GREENZONE GRANITO PVT. LTD.

&
GREENRAY GRANITO PVT. LTD.

HUMAN RESOURCES POLICY MANUAL

 FOREWORD

Dear Colleagues:

We are pleased to present to you the HR Policy Manual related to the staff detailing all the updated policies
of INVOKE.

We request you to read and get familiar with the policies. You may feel free to contact the undersigned for
any clarifications.

We wish you a very fulfilling association with INVOKE.

With Warm Regards,

MANAGEMENT
 DECLARATION

The objective of this Manual is to compile the HR policies and procedures followed in INVOKE. It also

presents the general rules and regulations that govern the employees of the Company.

This Manual supersedes all previous manuals, handbooks, and memorandums that may have been issued

from time to time on subjects covered in this Manual.

The Company reserves its right to interpret; change; suspend; cancel; or dispute, with or without notice; all

or any part of what is contained in the Manual. The Company will notify all employees of such changes.

In the interpretation of any policies and procedures covered in the Manual, the Management decision will

be final and binding on all employees of the Company.

HR Department
 RECRUITING & JOINING PROCESS

OBJECTIVE

Effectiveness of an organisation depends on the competence and quality of its human resources. The
objective of this policy is to ensure a streamlined recruitment process in identifying and hiring best
qualified candidates for all given positions.

APPLICABILITY

All new recruits in all grades.

MANPOWER REQUISITION

1. Planning for manpower requirement is initiated by the concerned department by filling the MRF
(Manpower Requisition Form). A proposal duly approved by the concerned Chairperson, wherever
applicable has to be sent to HR. The MRF should capture all the details such as pay level, tenure of
employment etc. A separate MRF should be filled for each position.
2. According to the position required, the appropriate MRF for Permanent / Tenure Based Scaled
Contract / Temporary / Outsourced employee should be filled
3. The proposal would have a brief description of the job to be assigned to the position. It should also
include a justification for the creation of the position.
4. The HR Manager will discuss the proposal with the concerned department head and obtain the
approval of the Director for filling up the position.
5. Once the approval is granted, the HR department will initiate the recruitment process.

ADVERTISEMENT

Advertisement inviting applications will be released in Groups / Newspapers / Internal references etc
identified for the purpose. Wherever necessary, the advertisement copy will be shared with the concerned
HOD for comments/inputs before the release of the advertisement.

PROCESSING OF APPLICATIONS

1. The HR Department will be responsible for segregating the resumes received against the
advertisement.
2. The compiled statement showing the details of the applicants will be sent to the concerned
department for short listing.
3. The concerned department does the short listing as per eligibility criteria.
INTERVIEW & SELECTION PROCESS

1. Personal Interviews will be fixed as per the convenience of the interviewer members.
2. Candidates shortlisted for interview will be notified about it by an email/phone call. This will be
followed by a detailed call letter, which will be sent to them by E-mail / Whatsapp.
3. The candidates will be directed to the venue for interview. Forms that are needed to be filled like
Personal Details, Qualification details etc will be done at this stage.
4. The interview structure may involve personal interview and/or group discussion.
5. HR department will ensure that after the interview, each of the panel members provide their
feedback in writing about the performance of the candidates.
6. HR will also play an active role in salary negotiation & fixation.
7. The HR will collect feedback from references as needed.

FINAL SELECTION

Final selection will be made upon acceptance of the panel member’s recommendations. The selected
candidate is offered the position and other details.

JOINING PROCEDURE

Joining process involves the following:

1. Collection of primary details in the prescribed form, ‘Candidate’s Statement & Declaration’.
2. Document of the following certificates and testimonial submitted by the candidate will be verified
with the originals.
a. Mark sheets from 10th to last qualified exam (educational & professional)
b. Passing certificates of exams
c. Date of Birth proof.
d. Present and Permanent address proof
e. Relieving letter and latest salary slip of the last organization served
f. Copy of Aadhar card / PAN card / passport / driving license / any other photo identity proof
issued by State/Central Government.
g. Two photographs
3. Collection of joining report.
4. Issuing of ‘Joining Memorandum’.
5. Formal introduction to concerned departments about the candidate’s appointment.
6. Issuing I-card.
PROBATION PERIOD

All new employees will be on probation for a period of 3 months from the date of joining.
During the period of probation, an employee shall be liable to be discharged from the service without
assigning any reason, at the sole discretion of the Management without giving any notice. During
probation, no request for resignation will be entertained. In case of emergency, the probationary staffs’
leaves the job then the notice period pay will be applicable. The management may, at its sole discretion,
accept notice pay in lieu of the notice period. Notice pay shall mean gross salary of the employee including
allowances, if any.

CONFIRMATION OF SERVICES

On successful completion of the probation, the services of the probationer will be confirmed as per the
terms of appointment.

NOTICE PERIOD FOR RESIGNATION

Upon confirmation, the notice period on either side will be ONE month for Office, Marketing, Sales and
technical staff. It is mandatory to serve the notice period and the option of offsetting the notice period,
partly or fully will be at the sole discretion of the management. Notice pay shall mean gross salary of the
employee. In case, any permanent staffs wishes to resign / desire to get relieved, he / she shall give one
month advance notice period. If any staff member resigns and wants to get relieved immediately in
between, he /she needs to pay gross salary (notice period) to the company.
 ATTENDANCE AND LEAVE POLICY

Company’s rules for maintaining attendance and leave policy

ATTENDANCE POLICY

1. The working hours of the staff members shall be as follows:

a. Office Staff – 09:00 AM TO 07:00 PM
b. Plant Staff – SHIFT I – 08:00 AM TO 19:59 PM
c. Plant Staff – SHIFT II – 20:00 PM TO 07:59 AM
Fifteen minutes of grace period is given to each employee in case of delay due to unforeseen
circumstances in the morning. This period of grace time may be ignoring unless it becomes a matter
of frequent habit.
2. The Head of the Department has to ensure that:
a. The staff takes a lunch break during specified lunch hours (i.e. between 1:00 pm to 2:00
pm).
b. The staff follows office time while coming to the office and leaving the office.
c. The staff punches their presence via the biometric system in the terminal nearest to their
department.
d. For the staff working on shift-basis, the timings will be decided by the HoD, according to
the nature of work in the department. The shift timings, if different from the regular
timings, should be shared with the HR Office by every 1st day of the month.
e. Late attendance up to an hour for not more than two occasions in a month may be
condoned by the Supervisor. Half-a-day Casual Leave will be debited for reporting late on
the third occurrence. If the CL balance of the particular employee is nil, it will lead to
deduction.
f. If an employee does not improve on his punctuality; the company may initiate disciplinary
actions against the concerned employee in addition to the debiting of half-a-day’s Casual
Leave to his account.
g. It will be the responsibility of the HOD to inform the HR office regarding subordinates who
remain absent from duty without informing or prior permission of the concerned authority.
Such unauthorised absence, if not condoned, can mean break-in-service.
h. The HOD should inform the HR Office, if an employee has obtained permission to attend
late or to leave the office early.
3. Salary deduction:
Deductions in salary may be made for coming late to work, unauthorised absence, against fines
imposed etc.
LEAVE POLICY

PROCEDURE FOR GRANTING LEAVE

1. The grant of leave to the Company’s employee is governed by the Company’s Leave Rules. These
rules are framed in line with the leave rules applicable to the employees.
2. Leave cannot be claimed as a matter of right. Based on the Company’s requirement, leave can be
denied.
3. The leave sanctioning authority may refuse or revoke leaves of any kind but cannot alter the kind of
leave due and applied for.
4. The reasons for leave should invariably be indicated in the leave application.
5. Any planned leave for more than two days should be applied at least 5 days before the start of the
leave.
6. On return from a leave of more than ten days, the employee should report for duty to the HOD and
inform to the HR Office.
7. Leave should be applied through Leave Report Form in the same month in which it is availed.
8. Absence without leave not in the continuation of any authorised leave will constitute an
interruption of service unless it is regularized.
PROCEDURE FOR EXTENSION OF LEAVE
1. Requests for extension of leave should be avoided as far as possible. Applications for extension of
leave should be submitted well in advance of the date of expiry of the leave already sanctioned
through the Supervisor concerned. It should not be assumed that an extension will always be
granted.
2. If an employee is unable to resume duty on the due date on account of any unforeseen
circumstances, he/she must send an immediate intimation to the Concerned HOD stating the
reason of his inability to attend Office on the due date.
3. Extension of leave without proper sanction will lead to the deduction of half pay leave (HPL) against
the HPL account of the employee to the extent HPL is due, and the excess will be treated as Extra
Ordinary Leave (EOL). No leave salary is admissible for the entire period of extension of leave
without sanction and such period will not be counted under the qualifying service.
4. If employee is absent without proper sanction of leave, it will be treated as EOLWP (Extension of
Leave without Pay).

PROCEDURE FOR CANCELLATION OF LEAVE

Cancellation of leave by the employee should be applied and approved by the HOD.
KINDS OF LEAVE
1 LEAVE TYPE
 CASUAL LEAVE
1.1 Casual leave admissible to an employee is Twenty Four (24) days for a calendar year, subject to the
condition that not more than two days’ casual leave may be allowed at a time.
1.2 Casual leave cannot be combined with any other leave.
1.3 Casual Leave can be taken while on tour, but no daily allowance will be admissible for the period.
1.4 Casual leave can be taken for half-day also. If CL is availed forenoon, then the person must join duty
by the end of lunch hours (14:00 in case of general duty).
1.5 Casual leave cannot be accumulated. Leave not availed in a particular calendar year will lapse at the
end of that year.
1.6 If an employee joins in the middle of a year, casual leave will be granted to him proportionately.
1.7 As far as possible Casual Leave should not be kept unutilised till December. Availing the
accumulated casual leave in the last month results in disruption of work.
1.8 Leave Encashment cannot be availed during Casual Leave.

 ON OFFICIAL DUTY (OOD):

The Management permits the staff member to attend the work outside the company for any work
of the company, it will be considered as On Official Duty. The employee is entitled for OOD, if he /
she are deputed for any kind of workshop / seminar / conference by the Management. Attendance
Certificate from the concerned company / association is compulsory for considering OOD. Casual
leave to the credit of the employees can be clubbed with the OOD.
 GRIEVANCE POLICY

INTRODUCTION

Individual Employee grievances and complaints which are primarily a manifestation of their dissatisfaction
about working conditions, managerial decisions, if not promptly attended to, may affect morale and
productivity. There is a need for formal grievance process to address such matters.

OBJECTIVES

The objectives of the grievances process is to settle/redress:

• Grievances of the employees in the shortest possible time
• At the lowest possible management level

ELIGIBILITY & APPLICABILITY:

All employees on regular rolls of the company including part time employees.

SCOPE AND COVERAGE:

Grievance for the purpose of this policy would mean dissatisfaction arising out of the decision of the
Management concerning the employee. Grievances for the purpose of this policy will cover individual
grievances such as:
• Payment of Salary
• Recoveries of dues etc.
• Increment
• Working conditions/Health & Safety
• Leave
• Medical Insurance / facilities
• Non-extension of benefits under rules
• Promotion
• Administration or Academic issues
• Compensation & Benefits
• Reimbursements
• Interpersonal Conflicts/Issues with the Coordinator or team
 CODE OF CONDUCT

PREAMBLE:

INVOKE believes that for a company to succeed, grow and excel, it needs to be anchored to its Values and
Beliefs and motivate all its employees to consistently display these values in the course of their
interactions. The Code of Conduct and Ethics, articulated below, embodies the Company’s Values and
Beliefs and endeavors to lay down guidelines for employees to follow in their day to day work life.
All employees are requested to read and imbibe the Code of Conduct and Ethics and follow it in letter and
spirit, so as to maintain the highest standards of values in their conduct to achieve company’s objectives.
The Company’s Values and Beliefs shall act as the guiding principle in the enumeration, interpretation and
periodic review of the Code of Conduct and Ethics.

OBJECTIVE:

The company’s prides itself on the high standards embodied in its working principles. The company expects
its employees to adhere to these in their day to day activities.
The following Code of Conduct and Ethics is intended to provide guidelines for the Professional, Ethical,
Legal and Socially Responsible behavior that the company expects from its employees.

1. USE OF THE INVOKE BRAND: The use of INVOKE name, logo and trademark shall be governed by
manuals, codes and agreements as issued by the Company. No employee, third party or joint
venture shall use the INVOKE Brand for any purpose without specific authorization.

2. QUALITY OF SERVICES: INVOKE is committed to deliver services of world class quality based on the
requirement of its stakeholders and built to National and International standards.

3. EQUAL OPPORTUNITIES: INVOKE shall provide equal opportunities to all employees and treat them
with dignity. No discrimination shall be made based on Community, Race or Gender.

4. PROTECTION OF INTELLECTUAL PROPERTY: Copyright of all designs, drawings, charts, inventions,

etc., shall be treated as “Work made for hire” and the intellectual property rights over the same
shall vest with the company.

5. COLLABORATION WITHIN INVOKE: All INVOKE Group businesses shall cooperate with each other
by sharing knowledge, infrastructure, human and management resources and making efforts to
resolve disputes amicably, albeit without adversely affecting its stakeholder value.
6. CONFIDENTIALITY AND NON-DISCLOSURE: Employees shall ensure that all information available to
them in the course of employment in the Company are kept strictly confidential and she/he shall
not disclose to any party except to the extent necessary for the purpose of due performance of
her/his service/discharge of her/his duty to the Company.

7. USING EQUIPMENT AND CONSUMABLE RESOURCES: Employees shall ensure that all departmental
equipments, resources, and consumable items are used for the work and business of the
department.

8. USING THE INTERNET, INTRANET, AND ELECTRONIC MAIL: Employees shall avoid using of
computers for sending, receiving, and/or copying inappropriate material. Employees will ensure
that the transmission of information via communication and information networks and devices are
made only if authorized to do so and in accordance with the relevant departmental protocols.
Employees will avoid sharing of password with another person, share another person's password/s,
or record password/s which can be misused. The Department monitors the use of these networks
and devices.

9. GIFTS AND ENTERTAINMENT: Except in connection with and specifically pursuant to programs
officially authorized by the company, no employee shall accept, directly or indirectly take any
money, objects of value, or favors / discounts from any person or other
company/institute/organization that has or is doing or seeking business with the Company. All
employees must disclose authorized transactions of this nature to the higher authorities. All
payments or transactions must be consistent with applicable laws and accepted practice and must
be accurately recorded in the company’s books and records.

10. THIRD PARTY REPRESENTATION: Third Parties which have business dealings with INVOKE but are
not members of the INVOKE Group, such as Consultants, Agents, Contractors and Suppliers are not
authorized to represent INVOKE Group without any written permission.

11. NO SMOKING / CHEWING TOBACCO: Smoking / Chewing Tobacco is strictly prohibited in the
premises of the workplace. Appropriate actions shall be initiated against any person found
contravening with the policy of this code.

5. DISCIPLINARY ACTIONS: All employees covered under this Code of Conduct and Ethics are required
to adhere to the principles and rules laid down in this code. Failure to do so will attract appropriate
action including disciplinary action against the employee who is found to violate these principles.
Disciplinary action may include immediate separation of employment or any other action. The
Institution will recover any loss suffered by it due to violation of the provisions of this code by any
employee. Disciplinary Proceedings against the delinquent employee shall be conducted in
accordance with the principles of natural justice.
 ACKNOWLEDGMENT

I hereby acknowledge receipt of the INVOKE HR Policy Manual. I agree and represent that I have read this
Manual in its entirety and agree that if there is any policy or provision that I do not understand, I shall seek
clarification from my HOD. I understand that this Manual is only a reference guide and is not intended to
create or does it create an employment contract, either express or implied, on the part of the organization
name.
I understand that the policies, benefits, and rules contained in this Manual can be changed or discontinued
at any time, with or without advance notice.
I understand and shall comply with all policies within this Manual and acknowledge that violating any policy
within this Manual or any other organization name policy, rule, or guideline shall subject me to disciplinary
action up to and including termination.

Employee Name: _____________________________________

Employee Signature: ___________________________________

Date: __________________