of the
following month.

Reimbursements
You may claim reimbursements related to Medical, LTA, Conveyance or any other
kind of official expenses by submitting them between the 1st to 10th of every month.
However, these reimbursements must have been approved by your respective
Partner / Reporting Managers. The payments will be made, provided the Time
Sheets have been duly submitted, during the 15th to 25th of the month.

Medical Bills
You may claim your medical expenses as per limits by providing the original bills.
Any balance amount which has not been claimed by you till March 31st of the year
will be carried forward to next year.

House Rent Allowance

House Rent is allowed upto 50 % of the Basic salary. You must present your house
rent receipts to the IHR by February 15 of each year.

Tax Benefits
For savings, investments etc. all staff must record details of such intent in the IT
Declaration Form which will be provided to you by IHR. To avail of this benefit, you
must provide evidence of investments, loans etc. by February 15 of each year, failing
which full tax deduction shall be made as applicable.

Attachments
You must attach original bills and other evidence with any request for expense
reimbursement.

Payment Timings will be as announced by the Accounts dept. from time to time.

Loans
Requests for loans requires to meet any emergencies may be granted on a case-to-
case basis. These will not exceed three months net salary or Rs. 50,000 whichever
is less and will have to be repaid over the subsequent twelve month period. Loan
requests will not be granted if previous loans (if any) have not been fully repaid.