COVERAGE AND GUIDELINES
1.
Coverage This policy manual would serve as a set of policy guidelines pertaining to key HR issues, which are likely to be uniform across all the businesses of Jindal Saw Ltd. and synergize with the company’s corporate policy. It covers the basic philosophy, policy and legal perspective.
1.1
This policy manual is a set of guidelines designed for all the businesses of Jindal Saw Ltd. and covers all job grades in the company.
1.2
This policy manual will be applicable to any other businesses that Jindal Saw Ltd. might diversify into.
1.3
These policies as spelt out are reflective of the current market practices. There could be changes / modifications / additions / deletions to these policies as and when required by the management at its sole discretion.
1.4
It is the responsibility of each Unit Head / HR Head to ensure adherence to the policies laid down
1.5
All policies and procedures should be referred to and approved by the management
2.
Administration This policy manual should be maintained with each Unit HR head. From time to time additional information may be added or instructions updated and each unit HR head is responsible for ensuring that any change / modifications / additions / deletions are properly documented and updated and have the prior approval of the management.
3.
Confidentiality This policy manual and all forms are strictly confidential and are not to be shown to non – employees outside the company. Sharing of this information with outside individuals is in violation of the confidentiality agreement.
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OUR VISION “THE MOST PREFERRED AND RELIABLE PROVIDER OF VALUE IN ALL OUR BUSINESSES”.
CORE VALUES
Care for people
Customer focus
Openness, fairness and trust
Commitment to excellence
Team spirit
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JINDAL SAW LTD. ORGANOGRAM OF KEY POSITIONS VICE CHAIRMAN / MD's OFFICE
LARGE DIA PIPES
SEAMLESS
DIRECTOR [MKTG.]
DIRECTOR (SEAMLESS BUSINESS) [ NASHIK ]
DI / CI
JT. MANAGING DIRECTOR *
DIRECTOR (TECH.) [ KOSI ]
DIRECTOR (WORKS) [MUNDRA]
VP (OPNS.) - EOU [ MUNDRA ]
PRESIDENT (MKTG) [SPUN PIPE DIV.]
FINANCE & ACCOUNTS
V.P.(FIN.) HH [FINANCE]
V. P. [CORP. HR]
V.P. (FIN.) HH [A/Cs & TAX.]
* Position also oversees EOU, Nanakapaya, Mundra in addition to IPU, Samaghogha, Mundra. 13-May-08
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AVP (RM PROC.) / GM [NRM PROC.]
HEAD IT
G. M. [CORP.COM.]
G. M. [PROJECTS]
EMPLOYEE CLASSIFICATION 1.
Objective To ensure that all employees of the company are categorized and classified into one or the other grade of employment on the basis of responsibility levels
2.
Categories of Employees On the basis of the terms of employment in the company, an employee is fitted into any of the given below categories:
2.1
Trainees – One who applies for undergoing training and joins as a learner. An agreement is executed for this purpose.
2.2
Casual – One who is employed by the company for the work, which is essentially of an occasional or casual nature.
2.3
Probationers – A fresher who does not have any work experience / new employee / trainee is usually accommodated in the company on probation period of minimum of 6 months. Subject to the satisfactory performance of an employee during the period of probation, the management decides about whether to induct the employee in the regular employment or not.
2.4
Regular / Permanent – One who has successfully completed his stipulated period of probation of service to the entire satisfaction of the management and has been confirmed for regular employment by an order in writing. His name is, thus, borne on the muster roll of the regular employees. The employee under the category of AGM and above is also considered as confirmed employee from the date of joining.
2.5
Contractual – One who joins on the basis of contract for providing the services in his / her field of specialization. The contract is usually signed for a minimum period of one year. After the completion of the contractual period, the company has discretion to renew it or not.
3.
Job Grade Structure Designation
Job Grade
CEO / President / Director / Business Head
Business Units Head
Sr. Vice President / Vice President / Exec. Vice President
Business/Functional Head
Associated Vice President
Functional / Sub-Functional Head
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4.
Sr. General Manager
Functional / Sub-Functional Head
General Manager
Functional / Sub-Functional Head
Deputy General Manager
Functional / Sub-Functional Head
Assistant General Manager
Functional / Sub-Functional Head
Sr. Manager
Managerial
Manager
Managerial
Deputy Manager
Managerial
Assistant Manager
Managerial
Executive
Supervisory / Operating
Jr. Executive
Supervisory/Operating
Officer / Sr. foreman
Supervisory / Operating
Sr. Assistant / Foreman
Jr. Supervisory / Operating
Assistant / Jr. Foreman
Jr. Supervisory / Operating
Job Classification Job Grade
Responsibility
1. Sr. Vice President/ Vice President/ Associate Vice President/ Sr. General Manager/ General Manager
Works as a unit/operation head Long-term planner, business analyst Basic responsibilities include conceptualizing organizing, planning, administration, managing people / assets / resources at the optimum manner Running of business with the main objective of attaining maximum profits Managing cash/fund flow management in such a way that there is no shortage of funds at any point of time
2. DGM / AGM
Departmental / functional head Medium term planner Situational analyst Responsibilities include inspiring / motivating employees, dealing with uncertainty and ambiguity. Other responsibilities are of the same nature as of the General Manager but are related to his department or function 5
3. Sr. Mgr./Mgr.
Short term planning Problem analyst Responsibilities include motivating people / dealing with the bottlenecks. Facilitating team members to meet their objectives Team Building
4. Dy. Mgr. / Asstt. Mgr. / Executive
Day planner Executors of Job/assignment Resource user. Exceptional reporting Be a Team player and support the objectives
5. Officer / Supervisor:
Supervision/Execution of Job Carrying out daily administrative actions, Reporting progress and anomalies giving suggestion/improvement inputs etc.
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CODE OF ETHICS / CONDUCT
1.
Objective To maintain efficient cooperation and the high quality of service which will ensure continued growth of the company, the employees are expected to conform to certain code of ethics / conducts.
2.
Scope All employees of Jindal Saw Ltd. are covered under the scope of this policy.
3.
Policy
3.1.
Honesty, integrity and fairness in dealing with customers as well as with the peers, superiors and subordinates
3.2.
Do not solicit, accept or offer gifts, gratuities, cash, discounts, commission or other benefits during their employment, which may influence their opinion / judgment in performing the duties. (For more clarification please refer under the heading ‘Entertainment / Gifts Guidelines’)
3.3.
Do not accept employment in any other company / firm / organization during the course of employment in the company.
3.4.
Do not use or disclose company’s confidential / important information / documents to anybody outside the company either through participation in professional or civic organizations or otherwise.
3.5.
Respect for the feelings and rights of others.
3.6.
Assurance to be given to all that any action or conduct of the employee might not harm other employees of the company.
3.7.
There should not be the violation of company’s rules and regulations.
3.8.
Follow the instructions and perform the assigned work in a timely manner
3.9.
Use of abusive language or displaying public disrespect with the other employees / customers within the company’s premises or while on duty will not be tolerated
3.10. Making any false or malicious statement against the company or any employee will be considered as misconduct and will be initiated with disciplinary action
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3.11. Destruction / damage to the company’s property / facility / assets / etc. 3.12. Restrict use of facilities like making long distance calls / e-mailing facility / internet / etc. for personal purposes 3.13. Engagement in some fraudulent activities / theft 3.14. Making workplace / office premises drug / alcohol / smoke free. 3.15. Maintenance of professional appearance either outside or in the office as it represents the image of the company 3.16. Maintenance of personal hygiene / grooming / courteous behavior 3.17. Keeping the workplace neat and clean 3.18. Maintenance of good attendance level as it is required for achieving total job performance 3.19. Recognize and avoid all situations which involves conflict of interest between the employee’s personal interest and the interests of the company
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GUIDING PRINCIPLES
OP JINDAL GROUP OF COMPANIES
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Foreword Dear Colleague,
The continuing esteem, image and value of every Company, which is a part of Jindal SAW Ltd. depends on our personal conduct, business ethics as well as on the success of our management. Each of us has the responsibility to respond in every situation with honesty and integrity and to follow the highest standards of moral and ethical conduct. Decisions about what is ethical or fair, right or wrong is not always easy to make. You may not always be certain of what course of conduct is proper. Our Guiding Principles is an effort to continue to ensure that the business of Jindal SAW Ltd. Is conducted with honesty and integrity and in accordance with the moral, ethical and legal standards of the country. I recommend that you keep the Guiding Principles accessible and refer to it frequently. The Guiding Principles cannot possibly anticipate and address every situation pertaining to business conduct and ethics. From time to time, employees may find themselves, through no fault of their own, faced with difficult business conduct and ethical decisions, which may not be specifically addressed. I strongly recommend that you discuss such matters with the Human Resource department in advance of making a decision. The organization’s reputation is in your hands. I am confident that with the help from each one of you, we will all continue to build the reputation of our organization through the years ahead. SMINU JINDAL MANAGING DIRECTOR JINDAL S AW LTD.
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CORE VALUES
Integrity Conduct all business dealings along transparent lines Respect for Individual Recognize Individual’s contribution in the growth and development of the Company. Treat all Jindalites with respect and dignity.
Meritocracy Foster an environment of excellence in performance Dynamic Thinking Demonstrate a winner’s attitude with a crystal clear focus to deliver sustained value for all stakeholders. Creativity & Innovation Encourage creative experimentation, embracing new ideas and institutionalize continuous improvement in all aspects of business and performance
Social Responsibility Dedicate efforts to the social and environmental issues to enrich the Quality of life of community we serve.
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GUIDING PRINCIPLES
JINDAL SAW LTD. has defined its guiding principles based on its Core values. They are the standards for conduct of business and behavior of all its employees.
Value Creation Sustained value creation for all its stakeholders; Employee, Supplier, Customer, Shareholder & Society
We shall continuously strive towards optimum value creation for all its stakeholders: Employee, Supplier, Customer, Shareholder & Society
We shall work towards maximization of shareholder value and ensure a healthy return on their investment, in accordance with the applicable laws
We shall listen to the voice of customer for providing innovative and cost effective products and services. We shall regularly measure customer satisfaction and continually improve service orientation, both before and after sales.
We shall strive towards providing an environment of high employee engagement.
We shall give all our suppliers and dealers a chance to compete fairly for our business and shall commit ourselves to honour the contract totally.
Transparency Conduct all business dealings along transparent lines
We shall be dignified in our approach towards business growth and market competition and shall strive to promote fair and judicious competition
We shall be committed to good corporate governance by conducting business without making unfair and misleading statements.
We shall be transparent in all our dealings except in cases where the needs of business security dictate otherwise. Our books and records shall be maintained in a manner that reflects the true nature of our business transactions.
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Personal Conduct Display high standards of personal and professional conduct
We shall uphold the values of integrity, fairness, trust, respect, teamwork and meritocracy in our conduct and behavior at work.
We shall not create any bias based on caste, color, religion, disability, gender, national origin, sex, age or other basis
We shall maintain a healthy workplace free of harassment (including sexual harassment) and discrimination, and one that is sensitive to the diversity of its employees.
We shall not misuse our position/title /authority or opportunities that are gained through Company’s business or information to induce a benefit for others or self.
We shall not involve in any activity, which is a conflict between personal interest and the interest of the Company. In the event of apprehending any conflict of interest, we shall disclose the relevant facts in writing, explaining the circumstances that create or could create the conflict of interests.
We shall not accept gifts, favors, complimentaries or entertainment from a person or organization with which there are official dealings. Business complimentaries of nominal value can be accepted which are consistent with customary business practices.
We shall not engage in misinformation, disinformation or personal vilification or victimization of any employee or stakeholder. We shall not give any statement detrimental to the interests of the Company to the press or any other form of media.
We shall demonstrate a commitment to an anti-fraud culture through our actions. We shall prevent fraud and theft, and shall treat any incidences seriously.
We shall not indulge in insider trading in any form and abstain from giving information to an outsider or using it for our personal gains, which may lead to insider trading.
Learning & Development Foster an environment of learning and excellence.
We shall foster a learning culture and an environment of high employee engagement
We shall promote a culture of excellence and focus on continuous skills development towards Quality, efficiency and business leadership.
We will recognize and honour merit, and will not have any bias on other factors.
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Creativity & Innovation Encourage creative experimentation, institutionalizing continuous improvement in all aspects of business and performance.
We shall encourage creative experimentation in all aspects of business and performance
We shall foster a work culture aimed at continuously improving our work processes and embracing new ideas and applying them.
Good Corporate Citizen Enrich the quality of life of the communities we serve.
We shall dedicate efforts to the social and environmental issues to enrich the quality of life of the people in the communities in which the company operates.
We shall comply with all laws and regulations in true spirit, which apply to our business activities, be it at home or abroad.
Environment, Safety and Health Manage, protect and preserve the safety and health of our people, products, locations, and environment
We shall respect the necessity of protecting the environment consistently with the need of sustainable development. We shall, in the conduct of business affairs, comply with all regulations regarding the preservation of the environment.
We shall prevent the wasteful use of natural resources and minimize any hazardous impact of the development, production, use and disposal of any of our products and services on the environment.
We shall actively assist in not only preserving the natural world but also augmenting it and increasing the presence among us.
We shall manage the risk and safety including the safety of or products, locations and the health of our employees in the most efficient manner
We shall ensure that all processes, equipment and facilities are designed, constructed, operated and maintained in a safe manner.
We shall ensure that the Company’s tangible and intangible assets are not misused but employed for the purpose of conducting the business for which they are duly authorized.
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Confidentiality Respect and ensure confidentiality of all business related information.
We shall respect the confidentiality of data pertaining to company’s business / proprietary information / trade secrets made available to us from time to time.
We shall maintain confidentiality during and after our employment with Jindal SAW Ltd., and shall return all confidential documents to the company at the time employment ends or as and when the company may request.
All authorizations issued by the company in our favour shall stand revoked from the date of termination of employment. We shall immediately return all such authorizations, both originals and copies, to the company.
Speaking Up Speak Up and be a True Jindalite!
JINDAL SAW LTD. expects its employees to report promptly suspected violations of law, Company’s policies or procedures.
Each employee shall immediately take up any breach of conduct with his / her superior or senior management of the company.
The confidentiality of the employees who shall raise concerns shall be protected.
No action shall be taken against any employee for asking questions, voicing concerns, or making complaints or suggestions in conformity with the procedures described above.
Process
The implementation of the Guiding Principles is the responsibility of each functional head for his / her department and he will ensure adherence to these principles and acting promptly when a breach occurs.
JINDAL SAW LTD. Guiding Principles shall be given to all existing employees as well as new joinees.
Violation to this code shall result in disciplinary action, up to and including separation. The Board of Directors of the Company can amend the provisions of this code from time to time.
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Guiding Principles Acknowledgement Form
I ______________________________ have received and read the Company’s “Guiding Principles”.
I have understood the provisions and policies contained in this Guide and agree to comply with the same.
Signature: __________________________ Name: _____________________________ Designation: ________________________ Date: ______________________________ Place: _____________________________
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ENTERTAINMENT / GIFTS GUIDELINES 1.
Objective To outline the position of Jindal Saw Ltd. with respect to providing entertainment, gifts, and other courtesies to customers of the company and accepting the same from the suppliers / vendors of the company.
2.
Scope All the employees of the Jindal Saw Ltd. are covered in this policy.
3.
Policy
3.1
It is always been the objective of the company to compete on the basis of the quality of its product / services, price and similar other competitive factors. It does not seek to gain any improper advantage through the use of entertainment, gifts or the other courtesies. Also, it does not want its employees to compromise through the receipt of the gifts, courtesies, etc. and give impartial judgments.
3.2
Employees are required to be extremely moderate in the use and acceptance of entertainment, gifts and other courtesies.
3.3
Guidelines for the employees of Jindal Saw Ltd. on the use of entertainment, gifts and courtesies:
3.3.1 The entertainment, gift or other courtesy should be ordinary and customary, as per these guidelines 3.3.2 The entertainment, gift or courtesy should not be lavish as per the reasonable standards of the business community 3.3.3 The cost of the entertainment, gift or courtesy should be reported to the company immediately 3.3.4 It should not be contrary to any applicable law or regulation 3.3.5 Few examples of the permissible practices are: a) Payment of meals in connection of business meetings b) Giving of items with the company’s name imprinted thereon
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3.3.6 Few examples of non permissible practices are: a) Paying the cost of personal holiday of the customer’s employees b) Gifts of significant value 3.4
Guidelines for the employees of Jindal Saw Ltd. on receipt of entertainment, gifts and courtesies:
3.4.1 The entertainment, gift or other courtesy should be ordinary and customary, as per these guidelines 3.4.2 The entertainment, gift or courtesy should not be lavish as per the reasonable standards of the business community 3.4.3 The cost of the entertainment, gift or courtesy should be reported to the company immediately 3.4.4 It should not be contrary to any applicable law or regulation 3.4.5 If an employee receives a gift, he / she should inform the manager and the gift should be returned to the sender with a polite letter indicating that receipt is contrary to company policy 3.4.6 The acceptance of gifts or other favours or exchange of greetings by an employee from another employee at the cost of the company should be avoided 3.4.7 Any infringement of these guidelines will be taken very seriously by the company and will be dealt by in an appropriate manner
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MANPOWER PLANNING 1.
Objective To ensure that the right manpower is to be made available at the right place and at the right time to meet the business needs of the organization.
2.
Policy
2.1
Manpower plan should always be a part of HR strategic planning process
2.2
Manpower plan should be designed while considering organizational design, Future trends, changes in organizational structure and levels, etc.
2.3
Manpower plan should also look into the changes in job profiles arising out of Technological up gradation, out sourcing, redundancies, etc.
3.
Procedure
3.1
Unit heads along with the HR head should make recommendations of the requisite organization structure levels and the manpower requirements for the year with justifications
3.2
The manpower plan should include job profiles of manpower required along with the requirements for trainees / GET’s / MT’s.
3.3
Manpower plan should cover casual and contractual employee requirements also.
3.4
Manpower plan should be approved by the management of the company.
3.5
Manpower plan along with hiring plans, should be communicated to all the Departmental Heads by the HR head
3.6
Manpower requisition form along with the job description for each and every position duly filled up by the concerned Department Head Should be given to the HR Department to take action.
3.7
After receiving the duly filled up manpower requisition for from the concerned departments, it is the duty of the HR Department to take immediate action and fill the positions within the given time frame.
4.
Enclosure:
4.1
Job Description
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JINDAL SAW LTD. JOB DESCRIPTION Job Title
:
Reporting To
:
Reportee(s)
:
Function / Location
:
Job Purpose
:
Principal Accountabilities
:
Background Experience / Qualification / Knowledge / Skills
:
Relationship
:
SIGNATURE: JOB HOLDER:
ISSUED ON:
Note: This job description is only an illustrative and not exhaustive.
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JINDAL SAW LTD. (In duplicate)
MANPOWER REQUISITION FORM (For Regular / Permanent Employees) (To be filled up by the HOD)
1.
DETAILS OF VACANCY TO BE FILLED : Designation : ___________________ Job Grade : ___________ Location
Deptt. ___________
: _____________________
Is the vacancy – (i) New
(ii) Replacement; If replacement, please specify.
________________________________________________________________________ Date by which the position needs to be filled up:
___________
(To consider normal lead time) 2.
PROFILE OF CANDIDATE REQUIRED TO FILL VACANCY ; Key responsibilities :
___________________________________________________ ___________________________________________________
Reporting Relationship: ___________________________________________________ Experience : ___________________________________________________ (No. of Yrs & Nature of Job) Age Range
:
___________________________________________________
Qualification
3.
Necessary
Desirable
Educational
:
___________________________________________________
Professional
:
___________________________________________________
Job Knowledge
:
______________________________________________
Job Related Skills
:
___________________________________________________
Personality Traits
:
___________________________________________________
Any other information : Name : _____________
Copies :
Signature : ___________ (HOD)
1. HR Deptt. 2. Section where vacancy exists
Signature : ___________ (Approving Authority) 21
RECRUITMENT 1.
Objective To establish regulations regarding the recruitment of human resources at all the levels in the company.
2.
Policy
2.1
All hiring should be in accordance with the approved manpower plan which will be regularly updated, as and when required, as per business needs
2.2
The company’s policy emphasizes more on promoting from within. The company will go for external recruitment only when suitable candidate from internal sources is not available
2.3
All recruitment activities should be initiated with the prior approval of the HR Head in accordance with the approved manpower plan. Any recruitment outside the approved manpower plan should require a prior sanction from the management
2.4
All recruitment activities, preliminary interviewing, screening of applications, correspondence with applicants, finalization of terms and conditions and employment processing are functions of the HR Department
2.5
A minimum lead-time of at least 4 weeks for filing up the positions up to the level of executives and at least 6 weeks for the positions above the executive level is required by the HR for hiring and filling the vacancies in the company
2.6
Inter division transfer in the company is permissible
3. Procedure 3.1.
Submit Manpower requisition form along with job description.
3.2.
Explore possibility of internal hiring
3.3.
Finalize recruitment strategy:
3.3.1. Existing Data Bank 3.3.2. External Agency – Placement Agencies 3.3.3. Media / Internet Release All releases in the media must have the approval of HR Head / Director
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CAMPUS RECRUITMENT
1.
Objective To ensure that all campus recruitments are of high caliber, cost effective and done at the right time.
2.
Policy
2.1
The company advocates an open hiring policy and attracting the finest talent from campuses
2.2
This policy is applicable for selection of Systems Trainees / Management Trainees / Graduate Engineer Trainees / Diploma Trainees. The manpower requirements should be as per approved manpower plan
2.3
Recruiting fresh candidates should be the responsibility of HR Head
2.4
The HR representatives should initiate pre – placement talks with the Institute’s placement cell.
2.5
All campus recruitment activities should be coordinated by the HR Department
2.6
A team comprising of representatives from HR Department and of the concerned department should visit the campuses for pre – placement talks / preliminary interviews
2.7
Final interviews for short listed candidates should be held either at the campus itself or at the company’s office, as per the convenience.
2.8
The new recruits should be given appointment as trainee for a period of one year before being given appropriate placement, subject to satisfactory performance during the training period
2.9
The terms of payment for the trainees for a period of one year shall be declared from time to time. After satisfactory completion of one year of training, they will be placed in respective grades and governed by the rules and regulations applicable for that grade.
2.10
The trainees will be covered under the PF scheme as per the Provident Fund Act, 1952
2.11
Trainees will be entitled for a total of 24 days earned leave, 7 days casual leave and 14 days sick / medical leave in a calendar year in accordance with the leave rules as applicable to the regular employees of the company.
2.12
Trainees will be eligible for earned leave from the very first day of starting of their training period, i.e., from the date of their joining the company
3.
Enclosure:
GET Scheme MT Scheme 23
GRADUATE ENGINEER TRAINEE SCHEME Scope The scheme will be applicable to all the GETs inducted in Jindal Saw family, Objectives To create a strong base of engineers who will eventually serve as backbone of Jindal operation. To reinforce professional values and help orient towards Jindal Ethics To orient fresh engineers to move into operating positions/ become contributing member of Jindal and respond to growing needs of the group. To integrate fresh engineers into Jindal culture and way of life. Recruitment Process
Fresh Candidates with Pleasing Personality With Minimum percentage of 60% Candidates will be inducted from Good & reputed Regional Engineering Colleges. The Recruitment will be done at Campus with a team of minimum two Executives including one Technical Executive. HR head will approve the final selection.
Terms and Conditions
Rate of Stipend would be notified by the Corp. HR from time to time. After training they will be inducted at Executive level at the remuneration notified by the Corp. HR from time to time. The GET posted in plant shall be provided with Bachelor accommodation subject to availability.
Training Period The training will be for a period of one year and the individual will be given training in various modules. Training Details The Graduate Engineer trainee will be provided with the training in the following areas. Induction & Orientation Training Technical Training Product Training Quality Training Project Training Management Training Pre- Placement Training Methodology of the Training
Plant Visits Plant Process orientation 24
On the Job Training Floor Management Training Class Room Training
Report & Monitoring Mechanism
Self Report System Monthly Review Meetings Project Status Review Projects Presentation Final Report writing & analysis
Agencies Associated with the Implementation of Scheme
GET Coordinator Plant Head HR Head
The role of GET’s Co-ordinator at Plant
Planning Scheduling Infrastructure Support Mentoring and counseling Feed Back to GET Clarification of Doubt Assessing the performance of GET in coordination with other Managers Administrative affairs
The role of HR Head
Issue of Appointment letter to GET Maintaining Personal Records Awareness on HR systems Timely payouts
The role of Plant Head
To give sense of belongingness to GET To have meeting with GET once in quarter to assess the progress. To give direction and vision to GET by drawing a big picture of organization and GET role in it. Overall assessment of GET Final Placement of GET in respective place.
Final Placement The Plant Head at respective places will do the final placement of GET’s and his decision shall be binding on all the GET’s. There will no request for change of place or posting for at least one year after confirmation. 25
MANAGEMENT TRAINEE SCHEME Scope The scheme will be applicable to all the Management Trainees inducted in Jindal Saw family. Objectives
To create a strong base of Management /Administration /Operation in Finance/Marketing and HR who will eventually serve as backbone of Jindal operation. To reinforce professional values and help orient towards Jindal Ethics To orient fresh MBA’s to move into operating positions/ become contributing member of Jindal and respond to growing needs of the group. To integrate fresh MBA’s into Jindal culture and way of life.
Recruitment Process
Fresh Candidates with Pleasing Personality With Minimum percentage of 60% Candidates will be inducted from Good & reputed Institute which are AICTE approved The Recruitment will be done at Campus with a team of minimum two Executives including one Management Executive. HR head will approve the final selection.
Terms and Conditions
Rate of Stipend would be notified by the Corp. HR from time to time. After training they will be inducted at Executive level at the remuneration notified by the Corp. HR from time to time. The MT posted in plant shall be provided with Bachelor accommodation.
Training Period The training will be for a period of one year and the individual will be given training in various modules. Training Details The Management trainee will be provided with the training in the following areas. Induction & Orientation Training Functional Training Product Training Quality Training Project Documentation Training Management skills Training Pre- Placement Training Methodology of the Training
Plant Visits Plant Process orientation On the Job Training
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Customer Relation Management Class Room Training
Report & Monitoring Mechanism
Self Report System Monthly Review Meetings Project Status Review Projects Presentation Final Report writing & analysis
Agencies Associated with the Implementation of Scheme
MT Coordinator Plant Head/Functional Head HR Head
The role of MT’s Co-ordinator at Plant
Planning Scheduling Infrastructure Support Mentoring and counseling Feed Back to MT Clarification of Doubt Assessing the performance of MT in coordination with other Managers Administrative affairs
The role of HR Head
Issue of Appointment letter to MT Maintaining Personal Records Awareness on HR systems Timely payouts
The role of Plant Head/Functional Head
To give sense of belongingness to MT To have meeting with MT once in quarter to assess the progress. To give direction and vision to MT by drawing a big picture of organization and MT role in it. Overall assessment of MT Final Placement of MT in respective place.
Final Placement The Plant Head/Functional head at respective places will do the final placement of MT’s and his decision shall be binding on all the MT’s. There will no request for change of place or posting for at least one year after confirmation.
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SELECTION AND APPOINTMENT 1.
Objective To ensure that all lateral recruitments are of high caliber, cost effective and done at the right time.
2.
Policy
2.1
As per the company’s open hiring policy, candidates who meet the broad qualifications / experience should be given a fair chance
2.2
The company should recognize contributions of all employees / candidates and should not discriminate on the basis of race, colour, caste, creed, religion, sex, age, nationality, etc.
2.3
Appropriate reference checks should be done by the HR Department prior to the selection of the candidate or issue of the offer letter
2.4
Appointment letter should be given to the candidate within a week’s time of his / her joining the company
3.
Procedure
3.1
All the positions should be filled as per the approved manpower plan
3.2
The process of selection should be initiated by the HR Department
3.3
The interview panel should consist of HR representative and the representative of the function / business unit for which the candidate is being short listed
3.4
Interview Evaluation sheet should be used for each candidate
3.5
Outstation candidates should be provided reimbursement of travel expenses for the interview as per the domestic travel rules of the company and as per the eligibility for that particular grade for which the candidate has applied.
3.6
If for the reasons of the interview, candidate is required to stay overnight, then he / she should be reimbursed as per the travel rules applicable for that particular grade for which he / she has applied.
3.7
The reimbursement should be made to the candidates within 2 days subject to the submission of actual invoices/ tickets / bills to the HR department
3.8
Any media releases should be sanctioned by the management and coordinated by the HR department
3.9
The HR department should be responsible for coordination with the external recruiting agencies.
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3.10
Any negotiations related to salary or fitment of the candidate in appropriate grade should be handled directly by the HR department
3.11
The HR Department should check the references of his previous employments mentioned by the candidate in his / her bio data or during the time of the interview before making any offer to him / her
3.12
All selected candidates should be issued letter of offer mentioning the date, time and place of joining and also his / her cost to the company
3.13
On the date of joining, the HR Department should issue the letter of appointment, on the same day (if possible, otherwise within a week’s time), signed by the HR head / Unit Head. The letter of appointment should contain all the terms and conditions of employment.
3.14
The services of the candidate with the company may be terminated during the probationary period by either party without any notice to the other or salary in lieu of notice. Either party need not assign any reason for such termination.
3.14.1 In the case of MCS i.e. Executive & above categories, the notice period will be two months by either side to the other in writing, or salary in lieu of notice. 3.14.2 In the case of Non-MCS i.e. Staff & below categories, the notice period will be one month by either side to the other in writing, or salary in lieu of notice.
4.
Legal Compliances All the statutory compliances, related to:
4.1
Employment Exchange Compulsory Notification of Vacancies Act, 1961
4.2
State Shops and Establishment Act
4.3
Factories Act, etc. The above should be taken care of by the company, from time to time, as per the applicability of the acts in that particular area.
5.
Documentation
5.1
Creation and maintenance of personal files by the HR Department. The personal file should contain all the information related to the employee such as duly filled forms, documents related to age, education, experience Certificate, Salary Slip / Appropriate Letter, Antecedent Verification & Reference Checks on work, & conduct / disciplinary aspects / affiliations, family details or any other important information. *incorporated on 25.08.2008
5.2
The personal files of the employees are to be kept confidential with HR Department.
29
5.3
Monthly head count status report of the whole organization should be maintained at the HR Department at corporate office.
5.4
All the unit HR Heads should be made responsible for sending a manpower status report, of the previous month, of their unit to the corporate HR Head, before 10th of the current month
6.
Enclosures
6.1 6.2 6.3 6.4
Employment Form Interview Evaluation Sheet Letter of offer Appointment letter
30
JINDAL SAW LTD. CONFIDENTIAL Position Applied for
PERSONAL DATA Name in full ______________ ___________________ ______________ (Block letters please) (First Name) (Middle Name) (Surname Present Address
_________________________________________________ _________________________________________________
Space for Passport size photograph
_________________________________________________ Permanent Address _________________________________________________ _________________________________________________ _________________________________________________ Home town _____________________ Distt. ________________________ State ___________________ Phone number : Office _____________________________ Residence __________________________ Mobile: ________________________________ E-mail ID : ____________________________________ Father’s / Husband’s Name & Occupation __________________________________________________ Date of Birth _______________________________ Marital Status ___________________________
Age (in years) _____________________________
Age of children, if any Boy (s) ___________________ Girl (s) ___________________
Languages known (Underline mother tongue) _______________________________________________
ACADEMIC QUALIFICATION (Starting from school leaving to Graduation) Year From
To
Course
School/ College/ University
Main subjects
Class & % of marks
Contd…2
31
-: 2 :-
PROFESSIONAL QUALIFICATION (Any Professional Degree / Diploma / Post graduation. Year From
To
Course Specialization
Qualification
Institute / University
Class / % of Marks & Distinction, if any
DETAILS OF EXPERIENCE (Starting with your present appointment working experience) Year / Month From
To
Name and address of Employer and nature of business
Each designation with period & description of major responsibilities
Salary per month (Incl. All allowances) Starting
Leaving
PRESENT APPOINTMENT Name & address of employer
_______________________________________________________ _______________________________________________________ _______________________________________________________
Nature of employer’s business
_______________________________________________________
No. of employees _____________________
Annual sales turnover (Rs.) ______________________
Date of joining _______________________
Designation at joining __________________________
Designation at present __________________ Effective from ________________________________ Contd…3
32
-: 3 :-
Please outline your present JOB RESPONSIBILITIES
Depict your position with help of an ORGANIZATION CHART
To whom are you responsible to? ______________________________________________________ Who is responsible to you? __________________________________________________________ (If the present assignment is held for less than one year, also give similar details of your previous appointment in the similar sheet.) Reasons for seeking change _________________________________________________________ MEMBERSHIP OF PROFESSIONAL ASSOCIATION / BODIES, IF ANY
Hobbies / Leisure activities: ____________________________________________________________ Name, address and contact number of references, preferably past superiors (Not relations, please) 1. _____________________________________
2. _______________________________________
_____________________________________
_______________________________________
_____________________________________
_______________________________________
Details of any Civil / Criminal Cases against you:
_______________________________________ Contd…4
33
-: 4 :-
Are you related to any employee / whole time director of the company? If so, please give details: ______________________________________________________________________________________ Have you been interviewed by us or our Jindal Group Company in the past? If so give details: ______________________________________________________________________________________ How much notice you need to give to your present employer? _____________________________________ REMUNERATION (Rupees per month) PAN No.: ______________________________________________________________________________ DETAILS
On joining present employer
Present
Designation Basic salary HRA DA LTA Medical Conveyance allowance Bonus / Exgratia Other (Specify please)
______________
______________
______________
P.F. Gratuity Superannuation TOTAL ANY OTHER INFORMATION
I hereby declare that the information given hereinabove is true & correct to the best of my knowledge and belief. case any of the information furnished by me is found to be incorrect, I will be liable for summary dismissal. DATE _____________________
_____________________ SIGNATURE 34
In
JINDAL SAW LTD. INTERVIEW EVALUATION SHEET DEPTT:
LOCATION:
POSITION FOR WHICH INTERVIEWED : PLACE OF INTERVIEW :
DATE :
1
INTERVIEWERS :
2
3
NAME OF THE CANDIDATE:
4
QUALIFICATION:
EXPERIENCE (Organisation/Years) : EVALUATION ON DIFFERENT PARAMETERS S.N.
PARAMETERS
(PLEASE TICK APPROPRIATE BOX)
Excellent V.Good 5
1.
RELEVANT QUALIFICATION
2
JOB RELATED KNOWLEDGE
3
RELEVANT EXPERIENCE
4
SPAN OF CONTROL (MAN MANAGEMENT)
5
COMMUNICATION/ ARTICULATION
6
ATTITUDE/ MIND SET
7
INTERPERSONAL / TEAM WORK
8
MOTIVATION LEVEL
9
ANALYTICAL
10
MOBILITY
Good
Average
3
2
4
Below Average 1
OVER ALL EVALUATION RECOMMENDATION/ DECISION:
SELECTED / WAITLISTED / NOT SELECTED
IF SELECTED, DATE OF JOINING:
REPORTING TO:
SIGNATURE: INTERVIEWERS
APPROVING AUTHORITY Contd…2
*Strike out which ever is not applicable.
35
-: 2 :-
PARTICULARS
PRESENT Rs/p.m.
EXPECTED
OFFER MADE
Rs/p.m.
Rs/p.m.
DESIGNATION BASIC HRA CONVEYANCE CEA PROFESSIONAL PURSUIT LTA MEDICAL RESPONSIBILITY ALLOWANCE DRIVER ALLOWANCE SPECIAL ALLOWANCE SKILL
ALLOWANCE
SITE
ALLOWANCE
INCENTIVE(S) BONUS ( 20%) PF
(12%)
GRATUITY
GROSS:
PREPARED BY
HEAD (HR)
36
LETTER OF OFFER Dated:
Mr. / Ms. ________________ ________________________ ________________________
Dear Mr. / Ms. ______________
With reference to your application and the subsequent interviews you had with us, we have the pleasure in offering you an appointment as “…………………” in our company. We expect you to join us on or before ………….…… at 9.30 a.m. at our ……….……… Office / Plant located at …………..……………. and contact ……………….…. for joining formalities / induction. This is only an offer of appointment and a detailed appointment letter will be issued to you on joining. The offer letter entails you to join by the stipulated date. Any extension shall be approved in writing failing which the offer lapses on the stipulated date. This offer is subject to satisfactory reference checks and medical fitness. Your monthly remuneration would be as discussed and agreed. The break-up of the salary structure would be provided along with the appointment letter. Please submit copies of Certificates in proof of your age, education, experience, relieving letter, monthly emoluments, PAN details and 6 copies of passport size photographs at the time of joining. Please sign and return the duplicate copy of this letter as a token of your acceptance indicating the earliest date of your joining.
Yours Sincerely, (For Jindal Saw Ltd.)
Authorized Signatory
37
APPOINTMENT LETTER FOR AGM & ABOVE Date: _______ _____________ _____________ _____________ _____________ Dear Mr. ………….., Further to our offer letter dated ……………., we are pleased to appoint you as “……………………”in our Company on the terms and conditions specified hereunder: 1.
Your basic salary will be Rs…………. per month. 1.1
2.
In addition to your basic salary, you will be entitled to the perquisites listed in Annexure - I. 2.1
3.
Annual increments and promotions will be made on the basis of merit in accordance with the guidelines of the Company from time to time.
The perquisites applicable to your grade are subject to alteration and amendment, and you will be entitled to the same as per the rules of the company.
Your appointment takes effect from ………….. You will be on probation for a period of six months from the date of your joining our services. You will be confirmed in your appointment in writing on successful completion of the said probationary period. If no confirmation is made at the end of the said probationary period, it will deem to have been extended until the company confirms you in writing. 3.1
Your services with the company may be terminated during the probationary period by either party without any notice to the other or salary in lieu of notice. Either party need not assign any reason for such termination.
4.
Initially you will be posted at our ……………… located at …………….. You may be transferred to any other location in India, depending upon the exigencies of business. On such transfer you will be governed by the perquisites, allowances, rules and regulations and such other conditions of employment as applicable at the place of transfer.
5.
You are required to promote and expand the business of the Company and not directly or indirectly and either solely or jointly be engaged in any service or business or profession whether during or after the hours of employment without written sanction from the Company.
6.
In the course of employment with the Company, by virtue of the position held by you, you may acquire knowledge regarding the Company’s secret processes, methods of manufacture, business practices etc. Such secret knowledge, howsoever obtained by you, shall not be disclosed or allowed to be disclosed to any other parties in the interest of the Company’s business. Therefore, you shall not, at any time during the term of service with the company or thereafter, make available or accessible such secret knowledge to any other party, directly or indirectly. Contd…..2
38
-: 2 :-
7.
Your services with the Company will be terminable at two-month’s notice by either side to the other in writing, or salary in lieu of notice. 7.1
In case notice pay (salary in lieu of notice) is payable by either party, the notice pay shall mean the basic salary only and does not include the cash equivalent of any perquisites.
8.
You will retire from the services of the company on attaining the age of 60 years, or earlier if found unfit.
9.
You will be bound by code of ethics / conduct, any rules, regulations, office orders, and circulars in existence and framed by the company from time to time in relation to your service conditions, which will form part of your terms of employment.
10.
You are expected to be always alive to the responsibilities and duties attached to an appointment to the “Senior Management Cadre” and should conduct yourself accordingly.
Any variation of the above terms and conditions will not be valid unless expressly made in writing. Please sign and return the duplicate copy of this letter of Appointment (initialing each page, including Annexure - I) in token of your having accepted the above terms and conditions. Thanking you, Yours Sincerely For Jindal Saw Ltd.
___________
Encl: as above
39
APPOINTMENT LETTER FOR EXEC. – SR. MGR Date: _______ PRIVATE AND CONFIDENTIAL
________________ ________________ ________________ ________________ Dear Mr. _____, Further to our offer letter dated ……………, we are pleased to appoint you as ‘………………………..’ on the terms and conditions specified hereunder: 1.
Your basic salary will be Rs……………. per month. 1.1
2.
In addition to your basic salary, you will be entitled to the perquisites listed in Annexure-I. 2.1
3.
4
Annual increments and promotions will be made on the basis of merit in accordance with the guidelines of the company from time to time.
The perquisites applicable to your grade are subject to alteration and amendment, and you will be entitled to the same as per the rules of the company.
Your appointment takes effect from …………….. You will be on probation for a period of six months from the date of your joining our services. You will be confirmed in your appointment in writing on successful completion of the said probationary period. If no confirmation is made at the end of the said probationary period, it will deem to have been extended until the company confirms you in writing. 3.1
Your services with the company may be terminated in writing during the probationary period by either party without any notice to the other or salary in lieu of notice. Either party need not assign any reason for such termination.
3.2
After confirmation in the company’s services, your services may be terminated by either party giving two month’s notice to the other in writing, or salary in lieu of notice. Either party need not assign any reason for such termination.
3.3
However, either during the period of your probation or after your confirmation, in case of breach of the disciplinary rules of the company or misconduct, your services may be terminable with immediate effect. In such event, it would not be necessary for the company to give you any notice whatsoever.
In case notice pay (salary in lieu of notice) is payable by either party, under point 3.2, the notice pay shall mean the basic salary only and shall not include the cash equivalent of any perquisites. Contd….2
40
-: 2 :-
5.
Although your initial posting will be at our ………………….. located at …………………, you may be transferred to other location anywhere in India at the discretion of the company, depending upon the exigencies of business. On such transfer you will be governed by the perquisites, allowances, rules and regulations and such other conditions of employment as applicable at the place of transfer.
6.
You are required to promote and expand the business of the company and not directly or indirectly and either solely or jointly be engaged in any service or business or profession whether during or after the hours of employment without written sanction from the company.
7
In the course of employment with the company, by virtue of the position held by you, you may acquire knowledge regarding the company’s secret processes, methods of manufacture, business practices etc. Such secret knowledge, howsoever obtained by you, shall not be disclosed or allowed to be disclosed to other parties in the interest of the company’s business. Therefore, you shall not, at any time during the term of service with the company or thereafter, make available or accessible such secret knowledge to any other party, directly or indirectly.
8.
You will retire from the services of the company on attaining the age of 60 years, or earlier if found unfit.
9.
You will be bound by code of ethics / conduct, any rules, regulations, office orders, and circulars in existence and framed by the company from time to time in relation to your service conditions, which will form part of your terms of employment.
10.
You are expected to be always alive to the responsibilities and duties attached to an appointment to the Management Cadre and should conduct yourself accordingly.
Any variation of the above terms and conditions will not be valid unless expressly made in writing. Please sign and return the duplicate copy of this letter of Appointment (initialing each page, including the Annexure-I) in token of your having accepted the above terms and conditions. Thanking you, Yours faithfully for JINDAL SAW LTD.
__________ Encl : as above
41
APPOINTMENT LETTER FOR BELOW EXECUTIVE Date: ________ PRIVATE & CONFIDENTIAL
________________ ________________ ________________ ________________ Dear Mr. _______, Further to our offer letter dated ………………, we are pleased to appoint you as “………………….” on the terms and conditions specified hereunder: 1.
You will be paid a basic salary of Rs…………. per month. 1.1
2.
In addition to your basic salary, you will be entitled to the perquisites as applicable to your grade. 2.1
3.
Your increments and promotions will be made on the basis of merit and will be at the sole discretion of the Company.
The perquisites applicable to your grade are subject to alteration and amendment and you will be entitled to the same as per the rules of the Company applicable from time to time.
Your appointment takes effect from ………... You will be on probation for a period of 6 months from the date of your joining. You will be confirmed in your appointment in writing on successful completion of the said probationary period. If no confirmation is made at the end of the said probationary period, it will deem to have been extended until the company confirms you in writing. 3.1
Your services with the company may be terminated during the probationary period by either party without any notice to the other or salary in lieu of notice. Either party need not assign any reason for such termination.
3.2
After confirmation in the company’s services, your services may be terminated by either party giving one month’s notice to the other in writing, or salary in lieu of notice. Either party need not assign any reason for such termination.
3.3
However, either, during the period of your probation, or after your confirmation in case of breach of the disciplinary rules of the company or misconduct, your services are terminable with immediate effect. In such event it would not be necessary for the company to give you any notice whatsoever.
3.4
In case notice pay (salary in lieu of notice) is payable by either party under point 3.1 above, the notice pay shall mean the basic salary only and does not include the cash equivalent of any perquisites. Contd….2
42
-: 2 :-
3.4
In case notice pay (salary in lieu of notice) is payable by either party under point 3.1 above, the notice pay shall mean the basic salary only and does not include the cash equivalent of any perquisites.
4.
Though your initial posting will be at our ……………. located at ……………, you will be subject to transfer anywhere in India at the absolute discretion of the company, depending upon the exigencies of business. On such transfer you will be governed by the rules and regulations, working hours, perquisites, allowances, facilities, and such other conditions of employment, as applicable at the place of transfer, and as may be amended from time to time.
5.
You will retire from the services of the company on attaining the age of 60 years, or earlier if found unfit. 5.1
Your continuance in service with the Company is subject to your remaining physically and mentally fit. You will submit yourself to medical examination as per the direction of the Management.
6.
You shall honestly and diligently perform your assigned duties in accordance with the instructions issued to you by the Management or through their delegated authority.
7.
It shall not be permissible for you, while in our employment, to be interested directly or indirectly in any other trade, business, vocation or calling.
8.
You shall always be alive to the responsibilities and duties attached to an appointment in this category of this company and conduct yourself accordingly.
9.
You will not divulge or give out to any one in any manner particulars or details of Company’s trade secrets, methods of manufacture, business particulars etc.
10.
You will be bound by code of ethics / conduct, any rules, regulations, office orders, and circulars in existence and framed by the company from time to time in relation to your service conditions, which will form part of your terms of employment.
Please sign and return the duplicate copy of this letter of Appointment, initialing each page, in token of your having accepted the above terms and conditions. Thanking you, Yours faithfully, for Jindal Saw Ltd.
____________
Encl: as above
43
JOINING FORMALITIES AND INDUCTION 1.
Objective To establish company wide orientation programs to familiarize the new employee with the organization, its business, working and culture.
2.
Policy
2.1
The HR Department should be responsible for providing an orientation to the new employee on his / her first day in the company
2.2
Every new employee should undergo a structured induction program which should cover Vision, Mission, Goals, Organization Structure, Introduction to Company employees and HR policies and programs
2.3
Every new employee should also be required to visit the nearest production unit as a part of the induction plan so as to have an understanding of the processes involved in the manufacturing of the product of the company.
2.4
The new employee should also receive unit specific orientation
3.
Procedure
3.1
The HR Department is responsible for designing the induction program for every new employee joining the company.
3.2
The HR Department should ensure completion of all joining formalities for the new employee.
3.3
Along with the documents required as per the appointment letter, every new employee is required to complete and submit the following forms at the time of his / her joining:
Personal Data Form
Joining Report
All other statutory forms as per the applicability such as: o P.F. Nomination and Declaration (Form 2) o P.F. Transfer (Form 13), if applicable o Gratuity (Form F) o ESI (Form 1), in case it is applicable
44
3.4
The new employee should be briefed by his / her immediate superior and introduced to the rest of the department
3.5
All documents pertaining to the employee should be put into the personnel file of the individual, maintained by the HR Department so as to ensure easy accessibility as and when required
4.
Documentation The following documents are required to be submitted by the new employee at the time of the joining:
Relieving / experience certificate from the previous employer
Proof of age
Copy of academic / professional qualifications
6 recent passport size photographs
After completion of all the joining formalities, the HR Department should hand over the new entrant to the concerned Department. The concerned Department Head, should set the Key Result Areas for the employee.
5.
Enclosures:
5.1
Personal Data Form
5.2
Joining Report
45
FORM FOR EMPLOYEE PERSONAL DATA ( PLEASE FILL IN BLOCK LETTERS)
PLEASE STAPLE TWO COPIES OF YOUR RECENT COLOUR PHOTOGRAPH TO THIS FORM. KEEP STAPLES CLEAR OF FACE. PHOTOS MUST BE: I.
AGAINST LIGHT COLOUR BACKGROUND
II. FULL FRONT FACE III. WITH TOP OF HEAD / HEADGEAR TO CHIN DISTANCE BETWEEN 1.5 AND 2.0 CMS. DO NOT TRIM EDGES OF THE PHOTOGRAPH
NAME
:
________________________________________
DESIGNATION
:
________________________________________
FATHER’S / HUSBAND’S NAME
:
________________________________________
DATE OF BIRTH
:
DATE OF JOINING / TRANSFER
:
PF NO, IF ALREADY MEMBER WITH PREVIOUS EMPLOYER.
:
______/___________/_________ DATE MONTH YEAR ______/___________/_________ DATE MONTH YEAR ________________________________________
PRESENT ADDRESS & PHONE NO.
:
________________________________________ ________________________________________ ________________________________________
PERMANENT ADDRESS
:
________________________________________ ________________________________________ ________________________________________
BLOOD GROUP
:
________________________________________
_____________
_______________________ EMPLOYEE’S SIGNATURE
DATE
46
JINDAL SAW LTD.
Date: __________ The HR Department JINDAL SAW LTD. …………………….. …………………….
Through: Head of Department.
RE: JOINING REPORT
Dear Sir, With reference to your Letter of Offer dated ………………, I am pleased to join your Company as “______________________” w.e.f. ______________ ( F.N. / A.N. ).
Thanking you, Yours Sincerely,
( _______________ ) NAME
47
CHECKLIST FOR JOINING FORMALITIES S.N O 1
Action By
PARTICULARS Joining Report
HR Form for Employee Personal Data Joining Details for Corporate IT GPA Insurance Nomination Form Form for Nomination of Mediclaim Policy Form - F (Gratuity) 2 copies of Form - 11 (PF) 2 copies of Form - 2 (PF) ESI Form, if applicable
2
Submission of Photocopies of the following Certificates / Documents
HR
Educational Qualification Certificates Experience / Service Certificate Certificate in Proof of Age Identification Proof Relieving Letter from Prevoius Employer (in Original) Monthly Emolument Crtificate / Salary Slip from Previous Employer 6 Passport Size Photographs Hard Copy of PAN CARD Bank Account Opening Form 3
Filing of the following Documents
HR
Manpower Sanction from concerned Head / VC's or MD's Office Curriculum Vitae Company Employment Form Reference Checks Interview Evaluation Sheet Offer Letter Transfer Advice (If, transferred) Passport No. & Validity, If Holding Passport
48
Tick, If completed 
REMARKS
4
Acknowledgement of Core Values Guiding Principles
HR
5
Allotment Of Employee Code
HR
6
Appointment Letter (Accepted Copy)
HR
7
Email ID , Company Login & Password Creation, Arrangement & Configuratin of Workstation at the concerned Location
IT
8
Inclusion of Employee Details in Biometric System for Attendence
9
Issuance of Induction Kit (Induction Manual, Diary, Desktop Calendar)
HR
10
Issuance of Visiting / Business Card
HR
11
Issuance of Office Stationery
Admin.
12
Providing Mobile Instrument / Mobile Number, if applicable
Admin. / IT
13
Induction & Joining Announcement
IT/HR
HR
Source of Recruitment
49
JOINING EXPENSES / TRANSPORTATION 1.0
OBJECTIVE: To prevent undue advantage by new employees.
2.0
ELIGIBILITY: All new regular employees in Supervisors & above level across Jindal Saw.
3.0
ENTITLEMENT: Recovery of transportation expenses of house-hold, if paid on joining & notice period pay out will become refundable to the Company across Jindal Saw.
4.0
PROCEDURE:
4.1
Unauthorized absence will not be counted as part of notice period. admissible during the notice period.
4.2
New hires at the time of selection will need to be told of the Policy as part of selection to bring clarity at the time of hiring.
4.3
The Policy has worked well, in that, it acts as a enabler while joining and simultaneously a deterrent in the event of leaving within one year of joining.
4.3
All other terms, conditions & guidelines of the existing Policy remain unchanged.
5.0
EFFECTIVE DATE:
No “EL� will be
The Policy / Guidelines are with effect from 1st September 2008. 6.0
The Management reserves the right to amend / modify / revise / terminate this Policy at any time without any notice.
50
PROBATION AND CONFIRMATION 1.
Objective To establish rules and regulations of the company at the time of inducting new employees and also for their probation and confirmation.
2.
Policy
2.1
All new employees should be taken on probation from the very first day of joining
2.2
The probation should be for a minimum period of 6 months from the date of Joining
2.3
An employee is confirmed only if he / she satisfactorily completes the probationary period.
2.4
The management reserves the right to extend / terminate the services of the probationer, if not found satisfactory
2.5
The probation period should not be extended for more than 3 months at a time and maximum of 2 times, i.e., in no case probation period should be extended for more than 6 months and the total period of probation should not be for more than a year
2.6
The company reserves the right to discontinue the services of the probationer by giving him / her 1 month written notice or 1 month salary in lieu thereof.
2.7
The employee can also discontinue his / her services with the company by giving 1 month written notice or 1 month salary in lieu thereof
3.
Procedure
3.1
The process of review of the performance of the employees should start 1 month prior to the end of the probationary period
3.2
HR Department should remind the immediate superior of the employee one month prior to the date of the confirmation by way of written communication
3.3
The immediate superior, in consultation with the Department Head should send the performance report of the employees to the HR Department
3.4
On the basis of the performance review report, the HR Department issue the letter of confirmation / probation extension / termination of services, as the case may be, to the concerned employee
3.5
If an employee does not hear anything from the company with this regard, his / her employment is considered to be deemed to be confirmed
4.
Enclosures
4.1 4.2 4.3 4.4
Progress Review Report Confirmation Letter Extension of probation letter Termination of services letter 51
JINDAL SAW LTD. PROGRESS REVIEW REPORT OF PROBATIONER (Confidential)
Period From:
………..
To :
………….
1.
Name
:
2.
Designation / Department :
3.
Date of Joining
:
4.
Qualifications
:
5.
Assignment during the quarter: ______________________________________ (please indicate approx. period for each.) _________________________________________________________________
6.
What do you see, as person’s Strengths
Areas of Improvement
1.
1.
2.
2.
7.
Suggestion(s) for Improvement
:
________________________________
8.
Reaction of Probationer to areas of improvement
:
________________________________
9.
Overall Rating (Please tick one) :
10.
Recommendation
Excellent / Above Average / Average / Below Average / Unacceptable
: *Confirmation / Extension / Termination (If Extension / Termination, please specify reason)
Date : __________________
________________________ Signature of HOD
*Confirmation, applicable only at the end of probationary period.
52
JINDAL SAW LTD. CONFIRMATION LETTER
Date: ___________ Mr. / Ms. ______________
Further to our Letter of Appointment, your performance during the probationary period ending on ……………… has been found satisfactory. We are, therefore, pleased to confirm your services w.e.f. ……………. on the existing terms and conditions. .
With best wishes,
Yours sincerely, for Jindal Saw Ltd
Authorised Signatory
53
JINDAL SAW LTD.
EXTENSION OF PROBATION Date: …………… Mr. …………… ……………….. ……………….. ……………….. Dear Mr. ………..,
Based on a continuous review of your performance, its unsatisfactory nature and the feedback & discussions on the same, it has been decided to extend your probation period for a period of six months ending on ……………. Your extended probation period will be reviewed by ……………...
We trust you will take adequate steps to rise to the expectations of the Company in meeting and exceeding the deliverables of the job.
Yours faithfully,
Authorised Signatory
54
TERMINATION OF SERVICES Date:
Dear Mr. / Ms.________________
This is with reference to our letter dated__________ whereby appointing you as a ________________ for a period of __________________.
During the training period we found that your performance is not up to the mark and the assigned project is not meeting its logical conclusion, OR During the training period we found that you are absenting / frequently absenting thus causing the project work to suffer. OR During the training period we found your conduct is not up to the expected level, which is causing disruption to teamwork.
Accordingly your training arrangement is hereby terminated as per clause _______ of abovementioned letter.
Yours sincerely, For Jindal Saw Ltd.
Authorized Signatory
55
PERFORMANCE APPRAISALS & PAY REVIEWS 1.
Objective To evaluate the performance of the employee through the structured performance appraisal system and provide him / her with incentives both monetary / non – monetary to serve as a motivational factor for him / her
2.
Eligibility All the employees of Jindal Saw Ltd. are eligible under this.
3.
Policy
3.1
Performance appraisals should be conducted at least once in a year
3.2
The performance should be appraised by having discussion with the immediate superior of the employee on a one – to – one meeting
3.3
Performance goals and appraisals should be reviewed jointly by the immediate superior and the HR Head / Unit HR Head
3.4
On the basis of the performance of the employee during the year and also on the recommendations of his / her immediate superior, the management decides about his / her annual increments
3.5
The annual increments should strictly be on the basis of the merits, i.e., performance against set targets
3.6
All the employees who get less than satisfactory performance rating appraisals during 2 consecutive years should be given counseling and than appropriate trainings to be provided, as per the need, to improve performance
4.
Procedure
4.1
Recommendation for promotion will form part of the appraisal process.
4.2
On promotion unit head will issue a letter of promotion to the employees through immediate superior
4.3
The employees should not be informed of his/her impending promotions until a letter of promotion issued by unit HR
5.
Enclosure: Performance Appraisal Form 56
Annexure-I
Jindal Saw Ltd. Performance Review
Confidential
Period: Oct. ….. – Sept. ….. Delhi / Mundra / Nashik / Kosi PERSONAL DETAILS (To be filled in by HR Department) Name
Qualifications
Department
Designation
Date of joining
Date of last promotion
Reporting to
Experience(Total) Yrs
PART A SELF-APPRAISAL Key Responsibilities Assigned / Handled ( Refer KRAs )
Significant Achievements
Appraiser’s Review
OVERALL RATING PART ‘A’ Rating Scale 0 – Unacceptable/Poor
1 – Fair
2 – Good
3 – Very Good
4 – Exceptional/Outstanding Contd…2
57
-: 2 :-
PART – B Summary Record of Performance Review & Development Planning Discussion (Held between Appraiser & Appraisee) Major Strengths
Areas of Improvement
Counselling by the Appraiser (List only the major issues discussed)
_______________________________________________________________________________________
Current Placement and Career Progression ●
Is there a job match between Appraisee’s current job & Appraisee’s profile? _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
●
In which area / role will / can the Appraisee be deployed to harness the knowledge / skills & competency better? _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
●
What career opportunities (incl job rotation / enrichment) can be available to the Appraisee towards his future growth in position and responsibility? _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Contd......3
58
-: 3 :-
Development Needs Considering the employee’s Strengths and Areas of Improvement, please define / recommend the Development Action Plan (including Trainings). Please refer guidelines on ‘DAPs’. (These recommendations should be filled in conjunction with the appraisee, while also considering the organizational needs) MANAGERIAL/ FUNCTIONAL
: _____________________________________________________________
BEHAVIOURAL
: _______________________________________________________
OTHER DEVELOPMENT ACTIONS: _______________________________________________________
Signature of Appraisee
Signature of Appraiser
Date: Guidelines for Identification of “DAPs” The Development Action Plans should be arrived at, keeping in mind the following:
Job and Role Description of the employee Performance on the Job assigned Future roles to be assigned to the employee due to Promotions / Transfers / Career Planning Special Assignments or Targets to be allotted Management Policies and Organisational needs
TRAINING NEEDS BASKET: (The list is only illustrative. Additional programs may be defined based on need) MANAGERIAL & FUNCTIONAL: Finance for Non Finance Executives; Project Management; Strategic Business Negotiation; Strategic Planning; Creativity & Innovation; Industrial Safety & Improving Productivity; First Level MDP, Communication & Presentation Skills.
BEHAVIOURAL: Leadership, Team Building, Interpersonal Effectiveness, Stress Management, Improving Emotional Intelligence, Personal Effectiveness. (In addition, technical training needs to be identified by the Units) OTHER DEVELOPMENT ACTIONS (Define): Enlargement, etc.
Special Projects, On-the-Job Training, Job Rotation, Job
Contd…4
59
-: 4 :-
PART – C
Competency Assessment & Performance Rating by the Appraiser Parameters
0
1
Ratings 2 3
4
Job Knowledge Demonstrate technical / professional expertise, awareness of latest development in functional discipline, familiarity with system policies and procedures, safety consciousness, willingness to accept different jobs
Quality of Output Volume of work as compared to department standards, timeliness & regularities of output, quality of output, thoroughness, accuracy and excellence of work output.
Interpersonal Relationships Ability to get along well and to maintain co-operative relationships with superiors, peers and subordinates.
Personality Appearance and expression, self-confidence, determination, temperaments, Promptness and tactfulness
Commitment / Dependability Acceptance and sense of duty & responsibility, diligence, loyalty to company. Ability to remain unflustered by work pressures
Planning and Organization Ability to visualize and analyze all aspects of a job, anticipate eventualities and people for achieving results, successful implementation of plans made
Leadership & Motivation Ability to take decision independently, ability to assume responsibility motivating and developing subordinates to achieve desired results,
Communication & Presentation Skills Clarity of thoughts & expression, readiness to share relevant information, willingness to listen to others viewpoints
Problem Analysis and Decision Making Ability to see positive and negative side of the activities, good memory, and ability to work under stress, Ability to identify problems, prioritize them, analyze and evaluate alternate courses and taking decision to solve them
Initiative & Learning Aptitude Improvement in working, orientation, demonstrated ability to think of new approaches to job related problems, readiness to initiate action voluntary Inner desire to develop competency in relation to present job assignment and for higher responsibilities, keenness to improve job skills
OVERALL RATING FOR PART ‘C’ Rating Scale 0 - Unacceptable/Poor
1 –Fair
2 – Good
3 – Very Good
4 – Exceptional/Outstanding
OVERALL RATING PARTS ‘A’ & ‘C’ COMBINED Rating Scale 0- Unacceptable/Poor
1 –Fair
2 – Good
3 – Very Good
4 –Exceptional/Outstanding
Recommendations of Appraiser Date: Recommendations of the Plant/ Functional Head
Signature of Appraiser
Date:
Signature of Plant / Functional Head 60
PROMOTION 1.
Objective To establish rules and regulations for promoting and upgrading the employees throughout the organization
2.
Policy
2.1
The company believes in filling the vacancies from within by way of promoting an employee either to the next responsibility level or an upward movement in job grade within the same responsibility level
2.2
Once a clear vacancy is established in the organization structure and level, the function head / unit head / department head should forward the same to the HR Head
2.3
Promotions should be made as and when the vacancy arises. Vacancies may arise due to resignations, creation of additional jobs for new operations, expansion in existing ones, restructuring, etc.
2.4
The employee who is being considered for promotion should have a continuous high ratings during his / her previous performance appraisals
2.5
The employee should have a potential for shouldering higher responsibilities and should have acquired professional development through training etc.
2.6
An employee must have attended at least 8 man days of training during the year along with the performance for being considered for promotion. The training programs attended should be the result of the needs evaluated by the HOD along with the HR Head on the basis of training need analysis of the employee
3.
Procedure
3.1
Employee promotions should be determined by the performance appraisal system used by the company for assessing the performance of the employees.
3.2
For considering the employee for promotion, his / her past performance record should also be taken into consideration
3.3
Employee should have been in the current position for not less than a period of six months. However, this should not be a limiting factor for exceptional / deserving candidates.
61
3.4
The previous experience / job responsibility of the employee in his / her previous job should be considered
3.5
Employee’s skills should directly related to the position under consideration
3.6
On promotion, HR Head / unit HR Head should issue a letter of promotion to the employee through his / her immediate superior
3.7
A job description of the new position should be provided to the employee by the concerned immediate superior after consulting with the HR Head
3.8
The employee should not be informed of his / her promotion until a letter of promotion issued by the HR Department is received
4.0
Enclosures
4.1 4.2 4.3
Letter of Promotion Promotion Recommendation Form – MCS Promotion Recommendation Form – Other than MCS
62
PROMOTION LETTER Date: ________
____________ ____________ ____________ Dear Mr. ________, In line with our commitment towards our employees, we are pleased to inform you that as a Company we are again investing towards improving the salaries of our people. At an individual level this would naturally vary based on performance evaluation. It gives us pleasure to advise you that in view of your consistent good performance you have been promoted as “………………” with review and upward revision in your salary effective ………….. as per the enclosed Annexure. CONGRATULATIONS! You will be eligible for all other benefits as applicable to employees in your revised level. All other terms and conditions of your appointment remain unchanged. Your promotion casts an additional responsibility on you and we are sure that you will rise to this new challenge and continue to excel in your performance. Our Organisation is moving forward with confidence. Your role, therefore, in building our business and our team is vital. We hope you will continue to strive for better results, create an exciting workplace and continue to grow individually as well as professionally with the Company in the years ahead. Wishing you success in your new position. With best wishes,
_____________ Encl: as above
63
Jindal Saw Ltd.
ANNEXURE-V
PROMOTION RECOMMENDATION FORM – (Applicable for MCS Category) Employee Details
I. Name
:
Designation
Experience (Total) :
:
Date of Joining
Experience (JSAW) :
:
Date of Last Promotion : Rating in ___ :
____ :
II.
Significant achievements in ____ (To be filled in by Immediate Manager)
III.
Significant achievements since joining JSAW (to be filled in by Immediate Manager)
IV.
Performance Evaluation over last two years (To be filled in by Immediate Manager)
V.
Potential Evaluation – Higher responsibilities / Cross functional capabilities etc. (to be filled in by Immediate Manager / concurred by Manager’s Manager)
VI.
Recommendations
From
To
Position Level Role dimension changes (in quantitative / qualitative terms) VII.
Comments, if any, of HR
Signature of Immediate Manager
Signature of Manager’s Manager
Sig nature of Location HR Head
Signature of Plant / Functional Head (HQ)
Date: Decision
Date:
APPROVAL
Jindal Saw Ltd. ANNEXURE - VI
PROMOTION RECOMMENDATION FORM – (Applicable to Other than MCS)
I.
Employee Present Details Name
:
Experience (Total) :
Designation
:
Date of Joining
Experience (JSAW) :
:
Date of Last Promotion : Rating in ____ :
II.
Significant achievements in _____ (To be filled in by Immediate Manager) :
III.
Rationale for Promotion Recommendation (To be filled in by Immediate Manager) :
IV.
Recommendations:
From
_____ :
To
Position: Level / Category Role changes
V.
Service Record / Comments (by HR)
Signature of Immediate Manager
Signature of Manager’s Manager
Signature of Location HR Head
Date:
65
Signa ture of Plant / Functional Head (HQ)
TRANSFER EXPENSES ( REVISED W.E.F. 01.04.2005 / 01.05.2012)
1.
OBJECTIVE:
1.1. To define rules and regulations in case a regular employee is transferred from one Office / Unit of the Company to other in India or abroad and also to define criteria and entitlements. 1.2. This also covers new joinees who have to relocate from their current location to the Unit/ Office where he is appointed. 2. POLICY 2.1.
The policy is aimed at reducing inconvenience caused to the employee due to transfer to the other place and relocating himself at the new place.
2.2.
The services of an employee will be transferred depending upon the need of the company.
2.3.
Each employee on transfer for more than 500 KM will be given a maximum of 3 days of joining and settling time other than travelling period.
2.4.
Unless clearly stated in the transfer letter, the employee is transferred in the same salary and grade level
2.5.
Employee will be entitled to the same benefits offered to others in the same grade level at the new place of posting.
2.6.
This shall be applicable in case of new joinees also wherein relocation is involved.
3.
PROCEDURE:
3.1.
A letter of transfer will be issued to the employee being transferred by the HR department.
3.2.
The letter of transfer will indicate the place of transfer, time of joining and the name of the immediate superior to whom the employee will report at the new place of posting.
3.3.
All transfers will normally take place after taking the Departmental Head and the employee concerned into confidence.
3.4.
Employee will be required to fill the transfer clearance form and submit the same to the HR Department before leaving for the new location.
3.5.
Employee should normally be informed of his transfer one month prior to the reporting date at the new location, so as to provide him sufficient time for transfer and settling at new place. However, the time may not be possible on account of business exigencies. Transfers will be on business / organisation need and requirements. However, whenever possible, school session changes may be kept in mind.
3.6.
The leave status of the employee will be transferred to the new location by the HR Department of the releasing location.
3.7.
The HR Department of the releasing location will ensure the transfer of personal file and other related documents of the employee within 1 week of his joining at the new location.
3.8.
In case of new joinees, the HR deptt shall ensure proper negotiations with the candidate and identify the distance for which the reimbursement is to be made. Alternatively the new joinee may be paid for the relocation based on the rates as specified below
3.9.
In case of deviation from the existing rates the reimbursement shall be made only after Management’s approval, subject to production of relevant documents/ reason in support of the deviation.
4. ENTITLEMENT (Subject to submission of bills): Maximum. Limit Designation / Category Carriage of personal effects including vehicle transportation
Pkg./ Fwdg./ Insurance, loading & unloading, etc.
VP & above
Upto Two truck load
Actual subject to a max. of Rs.75000/-
AVP/ Sr.GM/ GM/ DGM/ AGM
One truck load
Actual subject to a max. of Rs.52500/-
Sr.Mgr. / Mgr
One truck load
Actual subject to a max. of Rs.30000/-
DM/AM/Exec.
One truck load
Actual subject to a max. of Rs.18750/-
Staff & All other regular employees
Actual or 1½ month’s basic salary or Rs.11250/-, whichever is lower.
5.
NOTE:
5.1.
The aforesaid entitlements will be applicable only in case of permanent transfer of services & new joining cases and not for deputation to other locations.
5.2.
The travel fare for employee’s spouse and dependent children, if any, will be reimbursed in accordance with the travel rules applicable to the category of concerned employee.
5.3.
Employee will be required to obtain 3 quotations from transporters / forwarding agencies and submit the same to Unit / Corporate HR, as applicable, for approval within the prescribed limits.
5.4.
All claims should be supported with original bills / receipts.
5.5.
Expenses beyond the aforesaid permissible limits will require special approval of Unit Head/ Corp. HR, as the case may be.
67
5.6.
Service Tax shall be extra, as applicable.
5.7.
A special sanction of Unit Head/ Corp HR (as the case may be) shall have to be taken wherever Car shifting case is applicable, preferably along with 3 quotations, in case of transfer by Packer & Movers, or approximate rate based on prevailing fuel rate, make, and average of the vehicle.
5.8.
Travel Category
: As per travel policy
5.9.
Mode of Travelling
: As per travel policy
5.10. Boarding & Lodging
: As per travel policy
5.11. Company Accommodation
: As per company rules
Enclosure: a. Travelling Expense Sheet - Annexure-I b. Transfer Letter - Annexure-II
68
JINDAL SAW LTD . TRAVELLING EXPENSE SHEET
NAME:
__________________________________
DEPTT:
_____________________
TOUR DATES:
FROM:
PLACE (S) OF VISIT:
DESIGNATION: _________________________
EMP. SAP CODE: ___________
BASIC PAY *:
___________
__________________________ TO: _____________________________ _____________________________________________________________
PURPOSE: ___________________________________________________________________________
A. TRAVELLING EXPENSES PLACE, DATE & TIME FROM
TRAVEL DETAILS
TO
MODE
AMOUNT PAID BY
CLASS
SELF
COMPANY
A. TOTAL (RS.) B. BOARDING & LODGING EXPENSES DATE & TIME FROM
PAID BY DETAILS OF EXPENSES
TO
SELF
COMPANY
B. TOTAL (RS.) C. LOCAL CONVEYANCE ON TOUR PLACE DATE
FROM
TO
DISTANCE IN KMS.
MODE OF TRAVEL
AMOUNT (RS.)
C. TOTAL (RS.) Contd..…2 69
-: 2 :-
D. MISCELLANEOUS / INCIDENTAL EXPENSES (FAX / POSTAGE / PHONE / ETC.) DATE
DETAILS
AMOUNT (RS.)
D. TOTAL (RS.) SUMMARY OF TOUR EXPENSES EXPENSES
AMOUNT PAID BY SELF COMPANY
AMOUNT (RS.)
A. TRAVELLING B. BOARDING & LODGING C. LOCAL CONVEYANCE D. MISC./ INCIDENTAL
GRAND TOTAL ( RS.) TOTAL TOUR EXPENSES (RS.): _________________________________________________ (IN WORDS) __________________________________________________________________ ADVANCE DRAWN (RS.): _______________________________________________________ NET AMOUNT PAYABLE TO SELF / COMPANY (RS.): ________________________________ SPECIAL APPROVAL FOR (IF ANY) * *: 1. 2. ______________________
_______________________
SIGNATURE OF EMPLOYEE
SIGNATURE OF HEAD OF DEPTT.
*
_______________________ SIGNATURE OF APPROVING AUTHORITY
BASIC PAY TO BE MENTIONED FOR THOSE ONLY WHO ARE IN THE GRADE OF JUNIOR EXECUTIVE AND BELOW
* * SPECIAL APPROVAL REQUIRED BY APPROVING AUTHORITY FOR AVAILING BEYOND ENTITLEMENT.
70
ANNEXURE-II
Dated: _____________ TRANSFER LETTER (TOBE ISSUED ON COMPANY LETTER HEAD)
To:
__________ __________ __________
Dear _________,
Due to exigencies of work,
your
services
are
hereby transferred
from _________________ to
________________. You are required to report to Mr.________________ designation _________________ on _________________
Your personal records and files (if any) are being transferred from _______________ (Transferred Office)
All other terms and conditions remain the same as per your appointment letter.
We wish you every success in your new assignment.
Authorized Signatory cc:
All concerned
71
SEPARATION 1.
Objective To define the actions to be taken in case of separation due to resignation / retirement / dismissal / death so as to ensure pleasant exit of the employee and to ensure minimal disruption of work due to his / her leaving from the organization
2.
Resignation
2.1
All the confirmed employees of the organization should be required to give prior notice or basic salary in lieu thereof as per terms of their appointment.
2.2
Allowances payable on resignation are as follows:
2.2.1 Basic salary (on pro rata basis up to the day of relieving) 2.2.2 All Allowances (on pro rata basis up to the day of relieving) 2.2.3 Balance amount of any reimbursements, which an employee is eligible for, which he / she has not claimed during the financial year 2.2.4 Earned leave encashment, calculated on basic pay plus bonus 2.2.5 Sick / Medical leave encashment, calculated on 50% of basic pay 2.2.6 The Bonus is paid as 20% of the basic pay (on a pro rata basis up to the date of relieving) for the period for which he / she has not received 2.2.7 Gratuity, wherever applicable, as per the rules 3.
Procedure
3.1
The employee should submit his / her resignation letter to the concerned functional / departmental head through his / her immediate superior
3.2
The functional / departmental head should forward the resignation letter to the unit HR Head / Corporate HR Head with his / her recommendations
3.3
The Unit / Corporate HR Head should then forward the letter to the management for their comments / acceptance.
3.4
Once it is accepted by the management, the Unit / Corporate HR Head should issue the letter of acceptance within 15 days, after having discussions with the Functional / departmental head, regarding the effective date and time of relieving
72
3.5
The employee should be required to surrender all the assets of the company such as furnishings / car / telephone / laptop / mobile phone / credit cards, etc. which are in his / her possession
3.6
The employee should be required to submit the duly filled and signed clearance form from all the concerned departments to the HR department
3.7
On receiving the duly signed clearance form from the employee, the HR department made the full and final settlement of accounts of the employee and submit the same to the accounts department for settling his /her dues
3.8
HR department will conduct exit interview of the employee before the last date of his / her employment in the company
4.
Retirement
4.1
Every employee automatically stands retired from the services of the organization after attaining the age of 60 years, unless otherwise stated by the management & found medically, physically or mentally fit for the job being performed by him / her
4.2
The employee will be entitled for the following, at the time of retirement:
4.2.1 Basic salary (on pro rata basis up to the day of relieving) 4.2.2 All Allowances (on pro rata basis up to the day of relieving) 4.2.3 Balance amount of any reimbursements, which an employee is eligible for, which he / she has not claimed during the financial year 4.2.4 Earned leave encashment, calculated on basic pay plus bonus 4.2.5 Sick / Medical leave encashment, calculated on 50% of basic pay 4.2.6 The Bonus is paid as 20% of the basic pay (on a pro rata basis up to the day of relieving) for the period for which he / she has not received 4.2.7 Gratuity, wherever applicable, as per the rules 4.2.8 Superannuation, wherever applicable, as per the eligibility
73
5.
Dismissal / Termination
5.1
An employee should be dismissed / terminated only in case a disciplinary action is initiated against him / her
5.2
Proper enquiry should be conducted for taking any action for dismissal / termination of an employee by the organization
5.3
The enquiry commission should consist of concerned Departmental Head, HR Head and the Director / CEO of the company. If required, the immediate superior of the employee, against whom the enquiry is going on, should also be inducted in the enquiry officer.
5.4
The employee, against whom the proceedings are going on, should also be provide with the opportunity to put his / her side in front of the enquiry officer.
5.5
The enquiry commission should take the decision only after hearing the point of view of both the sides and take the decision as an independent authority without any bias or prejudice
5.6
All the payments due to the employee or all the final settlements of salary should be made on the day, on which his her order for dismissal / termination is passed
5.7
The decision regarding payment of gratuity to the dismissed / terminated employee should be taken by the enquiry committee, depending upon the gravity of the circumstances
6.
Death
6.1
In case an employee dies during the course of his / her employment with the organization, it should be responsibility of the HR Department to get all his / her dues settled and payment to be made to his / her nominee or family members within 15 days time
6.2
The settlement procedure in case of death follows the same rules and norms as in case of retirement
7.
Documentation
7.1
All the Unit HR heads should be made responsible for sending records, related to separation, to the corporate office before 10th of every month
8.
Enclosures
8.1
Resignation Acceptance Letter
8.2
Clearance Form
8.3
Exit Interview Form
74
JINDAL SAW LTD. RESIGNATION ACCEPTANCE LETTER Dated: ______ Mr./Ms.___________ _________________
Re:
Acceptance of Resignation
Dear ________, This has reference to your letter dated ……………. resigning from your post in the Company.
We hereby accept your resignation and you will be relieved from the services of the Company with effect from close of working hours on ………….. subject to handing over the charge to the nominated person.
We are advising our Accounts Department to settle your account as per rules of the Company.
Thanking you for being with us and wishing you good luck in your future endeavours.
_______________________ Corp. HR Head / Plant HR Head cc:
Accounts
75
JINDAL SAW LTD. CLEARANCE FORM / CERTIFICATE (Copy of Acceptance Letter of Resignation to be attached) (To be filled in on the date of release / transfer and submitted to the HR / Personnel Department)
NAME ________________________________
DESIGNATION ________________________________
DEPTT. ________________________________
DATE OF RELEASE / TRANSFER _________________
A. (For use in Employee’s Department) Certified that there is nothing outstanding against Mr. / Ms. ____________________________. In so far this Department is concerned and we have no objection to his / her release from the company on the date indicated above.
1) Domain ID to be Removed / Temporary Transferred to Mr. ___________________________ 2) Mail ID to be Removed / Forwarded to Mr. ________________________________________ Signature: ______________________________
Date: ____________________
Name
: ______________________________
B. (for use in IT Department) Certified that there is nothing outstanding against Mr. / Ms. ___________________________. In so far this Department is concerned and we have no objection to his / her release from the company on the date indicated above. Signature: ______________________________
Date: ____________________
Name
: ______________________________
Contd‌..2
76
-: 2 :-
C. (for use in HR / Admin. Department) Certified that there is nothing outstanding against Mr. / Ms. ___________________________. In so far this Department is concerned and we have no objection to his / her release from the company on the date indicated above. Signature: ______________________________ Date: ____________________
Name
: ______________________________
D. (for use in Accounts & Stores Department) Certified that there is nothing outstanding against Mr. / Ms. ___________________________ In so far this Department is concerned and we have no objection to his / her release from the company on the date indicated above. Employee Vendor to be blocked/closed after F&F payment:
Signature: ________________________
Date: ____________________
Name:
DESCRIPTION OF ITEMS
VALUE (IN RS.)
________________________________
____________________________
________________________________
____________________________
________________________
Date: __________________________
Encl: Exit Interview Report:
â–Ą Yes
â–Ą No
Undertaking I, ___________________________, certify that having voluntarily resigned, I have handed over and accounted for all the Company’s moneys/properties including intellectual properties in whatever from i.e. whether in documentary or CDs, DVDs etc. to the concerned HOD / Person. I have neither retained any such property nor shall put to use / misuse any such property / asset of the Company for making any personal gain either individually or in combination with other / competitors of the Company. Any violation of the above undertaking shall render me liable to legal action at the option of the Company. I confirm that I am responsible for all acts under my domain during my tenure of service.
Signature: ______________________________ Date: ____________________
Name
77
: ______________________________
JINDAL SAW LTD. EXIT INTERVIEW REPORT Personal Details (To be filled by HR Deptt.) Name
: _____________________
Deptt.
: ______________
Date of Joining
: _____________________
Qualification
: ______________
Designation/Level
: _____________________ (At the time of Joining)
Designation/Level
: _____________________ (Present)
Promotions
: 1) From
____________
To
____________
Date ___________
2) From
____________
To
____________
Date ___________
3) From
____________
To
____________
Date ___________
Past ____________
Total ___________
Experience
: 1) Present____________
What are the key triggers which prompted the search for a new job? (Please elaborate)
Working Environment & Relationship:
Lack of Direction.
Superior / Peer Behaviours & Relationship.
Job Interference.
Lack of Role Clarity.
Quality of Life
Personal Reasons
Nature of work
Working Conditions
Any other (please specify & elaborate)
Suggestions for improvement (To be filled by Employee)
Strength(s) of our Organisation i) __________________________________________________________________________________ ii) __________________________________________________________________________________ iii) __________________________________________________________________________________
Areas for immediate improvement in Organisation climate i) __________________________________________________________________________________ ii) __________________________________________________________________________________ iii) __________________________________________________________________________________
What are the two important things you will implement to improve organisation working climate? i) __________________________________________________________________________________ ii) __________________________________________________________________________________ iii) __________________________________________________________________________________ Contd…2
P.T.O. 78
-: 2 :-
In the assignment, you propose joining, what are the relative advantage(s) (Please tick). 1)
Nearness to home
5)
Technology / Industry
2)
Better job content
6)
Higher span of control
3)
Better pay, perks & designation
7)
Company reputation
4)
Job security
Date: ___________
__________________ Signature of Employee
Interviewer’s Comments Key triggers for the individual making the change: i)
____________________________________________________________________________________
ii)
____________________________________________________________________________________
iii)
___
________________________________________________________________________________
___________________ Signature of Interviewer
Date: ____________
Note: Please attach separate sheet, if required.
79
HOURS OF WORK AND ATTENDANCE
1.
Objective To clearly define the terms and conditions for all the employees for coming to and going from the office so as to maintain proper discipline in the organization
2.
Scope All the employees of the organization are covered under this.
3.
Procedure
3.1
All employees are required to mark their daily attendance while coming in and going out of the office / plant premises.
3.2
All employees are required to fill in the out door duty form before leaving from the office for personal work / office work during office hours and submit the approved form, from the concerned HOD / immediate superior, to the HR department for making necessary adjustments.
3.3
The form for out door duty is available with the HR Department.
3.4
The company discourages employees from coming late to the office in the morning but for extreme circumstances it provides a grace period of 10 minutes.
3.5
Any late comings for more than 3 times in a month, beyond 10 minutes, will be treated as half-day absence from work and will be treated accordingly.
3.6
For work timings, all the offices / plants of Jindal Saw Ltd. are regulated by the service conditions prevailing at the respective locations.
80
HOLIDAYS 1.
Objective To provide the employee with the national holidays governed by the Law of the State and also the festival holidays to celebrate and enjoy the festivals
2.
Scope All the employees of the organization are covered under this
3.
Procedure
3.1
The company provides total of 10 holidays to its employees. Out of which 8 are national and festival holidays and 2 an employee can take during the year as a restricted holiday for any of the festival / occasion such as Ram Navmi, Id, Guru Nanak Birthday, Easter, Baisakhi, etc.
3.2
HR department will release every year’s list of holidays 1 week before the starting of the year
3.3
The list of restricted holidays for the year is also to be released by the HR Department along with the holidays list
3.4
The holidays can be different between various locations of the company depending upon the prevalence of conditions at respective locations
3.5
Sundays are to be observed as weekly off unless otherwise specified
3.6
The management has right to open the office/unit on any of the holidays except national holidays depending upon the exigencies of the work
81
LEAVE 1. Objective To establish guidelines for employees regarding various kinds of leave from the office because the company realizes the need of the employees that at times they require leave from work 2.
Policy
2.1.
The company provides 24 days of earned leave, 7 days of casual leave and 14 days of sick leave in a calendar year.
2.2.
For the purpose of computation of leave the calendar year starting from January 1 st to December 31st shall be considered.
2.3.
CL and SL are being credited to all on-roll employees in advance at the beginning of calendar year/ from the date of joining.
2.4.
Casual leave cannot be accumulated or encashed and at the end of the period it automatically get elapsed. Whereas, sick leave and earned leave can be encashed.
2.5.
If a weekly off / holiday falls between the duration of leave, it is excluded from the leave and shall not be included for counting the number of days of leave.
2.6.
In case an employee has resigned from his services, no leaves for the purpose of claiming LTA shall be permissible during the notice period.
2.7.
During the notice period, no leaves are allowed except under critical circumstances, subject to prior approval of HOD. Any unauthorized leave shall be considered as LWOP.
3.
Kinds of leave
3.1.
Earned leave
3.1.1.
Leaves earned by all the employees within a year shall be credited on 1 st January of the succeeding calendar year.
3.1.2.
EL is given with the purpose of providing the employees with an annual vacation from work
3.1.3.
All the regular employees are eligible for earned leave
3.1.4.
An employee is entitled for total of 24 days of EL per year
3.1.5.
The accumulation of EL is permissible up to a maximum of 90 days after that it is compulsorily be encashed during the year in which it exceeds the limit
3.1.6.
The balance of minimum of 12 days of EL must be present in the leave account of the employee for encashment of the leave. 82
3.1.7.
For encashment of EL, basic pay plus the bonus of the employee (at the rate of 20% of the basic pay) shall be considered.
3.1.8.
EL starts accumulating from the very first day of joining of the employee even on probation.
3.1.9.
The new employee shall be able to avail the EL only after completion of the Calendar year. For example, in case an employee joins in May 2012, his leaves shall start accumulating with immediate effect, based on his number of working days, however, he shall be able to avail the leaves only from 1st January 2013, when his leaves get credited to his account.
3.1.10. EL can be availed maximum of 4 times in a year with a minimum of 3 days of EL at a time. 3.1.11. In case the SL and CL are exhausted by any employee during a Calendar year, if any further leaves (for less than 3 days) are availed by the employee during that year, the same shall be considered as “Leave-Without-Pay� (LWOP) . 3.1.12. Advance leaves shall be given only in case of genuine or critical cases subject to approval of HOD/ Management. 3.2.
Casual Leave
3.2.1. The main objective of Casual leave is to provide the employees with paid leave of a casual nature 3.2.2. All the employees, who are on the payroll of the company, are eligible for casual leave 3.2.3. An employee is entitled for total of 7 days of CL per year 3.2.4. CL can neither be accumulated nor encashed and gets automatically elapsed at the end of the calendar year 3.2.5. No more than 3 CLs can be availed at a stretch at any given time in a calendar year. 3.2.6. CL cannot be clubbed with any other types of leaves viz. EL & SL nature of casual leave is diluted. 3.3.
as the very purpose and
Sick Leave
3.3.1. The main objective of SL is to provide a paid leave to the employees for illness 3.3.2. All the employees, who are on the payroll of the Company and who are not covered under ESI, are eligible for sick leave 3.3.3. An employee is entitled for total of 14 days of SL per year. 3.3.4. The accumulation of SL is permissible up to a maximum of 70 days after that it is compulsorily be encashed during the year in which it exceeds the limit. 3.3.5. The balance of minimum of 14 days of SL must be present in the leave account of the employee for encashment of the leave. 3.3.6. For encashment of SL, 50% of basic pay of an employee shall be considered. 83
3.3.7. SL starts accumulating from the very first day of joining of the employee even on probation 3.3.8. For availing SL for more than 3 days at a time, an employee is required to submit a certificate of illness from the registered medical practitioner 3.4.
Maternity Leave
3.4.1. The objective is to grant the women employee an authorized leave from work during maternity 3.4.2. All female employees, who worked with the organization for not less than 6 months prior to going on maternity leave, are eligible 3.4.3. An employee is entitled for a maternity leave of 12 weeks out of which not more than 6 weeks should precede the date of her expected delivery 3.4.4. An employee can avail maternity leave 2 times during her total tenure with the company or for 2 living children. 3.5.
Restricted Holiday (RH) (As per applicability)
3.5.1. An employee is entitled for total of 2 days of RH per year. 3.5.2. An employee can avail RH on days as specified in Government notifications/ by Management. 3.5.3. Both RHs cannot be availed together. 3.5.4. RH can be clubbed with CL/ EL. 3.6.
Leave Without Pay (LWOP)
3.6.1. If no other kind of leave is present in the leave account of the employee, then in case of emergency, he / she can be granted leave without pay at the sole discretion of the management 3.6.2. Weekly off / holidays falling between the period of LWOP shall be included while computing the total no. of leaves availed. 3.6.3. During the period of LWOP, an employee shall not be entitled for any benefits, compensation, allowances. 3.6.4. The period of LWOP shall not be treated as a period of ‘service’ for the purpose of calculating leave earnings, increments, gratuity, etc. 3.6.5. Any deductions from the salary of the employee during the period of LWP shall be made accordingly and as per the rules. 4.
Procedure for applying leaves
4.1.
Employee Self Service (ESS):
4.1.1. The leave records of all the employees shall be maintained in SAP in R3 server. 84
4.1.2. Leaves shall be applied through Employee Self Service portal wherever provided with Login ID and password subject to organizational rules and regulations. 4.1.3. RH shall be applied through manual process only and not through Employee Self Service portal. 4.1.4. The leaves applied through ESS are approved by 2-Tier level system and gets updated directly in R3 server. 4.1.5. Wherever ESS login and password is provided to the employee, he/she needs to login and apply for leave by going to the section ‘Employee Self Service’ – ‘Working Time’ – ‘Leave Request’. 4.1.6. Employee needs to fill in complete leave details as per the format suggested in the ESS. 4.1.7. The Leave request then moves to his immediate supervisor. Immediate Supervisor approves/ rejects the leave by logging in and going to section ‘Home’- ‘Work’(Universal Work List) as per the process specified in the system. 4.1.8. Subsequently the leave request moves to the HOD and he/ she finally approves/ rejects the same as per the path specified in above clause. 4.1.9. The final status gets updated in the R3 server in case of approval; In case “rejected”, the employee has to re-apply/ cancel the leave in discussion with his superiors. 4.1.10. The leaves quota can be viewed by the employee by going to the section ‘Employee Self Service’ – ‘Working Time’ – ‘Quota Overview’. 4.1.11. The employee can view his Leaves availing history by going to the section ‘Employee Self Service’ – ‘Working Time’ – ‘Leave Request’ – ‘Show Overview of Leave’. 4.1.12. Wherever required, designated ESS core users (in HR deptt) can be contacted for effective training and assistance. Leave application and Approver manuals are available with Core user in HR deptt for ready reference. 4.1.13. Wherever required the employee can contact HR deptt for leave related queries through SAP server 4.2.
Manual:
4.2.1. For taking any leave, an employee is required to submit the leave application form giving all the details regarding duration, type of leave, etc. 4.2.2. The form should be then forwarded to the immediate superior of the employee for his / her approval. 4.2.3. The immediate superior has the right to approve / disapprove the Leave as per the need 4.2.4. Once the leave form is approved by the immediate superior it should reach the HR department for maintaining and updating the records 4.2.5. An employee is required to submit his/ her leave application at least 15 days prior of taking a leave in case of earned leave and maternity leave 85
5 Effective date 5.1
The changes/ amendments are effective from 1st June 2012.
6 Enclosures 6.1
Leave application form
6.2
Leave encashment form
86
JINDAL SAW LTD. LEAVE APPLICATION FORM
Date:
___________
Name of the Applicant: _______________________________ E Code:
__________________________
Designation:
__________________________
Leave : From:
Kind of Leave: (CL / SL / EL ) Reason of Leave:
_______________________________ Deptt:
_______________________________
To:
___________________________
______________________________________________________________________
________________________________________________________________
Address & Phone No. while on leave: ________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________
Person In charge in your absence (Name and Designation)
:
____________________________________________________
_______________________________________________________________________________________ _______________________________________________________________________________________
______________________ APPLICANT’S SIGNATURE
_________________ RECOMMENDED BY
87
__________________ HEAD OF THE DEPT
JINDAL SAW LTD. LEAVE ENCASHMENT FORM
Date: _______________
Name of the Applicant: _____________________________________________________________________
Deptt:
__________________________________
Emp Code: __________________________
Basic Pay (Rs. Per Month): _________________________________________________________________
Type of Leave
Leave Status as on ………………...
No. of Days encashed
Leave Balance
Minimum permissible Leave Balance
Amount of Leave Encashment
Earned Leave Sick Leave Total In Words (Rupees ………………………………………………………………. ……………………………………………………………………………….……)
__________________ Signature of Applicant
Cc:
1. Accounts Department 2. IT Department
88
LUNCH / DINNER REIMBURSEMENT (REVISED W.E.F. 01.10.2005 / 01.04.2010)
1.
Objective To provide reimbursement to employees for lunch/dinner expenses when out on Business calls during lunch/dinner time.
2.
Eligibility All employees from GM & below
3.
Entitlements
Maximum permissible per meal limit
Job Grade
4.
AGM / DGM / GM
Rs. 200/-
Dy. Manager / Manager / Senior Manager
Rs. 150/-
Officer / Executive / Assistant Manager
Rs. 100/-
Supervisory Staff
Rs. 60 /-
Procedure At the end of the month employees will be required to give details on the number of times they have been out during lunch/dinner hours along with their bills for claim on actual subject to the maximum permissible limit of per meal.
5.
The revision is effective 1st April 2010.
89
HOUSING 1.
Objective To provide assistance to the employees towards getting appropriate housing.
2.
Eligibility All the regular employees of the company are eligible.
3.
House Rent Allowance Employees who are not provided with the company owned accommodation / company leased housing or not availed any of these are eligible for HRA as per the rates decided by the management from time to time
3.1
Entitlement Designation
Maximum permissible limit for HRA
Executive /AM
Up to 40% of Basic Salary
DM / Manager/ Sr. Mgr
Up to 40% of Basic Salary
AGM / DGM / GM / Sr. GM / AVP
Up to 40% of Basic Salary
VP / Sr. VP / EVP / President / Director / CEO
Up to 50% of Basic Salary (flexi)
4.
Company Owned Houses
4.1
The company has its own maintained houses at various locations, especially near to its plants to help employees in overcoming the problems in locating themselves near to the plant and also help in saving their time in commuting
4.2
These houses are provided to the employees as per the availability on first come first basis at the discretion of the management.
4.3
An application in writing be given to HR Department after getting it duly approved by the functional Head.
4.4
The allotment will be done by the HR Department after taking complete inventory of the accommodation / fixtures.
4.5
The house will be provided on ‘as it is basis’ and no repairs / modification be carried out unless with the express permission of the management.
90
4.6
The company will provide the fixture / attachments to the house and the same will be returned as per inventory while taking over the possession of the house from the employee. Any shortfall / damage other than normal wear and tear will be recovered from the employee concerned
5.
Company Leased Housing
5.1
The objective of providing company leased houses is to provide a house to the employee of his / her own choice at the place of posting
5.2
The maximum value which the company will be willing to bear on the total cost will be as per the entitlements specified by the management from time to time
5.3
Entitlement Designation
5.4
Maximum permissible limit for Company leased Housing
Executive / AM
Up to 40% of Basic Salary
DM / Manager/ Sr. Mgr
Up to 40% of Basic Salary
AGM / DGM / GM / Sr. GM / AVP
Up to 40% of Basic Salary
VP / Sr. VP / EVP / President / Director / CEO
Up to 50% of Basic Salary
Policy
5.4.1 The company will not enter into any lease agreement with the employee or any of his / her relative 5.4.2 For providing any leased accommodation, the approval of the CEO / Director should be required 5.4.3 All leases will be signed by the HR Head or by any other person nominated by him after vetting by the Company Secretary / Legal Section. 5.4.4 The management has the sole discretion to enter into or not in any of the lease agreement 5.4.5 Either an HRA or company lease amount will be payable. In no case an employee will be eligible for both HRA or company lease amount 5.4.6 In no case an employee will be eligible for any payment over and above the amount payable to him / her as HRA. The company will not take up any extra financial liability related to any deposit / advance rent or any other payments and these will have to be borne by the employee himself / herself 5.4.7 The employee must submit the proof of lease and all the bills related to payment to the HR Department 91
HOUSE MAINTENANCE ( REVISED W.E.F. 01.10.2005 )
1.0
OBJECTIVE:
1.1
To assist employees in maintaining residential accommodation owned by the company and occupied by the employees.
2.0
ELIGIBILITY:
2.1
Employees staying in the company owned & provided residential accommodation (other than in plant colonies where maintenance is carried out by the plant administration section) are eligible to get reimbursement for maintaining their houses as per the limits defined in the policy.
3.0
ENTITLEMENT:
3.1
The following will constitute “repairs & maintenance”:
Plumbing work inclusive of all minor repairs / replacements. Electrical work inclusive of all minor repairs / replacements. Carpentry work. Masonry work including repair of wall cracks & seepage etc. Iron grills for safety purposes. Description
Maximum Limits
Repairs & Maintenance
Rs.5,000/- per annum
Painting / Polishing
Rs.10,000/- once in three years.
4.0
PROCEDURE:
4.1
Minor repairs upto Rs.1,000/- (within the aforesaid overall limit) accompanied with supporting bills can be carried out by the concerned employee.
4.2
However, for repairs more than Rs.1,000/-, prior permission from HR Head will be required before necessary repairs are carried out.
4.3
All the claims supported with bills / documents should be made in the prescribed format for approval by HR Head.
4.4
No pro-rata payment will be applicable.
4.5
Administrative section will maintain a record of repair / maintenance of each house.
4.6
Where Painting / Polishing is undertaken as a part of Organisation / Society related endeavour, and not by the residing employee, the above entitlement will not apply.
92
VEHICLE LOAN ( REVISED W.E.F. 01.10.2005 )
1.0
OBJECTIVE:
1.1
To provide financial assistance to the eligible employees to buy vehicle applicable to their category.
2.0
ELIGIBILITY:
2.1
Confirmed employees having put in minimum one-year service with the Company are eligible for vehicle loan.
2.2
Loan will not be available to employees provided with Company car.
3.0
ENTITLEMENT:
3.1
The entitlement for the loan for purchase of new vehicle shall be as under: Designation
Sr. Mgr. / Mgr. DM / AM
New Vehicle
Max. Loan Amount (Rs.)
Car
1,50,000/-
2-Wheeler
25,000/-
3.2
The quantum of loan for purchase of used car will be up to 70% of the assessed cost of the car with a maximum loan amount of Rs.1,25,000/-. The used car purchased should not be more than 3 years old from the date of original purchase. The assessment towards its value shall be from an authorised Automobile Agency.
3.3
No loan will be sanctioned for purchase of second hand 2-wheeler.
4.0
PROCEDURE:
4.1
Application for grant of loan shall be made to the Corp. HR through Unit / Functional Head.
4.2
The Administrative Head will check the authenticity of estimated purchase value of used car from an authorised Automobile Agency.
4.3
The Unit / Functional Head after endorsement will forward the application to Corp. HR through Unit HR for approval of loan.
4.4
After approval by Corp. HR, vehicle loan will be disbursed by Accounts Deptt. only when the purchase is finalised by the employee.
4.5
The employee is required to sign an Authority Letter embodying the terms of loan including recoveries and the same shall be placed in his service file.
4.6
The vehicle will be hypothecated in the name of the Company and would be transferred to the employee only after the entire loan is repaid. Administration will ensure that necessary hypothecation has been registered in the RC Book. A copy of the RC Book duly hypothecated will be kept by the Administration for records.
93
4.7
In case the Individual has to make an advance payment to book a new vehicle, loan may be given at the time of booking to the extent the advance is required and balance shall be disbursed at the time of taking delivery of vehicle.
4.8
The loan amount is re-payable in 60 EMIs to be deducted from the salary of concerned employee.
4.9
The deduction will commence from next month following disbursement of loan.
4.10
No upgradation of loan will be made during the tenure of loan in case of promotion from one grade to another.
4.11
Any lesser number of installments at the discretion of the borrower will also be permitted.
4.12
In case of separation from the services, unpaid loan amount will become recoverable on the day the employee leaves the services.
4.13
It will be the responsibility of employee to keep the vehicle in good condition. The cost of maintenance of the vehicle will be borne by the concerned employee.
4.14
An employee who has been sanctioned the loan is expected to use the vehicle on company’s work. In such case, reimbursement of conveyance expenses shall be made on kilometer scheme notified by the Company from time to time.
4.15
The vehicle should be comprehensively insured by the employee at his own cost on yearly basis.
4.16
The vehicle will be subject to inspection by the Administrative Head for physical verification whenever required.
4.17
The employee on promotion to AGM level will be eligible under “Own Your Car Scheme” as per rules. However, the individual will have choice to continue with his own car and take the benefits applicable for opting out of the “Own Your Car Scheme” as per rules & eligibility defined in this regard from time to time. If employee opts for the same, he would have to foreclose the loan account.
4.18
The benefit can be availed by the employee once in 6 years.
4.19
All loans are purely at the discretion of the Management and the Management can turn down loan request without assigning any reason.
4.20
Any tax incidence arising out of the loan and perquisite value therefore will be borne by the employee.
4.21
Documentation: i) ii) iii)
Loan Agreement (Annexure – I & II) Promissory Note Hypothecated RC Book (to be submitted by employee) 94
ANNEXURE-I
Mr. ___________ Date: ___________ Dear Sir, This has reference to your letter requesting for loan to purchase a vehicle. The management is pleased to grant the loan on the following terms and conditions: 1.
The loan is granted for purchasing a Vehicle, subject to the condition that the loan shall not exceed 70% of the purchase price of the Vehicle or Rs. _____ whichever is lower.
2.
The loan shall be recoverable in ___ equal monthly installments, which will be recovered from your salary at source. The recovery shall commence from your salary payable to you for the month of ___ @ of Rs. ____ per month.
3.
You will authorize deduction of installments from salary at source.
4.
That the vehicle shall be hypothecated in the name of the company and shall remain hypothecated to the company till the entire loan are paid by you and only thereafter the vehicle will be transferable in your name.
5.
If the vehicle is sold before the completion of the repayment of the loan and another vehicle is not purchased within six months of such sale (subject to the approval of the company), the entire loan outstanding would become immediately repayable in a single installment. Sale proceeds shall be deposited with the company pending purchase of another vehicle.
6.
You shall not sell, pledge or part with the vehicle during the subsistence of this loan without permission of the company in writing.
7.
That the vehicle shall be covered by a comprehensive insurance policy. The insurance premium will be borne by you.
8.
That you shall be responsible for keeping the vehicle in good condition and for getting it serviced regularly. The company retains the right to have the vehicle checked by competent Mechanic at its discretion for clarification as to its condition at your cost during the period this loan remains outstanding from you.
9.
In case you leave the services of the company prior to the repayment of the above loan, the entire outstanding amount is to be paid in one single installment before the settlement of your account.
In case the aforesaid terms and conditions are acceptable to you, please sign the duplicate copy of this letter as well as the enclosed authority for deductions of installments from your salary at source. Yours sincerely, _______________ Encl: as above cc:
(i) (ii) (iii)
Accounts Deptt. – for necessary action for disbursal when signed documents are received. Manager – Taxation: To please commence recovery from his salary after getting information from Accounts Department of disbursal of loan. Personal File
95
ANNEXURE-II
Date: __________ The HR Manager …………………… …………………… …………………… Subject:
Vehicle Loan
Dear Sir, I thank you for the loan of Rs.______ towards the purchase of vehicle registration No. ____ from Mr. ________ for which I have executed the pronote and receipt. I hereby authorize the company to recover the loan amount, in ___ equal monthly installments from my salary at source till the full amount of the loan is fully settled. I also undertake that in the event of my resigning from the services of the company or if my services are terminated before the recovery of the full amount on the loan I undertake to repay the balance amount of the loan then outstanding in one single installment, failing which I hereby irrevocably authorize the company to adjust the same against my dues and/or any other amount that may be payable to me at the time on any other account what-so-ever. In case any amount of loan is still due from me, the company can take into their possession the said vehicle till the entire balance amount due to the company is paid by me. In the event of the company taking over the possession of the said vehicle, the company will be able to use it as its own property and if so desired can even sell the same without any notice to me of intending sale. The balance of the amount, if any, fetched by the company on sale after adjustment of the amount due to the company, will be refunded to me. I further undertake: 1.
That the said vehicle shall always be deemed to be owned by the company and my possession only as trustee, on behalf of the company, till the loan is fully paid off.
2.
Not to sell, pledge or part with the vehicle, bearing registration No. _____ without any permission in writing of the company.
3.
To ensure and keep insured the said vehicle three times the written down value against loss or damage by fire, theft or accident with an insurance company approved by the company i.e. ………………
Yours faithfully, ______________
96
PROMISSORY NOTE
Date: …….……..
ON DEMAND I, ………….., promise to pay to Jindal Saw Ltd. or order the sum of Rs……… (Rupees ……….. only) together with interest from this date, at the rate of ……% (……percent) per annum with monthly / quarterly / half yearly / yearly rests, for value received.
Revenue Stamp
Signature
: _________________
Name
: __________________
Full Address: __________________ __________________ __________________ __________________
97
OWN YOUR CAR SCHEME ( REVISED W.E.F. 01.10.2005 / 01.02.2006 / 01.04.2012)
1.0
OBJECTIVE: To lay down guidelines for providing Company cars to employees in the level of AGM & above.
2.0
ENTITLEMENT: Designation
Max. Value Limit (Rs. In Lacs)
Maxm. Petrol Limit (Rs. per month)
Maxm. Maint. Limit (Rs. per annum)
(1)
(2)
(4)
(5)
AGM
4.00
5,500/-
10,500/-
DGM
5.50
6,300/-
11,400/-
GM / Sr. GM
7.00
7,000/-
14,400/-
AVP
8.00
7,750/-
16,800/-
VP /Sr. VP / EVP
9.00
At Actual
At Actual
President & Above
11.00
At Actual
At Actual
Notes: 2.1
The eligible employee may select any car of his choice within the overall value limit (including registration, road tax, etc.) i.e. on-road price, which exclude Insurance Premium as mentioned in column (2) above. The insurance premium will be paid by the company which will be over and above the value of car mentioned in Column 2.
2.2
The employee will have an option to go for higher version of the car subject to payment of differential amount.
2.3
The management is at liberty to increase Car value limit / petrol limit(s) for any individual at any point of time depending upon the nature of duties. No right is conferred to an employee by the policy (eligibility enables participation only).
2.4
The management may provide either a second hand car or a new car to the eligible employee at its discretion.
98
3.0
POLICY:
3.1
On commencement of service with the company, eligible employee will be entitled to company car under own your car scheme within his petrol limit(s) mentioned at clause no. 2.0 above. These limits are the maximum upper limits and the same will be reimbursed against petrol and maintenance bills.
3.2
The guidelines for availing the company car under this scheme are as follows:
3.2.1 32.77% of the purchase cost of the car will be recovered from the employee concerned at the expiry of 3 years in lumpsum. 3.2.1.1 In case the employee has opted for car of higher value and paid the excess amount over the entitlement limit, mentioned under clause (2.0) above, the cost for purposes of 3.2.1, shall be deemed to be the original cost reduced by the amount paid by the employee (over the entitlement limit). 3.2.2 The ownership of the car will remain vested in the company for a period of 3 years from the date of purchase of the car. After the expiry of lock in period as aforesaid, the ownership of the car can be transferred to the employee, Spouse, or his parents dependent on him. Income tax on perquisite value will be borne by the employee as per law. 3.2.2.1 VAT, if applicable, will be borne by the Company, on sale of vehicle on completion of 3 years. 3.2.2.2 No major expenses on the Company vehicle under the “Own Your Car Scheme� will be incurred within 6 months of the date of completion of 3 years. Only routine repair / maintenance/ service will ordinarily be allowed. Exceptions, if any, will be require Management approval. 3.2.3 The impact of VAT / entry tax / octroi will be borne by the company in case of transfer of any employee along with the car. 3.2.4 The company will replace the car to the user as per their entitlement after the expiry of lock in period i.e. 3 years. 3.2.5 Insurance shall be borne by the Company till the car is in the Company’s name i.e. for 36 months from the date of purchase. 3.2.6 In the event that an employee leaves the services of the company within the period of the allotment of car mentioned above, the car will be offered to the employee at the market value or written down value, as per Income tax rules, whichever is higher. It is mandatory for the employee to purchase the vehicle except under special circumstances** (With Management Approval).** 3.2.7 **In case an employee who has opted for car of higher value than entitled (clause 2.0), leaves the services of the company due to and under special circumstances, within the period of allotment of car and does not opt to buy the car, in such cases the differential of payment made by employee will be refunded after depreciation as per income tax rules or in proportion to realisation of market value upon selling of the used car, whichever is lower. 99
3.2.8 **In case the Car is retain by the Company (Refer clause 3.2.7) on account of the employee not opting to buy the vehicle due to exit under special circumstances, than the Company at its sole discretion reserves the right to have repairs carried out if is so required to the car and recover the cost from the employee from his full & final settlement of account. 3.2.9 The Company through its authorized service centre will undertake repairs and maintenance of these cars for a period of three years. Once the car is transferred in the name of employee, the employee shall be responsible for the maintenance of the car. 3.2.10
In case of any break-down of car while on road, the concerned employee will be responsible to get the car towed away to the nearest authorised service centre for necessary repairs at reasonable cost. The reasonable expenses incurred will be reimbursed by the company against bills.
3.2.11 In case of accident/damages, It will solely be the responsibility of the employee to ensure the following: Timely submission of claim to the Insurance Company. Provision of full details / estimates required to expeditiously settle the claim Any payment in excess of the insurance reimbursement will have to be paid by the employee.
3.2.12
The Company will pay advance for the repairs in such cases pending lodgments and processing of the insurance claim, and adjust the same on receipt from the Insurance Company.
3.2.13 In case of theft or destruction of the company car, the concerned employee will first need to file FIR with the police authorities and also a valid insurance claim duly acknowledged by the Insurance Company. After receiving the above acknowledgement, the company may at its discretion, permit the employee to purchase a new car as per entitlement, 3.2.14 In case of loss in claim, the cost will be borne by the employee.
4.0
PROCEDURE:
4.1
The eligible employee will submit his application in prescribed form to Corp. HR through his respective HOD for approval.
4.2
After approval, Administration Section will process the application within a week for necessary documentation and assist in getting delivery of car to the individual. The delivery of the car will be taken by the individual from the showroom. 100
4.3
The car purchased by the company will be owned by the company and the payment will be made directly to the vendor.
4.4
Physical inventory will be conducted annually by Administration department Representative and appropriate adjustment required to be made in the books of accounts shall be intimated to Accounts department.
4.5
The employee will ensure that there are no Challans / Tickets for violation of traffic rules and regulation or parking regulations or any other such penalties under Motor Accident Compensation Tribunal. Any such claims will be to the employees account.
5.0
TAX TREATMENT:
5.1
The employee shall be responsible for tax incidence arising out of the scheme as perquisite value.
6.0
GENERAL: The scheme can be modified / altered / rescinded / withdrawn at any time at the Management’s discretion without any notice, liabilities or prejudices.
NOTE: i) Please refer to clause 5.26 under the heading Business Travel Policy (Domestic) for any clarification regarding the expenses of drivers for travelling / fooding / lodging / etc. ii) Eligible employees opting out of Own Your Car Scheme at the time of joining or as and when they become eligible during the course of employment, will be entitled to suitable compensation as decided by the Management from time to time. Any tax incidence arising thereof will be borne by the employee. iii) In case of promotion and Policy revision, the eligible employee will continue to use the existing car till the expiry of 3 years. However, he will be eligible for revised limits on petrol / maintenance & driver if & as applicable to the promoted level / as per revised policy. ** Applicable to those under “Own Your Car Scheme” prior to amendment w.e.f. 1st October 2005. Post amendment, it is mandatory to purchase the vehicle except under special circumstances.**
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APPLICATION FOR CAR Date: ___________ To: The Manager – HR JINDAL SAW LTD. …………………….. …………………….. …………………….. Dear Sir, I would like to apply for a car as per my eligibility under “Own Your Car Scheme”. I agree to abide by the terms of Scheme as existing or modified from time to time. I undertake to buy the Car on completion of 3 years as per the terms defined in the Scheme or in the event of my leaving prior to completion of 3 years at the market value or written down value, whichever is higher. I will be governed by the income tax rules as applicable in this regard under the said Scheme. Thanking you, Yours faithfully,
______________ (Signature) Name
:
Designation
:
Deptt.
:
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LEAVE TRAVEL ASSISTANCE (Effective from 01.10.2005/ 01.10.2007/ 01.05.2012)
1. Objective To reimburse the employees for expenses incurred by him / her for vacation travel for self, spouse, children and dependents.
2. Eligibility All the employees in the category of Executive and above are eligible for Leave Travel Assistance.
3. Policy 3.1
A probationer employee should have completed 6 months of service in the organization for claiming LTA.
3.2
If interpretation of any rule related to LTA is not clear then in that case the decision of the management will be considered as final.
3.3
An employee can avail LTA for self, spouse, children and dependents
3.4
For calculation of LTA, year is taken as the financial year, i.e., from 1 st April to 31st March
3.5
An employee can avail LTA once in a year.
3.6
LTA is taxable as per income tax rules applicable from time to time computed as per the current taxation laws.
4. Entitlement An employee is eligible up to a maximum of one month’s basic salary subject to maximum of Rs 30,000 per annum. However, in certain cases the eligibility may vary at Management’s discretion.
5. Procedure 5.1
An employee can get tax exemption of LTA only when he / she undertakes 2 journeys in a block of 4 calendar years (the block is as defined by the Income tax rules), subject to production of relevant Bills/ Tickets. Apart from the same any further claim shall be liable for appropriate tax deductions as per prevailing IT rules. 103
5.2
The amount of LTA claimed shall be reimbursed to the extent of the amount as prescribed under the IT rules.
5.3
For the purpose of availing LTA, an employee is required to avail minimum 5 days off (inclusive of Weekly Off / Holidays) from the work place. The rationale for 5 days off shall be; 5.3.1 Minimum 3 days of EL; 5.3.2 Weekly off and Holidays falling in continuity can also be clubbed to make it 5 days off.
6.
5.4
Advance against LTA is not permissible.
5.5
A new employee can avail LTA for 1 year only after completing 6 months of service with the organization and for 2 year LTA, he / she should be working with the company for the last 1 year.
5.6
A new employee joining in the 1st half of the year can avail an LTA in the same year on pro rata basis but if he / she joined in the 2nd half of the year then he / she can avail the LTA in the next financial year, on pro rata basis, also for the months he / she has worked for in the previous year
5.7
For availing LTA, an employee is required to fill the declaration form accompanied with the duly approved leave application and submit the same to the HR Department.
5.8
LTA can be claimed in advance (any time during the year) in respect of the year in which it is due. However, in no case it will be permissible to draw LTA in advance in respect of any succeeding years.
5.9
In case of separation of an employee from the organization, any LTA amount taken in excess of his / her entitlement will be recovered from the employee and will be adjusted along with the full and final settlement of accounts.
5.10
Similarly, any unclaimed LTA, worked out on pro rata basis up to the date of leaving, will be paid along with the full and final settlement of accounts.
5.11
LTA cannot be accumulated for more than 4 consecutive years. In case, the same is not claimed, the accumulated LTA amount shall be disbursed as an allowance at the end of 4th financial year.
5.12
Management approval is required for any kind of deviation.
Enclosure 6.1
LTA Claim Form
104
JINDAL SAW LTD. LTA CLAIM FORM Date…………….
A) I declare that I along with the following have visited Places: ……………………………………………………………………………………………………………\ …………………………………………………(hometown or anywhere in India) from………………………..…………(dd/mm/yy) to……………………………………..(dd/mm/yy) B) Leave Sanctioned: From ………….………..………....To…………………………(dd/mm/yy)
C) Travel Details: Sl No
Names
Mode of Travel
Relationship
Class of Travel
To & Fro Fare (Rupees)
Total (C) D) LTA amount availed: Rs…………………………….………………….…………………………
_____________________ Signature of the Employee
105
REIMBURSEMENTS / ALLOWANCES 1.0
OBJECTIVE:
1.1
To provide for claiming the legitimate reimbursements which an employee incurred on himself or on his family members to compensate him to certain extent.
2.0
ELIGIBILITY:
2.1
Employees are eligible as per entitlements applicable to their respective grades.
3.0
POLICY:
3.1
Each benefit has a separate claim form and all the forms are available with the HR Department.
3.2
An employee making a claim should fill the relevant form as per the requirement on financial year basis.
3.3
All duly filled up claim forms along with the relevant / necessary bills should reach the HR Department before 5th of the month.
3.4
The reimbursement should be equivalent to the claim amount or the entitlement whichever is minimum.
3.5
Employee will be responsible for complying with Income Tax Act / Rules as applicable from time to time.
4.
Type of Reimbursements
4.1
MEDICAL
4.1.1 Employees who are not covered under ESI Act are eligible to claim reimbursement 4.1.2 Employee will be required to submit the reimbursement claim form along with the necessary bills pertaining to financial year i.e. April to March every year. 4.1.3 The payments will be made on monthly / quarterly / half yearly / yearly basis on submission of bills along with the relevant form, to the HR department 4.1.4 The claim after getting approved by the HR Head should then be forwarded to the accounts department for making the payment to the employee
106
4.1.5 An employee is eligible up to a maximum of one month’s basic salary or Rs.15,000/- per annum, whichever is less.
4.1.6 The company have taken the cover of Group Medi-claim Policy and Personal Accident Insurance Scheme for the benefits of its employees. (For Further details please refer to the clause 4.7 and 4.8 under the heading ‘Benefits / Facilities’)
4.2
CONVEYANCE
4.2.1 All the employees who are not provided with the company owned cars are eligible for conveyance allowance as per the rates applicable at different grades / levels 4.2.2 Conveyance allowance is paid to the employee for compensating him / her for to and fro from home to office and vice versa 4.2.3 A fixed amount as per the job grade / entitlement or as specified from time to time is being paid to the employee along with his / her salary on a monthly basis 4.2.4 Entitlement Designation
Maximum permissible Limit for Conveyance (Rs / month)
Jr. Executive / Officer / Sr. Foreman
750
Executive / Sr. Executive
800
AGM and above
4.3
Company Car Policy
PROFESSIONAL PURSUIT: ( REVISED W.E.F.
01.10.2005 )
4.3.1 The Company provides an allowance to an employee on newspapers, magazines, journals, periodicals, etc. 4.3.2 The purpose of providing this allowance is to encourage professional pursuit and academic research among the employees and also to have the information regarding the changes taking place in the market scenario. 4.3.3 This benefit is available to the employees as per their functional requirements and as specified from time to time by the management.
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4.3.4 Entitlement: Professional Pursuit (Rs. per month) Rs.100/-
Designation Jr. Executive Executive
Rs.150/-
President & above
Rs.750/-
4.3.5 The payment will be made on monthly basis as part of Payroll as Professional Pursuit Allowance. 4.3.6 In view of the FBT, this benefit will now be available in salary as an allowance.
4.4
RESIDENTIAL TELEPHONE EXPENSES: ( REVISED W.E.F.
4.4.1
This benefit is available only to the employees in the category of Manager and above.
4.4.2
The expenses for the local calls will be reimbursed as per the limits specified below.
01.10.2005 )
4.4.3 Entitlement: Maximum payable inclusive of taxes (per annum)
Designation Mgr / Sr.Mgr.
Rs. 6600/-
AGM / DGM / GM / Sr. GM / AVP
Rs.9900/-
VP & above
Actual
4.4.4 Installation of landline telephone at residence shall be the responsibility of employee concerned and Company in no way be responsible for the same. 4.4.5 No Security Deposit or charges of any kind whatsoever in connection with installation of telephone will be payable by the Company. 4.4.6 The Company will reimburse telephone expenses only on production of bills duly certified by the employee and submitted to Administration Section for verifying and processing. 4.4.7 On receipt of the certified bills endorsed by the Administration Section, Accounts Deptt. will reimburse the amount within the maximum permissible limits.
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4.4.8 The personal calls exceeding the limits mentioned above would have to be borne by the employee. 4.4.9 For reimbursement of outstation calls, employee will be required to attach the details of the calls along with the approval of the concerned HOD. 4.4.10 The reimbursement limit includes applicable taxes. 4.4.11 The reimbursement will restrict to only one telephone connection at residence.
4.5
ELECTRICITY EXPENSES
4.5.1 All the employees who are provided with company owned houses will be eligible for reimbursement of electricity expenses as per their entitlement 4.5.2 ENTITLEMENT CATEGORY
TYPE OF ACCOMMODATION
UNITS SANCTIONED
A
3 BED ROOM ACCOMMODATION
1000
B
2 BED ROOM ACCOMMODATION – DGM
750
C
2 BED ROOM ACCOMMODATION – OTHERS
500
D
1 BED ROOM ACCOMMODATION – ASST. MANAGER & ABOVE
400
E
1 BED ROOM ACCOMMODATION - OTHERS
300
4.5.3 The over and above units consumed by an employee will be charged from his / her salary account as per the actual Electricity Board Billed rates. 5.0.
Enclosure:
5.1
Reimbursement claim form
109
JINDAL SAW LTD. REIMBURSEMENT CLAIM FORM FOR THE PERIOD FROM _________________ TO _________________
DATE NAME
: …….…………………
: ……..………………………………………… DESIGNATION : ………………..……….………..
DEPTT :
………………..…..………………………… EMP. CODE DESCRIPTION / SUMMARY
: ……….…….…………………… ACCOUNT CODE
AMOUNT (RS)
REIMBURSEMENT OF MEDICAL EXPENSES: ORIGINAL BILLS ENCLOSED FOR SELF / FAMILY MEMBERS DURING THE MONTH / YEAR _______________ TRAVELLING EXPENSES (OVERSEAS / DOMESTIC) LOCAL CONVEYANCE RESIDENCE TELEPHONE OFFICIAL TELEPHONE / MOBILE POSTATE / TELEGRAM COURIER CHARGES REPAIRS & MAINTENANCE (CLEANING, PAINTING, ETC.) PRINTING & STATIONERY VEHICLE HIRING STAFF WELFARE / ENTERTAINMENT GIFT / SALES PROMOTION BOOKS & PERIODICALS ATTESTATION / STAMP PAPER OTHER (specify): a) b)
TOTAL Rupees (in words) ..…………………………………………………….…………………………. ____________________
_______________
SIGNATURE OF EMPLOYEE
HR DEPTT. / H. O. D. Contd…2
Note: Please furnish details of bills / cash memos on reverse.
110
-: 2 :-
DETAILS OF EXPENSES INCURRED
S.No.
Particulars
Bill / Cash Memo Nos. with date
TOTAL ROUND-OFF
111
Amount Rs.
Ps.
BENEFITS / FACILITIES 1.0
OBJECTIVE To provide the employees with some benefits and facilities other than the salary and design a framework for consistent and equitable compensation
2.0
ELIGIBILITY All the employees of the organization are eligible as per their job grade, status and classification
3.0
PHILOSOPHY / POLICY
3.1
Pay salaries that attract, motivate and retain quality people within the job markets
3.2
Pay allowances as per the grade so that there should be no discrepancy in payment of allowances within the same grade
3.3
Compensation structure should be designed in such a way that it should comply with the tax laws
3.4
Salaries shall be adjusted annually through annual increments on the basis of specific markets / increasing cost of living.
3.5
Company should try to bench mark the best benefits / compensation policies prevailing in the market
4.0
BENEFITS / FACILITIES
4.1
CHILDREN EDUCATION ALLOWANCE (CEA) (REVISED W.E.F. 01.04.2004)
4.1.1 It is the Policy of the Company to pay lumpsum amount to employees in the level of Asstt. Manager & above towards assistance for child / children education (sons / daughters) upto 25 years of age.
112
4.1.2 ENTITLEMENT: Limits of Education Allowance (Rs. per month)
Designation Asstt. Manager
100
Dy. Manager
100
Manager
100
Sr. Manager
150
AGM
150
DGM & above
200
However, the Education Expenses in respect of children of Managing Director shall be borne by the Company on actuals. The aforesaid amount will be treated in accordance with Income Tax Act, 1961. 4.2
COMPETENCY DEVELOPMENT SCHEME: (REVISED W.E.F. 01.10.2005)
4.2.1 OBJECTIVE: The objective of this scheme is to encourage employees to enhance their knowledge and skills through acquiring additional qualifications, relevant to their functional area and to enable them perform their role more effectively. 4.2.2 ELIGIBILITY: Confirmed employees having put in minimum one year service with the Company and should have at least 5 years of remaining service tenure before reaching the age of superannuation. The undermentioned Professional Courses duly recognised by Govt. of India / AICTE will be considered under the scheme: S.No.
Stipulated period of completion from date of admission
Course
ii.
PG. Diploma In Functional Areas of Management. A.M.I.E.
iii.
Chartered Financial Analyst
3 Years
iv.
Diploma In Technology / Engg.
3 Years
v.
National Certificate In Supervision.
2 Years
vi.
Boiler Operator Examination.
2 Years
vii.
Computer Courses (Need Based) e.g. GNIIT etc.
2 Years
i.
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3 Years 4 Years
4.2.3 PROCEDURE: The need for the Professional Course should emerge as part of Development Action Plan / Appraisal Review or business necessity. The Course should have relevance to the present & future job of the employee. Application in prescribed format (annexed herewith) will be forwarded through the immediate superior to the HOD / Unit Head who may recommend the same to Corp. HR for consideration and approval, if meeting the criteria and subject to availability of budget for that accounting year. 4.2.4 FINANCIAL ASSISTANCE: For pursuing courses indicated above, financial assistance will be provided as under: -
Fee for Admission / Tuition / Examination: 50% reimbursement of amount paid subject to maximum of Rs.10,000/-.
-
After fully qualifying the Course: Reimbursement of balance Admission / Tuition / Examination fees, subject to overall limit.
Reimbursement of fee will be made only on submission of the receipts and mark sheets / certificates from the Institute on successful completion of the course. 4.2.5 However, the overall limit of reimbursement would be restricted to Rs.20,000/- only. 4.2.6 An employee is eligible to get this benefit only once in 5 years of his service with the Company. 4.2.7 Reimbursement of expenses as above, will be made on submission of valid documents such as Bills / Cash Memos / Receipts in original. GENERAL: i)
In the event the employee fails to complete / qualify the course within aforesaid time limit (clause 2.0), the amount thus paid will be recovered.
ii)
In the event the employee leaves the Company for any reason during the duration of the course or within two years of completion of the course, the amount thus paid will be recovered.
iii)
Company’s timings will not be utilised for pursuing the study.
iv)
Leave required for appearing at the examination or any aspect relating to the study will be to employee’s account.
v)
The list of courses can be revised / modified by the Management from time to time.
vi)
The employee is required to submit mark sheets / certificate in-term and on qualifying the Course. 114
4.3.
CREDIT CARDS
4.3.1 The scheme is applicable only for the employees who are in the cadre of manager and above 4.3.2 ENTITLEMENT Designation
Maximum permissible limits for annual subscription of credit cards
DM / Manager/ Sr. Mgr
One Classic card
AGM / DGM / GM / Sr. GM / AVP
One Silver Card
VP & above
One Gold Card / Corporate Card
4.3.3 POLICY
4.4
The company will bear expenses of annual subscription fee and entrance fee, if any
The company will not bear any late payment charges or interest thereon.
All Credit cards up to GM category will be personal in nature.
The Credit cards will be issued based on functional requirement subject to approval of unit head/functional head.
MARRIAGE GIFTS (REVISED W.E.F. 01.04.2005):
4.4.1 OBJECTIVE: To lay down guidelines with regard to Gift from the Company at the time of employee’s own marriage and marriage of their children. 4.4.2 ELIGIBILITY: Regular employees having put in minimum one year service with the Company, are eligible to get the Gift at the time of their own marriage and marriage of their children. 4.4.3 PROCEDURE: 4.4.4 The employee is required to make an application at least 10 days before marriage along with invitation card and submit the same to HR Department through the HOD. 4.4.5 The Gift will be restricted upto two children only.
115
4.4.6 The amount of Gift will be limited as specified hereunder:
For own marriage
:
One month basic salary subject to maximum of Rs.5100/- irrespective of level of the employee.
For children’s marriage
:
Rs.1100/- per child. (Up to two children)
4.4.7 The Gift cheque will be delivered to the employee on the day of marriage through an Officer of the concerned Department. 4.4.8 The idea is to represent the Company in such functions and at the same time token amount by way of Gift is handed over to the employee on behalf of the Company. This does not purport to substitute or over-rule the participation of any Officer, in such functions in his individual capacity. 4.4.9 In case of outstation marriages, greeting alongwith Gift cheque will be sent with the letter by courier. 4.4.10 The Departmental Head of the concerned employee would be coordinating this work and will ensure that the Officer mentioned in the guidelines is present to represent the Company and if, for any reason it is not possible for that particular Officer to be present, to arrange for an alternative. 4.4.11 He would also ensure that the requisite amount of Gift as mentioned above is made available well in time and a suitable letter on behalf of the Company accompanies the Gift. 4.4.12 The letter would be prepared on the Company’s Letter Head and signed by the location HR Head on behalf of the Company. Specimen of the letters are annexed with the policy. 4.4.13 It is clarified that specimen of the letter(s) as enclosed, should not be stereotyped and should be as much personalised as possible.
116
ANNEXURE - I SPECIMEN LETTER ON COMPANY’S LETTER HEAD (For employees’ own marriage)
Date:
Dear _________________,
We are very happy to learn that your marriage is being solemnised on ………...
On
this auspicious occasion, please accept our heartiest congratulations and best wishes for a long and happy married life.
We are pleased to present a token gift on behalf of the Company along with the salary of…………(month)……. .
With best wishes,
HR HEAD Encl: as above
117
ANNEXURE - II SPECIMEN LETTER ON COMPANY’S LETTER HEAD (For marriage of employees’ Son / Daughter)
Date:
Dear _________________,
We are very happy to learn that the marriage of your _____( son / daughter) ____ is being solemnised
on ………………….
On this auspicious occasion please
accept our heartiest congratulations and best wishes for the long and happy married life of the newly weds.
We are pleased to present a token gift on behalf of the Company along with the salary of…………(month)…….
Please convey our congratulations to all members of your family and best wishes to the newly wedded couple. Sincerely,
HR HEAD Encl: as above
118
4.5
BIRTHDAY GIFTS (REVISED W.E.F. 01.04.2005):
4.5.1 OBJECTIVE: To lay down guidelines with regard to Gift from the Company on the occasion of birthday of employee. 4.5.2 ELIGIBILITY: All the regular employees are eligible for getting Gift from the Company on the occasion of their birthday. 4.5.3 PROCEDURE: 4.5.3.1 HR Department will maintain records of birthday of employees. 4.5.3.2 The Gift and the card (to be signed by location HR Heads) will be presented to the employee by the concerned HOD on the occasion of birthday. However, in case of HOD’s own birthday, the Gift along with card will be presented by Unit Head / HR Head. 4.5.3.3 The limit of Gift will be as under:
For Management Cadre Staff (Executive & above)
:
A Gift upto Rs.250/- (item to be decided by the M.D. every year).
For all other Regular Employees
:
A Gift of Rs.100/- (item to be decided by Plant Head every year).
4.5.3.4 The Gift will solely be on the discretion of the Management and cannot be claimed as a matter of right.
4.6 SUBSIDIZED CANTEEN / CAFETERIA 4.6.1 All the employees of the organization are eligible for getting subsidized food at the company’s canteen / cafeteria 4.6.2 The subsidized amount payable by the employee for food is deducted from his / her salary on a monthly basis
119
4.7
ADVANCE
(REVISED W.E.F. 01.10.2005 / 01.01.2009)
4.7.1 OBJECTIVE: To lay down guidelines with regard to advance to regular employees to enable them meet the financial needs for extraneous expenditure for specific purposes listed in the policy. 4.7.2 ELIGIBILITY: Confirmed employees with the Company are eligible for availing this benefit. The Advance eligibility is after the employee is confirmed in writing only. 4.7.3 PROCEDURE: 4.7.3.1 The advance can be considered for the under-mentioned purposes:
Marriage (self / child / sister) Medical / Prolonged Illness (self / spouse / child only) Death in the family Educational Assistance (self / children) Natural calamities
4.7.3.2 Employee is required to make an application for advance recommended by the HOD accompanied by the documentary evidence of the requirement of advance if required. The HR Department will verify and approve the request, if meeting the eligibility criteria. 4.7.3.3 On approval, Accounts Department will disburse the advance directly to the Employee. 4.7.3.4 An advance cannot be claimed as a matter of right and the Management has the sole discretion to accept or reject the request. 4.8.
ENTITLEMENT: Tenure of Service
Maximum Eligible Amount (In Rs.)
Recovery
Less than 3 years
2 times of basic salary
6 EMIs
3 years but less than 6 years
3 times of basic salary
12 EMIs
6 years but less than 10 years
4 times of basic salary
18 EMIs
10 years & above
5 times of basic salary
24 EMIs
120
5.0
GENERAL:
5.1
The Advance will be available only once in a block of 5 (five) years.
5.2
Any additional financial support taken within the block of 5 years will be treated as Loan and will be charged at Bank’s rate of interest at which Organisation borrows from the Banks.
5.2.1 Loan will be provided only for exigencies. 5.2.2 The recovery of Loan and eligibility amount will be as per existing Policy under Advance (Clause No. 4.8). 5.3
As per law, deductions for cash advance from the salary should not in any case exceed 50% of the salary.
5.4
If it is found that an employee has borrowed advance under a false pretext and is utilising money for purpose other than those declared by him, the employee is liable to refund the money forthwith and management will be at liberty to take appropriate disciplinary action.
5.5
Nothing in this policy prevents the Management from recovering advance in lesser installments if the circumstances so require, or recover any moneys that may become payable including bonus to employees at any time during the period when the advance is outstanding.
5.6
The aforesaid facility is liable to be withdrawn at any time without assigning any reason.
5.7
Existing employees, who have availed Advance till 31st December 2008, will for future Advances be governed by this amended Policy.
5.8
Any deviation of Policy norms will be brought to the notice of the MD’s office for approval.
Note: The amendments / changes indicated in Blue Colour are applicable effective 1 st January 2009.
121
JINDAL SAW LIMITED
REQUISITION FOR ADVANCE
TO:
ACCOUNTS DEPTT.
1.
Name : _____________________________
2.
Designation: __________________________________________________
3.
Purpose: _____________________________________________________
4.
Advance required: Rs. __________________________________________
5.
Previous advance outstanding, if any: Rs.: ___________________________
______________________ SIGNATURE
Emp. Code: ________
________________ APPROVED BY
122
For HR / Finance Use
Date:
ANNEXURE TO APPLICATION FOR ADVANCE
Name of Employee:
Advance applied
Advance approved
Recovery period
Recovery amount per month Recovery start month Recovery end month
Employee Balances as on date of Advance Leave ( EL / SL ) Bonus Gratuity (Minimum 5 years) PF
******
123
4.7
GROUP MEDICLAIM
4.7.1 The objective of the policy is to provide a cover towards the expenses to the employees and their dependents in case of any severe illness / ailment / disease which require hospitalization 4.7.2 All the employees and their dependents are covered under group Medi - claim scheme 4.7.3 The spouse and two children of an employee are considered as dependents as per the policy In no case, any other person except these 3 can be covered under the policy as dependents of an employee. 4.7.4 Any pre existing ailments / diseases and naturopathy will not be covered under the policy 4.7.5 The maximum limits specified as per the job grade are as follows: Designation
Maximum permissible limits
Below Executive
Rs. 1,00,000/-
Executive / Sr. Executive / GET / MT
Rs. 1,50,000/-
AM / DM / Manager
Rs. 2,00,000/-
Sr. Mgr/AGM / DGM / GM / SR.GM
Rs. 3,00,000/-
AVP & Above
Rs. 5,00,000/-
4.7.6 All the general terms and conditions are applicable as given in the policy 4.7.6 The company can take the policy from any of the insurance companies such as life insurance corporation, united India insurance, etc 4.7.7 The premium will be borne by the company. 4.7.8 The rate of premium to be applicable is as per the policy 4.7.9 The prescribed form for making the claim can be obtained from the HR department 4.7.10 The information of hospitalization of an employee or his / her dependent should reach the insurance company within a week from the date of hospitalization, from the HR Department 4.7.11 Final claim along with the hospital bills / cash memos should be submitted to the insurance company within 15 days of the date of the completion of the treatment 4.7.12 The list of the diseases covered / not covered under the scheme are mentioned in the policy 4.7.13 All applications for the claims should be routed to the insurance company only through HR Department 124
4.8
PERSONAL ACCIDENT INSURANCE
4.8.1 The objective is to provide a cover to the employees in case of any accidental death / disablement and to describe the procedures and practices that apply to personal accident insurance policy 4.8.2 All the employees of the company are eligible for group personal accident insurance. 4.8.3 The total sum insured in respect of each employee (level wise) is given hereunder:
Level
Sum Insured
VP & Above
50 times of monthly gross salary subject to max. Rs.2.0 Crores.
AGM to AVP
50 times of monthly gross salary subject to max. Rs.1.0 Crores.
Executive to Sr. Manager
50 times of monthly gross salary subject to max. Rs.25.0 Lacs.
Staff
50 times of monthly gross salary subject to max. Rs.15.0 Lacs.
Workmen
50 times of monthly gross salary subject to max. Rs.10.0 Lacs.
4.8.4 The premium amount is borne by the company only. 4.8.5 All the general terms and conditions are applicable as given in the policy 4.8.6 The company can take the insurance policy from any of the insurance companies 4.8.7 The rate of premium to be applicable is as per the policy 4.8.8 The policy provides a 24 hours risk cover irrespective of the fact whether the employee is on duty or not 4.8.9 The prescribed form for making the claim can be obtained from the HR department 4.8.10 Final claim should be submitted to the insurance company within 30 days of the occurrence of the accident 4.8.11 The policy covers accidents of all nature except those which have specifically been excluded 4.8.12 The policy needs to be renewed on every year basis 4.8.13 All applications for the claims should be routed to the insurance company only through HR Department 125
4.9
BONUS
4.9.1
All the employees of the organization are eligible for annual bonus
4.9.2
The bonus is paid annually at a fixed rate of 20% of the basic salary of the employee.
4.9.3
The payment of bonus is made every year in the month of Oct / Nov for the period of October – September, from the profits of the organisation.
4.10.
DEPUTATION ALLOWANCE
4.10.1
OBJECTIVE: To motivate employees to complete time bound initiatives of a significant nature by being away from their base location. To provide a monetary support during such periods.
4.10.2
ELIGIBILITY All regular employees specifically sent on deputation.
4.10.3
ENTITLEMENT 20% of Basic Salary or Rs.10,000/- per month which is lower.
4.10.4
PROCEDURE
4.10.4.1 Deputations are to be treated separate from tours. Tour policy provides for short & long duration yours and is amply clear on the basis, entitlement, etc. 4.10.4.2 Deputation is for a specific task / job, which requires continuous stay at the deputed location for not less than 30 days. 4.10.4.3 Deputation should preferably be through a written communication deputing an employee for a specific period of time for the task to be completed e.g. establishing of a Unit, Commissioning & Installation of Plant & Machinery, etc. 4.10.4.4 Specific tasks are defined as follows: a) b) c) d) e) f)
Installation & commissioning of plant & machinery Refurbishing/ repair of machinery Plant construction Dump site establishment and operations Onsite fabrication of plant / machinery Operations and stabilization of plant & machinery including handing over with requite job training.
126
4.10.4.5 Business visits and short duration tours for less than 30 days do not constitute deputation. 4.10.4.6 Deputation Allowance will be subject to Income Tax as per Rules. 4.10.4.7 As per practice, during deputation, free Boarding & Lodging (mess facility) will be provided as per Company norms, rules and practices. 4.10.4.8 Where extended deputation is required, it is possible an employee visits, on leave, his home base for personal visits or his base location for official visit and forthwith returns back to the station of deputation. Such periods when the employee is not at the deputation station, he shall not be entitled to deputation allowance. 4.10.4.9 Where it is considered that an employee on deputation is permanently required at the deputed site, necessary instructions should be issued at the earliest to convert the deputation to a formal transfer. In addition, cases shall be reviewed where an employee is on deputation for a period exceeding two months to ascertain whether a change in status from deputation to transfer is required, or not. An employee when transferred, will thereafter get governed by the Policy on “Transfer Expenses� as defined in the HR Policy Manual. 4.10.4.10 Deputation Allowance is intended to motivate employees to complete time bound initiatives of a significant nature by staying away from their base location. 4.10.4.11 Deputation Allowance is not to be considered as a revenue generating opportunity. 4.10.4.12 DA / Incidental expenses etc. are not payable when on deputation. 4.10.4.13 Travel to/fro the site of deputation will be as per policy. Official travel from the deputed site will be Co paid. Any personal visit will not be paid for by the Co.
4.10.5
EFFECTIVE DATE The Policy / Guidelines are with effect from 1st April 2008.
4.10.6
The Management reserves the right to amend / modify / revise / terminate this Policy at any time without any notice.
127
MOBILE PHONE (REVISED W.E.F. 01.10.2005 / 01.05.2008 / 01.11.2011)
1.0
OBJECTIVE: Company is required to provide quality services to its customers internal as well as external and this necessitates continued access to staff/units. It is, therefore, decided to provide mobile phones to the employees keeping in view their nature of duties.
2.0
ELIGIBILITY:
Designation / Category
Maximum Permissible limits (Rs / month.)
Maximum cost of Equipment (Rs.)
Remarks
Sub-Staff
500/-
2,000/-
*Employees below Manager,
Staff & Executive AM / DM
1,000/-
Mgr / Sr. Mgr.
2,000/-
AGM / DGM
3,000/-
8,000/-
GM / Sr. GM / AVP
4,000/-
10,000/-
VP & Above
Actual
12,000/-
3,000/-
1,500/4,500/-
may be sanctioned mobile on case-to-case basis keeping in view the nature of duties and need of the Company.
3.0
PROCEDURE:
3.1
The above limits include monthly rental tariff and surcharge plus actual on official local / outstation calls.
3.2*
Normally mobile phone shall be considered for employees in the level of Manager & above. However, for the employees below the level of Manager, mobile phone may be sanctioned by the competent authority as per clause 3.11 keeping in view the nature of duties of employee and need of the Company on case-to-case basis.
3.3
Only one mobile phone will be provided to the eligible employees keeping in view the place of posting and nature of duties.
3.4*
The Company will bear the cost of mobile phone and SIM Card. As per the recommendation of the concerned HOD and approval of Management, an employee can buy his own handset of his choice as per the entitlement through Administration section only in the white market with warranty period. Company will reimburse the value as per his designation and entitlement. 128
3.5*
In the event of separation, an employee who has been offered a new mobile set as per Policy shall purchase the said mobile phone at the time of leaving service at the valuation ascertained (as on his / her date of relieving / separation) as per the following table: Sr
Relieving / Separation
Recovery Quantum
1
Within 12 months from the date of purchase of handset.
100% of the entitled amount towards the cost of handset provided by the Company
2
After 12 months but before 24 months from the date of purchase of handset.
66% of the entitled amount towards the cost of handset provided by the Company
3
After 25 months but before 36 months from the date of purchase of handset.
33% of the entitled amount towards the cost of handset provided by the Company
4
After 36 months from the date of purchase of the handset.
NIL
3.6*
Loss / Damage of Handset: Company will no way be responsible for any loss, damage or technical issues concerning to the handset. In case of existing mobile handsets issued by the Company the employee concerned will be responsible for loss / damage or technical issues concerning to the handset and the employee has to pay to the Company or replace the handset on his own cost.
3.7
No accessories will be allowed for the mobile phones other than hands free attachment. The cost of equipment is inclusive of hands free attachment.
3.8
Employees are required to verify the bills on its receipts on monthly basis and produce details of outstation calls along with break up of official and personal calls. Employee using their own mobile phone in the above category are required to submit bills in original for its reimbursement while giving details of outstation calls alongwith break-up of official and personal calls.
3.9
No claims of reimbursement shall be entertained without the original. Any claim more than two months old will not be entertained.
3.10
The management reserves the right to enhance the limits for some individuals depending upon nature of duties.
3.11
Employee whose job necessitates mobile phone requirement will be required to route his application through concerned HOD to Administration Section for processing for approval by Head of Corp. HR in case of Corporate Office employees and by Plant Head in case of Plant based employees.
3.12
Administration Section will explore availability of any surplus mobile phone before purchase of new phones. 129
3.13
It is expected out of employees to use the mobile phone judiciously to save on cost. HODs are required to review mobile bill expenses of employees in their Department to control communication expenses.
3.14* Employee may claim for new handset after 3 years from the date of purchase of the previous one. The request to be submitted to Administration Department duly recommended by respective Departmental Head. 3.15
In view of FBT, specific care should be exercised by HODs to ensure sanctioning of mobile phones and monitoring of mobile bill expenses.
3.16* Employees must use Matrix Card, while on tour to abroad in order to minimize the call charges. Matrix Card may be obtained through administration Department. * This is applicable effective 1st November 2011 and for all new joinees eligible from the said date.
130
INTERNET USAGE
1.
OBJECTIVE: To safeguard the employer from the risk of improper internet usage by providing employees with clear and enforceable policy, outlining acceptable usage.
2.
SCOPE All the employees who are using computers or internet connections supplied by the company, whether or not during working hours.
3.
POLICY
3.1
NO PRIVACY
3.1.1 The company provides computers and internet facilities to further its business interests. An employee should use those facilities only for the company business 3.1.2 The company has the right, but not the duty, to monitor all communications and downloads that pass through its facilities, at its sole discretion 3.1.3 The company may disclose any information retained on the company’s facilities to outside parties or to law enforcement authorities. 3.2
IMPROPER ACTIVITIES
3.2.1 An employee may not disseminate or knowingly receive harassing, sexually explicit, threatening or illegal information by use of the company’s (internet) facilities including offensive jokes or cartoons. 3.2.2 He / she may not use company’s facilities for personal or commercial advertisements, self solicitations or promotions 3.3
NATURE OF E-MAIL
3.3.1 E-mail resembles speech in its speed and lack of formality. Unlike speech, e-mail leaves a record that is often retrievable even after sender and / or recipient delete it. 3.3.2 If an employee does not want his / her personal messages to be read by all, he / she should not use e-mail for sending these.
131
3.4 REGULAR DELETION OF E-MAIL 3.4.1 The company strongly discourages storage of large numbers of e-mail messages
3.4.2 As a general rule, an employee should promptly delete each e-mail message that he / she receive after reading it. If he / she need to keep it for longer than a week, save it to the hard disk, or print it out and save the paper copy 3.4.3 The system administrator will regularly purge all messages in employee inboxes and all copies of sent messages that are older than 30 days. 3.5
INTELLECTUAL PROPERTY OF OTHERS
3.5.1 An employee may not download or use material from the internet or elsewhere in violation of software licenses, or the copyright, trademark and patent laws. 3.5.2 He / she may not install or use any software obtained over the Internet/internal without written permission from the Systems administrator.
Acknowledgement By signing at the below, I acknowledge that I have read, understood and agree to comply with the Foregoing Internet Usage Policy. I understand that, if I do not comply with this policy, I may be subject to discipline, including loss of access to the company’s (internet) facilities and discharge from employment. I may also be subject to legal action against me for damages or indemnification.
Date: Name of the employee / Signature: Designation Department
132
BUSINESS TRAVEL (DOMESTIC) (REVISED W.E.F. 01.09.2005 / 01.08.2010 / 01.06.2011 / 01.01.2013)
1.0
OBJECTIVES: To establish process and procedures for local and domestic travel of the employees while on company’s business. The company expects its employees to have a comfortable and expeditious journey while travelling on company’s business. The policy covers both domestic and local official travel. The policy encourages the use of own transportation while on local official work.
2.0
DEFINITION: Travel will mean travel beyond 60 KM (one way) from the normal place of work.
3.0
ELIGIBILITY: All Regular employees are governed by this policy in accordance with their grade and entitlements.
4.0
ENTITLEMENT FOR LOCAL OFFICIAL TRAVEL: Internal Travel: In the event of travel for official purposes from Residence to directly external official place of work or return to residence directly from external official place of work, the reimbursement will be only for incremental / differential KM / travelled beyond the KM normally travelled while commuting to & fro by the employees from residence to Company’s place of official work or vice versa. For travel within the city limits, reimbursement will be made for mode of travel as indicated below:
4.1
For Headquarters: Employees are required to travel by their own vehicle on reimbursement of operating cost as indicated hereunder. In the absence of their own vehicle, employees may travel by mode of transport as indicated in clause no. 4.2. 133
Designation
Type of vehicle
Rate (Rs / km)
Staff DM / AM / Exec. Mgr / Sr. Mgr / AGM / DGM / GM & Above
2-wheeler
3.00**
4-wheeler
8.00**
**w.e.f.1st June 2011 It is clarified that VP & Above (provided with company Car and actual reimbursement of petrol & maintenance cost) will not be entitled for any reimbursement.
4.2
FOR OUTSTATION: Employees will travel by the mode of transport as indicated hereunder: Designation / Category
Mode of Transport
Staff
Bus / Local Train / Auto Rickshaw
DM / AM / Exec.
Local Train / Auto Rickshaw
Sr. Mgr / Mgr.
Local Train / Auto Rickshaw / Metered Taxi
AGM / DGM / GM /. Sr. GM
Metered Taxi
Above Sr. GM
Metered Taxi / Metered A/C Taxi
4.3
Hiring of Private Taxis on hourly or daily basis should normally be avoided except under special circumstances, which will be authorised by the Functional Heads on justification.
4.4
Employees travelling by company provided / own vehicle will be required to maintain a Logbook in Annexure – II giving information like kilometers run, places visited, purpose and enclose a copy of the same with the claim form at month end, duly signed by him and approved by concerned HOD, and submit to Accounts Department for reimbursement.
4.5
Drivers who are in course of duty have to report to a place will not be paid any traveling charges. But if they report to the duty before 8:00 a.m. or leave the place after 9:00 p.m. will be paid auto rickshaw charges from that place to their residence.
5.0
DOMESTIC OUTSTATION TRAVEL:
5.1
A travel authority form titled “Requisition for Travelling Advance” in Annexure - III will be completed by the employee (in duplicate) and approved by the HOD. Original will be forwarded to the Accounts Deptt. and copy to HR Deptt. with a request to mark attendance.
5.2
All bookings for air travel would be given via e-mail to authorised travel agency. The bookings would be required to be routed through the Secretary to the HODs. In case, the Secretary is not present, in that case the person concerned can pass on the booking to authorised travel agency himself by writing a mail for travel requisition under copy to his 134
superior for information. In both the cases, copy of e-mail should be marked to the Accounts Department. 5.3
In case of an emergency or on holidays, if a booking is required, it can be given on phone but the concerned person would follow it up with a mail on the first available opportunity.
5.4
Employees are expected to book their air tickets well in advance to take benefit of discount scheme announced by various airlines from time to time.
5.5
Frequent Flier / Traveller Awards: Employees are allowed to retain certain non-monetary frequent flier / traveller awards earned as a result of Corporate paid business travel for their personal use. In case for some reason, these points are likely to expire without utilisation, the same may be offered for official use. Importantly, employees are required to utilise the lowest cost fares and rates. Selection of more expensive airlines or accommodations, circuitous routes, or unnecessary travels solely to obtain awards is not permitted and will not be reimbursed.
5.6
Employee provided with corporate credit card are expected to take minimum advance against tour.
5.7
Advance may be given in respect of travelling expenses after obtaining due sanction by the HOD. Care must be taken that the advance drawn is not excessive having due regard to the journey to be undertaken. No further advance will be given unless the previous advance, if any, is cleared.
5.8
All the claims made should be supported with proper bills / vouchers / tickets except in exceptional cases.
5.9
Tour expense report in prescribed form alongwith supporting bills & detailed tour report should be submitted to Accounts Department within 3 days of return duly approved by the HOD / Functional / Business Head concerned. However, Functional / Business Head (MD’s first line) own expense report will be approved by the Managing Director.
5.10
No officer shall sanction payment of his own travelling bill.
5.11
Advance should be accounted for soon after the completion of the tour, and the balance, if any, should be refunded to Accounts Department against receipt at once. If accounts are not rendered expeditiously, the Accounts Department will recover the amount of advance from the salary next due to the employee.
5.12
On receipt of the travel claim / bills, Accounts representative(s) shall:
i)
scrutinise all travelling bills particularly in respect of rates of allowances admissible under the rules and ensure enforcement of the same.
ii)
arrange for payment in respect of travelling bills to the employee within 3 days of receipt of expense report.
5.13
In normal circumstances, no claim over and above the entitlement will be authorised. In exceptional circumstances, where this becomes necessary, there must be a justified reason 135
for the same and the Accounts Department will ensure that the concerned employee has obtained the approval of the HOD for team members and from the Managing Director in case of HODs, before reimbursing any amount. 5.14
The intent of this rule is that travelling expenses shall not be a source of profit to the employees. The actual expenses incurred in travelling shall be paid but not above the limits mentioned in these rules. In other words, if the actual expenses incurred are less than the limits mentioned in the rules, the employee shall be entitled to the actual expenses only.
5.15
In case an employee is not staying overnight and returning back on the same day (minimum 12 hours and more), he will be entitled to reimbursement of boarding expenses on actuals subject to maximum specified in column no. 5 given in the Annexure-I. The rates for Boarding are for a day of 24 hours starting from the time of departure of flight / train / bus, as the case may be. On return, part of a day in excess of completed number of days will be paid as under: -
Less than 12 hours
:
50% of Boarding rate as specified under Col. 5 in the Annexure-I.
-
12 hours & more
:
100% of Boarding rate as specified under Col. 5 in the Annexure-I.
5.16
Wherever overnight journey is involved, it would be preferable for an employee to travel by train rather than by air unless for specific business reasons. In such a case, employee will be entitled to night travel allowance as specified under clause no. 6 in the Annexure-I.
5.17
Journey which are possible to be covered in approx. 4 hours by Shatabadi or similar superfast trains e.g. Delhi – Jaipur, Delhi – Chandigarh, Mumbai – Ahmedabad, etc. should be undertaken by train.
5.18
Employees in the level of AGM / DGM should first endeavour to make travel arrangements by Economical Airlines such as Deccan Airways/ Kingfisher Airlines/ Spicejet or New Airlines being introduced and are cheaper. Where work exigencies prevent planning on the above travel arrangements and necessitates higher cost beyond policy on account of travel by Indian Airlines, Sahara / Jet Airways prior approval of the Functional / Business / Unit Heads to be taken. To optimise on costs, train travel is encouraged.
5.19
If two employees are sharing hotel accommodation (on twin sharing basis), then both will be entitled to 10% of room rent (excluding taxes) as room incidental expenses by enclosing copies of Hotel bill with the tour expense report.
5.20
An illustrative list of specified hotels at different locations excluded from entitlement is at Annexure – IV.
5.21
Employees making their own arrangements for stay & food etc., can claim composite rate of allowance without bills as specified under column no.7 in Annexure-I.
5.22
If an employee goes on tour for attending a training program / seminar which provides for free boarding and lodging, then in such a case, the employee is entitled to an incidental 136
expenses as applicable to his grade. In no case, any allowance is payable for day program / seminar. 5.23
While on tour, employees will be required to stay in guesthouse wherever available. Employees should give reservation at guesthouse adequately before travel so it can be made available as per guesthouse guidelines. In such a case, he shall be entitled to actuals on submission of receipts. The bills pertaining to guesthouse charges, car hire or any other local expenses should be paid by the concerned employee then & there. However, in case of shortage of money he may draw advance from our nearest Regional Office and settle the same on return from tour.
5.24
In case accommodation is not available in the guesthouse, employees may stay elsewhere and claim actuals on submission of receipts subject to maximum limit(s) mentioned in the rules.
5.25
Expenses on alcoholic beverage (except beer within entitlement) will be permitted provided it is for guest entertainment specifically approved by the HOD / Managing Director.
5.26* The Drivers, while on outstation duty will be entitled for Rs.200/- as journey allowance. In case he is required to stay overnight, he will be paid @ Rs.300/- per day (all inclusive as specified under clause no.6.0 entitlement, provided the Driver is not staying in the Company guesthouse or any other accommodation where boarding & lodging expenses are covered by the Company). 5.27
Incidental expenses include expenses incurred on newspapers, tips, laundry; porterage, etc. will be reimbursed as per the entitlement limits prescribed for each grade level. Bills are not required for claiming of incidental expenses. Incidental expenses in no case should exceed the entitlement.
5.28
Any other expenses incurred in connection with business purposes such as postage, telephone calls, photocopies, etc. are to be paid on actual.
5.29
The company shall reimburse the excess baggage expenses, in case where equipment / literature / samples related to company’s work are taken or brought back by the executive.
5.30
An employee travelling by a class lower than to which he is actually entitled for, shall charge the fare only of the class actually travelled.
5.31
If an employee is required to travel with Senior Executive in a class higher than his entitlement, the same will require prior sanction from the Function / Unit Head.
5.32
If an employee is sent to a particular place necessitating his stay for more than 30 days, he shall be paid 75% of his entitlements of daily allowances.
5.33
Official tours in no case will coincide with the leave unless approved in writing by the sanctioning authority.
5.34
For the days on which an employee is on leave, no travel component is payable except in case of illness on tour. In this particular case an employee will be treated as on duty subject to the submission of the medical certificate from a medical practitioner in its support. 137
5.35
All employees whilst on tour are expected to maintain the highest norms of conduct / behaviour consistent with the Company’s goodwill & image.
5.36
The Management reserves the right to amend / modify / alter / revise this Policy at any time without any notice.
* Effective from 1st August 2010.
138
Annexure – I S
BUSINESS TRAVEL (DOMESTIC) (REVISED W.E.F 01.01.2013)
6.0
Category
1
ENTITLEMENT:
Class / Mode of travel
2
Night travel Own allowance arrangement for > 6 hrs. (by L & B etc. (all train / bus) inclusive)
Incidental Expenses
(Rs./day)
(Rs./night)
(Rs./day)
(Rs./day)
5
6
7
8
600/-
250/-
1500/-
250/-
Maxm. Exp. allowed *Boarding (when staying in a Mode of Local hotel for boarding & Exp. (same day return) Conveyance lodging)
3
(Rs./day) 4 A-Class B-Class Cities# Cities##
Y class by Air @ / VP & Above 1st A.C. incl. Rajdhani / Shatabadi
Actual (Metered Taxi / Pvt. Hired Car)
1st A.C. incl. Rajdhani / GM / Sr.GM / Shatabadi / AVP Y class by Air.
Metered Taxi
7500/-
6250/-
400/-
200/-
1250/-
200/-
Y class by Economical Airlines. In case of need only –other Airlines /2nd DGM / AGM A.C. incl. Rajdhani / Shatabadi (Air fare preferably equivalent to 2nd AC Rajdhani).▲
Metered Taxi
5000/-
4375/-
400/--
200/-
1000/-
175/-
2nd A.C. / Sr. Mgr / Mgr 1st Class / Shatabadi (Chair Car)
Actual (Local Train / Auto rickshaw / Metered Taxi)
3000/-
2000/-
300/-
150/--
750/-
125/-
2nd A.C. / Dy.Mgr/ Asst. 1st Class / Rajdhani 3 tier / Mgr Shatabadi (Chair Car).
Actual (Local Train / Auto rickshaw)
2250/-
1600/-
200/-
125/-
500/-
100/-
2nd A.C. / 1st class / Rajdhani 3 tier / Shatabadi (Chair Car)
Actual (Local Train / Auto rickshaw)
1600/-
1125/-
175/-
125/-
375/-
100/-
3 Tier A.C. / 1st class / Shatabadi (Chair Car) Ordinary 2nd class / 3 Tier
Actual (Local Train / Auto rickshaw) Actual (Local Train / Bus)
950/-
750/-
125/-
100/-
325/-
100/-
650/-
400/-
100/-
75/-
250/-
75/-
Executive / GETs Staff All others
5-Star Hotel (Except those listed in Annexure-IV)
Notes: * Boarding expenses shall be admissible in accordance with Clause 5.15 of the Policy. All employees (Except Directors & Presidents) travelling to Mundra should follow the route of Ahmedabad. The route between Ahmedabad – Gandhidham should be covered by train as per entitlement applicable to respective cadre of employee. However, any exceptions to this would necessitate special approval from the concerned authority after justifying the reason thereof. Circular dated 23 rd August, 2004 regarding train travel to Ahmedabad (transit to Mundra & otherwise) supercedes the policy. @ “Y” Class may be upgraded by concerned Executives by utilising their Frequent Flier points. ▲ For DGM/AGM, please refer clause nos.5.16, 5.17, & 5.18 also. # A-Class Cities : Delhi, Mumbai, Kolkata, Chennai , Bangalore, Hyderabad & Pune ## B-Class Cities: All other cities. -
139
Annexure - II
JINDAL SAW LTD. LOG BOOK FOR VEHICLE
Name
: ____________________________
Emp. Code: ____________________________
Dates(s)
Description From
Designation : _________________ HQ
: _________________
Purpose To
___________________ Signature of Employee
Distance Covered (Km)
______________________ Verified & Approved by HOD
140
Annexure - III
JINDAL SAW LTD. REQUISITION FOR TRAVELLING ADVANCE (To be filled in duplicate)
TO:
ACCOUNTS DEPTT.
6.
Name
: _________________________
Emp. Code: ____________
7.
Designation: ____________________________________________________
8.
Place(s) to be visited: _____________________________________________
9.
Expected period of Journey:
10.
Purpose of visit: __________________________________________________
11.
Advance required: Rs. ______________
12.
Previous advance outstanding, if any: Rs.: _____________________________
From: _____________ To: ________________
_______________ SIGNATURE
Mode of Travel: _______________
________________ APPROVED BY
Copy: HR Deptt. - With a request to mark my attendance.
141
Annexure – IV
JINDAL SAW LTD.
LIST OF 5-STAR HOTELS EXCLUDED FROM ENTITLEMENT
DELHI: (a)
Oberoi
(b)
Taj Mahal
(c)
Hyatt
(d)
Taj Palace
(e)
Maurya
MUMBAI: (a)
Oberoi
(b)
Taj Mahal
(c)
Grand Maratha
(d)
Leela Kempinski
(b)
ITC Park Sheraton
(b)
Oberoi
CHENNAI: (a)
Taj Coromandel
BANGALORE: (a)
The Taj West End
**********
142
JINDAL SAW LTD . TRAVELLING EXPENSE SHEET NAME:
_______________________________________
DEPTT:
__________________________
TOUR DATES:
FROM:
PLACE (S) OF VISIT:
DESIGNATION: _____________________________
EMP.CODE: ___________
BASIC PAY *:
__________________
________________________________ TO: _______________________________ _____________________________________________________________________
PURPOSE: ___________________________________________________________________________________
A. TRAVELLING EXPENSES PLACE, DATE & TIME FROM
TRAVEL DETAILS
TO
MODE
AMOUNT PAID BY
CLASS
SELF
COMPANY
A. TOTAL (RS.) B. BOARDING & LODGING EXPENSES DATE & TIME FROM
PAID BY DETAILS OF EXPENSES
TO
SELF
COMPANY
B. TOTAL (RS.) C. LOCAL CONVEYANCE ON TOUR PLACE DATE
FROM
TO
DISTANCE IN KMS.
MODE OF TRAVEL
AMOUNT (RS.)
C. TOTAL (RS.) Contd..…2
143
-: 2 :-
D. MISCELLANEOUS / INCIDENTAL EXPENSES (FAX / POSTAGE / PHONE / ETC.) DATE
DETAILS
AMOUNT (RS.)
D. TOTAL (RS.) SUMMARY OF TOUR EXPENSES EXPENSES
AMOUNT PAID BY SELF COMPANY
AMOUNT (RS.)
E. TRAVELLING F. BOARDING & LODGING G. LOCAL CONVEYANCE H. MISC./ INCIDENTAL
GRAND TOTAL ( RS.) TOTAL TOUR EXPENSES (RS.): _________________________________________________ (IN WORDS) __________________________________________________________________ ADVANCE DRAWN (RS.): _______________________________________________________ NET AMOUNT PAYABLE TO SELF / COMPANY (RS.): ________________________________ SPECIAL APPROVAL FOR (IF ANY) * *: 1. 2. ______________________
_______________________
SIGNATURE OF EMPLOYEE
SIGNATURE OF HEAD OF DEPTT.
*
_______________________ SIGNATURE OF APPROVING AUTHORITY
BASIC PAY TO BE MENTIONED FOR THOSE ONLY WHO ARE IN THE GRADE OF JUNIOR EXECUTIVE AND BELOW
* * SPECIAL APPROVAL REQUIRED BY APPROVING AUTHORITY FOR AVAILING BEYOND ENTITLEMENT. 144
BUSINESS TRAVEL (OVERSEAS) (REVISED 01.10.2005) 1.0
OBJECTIVE: To lay down guidelines for overseas travel of employees on company’s business.
2.0
ELIGIBILITY: All employees travelling overseas for official work.
3.0
ENTITLEMENT: Daily Allowance (US $ per day)
Designation
Incidental expenses (US $ per Week)
Class of travel
200
Economy
Japan
USA
W. Europe & U.K
VP & above
300
250
225
Other Countries except Nepal 200
AVP / Sr.GM / GM* / DGM / AGM
250
225
200
175
175
Economy
Sr. Mgr / Mgr
225
200
150
150
Economy
Others
200
175
175 150
150
125
Economy
Note: i). The Daily Allowance will be applicable for the number of nights spent abroad excluding to and fro journey from India. The Daily Allowance is intended to meet the expenses on lodging, boarding and local conveyance. ii) Nepal will not be considered as an International location under this Policy. 4.0
PROCEDURE:
4.1
lf overseas travel must have the sanction of the Functional / Unit Head and approved by the Managing Director.
4.2
All bookings for air travel would be given via e-mail to authorised travel agency.
4.3
All the bookings would be required to be routed through the Departmental Secretary to the HODs. In case, the Secretary is not present, in that case the person concerned can pass on the booking to authorised travel agency himself by writing a mail for travel requisition under copy to his superior for information. In both the cases, copy of e-mail should be marked to the Accounts Department.
145
4.4
In case of an emergency or on holidays, if a booking is required, it can be given on phone but the concerned person would follow it up with a mail on the first available opportunity.
4.5
Employee travelling overseas will be reimbursed subject to the maximum as per the limits specified by the management from time to time.
4.6
If an employee travels abroad for attending training programme / seminar / Conference where the cost towards boarding & lodging is included in the course fee, then in such a case the employee will be entitled to incidental expenses only as applicable to his grade.
4.7
Depending upon the frequency of the travel, HR Department will be required to cover them under one time medical insurance scheme, wherever applicable.
4.8
While on overseas visit to Houston (USA), employee will be required to stay in the Guest House only. In such a case he shall be entitled to actuals on submission of receipts.
4.9
Only in case accommodation is not available in the Guest House, employee may stay elsewhere and claim actuals on submission of receipts subject to maximum limit(s) mentioned in the rules.
4.10
While travelling to places other than Houston, employee will be entitled to actuals on submission of receipts subject to maximum limit(s) laid down in the policy.
4.11
As far as possible employee should endeavour to stay near the workplace to save on time & conveyance expenses.
4.12
The company shall reimburse the excess baggage expenses, in case where equipment / literature / samples related to company’s work are taken or brought back by the executive.
4.13
Employee provided with corporate credit card are expected to take minimum advance against tour.
4.14
The entitlements of Daily Allowance and Incidental Expenses mentioned in the policy, for various job grades are the maximum upper limits. In case the employee is travelling with a delegation, the amount of incidental expenses can be enhanced at Management’s discretion.
4.15
The incidental expenses in no case should exceed the entitlement.
4.16
Week for the purpose of payment of incidental expenses will constitute of seven days. In case the executive spends lesser number of days, incidental expenses shall be paid on prorata basis.
4.17
Any airport taxes, taxi charges, etc. incurred will be paid on actual on submission of relevant bills / documents.
4.18
Employees are expected to travel by train wherever feasible.
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4.19
Employees are expected to book their air tickets well in advance to take benefit of discount scheme announced by various airlines from time to time.
4.20
Frequent Flier / Traveller Awards: Employees are allowed to retain certain non-monetary frequent flier / traveller awards earned as a result of Corporate paid business travel for their personal use. In case for some reason, these points are likely to expire without utilisation, the same should be offered for official use. Importantly, employees are required to utilise the lowest cost fares and rates. Selection of more expensive airlines or accommodations, circuitous routes, or unnecessary travels solely to obtain awards is not permitted.
4.21
Any other expenses incurred in connection with business purposes such as telephone calls, photocopies, etc. are to be paid on actual.
4.22
Employees travelling overseas should note that whenever there is a need to provide complimentary to the overseas clients, the same be procured and carried from India as this will have a good impact. Advance approval from concerned HOD is imperative in such cases.
4.23
Tour expense report alongwith supporting bills should be submitted by the employee within 7 days of return from tour in the prescribed form through his HOD for checking by Accounts and approval by the Managing Director. Executives would be required to submit within 7 days of their return, a detailed tour report upon the task performed to their HOD under copy to Managing Director.
4.24
In case of expenditure over and above the specified limits, Accounts Department will ensure that the concerned employee has obtained the approval of the Managing Director giving justification, before reimbursing any amount.
Enclosure: -
Requisition for Travelling Advance
- Travelling Expense Sheet *Employees by name at the level of General Manager as on 30th September 2005 will only be governed by DA applicable of the previous entitlement.
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JINDAL SAW LTD. REQUISITION FOR TRAVELLING ADVANCE (To be filled in duplicate)
TO: ACCOUNTS DEPTT.
1. Name : __________________________________
Emp. Code: ___________
2. Designation: ___________________________________________________________ 3. Place(s) to be visited: ____________________________________________________ 4. Expected period of Journey:
From: _________________ To: ________________
5. Purpose of visit: _________________________________________________________ 6. Advance required: Rs. ____________________
Mode of Travel: ______________
7. Previous advance outstanding, if any: Rs.: ____________________________________
______________________ SIGNATURE
________________ APPROVED BY
Copy: HR Deptt. - with a request to mark my attendance.
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JINDAL SAW LTD . TRAVELLING EXPENSE SHEET
NAME:
_______________________________________
DEPTT:
__________________________
TOUR DATES:
FROM:
PLACE (S) OF VISIT:
DESIGNATION: _____________________________
EMP.CODE: ___________
BASIC PAY *:
__________________
________________________________ TO: _______________________________ _____________________________________________________________________
PURPOSE: ___________________________________________________________________________________
A. TRAVELLING EXPENSES PLACE, DATE & TIME FROM
TRAVEL DETAILS
TO
MODE
AMOUNT PAID BY
CLASS
SELF
COMPANY
A. TOTAL (RS.) B. BOARDING & LODGING EXPENSES DATE & TIME FROM
PAID BY DETAILS OF EXPENSES
TO
SELF
COMPANY
B. TOTAL (RS.) C. LOCAL CONVEYANCE ON TOUR PLACE DATE
FROM
TO
DISTANCE IN KMS.
MODE OF TRAVEL
AMOUNT (RS.)
C. TOTAL (RS.) Contd..…2 149
-: 2 :-
D. MISCELLANEOUS / INCIDENTAL EXPENSES (FAX / POSTAGE / PHONE / ETC.) DATE
DETAILS
AMOUNT (RS.)
D. TOTAL (RS.) SUMMARY OF TOUR EXPENSES EXPENSES I.
SELF
AMOUNT PAID BY COMPANY
AMOUNT (RS.)
TRAVELLING
J. BOARDING & LODGING K. LOCAL CONVEYANCE L. MISC./ INCIDENTAL
GRAND TOTAL ( RS.) TOTAL TOUR EXPENSES (RS.): _________________________________________________ (IN WORDS) __________________________________________________________________ ADVANCE DRAWN (RS.): _______________________________________________________ NET AMOUNT PAYABLE TO SELF / COMPANY (RS.): ________________________________ SPECIAL APPROVAL FOR (IF ANY) * *: 1. 2. ______________________
_______________________
SIGNATURE OF EMPLOYEE
SIGNATURE OF HEAD OF DEPTT.
*
_______________________ SIGNATURE OF APPROVING AUTHORITY
BASIC PAY TO BE MENTIONED FOR THOSE ONLY WHO ARE IN THE GRADE OF JUNIOR EXECUTIVE AND BELOW
** SPECIAL APPROVAL REQUIRED BY APPROVING AUTHORITY FOR AVAILING BEYOND ENTITLEMENT.
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EXECUTIVE HEALTH CHECK-UP (REVISED W.E.F. 01.10.2005) 1.0
OBJECTIVE: To assist the Senior Employees to take care of their health & timely Diagnosis of ailment, if any.
2.0
APPLICABILITY : The scheme will be applicable to employees in the level of DGM & above.
3.0
POLICY: Employee in the level of DGM & above will be compulsorily required to undergo health check-up during stipulated time frame as notified by the Corp. HR. The frequency of health check-up will be as under: 
Eligible employees >= 40 years
: Once in a year.

Eligible employees <= 40 years
: Once in two years.
3.1
Employee shall undergo the check-ups / tests specified in the contract with the respective Hospital / Test Centre.
3.2
The Company will work out a tie up with the hospital for the Medical check-up / tests wherever possible to avail corporate discounts.
3.3
Employee is required to submit the medical reports in original to Corporate HR and retain a copy for personal records.
3.4
The expenses towards health check-up shall be as per the contract with the Hospital / Test Centre and the payment shall be made directly to the Hospital / Test Centre by the Company.
3.6
The expenses of clubbing of any other test / medicines / treatment other than specified shall be borne by the employee.
3.7
Clubbing of any other medical cover is not permissible.
4.0
MISCELLANEOUS:
4.1
No Interpretations / assumptions should be drawn on the laid down scheme and any clarification must be referred to the Corporate HR.
*The revision is effective 1st April 2007.
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STATUTORY COMPLIANCES (Revised w.e.f. 01.10.2005 / 01.01.2012)
1.
OBJECTIVE To comply with all the statutory obligations like PF, ESI and Gratuity applicable as per the Law of the State
2.
PROVIDENT FUND
2.1
All the employees of the organization, from the very first day of their joining, are covered under Employees Provident Fund and Misc. Provisions Act, 1952
2.2
Both the employer and the employee are required to contribute 12% of the basic salary (plus dearness allowance and retaining allowance, if any) of an employee
2.3
Company will deduct the share of the employee from his salary and deposit the same along with its own share in the provident fund before 15th of every month
2.4
Employee is required to fill up the prescribed forms at the time of joining and submit the same to the HR department
2.5
Nomination and Declaration Form will be required to be submitted to the HR Department
2.6
The interest on the PF accrues at the rate notified by the PF Authorities from time to time.
2.7
At the time of leaving the company before his / her retirement, an employee can either withdraw the total amount in his / her PF fund or can get it transferred to the PF account in the new company by filling the prescribed forms.
2.8
At the time of retirement, an employee will get the total amount present in his provident fund account
2.9
Employee can withdraw from the PF account even during his services with the company but for this, he should be a member of the fund for not less than 5 years or as provided for in the PF Act from time-to-time.
2.10
Employee can make voluntary contribution to his provident fund but in no case an employer is required to contribute more than his share, i.e. 12% of the basic salary of the employee
3.
EMPLOYEE STATE INSURANCE
3.1
The employee state insurance is governed by Employeeâ&#x20AC;&#x2122;s State Insurance Act which provides for certain benefits to the employees in case of sickness, maternity and employment injury and to make provisions for certain other matters in relation to it. 152
3.2
All the terms and conditions related to ESI are governed as per the Employees State Insurance Act, 1948
3.3
Both employer and employee are liable to contribute to the ESI fund with the maximum amount of 6.5% of the basic salary of the employee. Out of the total, 4.75% will be borne by the employer and 1.75% by the employee
3.4
It is the duty of the employer to deduct the employee contribution from his / her salary and submit the same along with its own contribution before 7th of the following month
3.5
All the employees of the organization having the gross salary / wages Rs.7500/- or below are eligible under the scheme. The definition of salary / wages will be as per ESI Act.
4.
GRATUITY (Revised w.e.f. 01.01.2012)
4.1
Gratuity is an award to an employee for his long and meritorious services with the employer and is governed by the Payment of Gratuity Act, 1972
4.2
All the terms and conditions for the payment of gratuity are governed by the Act itself
4.3
An employee is eligible for gratuity only if he is in the ‘Continuous Service’ of the company for a minimum period of not less than 5 years.
4.4
‘Continuous Service’ in above case shall be considered for an employee who is not in uninterrupted service for one year, shall be deemed to be in continuous service if he has been actually employed during the twelve months immediately preceding the year for not less than 190 days if employed below the ground in a mine or 240 days in any other case.
4.5
The gratuity is payable at the rate of 15 days salary / wages for every completed year of service or part thereof in excess of 6 months subject to a maximum of Rs.10 Lacs as per the Payment of Gratuity Act, 1972.
4.6
Gratuity is also payable in case of death / disablement due to accident while on duty. In such a case continuous service for a period of 5 years is not necessary
4.7
The calculation of gratuity is done on the following basis: Monthly rate of wages X 15 26
4.8
Every employee is required to make the nomination in the prescribed form after completing one year of his service with the organization
4.9
In case of death of an employee, the amount of gratuity due on him shall be paid to his nominees or if no nomination are made by the employee then to his legal heirs. ****** 153
NOTE PAD ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… ………………………………………………………………………………………………………… …………………………………………………………………………………………………………
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CORPORATE OFFICE JINDAL SAW LTD. Jindal Centre, 12 Bhikaiji Cama Place, New Delhi – 110 066 Phone: (011) 2618 8345, 26188360 - 374; Fax: (011) 2617 0691
REGIONAL OFFICE JINDAL SAW LTD. Jindal Mansion, 5-A,G. Deshmukh Marg, Mumbai-400026 Phone: (022) 2351 3000; Fax: (022) 2352 1899
REGISTERED OFFICE & WORKS JINDAL SAW LTD. A-1, UPSIDC Industrial Area, Nand Gaon Road Kosi Kalan, Mathura – 281 403 (U.P) Phone: +91-5662-232001-3; Fax: +91-5662-232577
WORKS JINDAL SAW LTD. 100% Export Oriented Unit, Village: Nanakappaya, Taluka: Mundra, Distt. Kutch, Gujarat - 370 415 Tel: +(02838) 287305 – 306; Fax: (02838) 222974
JINDAL SAW LTD. ( Integrated Pipe Unit ) Village: Samaghogha, Mandvi – Pragpar Road, Taluka: Mundra, Distt. Kutch, Gujarat – 370 421 Tel: (02838)240755 -756; Fax: (02838) 240700
JINDAL SAW LTD. ( Spiral Pipe Unit ) Door No.:-24, JSW Township, Vidya Nagar Shopping complex, Toranagallu, Dist.-Bellary – 583275, Karnataka Tel: (08395) 252301, 252134 Fax: (08395) 252300
JINDAL SAW LTD. ( Seamless Tubes Division ) A-59, 60 MIDC, Malegaon, Distt. Nashik Sinnar – 422 103, Maharashtra. Tel: (02551) 230712 – 716 Fax: (02551) 230967
JINDAL SAW LTD. ( Mines & Pellet ) Mahaveer Colony Near Krishi Vigyan Kendra Gandhi Nagar, Bhilwara - 311 001, Rajasthan Phone / Fax: (01482) 248417
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