Employee Handbook

for India
 Purpose

This handbook is intended to provide general information about the key policies and procedures
governing employees and trainees (employees on probation) of Calfus Technologies India Private Ltd
(referred as “Calfus” thereafter).

Employee should read the contents of Handbook to understand the policies that govern terms of
employment with Calfus.

This handbook is not an employment contract and is not all inclusive for anticipating every situation or
answering every question.

Calfus reserves the right to change or revise this handbook, as necessary. Changes will be made from
time to time based on employee input and the needs of the business.
 Document Control

Version Created by Approved By Key Changes

1.0 HR Team Amit Bansal Initial Version
 Table of Contents
1 Code of Conduct ........................................................................................................................... 5
1.1 Moral Code of Conduct ......................................................................................................... 5
1.2 Equal Employment and Prevention of Discrimination .......................................................... 5
1.3 Prevention of Sexual Harassment .......................................................................................... 6
1.4 Reporting Discrimination or Harassment .............................................................................. 7
1.5 Gifts Policy ........................................................................................................................... 7
1.6 Drug Free Workplace ............................................................................................................ 7
2 Information Technology Policy .................................................................................................... 9
2.1 IT Asset Policy ...................................................................................................................... 9
2.2 Commercial Software Protection Policy ............................................................................... 9
3 Confidentiality of Information .................................................................................................... 10
4 Non-Compete Agreement ........................................................................................................... 11
5 Time and Attendance Policy ....................................................................................................... 12
5.1 Attendance Policy ............................................................................................................... 12
5.2 Holidays .............................................................................................................................. 12
5.3 Leave Policy ....................................................................................................................... 13
6 Separation Policy ........................................................................................................................ 14
1 Code of Conduct

The objective of this set of policies is to provide procedural guidelines to all the employees of Calfus
about expectations to achieve and maintain a high standard of ethics, professional conduct,
performance, and work environment.

1.1 Moral Code of Conduct

Our Code of Conduct is way of daily life and a means by which we put our values into practice while
performing various actions in our day-to-day work life. One of our Company’s major assets is our
reputation for acting in honor and equality. Our employees are our brand ambassadors and are
expected to conduct business with honesty and integrity, in a manner that upholds the values of our
organization.
We have zero tolerance policy for, including but not limited to following:
• Accepting or giving bribes
• Involving with any anti-social activities
• Promoting banned institutions or organizations
• Acts of subversion against state or supporting them
• Funding illegal, banned or organizations promoting terrorism
• Falsification of documents or willful concealment of information related to one’s employment
• Inappropriate trading practices
• Seeking or accepting undue favors from partners, suppliers or business associates
• hiring decision regarding closely related persons

1.2 Equal Employment and Prevention of Discrimination

We are an equal opportunity employer striving to provide work environment free of harassment,
discrimination, and inequality. Our policies are based on:
• Article 16, 17 of the constitution of India.
• Protection of civil rights Act, 1955.
• Sexual Harassment of Women at the Workplace Act, 2013.
• Persons with Disabilities Act, 1995.

Objective of this policy is to ensure equal opportunities to all employees purely based on their relevant
abilities and merit and prevent any unfair or discriminatory treatment at the workplace. Calfus expects
that all relationships among people in the workplace (including non-employees with whom we have
business relationships) will be business-like and free of bias, prejudice and harassment.

Policy:
• All Calfus employees have equal opportunity relating to compensation, benefits, promotions,
transfers, leaves, training, assistance etc.
 • Calfus strictly prohibits discrimination at the workplace, because of religion, race, ethnicity,
caste, sex, place of birth, descent, sexual orientation, gender identity, marital status, pregnancy,
disability, age or any other characteristics.
• Conduct that can be considered harassing, coercive or disruptive, including sexual harassment is
strictly prohibited (examples include but not limited to):
o Making offensive ‘jokes’ about another worker’s clan, ethnic background, colour, sex or
disability
o Expressing negative stereotypes about particular groups e.g. “married women shouldn’t
be working.”
o Judging someone on their political or religious beliefs rather than their work
performance.
o Using selection processes based on irrelevant attributes such as ethnic or clan group,
age, sex or disability rather than on knowledge, skills and merit.
• Anyone proved to have engaged in any type of discrimination will be subject to disciplinary
action, up to and including termination of employment.

1.3 Prevention of Sexual Harassment

Calfus is committed to providing a workplace free of sexual harassment. Sexual harassment
constitutes discrimination and is illegal under Sexual Harassment of Women at the Workplace Act,
2013.
Sexual harassment may take different forms, but it is based on unwelcome conduct of a sexual
nature, either verbal or physical. Silence or even participation by an employee may not mean that
the conduct is welcome but may only reflect an employee’s deferring to supervisory authority.
Sexual harassment may include a range of subtle and not so subtle behaviors and may involve
individuals of the same or different gender. For the purposes of this policy, sexual harassment may
involve, but is not limited:
• unwanted sexual advances or requests for sexual favors
• request for sexual favors in return for employment, promotion, raise or leniency with terms of
employment
• unreasonably interfering with an individual’s work performance or creating an intimidating,
hostile or offensive working environment for rejecting sexual advances
• sexual jokes and innuendo
• verbal abuse of a sexual nature
• commentary about an individual’s body
• sexual prowess or deficiencies
• leering, catcalls or touching
• insulting or obscene comments or gestures
• display or circulation in the workplace of sexually suggestive objects or pictures (including
through e-mail)
• other physical, verbal or visual conduct of a sexual nature.
• Sex-based harassment that is, harassment not involving sexual activity or language (e.g., male
manager yells only at female employees and not males) may also constitute discrimination if it is
severe or pervasive and directed at employees because of their sex or rejection of any sexual
advances.
1.4 Reporting Discrimination or Harassment
This procedure is for reporting any discrimination as covered under equal opportunity, prevention or
discrimination and sexual harassment. Employees must report the incident within 90 days of
occurrence in writing, duly signed and dated:
• Employee can report any incidents where they felt harassed, discriminated against or retaliated
against, or observe such conduct towards others, to their supervisor or to the Human Resources
Department.
• If the complaint involves the immediate supervisor, or reporting to them is, for any reason,
considered inappropriate or unacceptable, employee should contact the Human Resources
Department. Under no circumstances need an employee report harassment to an individual
whom he/she has accused of harassment.
• Managers or supervisors who receive complaints are required to inform the Human Resources
Department immediately upon receipt of the complaint.
• The Company will investigate such complaints. At the conclusion of an investigation, appropriate
remedial and/or disciplinary action will be taken.
All complaints brought to the Company’s attention will remain confidential, to the best of the
Company’s ability except as necessary to investigate and resolve the complaint.
The Company prohibits retaliation or other penalty or adverse action against any individual who
reports discrimination or harassment or participates in an investigation of such reports. To the
contrary, the purpose of this policy is to encourage complaints, in order to, assist the company in
maintaining a workplace free of harassment. Retaliation against an individual for reporting
harassment or discrimination or for participating in an investigation of a claim of harassment or
discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be
subject to disciplinary action.

1.5 Gifts Policy

Calfus expects professional integrity in conducting all business relationships with partners, suppliers
and clients. Employees must never accept or provide gifts or other items of value that might
compromise their ability to make objective and fair business decisions or might influence business
relationships.
Associates must not directly or indirectly solicit or receive a fee, commission, service, or other favor
from any actual or potential business partner or competitor.
• Receiving gratuity/gift is permitted if it is a token of appreciation/ or to thank an associate for
good work done by them and is not of ‘exorbitant’ value or in cash. Employees are expected to
exercise their judgement regarding the value of such gifts and are expected to notify their
manager for any such events.
• No employee may give a gift to a client without prior approval from management, such
gratuities/gifts must always be part of an approved program of customer relationship
management and specific gifts will be purchased centrally in appropriate quantities with
management approval.

1.6 Drug Free Workplace

Calfus is committed to protecting the safety, health and well-being of all employees and other
individuals in our workplace. In line with the Company’s visions and values, it is our intent to maintain
a workplace that is free of drugs and alcohol and to discourage drug and alcohol abuse by our
employees. The Company has a vital interest in maintaining safe and efficient working conditions for
its employees.
Our drug-free workplace policy is intended to apply whenever anyone is representing or conducting
business for the organization. Therefore, this policy applies during all working hours and whenever
conducting business or representing the organization.
Policy:
• Employees are required to report to work free from the influence of any drug or alcohol. In
addition, the manufacture, distribution, dispensation, possession, sale, or use of any illegal drug
or alcohol, or the misuse of any legal drug in the workplace, in the Company’s vehicles, or while
engaged in Company business off our premises is strictly prohibited. Any employee violating this
policy is subject to appropriate disciplinary action, up to and including termination of
employment.
• In addition, and depending on the circumstances, other action, including notification to
appropriate law enforcement agencies, may be taken with respect to any employee violating this
policy.
• Applicants for employment may be required, as a condition of an offer of employment, to submit
to drug and/or alcohol testing. As a condition of continued employment employees may be a
required to submit to a drug and/or alcohol test at any time as may be required by a client,
customer or pursuant to any contractual obligation of Calfus and as may be required by any
revision of this policy or policy adopted by Calfus
• The Company reserves the right to require employees to undergo appropriate medical tests
designed to detect the use of drugs or alcohol where, in the Company’s view, it has reason to
believe that an employee may be under the influence of a drug or alcohol; in post-accident
situations; or otherwise in violation of this policy.
• Any employee, who fails to cooperate fully with any investigation relating to this policy, including
any refusal to submit to drug or alcohol testing as required, is subject to appropriate disciplinary
action, up to and including dismissal. Applicants who fail to cooperate fully with any investigation
relating to this policy, including any refusal to submit to drug or alcohol testing as required, will
not be eligible for employment.
• Notification of Convictions: Any employee who is convicted of a criminal drug violation in the
workplace must notify the organization in writing within five calendar days of the conviction. The
organization will take appropriate action within 30 days of notification, to the extent permitted
by and in accordance with federal and state law.
• Confidentiality: All information received by the organization through the drug-free workplace
program is confidential communication. Access to this information is limited to those who have
a legitimate need to know in compliance with relevant laws and management policies.
2 Information Technology Policy

2.1 IT Asset Policy

You may be issued a company laptop or desktop computer. This computer is the property of Calfus
and all use may be monitored by IT at any time. We strongly recommend that you do NOT use this
computer for personal use, as personal use may be incriminating. All company computers must be
protected with a password, and when you are not using the computer, it must be snapped shut. Care
should be taken to avoid dust collecting on the computer/parts, liquid spills, or any physical damage
and hardware failures.
Here are some friendly reminders for acceptable and unacceptable use on company computers:

Acceptable use:
• Any work-related activity
• Any personal career growth activity
• Moderate use of personal email
• Respecting copyright laws
• Information gathering and communication
Non-acceptable use:
• Illegal sites or activity
• Any sites that would cause you to blush if someone discovered you were using
• Spying, hacking, or malicious digital behavior
Any violation of policy will be subject to disciplinary action, up to and including termination of
employment.

2.2 Commercial Software Protection Policy

Calfus licenses the use of its commercial software from a variety of outside companies. Calfus does
not own this software or its related documentation and unless authorized by the software developer,
does not have the right to reproduce it.
Regarding use on local area networks or on Calfus machines, Calfus employees and consultants shall
use the software only in accordance with the license agreement. Information on the license
agreement for each piece of software can be obtained from Calfus Manager of Information Systems
Division.
Calfus employees and consultants learning of any misuse of software or related documentation within
the company shall notify their supervisor or the Manager of the Information Systems Division.
Calfus employees and consultants who make, acquire, or knowingly use unauthorized copies of
computer software will be subject to discipline up to and including termination of employment, in the
Employer’s sole discretion.
According to the Copyright Law, illegal reproduction of software can result in civil damages and
criminal penalties, including fines and imprisonment.
Calfus does not offer protection to any employee from prosecution by the owner, developer, maker,
or distributor of the original commercial software.
3 Confidentiality of Information
Calfus requires that employees maintain the confidentiality of all sensitive information concerning
Calfus and its parent company, other employees, current or past clients and prospects.

Such sensitive data should be considered private, and there will be a zero-tolerance policy for
breaching or sharing it with unauthorized personnel. It is our objective to be on the right side of the
law and ahead of any requirements to protect client, employee, and company data.

Any violator of our company privacy policy will be subject to disciplinary action up to and including
termination of employment.

Examples of sensitive information include, but is not limited to:

• Financial information or business plans

• Intellectual property, patents, trade secrets
• Customer, client or prospect list
• Company/client passwords, usernames, or access credentials outside of the organization or
to unauthorized personnel
• All PII (personally identifiable information) related to Calfus or client/prospect
• Any client or prospects information/data not available in public domain

If employee is ever unsure whether they can share information with another person, they should
consult their supervisor or manager.

Employees are required to sign an agreement to protect all such confidential Information, which
applies during the employment and one year (1 year) post the employment relationship ends
4 Non-Compete Agreement
Calfus expects employees to always promote the best interests of the company. For this reason, Calfus
requires employees to avoid situations or relationships involving actual or potential competition or
conflict of interest. This includes any situation or relationship that may impair an employee's ability
to exercise good judgment on behalf of the Company or may impair or disrupt the Company's business
operations or relationships.

Calfus requires that employee shall not take advantage of information available to employee to
compete against Calfus at any time during and post employee’s association with Calfus.

The Company reserves the right to determine whether any situation or relationship creates an actual
or potential conflict of interest and to take any appropriate corrective action. This includes any
situation or relationship that may impair an employee's ability to exercise good judgment on behalf
of the Company or may impair or disrupt the Company's business operations or relationships.
Examples of competing with Calfus include, but are not limited to:

• Solicit, divert, take away or attempt to solicit, divert, or take away business through product,
program or services that substitutes or competes with those provided by Calfus.

• Solicit or induce, or attempt to solicit or induce, any employee of Calfus with whom
Employee worked to leave the employ of Calfus or to work for any competitor of Calfus.

Calfus reserves the right to determine whether any situation or relationship creates an actual or
potential conflict of interest and to take any appropriate corrective action.
5 Time and Attendance Policy
5.1 Attendance Policy

Normal working hours are from 9:00 AM or 6:30 PM, 2:30 PM – 12:00 AM (inclusive of 30 minutes
meal break) from Monday to Friday. Calfus offers ‘flexible working’ wherein, employees are given
the flexibility to report to work between the timings specified.

• ``Work timings may vary according to the project/client requirements and should be
mutually agreed with your manager.

• All employees are expected to report/start their work on time as per their scheduled work
timing.

• All employees must put in a minimum of 9:00 hrs. of work each day.

• Employees must report their time log on HR Portal.

• Employees are encouraged to plan and inform about their absence in advance through leave
applications on the HR portal.

• An unplanned absence (without information or prior permission or sanction) could lead to

slippage of project deadlines. Such absence should be avoided completely.

• An employee, who is unable to report for work due to an emergency should inform their
Immediate supervisor as soon as possible about the period along with the reasons for the
absence.

• Work from home is applicable to all employees except where the nature of
engagement/project mandates the associates to work from office environment only

• Employees serving their notice should regularize their time log till the last day.

5.2 Holidays

A holiday calendar will be published every year with dates for national holidays and festivals. There
will be 12 paid holidays every year.

All employees will be entitled to ten mandatory and two restricted holidays (RH) per calendar year.
RH is accrued in the beginning of the calendar year. List of available RH options will be published in
the holiday calendar. Any unutilized RH will lapse and shall not be eligible for be carry forward or
encashment.
5.3 Leave Policy

All full-time, permanent employees are entitled to 21 leaves every calendar year to balance their
personal needs with the business needs of the company. Calendar year means 12 months from 1st
January to 31st December of every year. For employments starting mid of year, the leave entitlement
will be on pro-rata basis.

The table below provides different types of leave entitlement:

Type of Leave Entitlement Encash? Carry forward?

Earned Leave 21 days Max 10 Max 30 unutilized leaves
Casual Leave 12 days × ×
Marriage Leave 2 days × ×
Bereavement Leave 2 days × ×
Paternity Leave 10 days × ×
Maternity Leave as per Act × ×

• These leaves are over and above 12 holidays granted to every employee during the calendar
year.
• In addition to the above, compensatory leaves in lieu of extra work over weekends or on
holidays can be granted upon approval from supervisor. Extra working should be reported
within a week and any compensatory leaves granted due to that need to be availed within 30
days of extra working.
• Any EL balance remaining beyond carry forward and encashment limits will lapse at end of
calendar year, 31st December.
• EL encashment would be done on basic salary.
• EL adjustment against notice period is not allowed.
• In case employee doesn’t have any leave to their balance and the situation warrants
them to take the leave, the leave will be granted as loss of pay or leave without pay
(LWP).
6 Separation Policy
Separation of employee from the services of a Company can occur in any of the following ways
• Voluntary Resignation
• Termination
o On account of non – performance
o On disciplinary grounds
o On account of unauthorized absenteeism (absconding)
• Retirement

Voluntary Resignation:

• Notice period for all confirmed employees is 90 calendar days irrespective of the employee
position or department.
• Any employee desiring to leave the services of the company, must notify immediate supervisor
via email about the intention to leave the services along with reasons. The date of resignation
shall be used for the purpose of calculating notice period.
• The supervisor will provide his acceptance or non-acceptance based on discussions with the
employee along with HR.
• Employees are expected to serve full 90-day notice to facilitate a smooth transition of their work
and duties while leaving the organization.
• If an employee wants to leave organization earlier, there is possibility of buying out notice period,
subject to acceptance by supervisor.
• Employees will receive full monthly pay for the work done by them during the notice period. salary
cycle will be same during notice period. For receiving variable pay, employee should be on
company payroll on the last day of applicable VPI payout period (31st March or 30th October)
• During notice period, employees can’t use their leave balance. All absence during this period will
extend the notice period with equal no of days. All such leaves should be approved by employee’s
supervisor.
• It will be the responsibility of the separating employee to get the ‘NO DUES’ clearance done 2 days
prior to their last working day and submit it to HR facilitator who will thereafter process his full
and final settlement.
• HR will complete the full & final settlement within 30 days from the last working day, provided
the ‘No Dues’ certificate of the employee is cleared by the last date.
• Once F&F computation is agreed upon by the employee concerned, the settlement dues will be
credited to their bank account. In a case of recovery, the relieving letter shall be issued only on
receipt of payment from the concerned employee.

Termination

• This is form of separation done on the grounds of non-performance/ misbehavior/ breach of

conduct/ fraudulent activity etc.
• No ‘notice period’ or ‘notice period pay’ shall be applicable wherever an employee is terminated
on the grounds of any act of indiscipline, violation of code of ethics & conduct, gaining
 employment on the basis of falsified documents, forgery, theft, unauthorized absenteeism from
work or any such act or activity, which can be reasonably attributable as against the interest of
the organization, its employees, customers, vendors or stakeholders.
• If an employee is unable to perform as desired or is not able to prove his/her ability on the job,
‘Performance Improvement Plan’ will be initiated by their supervisor. In the event where an
employee’s performance not showing any improvement in one quarter of the initiation of PIP,
company will terminate the employment with immediate effect.
• An employee can be terminated for breach of conduct (employee found disclosing / misusing any
company information /trade secrets etc) by giving adequate reasons.
• Engaging in fraudulent activities/ misbehavior or discrimination with colleagues/ supervisors etc
would also termination of employee from services
• Specific cases may also be referred to the disciplinary committee for a due process of enquiry,
wherein the employee may be asked to appear for an enquiry to provide an opportunity for being
heard in line with the laws of natural justice. All such termination will be communicated by the
disciplinary authority.
• Termination on account of unauthorized absence or repeated absence will be governed by the
service rules and code of conduct - Continuous unauthorized absence, will call for counselling and
warning letters, no signs of improvement would lead to termination.

Retirement

• An employee shall superannuate on attaining the age of 60 years ( as per company discretion).
The date of superannuation shall be calculated basis the birth certificate/ SSCE certificate
submitted by the employee while joining. HR will inform the reporting manager and the business
head whenever an employee is reaching superannuation, at least 3 months in advance.

General Guidelines

• Forwarding address and final pay: Departing employees will be asked to confirm their forwarding
address/ email/ phone or mobile number. Any communication after leaving the company will be
done on this address.
• Data Handover: The departing employee is required to submit official documents, training
materials, manuals and/or documents supplied by the client, project related documents to the
project manager or the respective supervisor.
• Asset Handover: The departing employee is required to surrender all hardware and software
assets. This includes laptops, associated accessories, data cards, mobile devices, SIM, software
licenses etc, as applicable.
• Submission of security belongings: The departing employee must submit the employee ID and
access card to HR team on the last day in the company and must be done at the end of the day.
• No Solicitation: The employee during and after leaving the company, shall not solicit any employee
of the company for himself/and or on behalf of any other business enterprise, nor shall induce
 any employee associated with the company to join other organization, on contractual or full time
or any other relationship with the other company.
• Non-disclosure of confidential Information: The employee must abide by the non-disclosure
clause which prohibits the employee from sharing any company or client related confidential
Information to the outside world. Breach to this may lead to legal action.