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April 2017

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TABLE OF CONTENTS

Particulars Page No.


From the CMD’s Desk 3
Who’s Who of Groupe Veritas 4
GV …..About Us 5
Vision…..Mission……Our Global Presence 6
Introduction ……GV Value Proposition 7
Employment with GV 8
1. Our Culture 8
2. Recruitment and Induction 10
3. Holidays 11
4. Leave 11
5. Compensation and benefits 12
6. Retirement Benefits 13
7. Official Business travel 13
8. Growth, Development and Recognition 14
9. Communications Meetings 15
10. Separation 15
11. Conflict of Interest & Confidentiality 16
12. Anti-Harassment 17
Conclusion 17

ANNEXURES

1 Work Timings Policy 18


2 Recruitment Policy 21
3 Leave Policy 23
4 Travel Policy 27
5 Company Mediclaim & Group Accident Insurance Policy 32
6 Company Mobile Handset, SIM & Datacard Policy 35
7 Reward and Recognition Policy 37
8 Performance Management Policy 38
9 Anti-Sexual Harassment Policy 40
10 Employee Acknowledgement 42

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Dear Colleague,

Compliments of the Season!!

As your Chairman, I write to you with great humility, respect and excitement.

Humility, because we know how important the company is to so many of you!

Respect, because we have learned that at the heart of GV is “You”, the people of GV, who carry
forward GV with responsibility, integrity and inclusiveness!

And, excitement, because we see the opportunity ahead of us!

While this HR Manual will help you navigate through our internal processes and systems, I would like
to take this opportunity to share some of our beliefs, our culture, our motivation and our guiding
principles in the way we do our business.

While each of our businesses/ branches are now classified as a ‘Profit Centre’ with its own unique
strategy, optimized for success in its particular market, I see five priority areas.

- The first is to engage and understand, for which I need your help to ensure that I have a full
understanding of your deliverables, your customers/stakeholders, and your products.
- The second is the development of a more granular and ambitious strategy, as we need to
move fast and develop a detailed and credible execution plan.
- My third priority is to develop and implement a “Time bound System” that can be applied
consistently across the company. Be it submissions, target achievements or compliances,
adhering to deadlines will be the criteria and failure to conform will attract penalties.
- Fourth is culture, and our need to align on the kind of culture we want in the future.
- And finally, we have our ongoing performance. We need to build the new, while also
relentlessly driving our existing business.

I invite you to partner with us in this growth – as grow we must! It won’t be easy, and will require
hard work and some tough decisions about how to prioritize our efforts, but I am confident that we
have a bright future together.

Before I sign off, I reiterate that we believe that in your growth lies the Organisation's growth.

Wishing you a great, successful and satisfying fun-filled career with GV!

Warm Regards,

Nitin Kumar Didwania

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Who’s Who of Groupe Veritas

CHAIRMAN & MD Mr. Nitin K Didwania

DIRECTORS Mr. Sanjay Agarwal


Mr. Saurabh Sanghvi

CFO Mr. Rajaram Shanbhag

MARKETING
President – Marketing & Tender Mr. Minesh Shah
Head - Procurement Mr. Uday Mehta
International Marketing
Chemicals & Petrochemicals Mr. Uday Mehta & Mr. Sreyas Chaaudary
Polymers Mr. Pankaj Shah
Metals Mr. Kunaal Sharma
Coal
Bitumen & Base Oil

HOD - Logistics Mr. Ashok Desai

HOD - Accounts & Finance Mr. Rajaram Shanbhag

HOD - Res. Mgmt. & Treasury Mr. Bhadresh Desai

HOD - GRC Mr. Jigar Gandhi

HOD - Corporate Affairs Mr. Manoj Didwania

HOD – IT (Business Development) Mr. Mayank Parekh

HOD - IT (Internal) Mr. Sanjay Chheda

HR TEAM

Ms. Susan Raj


Mr. Abraham Mathai
Ms. Siddhi Waikul
Ms. Akanksha Singh

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The ‘GROUPE VERITAS’ [GV] philosophy is quite simple. The quest for excellence must not
compromise the values we were built on. This very philosophy is ingrained in everything we do.

In pursuit of our goal for a green and equitable society, we continue to explore new horizons. All of
our actions take us one step closer to achieving the corporate vision.

At GV we rely on our vast experience as a global conglomerate to achieve consistent growth and
enrichment.

Our core Business domains, listed below, complement each other, enabling us to offer holistic
customized solutions.

1. Trade, Distribution & Manufacturing


2. Infrastructure & Logistics
3. Alternative Fuel & Energy
4. Agro Ventures & Biotechnology
5. Information Technology

About Us

❖ About 20 years in operations

❖ Corporate headquarters at Mumbai, India

❖ Multi-faceted Organization with diversified business interests and dimensions

❖ Functional domain expertise both in International Trade & Distribution across the globe

❖ Over 30,000 Customers globally

❖ Driven by 900 motivated team members

❖ Globally integrated systems, processes, governance

❖ Offices and stock-points across India and the Globe

❖ Inclined towards socio-economic welfare and environment friendly initiatives

❖ State-of-the-art logistics infrastructure across the globe

❖ Business across several domains duly integrated each other

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Vision

“Nurturing the present and aspiring for a better Future”


GV aims to empower communities and enrich lives by creating a wealth of opportunities for ‘all’,
while consistently setting benchmarks for value addition, environmental awareness and corporate
governance. Through a process of continuous improvement, we aspire to leave an indelible mark by
earning the utmost faith and goodwill of people and society in all our endeavours.

Mission

“Invest in quality and deliver the very best, whether products, services or people”
GV has always believed that there is no substitute for “BEST” hence it has always been our
endeavour to provide the Best Product, Best Services and investing in the Best People.

Our Global Presence

Presence in 16 Countries with stock points in the Middle East, West Africa and China, in addition to
offices and stock points in 20 cities across India.

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INTRODUCTION
The Groupe Veritas [GV] Employee Handbook is designed to introduce you to policies, procedures
and practices related to Human Resource Development at Groupe Veritas. It details information
about working conditions, employee benefits, and most of the policies affecting your employment.
This Handbook is not a contract and is not intended to create any contractual or legal obligations.
You should read, understand, and comply with all the provisions of the Handbook. It describes many
of your responsibilities as an employee.

GV HR in partnership with the GV Management Team is accountable for leading an effective


membership with our employees and is thereby accountable for the development and
implementation of the policies outlined in this Handbook. Managers are responsible for workforce
management within their respective teams and should reference this Handbook to ensure
organizational consistency in the application of these practices.

As GV continues to grow, as and when the need may arise, GV reserves the right to revise,
supplement, or rescind any policies or portion of the Handbook from time to time as it deems
appropriate, in its sole and absolute discretion.

GV Customers are among our organization’s most valuable assets. Every employee represents GV to
our customers and the public. Therefore, one of our first business priorities is to assist any customer
or potential customer.

“GV” VALUE PROPOSITION

One of our objectives is to provide a work environment that is conducive to both personal and
professional growth of all GV members. Maintaining such an environment is the responsibility of
every GV member.
Values that we are committed to deliver consistently:

✓ Respect: Treat each other in a fair manner, with dignity and respect, irrespective of level or
position.
✓ Integrity: treat all stakeholders – customers, employees, vendors with honesty in all
dealings.
✓ Teamwork: Promote harmony and strive for mutual understanding of standards for
performance expectations
✓ Customer Delight: endeavour to exceed customer expectations always.
✓ Promptness in Delivery: believe in meeting deadlines well before the due date and try to be
available to the client whenever required.

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EMPLOYMENT WITH “GV”

GV expects its members (including temporary, agency, interim, and contractor or consultant staff) to
be scrupulously impartial and honest in all affairs relating to the Company and their job within it. As
an employee of GV, you also bear the responsibility to act as ambassadors for the Company both
within and outside the organisation.

This section outlines the responsibilities of members working for the Company.

1 Our Culture

The Groupe Veritas culture is open, transparent and friendly, where emphasis is more on
professional competence than on job titles and position descriptions, as the Company formal
structure is more for clarity rather than describing authority.

1.1 Confidentiality in communication and information


All data and information pertaining to the Organization and its customers is confidential. It is
desirable to avoid discussing or divulging any work-related information even in informal
settings with regard to the knowledge acquired on client’s business and work done.

Matters related to salary and benefits are confidential and it is advised that employees do not
disclose or divulge their details or seek information on salary and benefits from other
individuals in the Organization.

1.2 Recording of Attendance


All employees shall use the process prescribed by the Organization (HRMS) to record their
attendance as and when they report to work.

If an employee forgets to do the same or is out on tour/ meeting then he is required to


regularize the same on HRMS on the same day or before going on tour. All such applications
should be authorized by the respective HOD/ HOB requesting for attendance to be credited.

1.3 Work Timings


In normal course, Groupe Veritas works 6 days a week, (F) 8 / (M) 9 hours per day, with every
alternate i.e. 2nd and 4th Saturday and all Sundays as weekly off days.

a) The official work timings are from 1030 - 1830 hrs for female employees and 1030 -
1930 hrs for male employees, with a half hour lunch break.

b) It is mandatory to follow the prescribed process to register your attendance. Any


employee not adhering to this or found misusing this facility will face stern disciplinary
action. As a step to curb this, the Management takes surprise checks.

c) All locations pan-India shall follow one set of office timings as prescribed in the policy.

Annexure 1: Policy in detail

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1.4 Resources
Groupe Veritas ensures that decent facilities and resources be available to its employees.
a) These facilities include workstations, conference/ meeting rooms, high-speed internet
connections, etc. It is expected that all employees take good care of GV assets.

b) While there may be some disorderliness at work, it is expected that the employee leaves
his/her work desk and drawers clean & locked at the end of the day. The e-mail box also
needs to be maintained similarly.

The Internet and the email facilities are for official use. Viewing/downloading/sending any kind of
prohibitive, derogatory or offensive sites/material shall call for disciplinary action and the facility
shall be withdrawn with immediate effect.

1.5 Shared Facilities:


a) Refreshments: The Organization provides tea / coffee during the working hours.

b) Stationery and Photocopier: Every employee is provided with a kit consisting of a set of
stationery on the day of joining. For additional stationery please contact the
Administration department.

c) Use of photocopy: Records of bulk photocopies shall be maintained at the Head Office/
Branches. No bills will be processed, if necessary supporting is not attached.

d) Telephone: Every workstation is provided with telephones/extensions with an external


dialling facility. All personal STD/ ISD calls must be booked/ informed to the operator and
will be charged on actual.

e) Meeting/ Conference rooms: In case of a large client meeting/s, the respective Team/
HOD shall book the meeting/conference room in advance, by informing the Front office.

f) Washrooms: Well maintained and clean washrooms are available for the use of
employees. It is expected to keep this facility clean for the next user.

g) Elevators: Discretion is called for while using this facility. Use of this facility is restricted
to employees going two floors or more up/down and for those who have medical issues
in climbing steps, like arthritis, pregnancy, blood pressure, limb issues to name few.

1.6 Dress code


The dress code is strictly formal on all working days. Formal dressing is prescribed on all days except
2nd (second) and 4th (fourth) Friday and all working Saturdays (termed as "Informal Work Days"-
IWD). Dressing norms stated below will have to be strictly adhered to,

We encourage our employees to be well dressed with clothes and footwear appropriate for office
wear and within one’s budget. Wearing torn and/or crumpled clothes/shoes will not be viewed
favourably.

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Formal Dress Code Informal Dress Code
Trousers, Formal Half/Full-
sleeved shirt and formal closed
Casual jeans with collared T-
Male shoes. Neckties and business
Shirts or printed shirts.
suits if worn, must be
presentable.
Female Indian/Western formals. Indian/Western casuals.

Strictly not allowed (incl. on IWD): Casual attire, strapless, spaghettis, short skirts, sandals,
floaters, slippers, sneakers etc.

1.7 Gifts and Hospitality


The Company requires its employees to ensure that gifts and hospitality offered by suppliers and
potential suppliers of goods and services to the Company are declined. This applies even if the gifts
or hospitality are offered within, or outside normal working hours. The only exceptions to this are
trivial gifts such as a calendar, diary, chocolates or mugs.

All other gifts must be politely refused or, if received through the post, returned to the donor with a
suitably worded letter signed by the HOD/HOB.

1.8 Welfare
Employee Welfare is a way of life at Groupe Veritas. In case of personal exigencies, you may contact
the HR department, who will ensure that all possible assistance is made available in such situation/s.

While we have an Employee Accident Insurance Scheme, we also have a Family Floater Mediclaim
Policy for covering immediate family members with one sum insured. This insurance is available to
persons up to 60 years of age covering the following family members: Self; Spouse; Dependent
children … maximum two below the age of 21 years. Eligibility for this shall be on confirmation.

Annexure 5: Policy in detail

2 Recruitment and Induction

Recruitment at Groupe Veritas is undertaken in anyone of the following mode, through Consultants,
Job Portals or Employee Referrals. Whatever be the mode of selection, the process is rigorous.

2.1 Recruitment Policy


Standardizing all process and formats in recruitment and new employee induction, the policy shall,
a) Establish specific processes including tests and formats in recruitment,
b) Establish induction programs customized for every new employee, ensuring his smooth
transition into the Organization.

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2.2 Joining Formalities
HR maintains the following updated records of its employees:
a) Completed standard employment application form including KYC details and details of
dependant/s
b) Proof of all academic and professional qualifications
c) Photo copy of Aadhar Card
d) Photo copy of Passport
e) Photo copy of Pancard
f) Form 16, Experience letter, relieving letter and/or copy of resignation duly accepted from
previous organization
g) 2 Passport size photographs
h) Accepted copy of GV appointment letter

2.3 Induction
To welcome and introduce a new employee to Groupe Veritas’ policies, procedure, culture and
environment, all new joinees shall undergo an induction program within their first week of joining
GV. The purpose of the induction program is to orient the new joiner with the various departments,
systems/ process and key people in GV.

Annexure 2: Policy in detail

3 Holidays

3.1 Public Holidays


Groupe Veritas observes 10 paid holidays in a calendar year, which varies across locations.
a) The Holiday list for each region is finalised in consultation with the Management and the
various location offices.
b) This holiday list is then circulated to all and displayed on the notice board.

3.2 Unforeseen or forced holidays


In event of any forced or unforeseen major calamity and/or event like, a bandh, major transport
break down/ strike, riots or any other reasons beyond the control of the management, the same
would be compensated on a notified Saturday or other non-working day.

Annexure 3: Policy in detail

4 Leave

Leave will be granted on prorated basis for fractional service period, as applicable.
- Leave of any type will need to be applied for in advance
- It is the employee’s responsibility to regularise the absence through formal sanction on
HRMS. If leave is not sanctioned, the same will be treated as unauthorised absenteeism and
appropriate action shall be taken against the same.
- HODs/HOBs are advised to take an annual vacation plan from their team members to ensure
that there is no overlap or an unplanned shortage of manpower in the team at any given
time.

However in an emergency, intimation must be given either on phone or via e-mail to the immediate
Reporting Manager/ HOD/ HOB.

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Note: If an employee proceeds on long leave without prior approval, the same shall be treated as
unauthorised leave. Such leave beyond 8 days shall call for disciplinary action including Termination
of employment.

Annexure 3: Policy in detail

5 Compensation and Benefits

Salary disbursement is through a salary bank account and is normally done on the first working day
of each month, subject to attendance regularisation before the 25th of the previous month.

Tax deductions will depend upon investment declarations made in April, i.e. the first month of the
financial year supported by proofs submitted before the 31st of December of the same year.
Information should be made available to the Accounts department as and when advised.

Please contact Accounts for tax planning.

5.1 Reimbursement of claims


a. Only vouchers complete in all respects and attached with supporting and authorization shall
be considered for payment.

b. Every Monday/Wednesday/Friday, reimbursement of expenses/claims will be disbursed as


follows,
i. 1100–1300 hrs:
Domestic Expenses: Vouchers with supporting/justification and relevant authorization to
be handed over to Corporate Affairs/Admin
International Travel Expenses: Vouchers with supporting/justification and relevant
authorization to be handed over to the Corporate Affairs/Travel Desk

ii. 1530-1630 hrs: Cash disbursement by the Accounts Team

c. Travel Advances: One may claim for an advance related to specific Project/s or Travel by
submitting an estimate with relevant requisition, duly authorized by the respective
HOD/HOB. Any project/travel related advance/s left unsettled for 5 days after the
completion of the project/travel will be adjusted against the concerned employee’s next
month salary.

5.2 Financial Advance for Personal Emergencies


For extreme personal emergencies, a request for advance can be sent by the concerned
employee to the HR Department. Such advances shall be recovered in the following month’s
salary. All advance requests will be approved at the sole discretion of the management.

5.3 Relocation expenses:


Candidates who join Groupe Veritas at a location other than their current place of residence
shall be reimbursed for travel for self and family (spouse and dependent children). An amount as
decided will be paid as reimbursement for moving personal effects subject to proof of
expenditure. This will include transport, transit insurance, packing and forwarding costs.

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6 Retirement Benefits

6.1 Provident Fund


The benefit of Provident Fund as opted for is extended to all employees from the date of joining
their services with the company under the Employee Provident Fund & Misc. Provisions Act, 1952.
The rate of contribution is,
a) Employer’s contribution: 12% of Basic salary per month
b) Employee’s contribution of 12% of Basic salary per month
c) An employee may increase his contribution under the Voluntary Provident Fund to a
maximum of 20% of the Basic salary. In such a case the concerned employee must inform
the HR department about his decision to increase the contribution.

6.2 Gratuity
To recognize and reward employees’ for their long service, GV has taken a Group Gratuity
Scheme from Life Insurance Company of India. This benefit is extended to all employees from
the date of joining their services with the company under the Gratuity Act 1972. The amount of
gratuity payable is 15 days basic salary for every completed year of service in the company
calculated on the basis of 26 days a month on the last basic salary drawn immediately preceding
the date with the employee becomes entitled for gratuity under the scheme.

a) Gratuity = (Basic salary / 26) x 15 x Number of years in service


Basic salary is “Last drawn basic pay”
26 is average working days in a month as per Gratuity rules
15 is the actual days considered for gratuity in a year
After 5 years, 181 days will be accounted as 6 years.

b) Eligibility – Payable on completion of 5 continuous years of service, at the time of separation


only.

7 Official Business travel

Official travel within the city or outside one’s city of employment as and when necessary from a
business point of view, it is expected that all will make their services available at the location where
their services are required. Discretion is called for before scheduling a travel,

a) Travel, only when absolutely necessary and/or when no one is available to represent the
concerned employee or complete the work on his behalf.

b) Travel only after due approvals/sanctions by the respective Reporting Heads. If possible, travel
should be planned in advance and in the most cost effective manner.

c) Irrespective of one’s level, it is recommended that one opts for the most economical mode of
transport by rail/ road/ air. Mode of travel should be undertaken keeping in mind the exigencies
of work and timelines. If one can reach the same day or if the journey is overnight, it is advised
that one leaves by the first available flight/ train and return the same day.

d) Employee required to travel shall fill in the Travel requisition duly approved by HOD/ HOB

e) Travel Activity Report (TAR): On return from the assigned tour, the concerned employee is
expected to submit TAR in duplicate, indicating places travelled, people met (attach visiting

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card/s) and outcomes from the same, to the relevant authority within 5 working days.

Accounts will not process any expenses without proper supporting. All previous tour expenses
should be settled before a fresh advance is sanctioned.

Annexure 4: Policy in detail includes,


- Local Conveyance
- Outstation Travel
o Travel Entitlements
o Out of pocket expenses
o Local conveyance at place of visit
- Overseas Travel

8 Growth, Development and Recognition

8.1 Performance Management Systems


Groupe Veritas believes in encouraging and suitably rewarding excellent performance by linking
“Pay” to Organization and Individual performance. Performance is measured against annual targets
pre-set by the Management and Organization goals, client feedback and appraisals.

The Organization has drawn up an annual performance review program which includes a half yearly
appraisal. The objective of this program is to review performances and provide feedback for
constant improvement and development. While appraisal ratings will be the driving factor for
performance related increment, the system provides for substantial increments for outstanding
performance. The basic aim is to use the appraisal process to create a climate for constant
development and improvement.

Annexure 8: Policy in detail

8.2 Promotions:
Promotions are based on competencies and performance. The Appraisal system is the tool for the
purpose of assessing the current level of performance and movement from one level to another.

The respective HOD/HOB will initiate the recommendation. Decisions about promotions will be
finalised in the Appraisal Committee meetings.

9.3 Reward Recognition Schemes:


Groupe Veritas recognizes and rewards the efforts of individuals and/or teams on challenging
projects. Accordingly, individual and team awards have been institutionalised.

Annexure 7: Policy in detail includes the criteria and parameters for nomination.

a) Best Employee of the Quarter


GV believes in encouraging and fostering good and consistent performance... as such
recognition is not just a nice thing to do for people BUT is a communication tool that
reinforces and rewards the most important outcomes people create for business.

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b) Feather in the Cap – Quarterly Recognition
Recognition if one has done a “Wow” job, if one has taken the initiative and the effort of
going that extra mile. This reward is specially instituted to appreciate and motivate
individual effort and initiative for going beyond the call of duty in helping others.

c) Long Service Award


In appreciation of the many years of hard work and dedication that an employee has given,
Groupe Veritas presents a small token of appreciation in the form of a cheque and/or gift.

9 Communication Meetings
As part of employee communication process, various committees have been set up to share best
practices and processes followed in the Industry and resolve inter-departmental issues. At times,
readings of case studies and articles are also held.

The opportunity is to provide learning by inviting guest speaker (internal or otherwise). HR


department will notify such meeting dates and venue, agenda. Attendance of all is appreciated.

9.1 Groupe Veritas HIGH Committee (Hazel Is a Good Home)


This is constituted mainly to provide for employee participation in cultural welfare activities,
enlisting to the committee is purely voluntary.

The GV HIGH will consist of a chairperson and volunteers from the Organization and will act as a co-
ordination body between GV and its employees. They will organise social events, movies, birthday
gift, Organization-wide games etc.

9.2 Support and Learning – HIED (Hazel Institute for Employee Development)
All are urged to participate and benefit from the various programmes designed to move towards
their career development needs.

A formal training calendar is being initiated and it is mandatory that while all employees undergo
training, senior members of GV, spend few hours mentoring and conducting formal training sessions
for their teams. Details of the training programme will be communicated separately.

10 Separation
Any employee opting to resign from the services is required to serve the requisite notice period of 1
(one) month, as revised w.e.f. 22nd March 2018. This will supersede any earlier communication
mentioned in one’s appointment letter and/or in any correspondence on the subject. This is
expected professionally as well as contractually.

Anyone resigning must submit in writing a letter to the immediate Supervisor marking a copy to HR.
Notice period and last working day is subject to Supervisor’s/HOD/HOB’s agreement and
acceptance. A proper handover must be completed prior to the last day.

Clearance form must be completed prior to the last working day to facilitate final dues being settled.

Stipulations: The adjustment of unutilised leave against notice period will not be allowed and
employees will have to serve the notice period as per the revised terms of appointment. If an
employee does not serve the revised notice period, all related letters (such as Relieving and
Experience letter) pertaining to their release will be withdrawn.

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a) No leave will be granted while serving the notice period, presence in person is mandatory
for the entire period of notice period.
b) Proper handover documented and clearance should be obtained from the concerned
authority/HOD prior to exit. HR will not take the responsibility of clearances if the employee
does not do it.
c) Notice period shortfall (for the specific no of days not served) will be duely recovered from
the Full & Final Settlement at the rate of Gross Salary.

11 Conflict of Interest & Confidentiality

This document is created to identify areas and handle situations to minimise conflict of interest
between the employees and the Organization. We need to avoid situations where our personal
interests interfere with the Company's interests. We also need to protect confidential information.

11.1 Confidentiality:
Our people should maintain the confidentiality of information entrusted to them by the Company or
its clients, except when disclosure is authorized or legally mandated. Confidential information
includes proprietary information such as trade secrets, plans, forecasts and employee/customer
information, other confidential data as well as any other non-public information that might be of use
to competitors or harmful to us or our clients if disclosed.

The Employee shall agree to take reasonable security measures to prevent accidental disclosure and
it is our obligation to continue to not to disclose confidential information even after employment
ends.

11.2 Non-Compete Agreement:


The Employee shall agree to retain such information/data as confidential and not to use said
information on his own behalf or disclose same to any third party. The Employee shall not own,
manage, operate, consult or be employed in a business substantially similar to, or competitive with,
the present business of the Company or such other business activity in which the Company may
substantially engage during the term of employment.

This non-compete agreement shall be in full force and effect during the period of employment and
for 1(one) year following employment termination, notwithstanding the cause or reason for
termination. This agreement shall be binding upon and inure to the benefit of the parties, their
successors, assigns, and personal representatives.

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11.3 Competition and Fair Dealing:
We must outperform our competitors through our innovation, execution and hard work, not
unethical or illegal business practices. Examples include theft of competitively sensitive information,
giving or receiving inappropriate gifts or other improper inducements that are not consistent with
customary business practice.

11.4 Discrimination:
We are an equal opportunity employer and, except in the rare case in which a bona fide
occupational qualification applies, do not discriminate against employees or job applicants on the
basis of race, religion, gender, national origin, age, disability, sexual orientation, gender identity
and/or expression, pregnancy or any similar status or condition.

12 Anti-Harassment

Sexual harassment of any kind or harassment based on any other legally protected characteristic is
expressly prohibited. Sexual harassment is any unwelcome physical, verbal or non-verbal conduct
that is of a sexual nature, when:
a) Submission to such conduct is explicitly or implicitly made as a condition of an individual's
employment or advancement;
b) The response to such conduct is used as a basis for employment decisions; or
c) The conduct has the purpose or effect of unreasonably interfering with an individual's work
performance or creating an intimidating, hostile or offensive working environment.

Annexure 9: Policy in detail

13 Conclusion

While care has been taken to include “flexible” and employee friendly policies, which are in tune
with industry trends and global practices, it is up to users to adapt, modify and customize the
document to suit the particular needs of their country and ensure compliance with territorial
employment standards and legislation.

Our reputation depends, to a very large measure, on you taking personal responsibility for
maintaining and adhering to the policies and guidelines set forth here. Your continued cooperation
in this regard is appreciated.

This document outlines the “Code of Conduct” for the employees/consultants and non-
observation/breach of any clause mentioned therein shall make the employee liable for disciplinary
action leading to imposition of penalty including termination/dismissal.

No legal liability or other responsibility is accepted by or on behalf of HR for any errors, omissions,
or statements made within this document.

Final Word

No policies are static and it is Groupe Veritas’s endeavour to proactively amend and change them
to suit the need of employees and the Organization. Our intention here is to facilitate effective
completion of work and not encourage employees to misuse the benefit. Groupe Veritas
welcomes and values your inputs to HRD.

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ANNEXURE 1
WORK TIMINGS POLICY
1. Policy
1.1. In normal course, Groupe Veritas works 6 days a week, (F) 8 hours/ (M) 9 hours
per day, with every alternate i.e. 2nd and 4th Saturday and all Sundays as weekly Strict
adherence to
off days. punctuality
1.2. All efforts shall be made to issue s alary on the 1st Working Day of the Month. and discipline
Contingencies excluded in attendance
st is expected
a) To facilitate payment of Salary on the 1 working day of every month,
th th
Attendance Cycle shall be from 26 of the month to the 25 of the
following month
b) All leaves and late/e arly going post 25th of the month shall get calculated in the next
month’s salary calculation

1.3. Any leave to be deducted shall be deducted from the employee’s leave balance first. If no
leaves are balance then salary shall be deducted on gross salary of the employee. Similarly
for all instances of absence from work not regularised (or not approved) on HRMS, salary
shall be deducted on gross salary.

2. Eligibility

All employees including Consultants and Contractual staff, Interns/ Trainees in all Companies of
Groupe Veritas, shall fall under the purview of this policy, irrespective of location.

3. Work Timings

Reporting 10:30 am Stretch Time 1045 hrs


Working Hours Men: 1030 – 1930 hrs Lunch Break Any half hour between
Ladies: 1030 – 1830 hrs 1300 – 1430 hrs

3.1. The official work timings are as specified above with a half an hour lunch break, anytime
between 1:00 p.m. to 2:30 p.m.
a) In the instance, you start your lunch at 01:30 p.m., your lunch break should only
extend to 02:00 p.m. If it starts at 01:40 p.m. then your lunch break is till 02:10 p.m. and
so on.
b) If one wants to do a personal errand, ensure that it is completed within the half hour.

3.2. In the instance, if an employee is required to come in earlier than the prescribed working
hours, then he may be allowed, at the specific discretion of the concerned HOD/ HOB/
Reporting Manager, to leave early provided he has worked the required 9 hours in that day.

3.3. If an employee is required to work on a non-working day (e.g. weekly off/s or public
holiday) on the advice of his HOD, then he shall need to work for a minimum 4 hrs to
account his attendance. The same should be regularised on HRMS.

3.4. It is mandatory to follow the prescribed process to register your attendance.


a) Any employee not adhering to this or found misusing this facility will face stern
disciplinary action. As a step to curb this, the Management takes surprise checks.
b) Attendances shall be recorded only when an employee adheres to the above process.

Page 18
4. Late Coming: At the discretion of the Management, a grace period of 15 minutes shall be
allowed.
4.1. Late-coming beyond 15 minutes but not more than 45 minutes, will be marked in one’s
attendance record. While 3 days in a month of late coming will be allowed, you will lose
½ day Leave or ½ day salary against the next late-coming. E.g. if you were late on Days 3, 15
and 21 of a month, you would be allowed the same. But, for being late on Day 24 you
would lose ½ day Leave. The same would stretch for every 3 days of late coming.

4.2. Late-coming beyond 11:15 a.m. will be considered as a half day.

4.3. However, if one applies for a half day leave then he has to come in by latest 2:00 p.m.

4.4. Habitual late coming will be taken into account in the annual performance review by the
respective HOD/ HOB

5. Early Going:
5.1. To address contingencies, 2 early goings are allowed in a month on the approval of the
HOD/ HOB. Early going shall be on or after 1600 hrs.

5.2. From the 3rd early going in a month shall be deemed equivalent to ½ day leave.

6. Half Day Leave:


6.1. For first half of day – An employee may avail half day leave in the morning and report to
office by latest 2:00 p.m. Post this, 1 full day leave shall be deducted

6.2. For second half of day – Any employee wanting to take a half day leave, can do so only after
2:00 p.m. Prior to this, 1 full day leave shall be deducted

7. Official Duty (OD)


7.1. For a planned OD, the OD has to be approved by HOD/ HOB one day prior to the Official
Out door duty

7.2. However, if an employee takes OD without prior approval, the employee must inform the
HOD/ HOB directly and on resuming work, regularize it on HRMS.

7.3. OD on the last working day of the month for Salary calculation i.e. 25th of each month has
to be approved either pre or on the next day itself, else shall be considered as leave

8. Employees at customer’s location will be required to observe work timings prevailing at the
respective locations.

9. Flexible Timings: At the discretion of the Management, employees who need to come in to work
at varied times (either earlier or later than the official timing), will be allowed flexible work
hours.

By this it is meant, that such employees will be allowed to leave office after completing the
mandatory 9 hours of work for the day

Page 19
10. Staying late in office: Working late is discouraged and it is recommended that you come to work
on time, plan your work and do not pile up work for the last minute. However, at the discretion
of the Management you may at times be required to work late.

10.1. Staying in office beyond 9:00 pm requires the permission of your HOD/ HOB. This should
be applied for through HRMS and approved by HOD/ HOB.

10.2. If one is required to sit in office beyond 9:00 pm, a grace period of 30 mins shall be
allowed on any one day within 7 days of this occurrence. E.g.: if you have worked till 9:15
pm on any day, you can come in at 11:00 am either the following day or within the next 7
days. This half hour cannot be broken up into parts.

10.3. On a similar basis, if you are in office till 11:00 pm, a grace period of maximum of 1 hour
(60 mins) shall be allowed either the following day or within the next 7 days.

****

Page 20
ANNEXURE 2
RECRUITMENT POLICY

The program shall include,


1. The entire recruitment process,
2. Appointment
3. Induction

1.0 RECRUITMENT PROCESS


The program shall be time bound and all involved in the process shall strictly adhere by the
same.

1.1 When a new position arises, either on account of a vacancy or a new position, the
concerned Line Manager shall place a requisition as per format and send it to his HOD/
HOB/CFO/ Director for approval.

1.2 After which, the Manager shall send the requisition to HR for necessary action. HR on
receiving the approved requisition will provide resumes for consideration.

1.3 Persons involved in the interview, shall complete the feedback form and attach it with the
resume before passing it on to the next level of interviews, if any.

1.4 It is recommended that,


a) All rounds of interviews are completed on the same day if possible. This will not only
give a positive impression to the candidate but also help outstation candidates,
b) On selecting a candidate, a reference check as per format is done before making an
offer.

2.0 APPOINTMENT
2.1 After a reference check is done, the candidate will be given an offer letter indicating the
position offered and the date of Joining.
2.2 When the selected candidate joins the Organization on the prescribed date, and submits
the required joining documents, he will be issued an appointment letter specifying the
terms and conditions of his employment.

3.0 INDUCTION
3.1 It is very important that every new employee’s transition into GV is smooth and successful,
such that every new recruit fits into the organization’s culture and work environment.
3.2 Under this process, there will be an Induction Manual and a pre-defined Induction program
depending on the role and level of the new recruit.

Page 21
Induction @ GV

DATE EVENT Ownership


Day 1
Joining Formalities HR
Pre-lunch
Facility Tour Admin

Post-lunch Team Induction Reporting Manager

Senior Management Induction (including the above)


Day 2
HOD - HR Susan Raj
HOD - Marketing & Tender Minesh Shah
HOD - Accounts & Finance Rajaram Shanbhag
HOD - Logistics Ashok Desai
HOD – Governance, Risk & Compliance Jigar Gandhi
HOD - Corporate Affairs Manoj Didwania
HOD - Legal & Company Secretary Prasad Oak
Mayank Parekh
HOD - IT
Sanjay Chheda
Review progress at the end of week till the new joiner completes 6 months

4.0 CONCLUSION
Every new employee in the Organization brings with him a hope that the new organization will
be a better place to work in. It is therefore, every Organization’s responsibility to ensure that it
shows its professional strength and attitude to every person who is or will get associated with it
from Day 1.

(Joining forms available with GV HR)

******

Page 22
ANNEXURE 3
LEAVE POLICY Strict
With effect from April 1, 2016 adherence to
the policy and
regularisation
on HRMS is
1. Eligibility expected
All employees including Consultants, Contractual staff and excluding
Interns/Trainees, will fall under the purview of this policy.

2. Policy
2.1. A year for the purpose of leave calculation will be the Financial Year, 1st of April of each
year to the 31st of March of the following year.

2.2. Leave will be granted on earned basis and will be prorated for fractional service period.
Where an employee joins/ resigns in the middle of the financial year, leave shall be
calculated on a pro-rata basis.

2.3. Any leave will have to be applied for in advance as per the prescribed format in HRMS
and sanctioned in order to ensure that work is not affected adversely.

2.4. The responsibility is on the individual to regularise the absence through formal sanction in
HRMS. Any leave not regularised, will be treated as unauthorised absenteeism and salary
shall be deducted for the period of absence.

2.5. However in an emergency, intimation must be given either on phone or e-mail to the
immediate supervisor on the second day, i.e. the day after the emergency.

2.6. Leave availed will be counted on working days from day of absence to day of resumption.

3. Entitlement
3.1. All eligible under the purview of this policy will be entitled to 25 days Privilege Leave (PL)
annually.

3.2. New Joinees: New joinees shall be entitled to avail leave on joining for exigency
purposes.
a. Only 1 leave per month shall be allowed in the first twelve months. Any additional
leave shall be deducted from the monthly salary payable.
b. Such leave is meant for any unforeseen exigencies and granting of such leave is subject
to the exigencies of business and should not be viewed as an entitlement.

4.1 Leave Account:


a. At the start of every Financial Year i.e. on 1st of April, 25 days PL will accrue in every
confirmed employee’s account. Leave can be taken for reasons detailed in clause 4
below.
b. A new joinee on completing one year in service will be allotted 13 (25-12) days of PL.
At the start of the next financial year, i.e. on 1st of April, he will be allotted PL
calculated on a pro-rata basis till the 31st of March of the financial year under
consideration, i.e. 2 days leave per month.

Page 23
4. Types of leave
4.1 Exigency Leave – Personal/Sick
a) As far as possible, leave under this head will have to be applied for and approved by
the HOD/ HOB.
b) However, if an employee takes leave without prior approval, the employee shall inform
the supervisor directly and on resuming work, regularize it on HRMS.

4.2 Vacation Leave


a. Groupe Veritas encourages all its employees to avail at least 12 days leave every year,
as we believe that one needs to be with their family, relax and return to work,
energized and more productive.
b. All employees are expected to plan their leave at the beginning of the year and
submit to their respective HOD/ HOBs/HR by the 25-January of every calendar year,
to avoid bunching of leave and enable the organization to perform seamlessly.
c. To claim long leave, submit a written application to the relevant authority at least one
month prior to proceeding on leave and take the necessary approvals.
d. Before proceeding on leave, information like address and the contact number should
be made available.
e. Accumulation & Encashment
i. A maximum of 60 days per annum can be accumulated/ carried forward to the
next calendar year.
ii. Any unutilised leave will lapse.
iii. Leave encashment – earned leave shall be encashed only at the time of separation
from the Organization. Such encashment up to a maximum of 60 days shall be
calculated on the last drawn basic salary. Extra Leave/ Compensatory Leaves will
not be encashable
iv. Leave adjustment against shortfall of notice period at the time of separation shall
not be allowed. Employees will have to serve the notice period as per the policy in
the Employee Handbook. If an employee does not serve the notice period, the
same will be recovered from the full and final settlement and all related letters
(such as relieving and Experience letter) pertaining to their release will be
withdrawn.
f. Employees who have not completed 1 year in service or is on training/ temporary are
not entitled to such long leave. Any such unauthorized leave taken by them shall be
treated as leave without pay.

4.3 Maternity leave – For pregnancy and any related conditions


a. As per the Maternity Benefit (Amendment) Act, 2017, all women employees are
entitled to 26 weeks of paid leave, of which not more than 8 (eight) weeks shall
precede the date of expected delivery and remaining 18 (eighteen) weeks can be
availed post childbirth. For women who are expecting after having 2 children, the
duration of paid maternity leave shall be 12 weeks (i.e., 6 weeks pre and 6 weeks post
expected date of delivery).
b. Adoptive and commissioning mothers shall be entitled to 12 weeks of maternity leave,
from the date of adoption.
c. In case of miscarriage or medical termination of pregnancy, a female employee is
entitled up to a maximum of 6 (six) weeks of paid leave subject to advice/medical
certificate from a certified medical practioner. This will, however, be permitted twice
during the services with the company.

Page 24
d. Application for maternity leave must be made by the employee at least 90 days in
advance and the same needs to be approved by the Reporting Authority. In the
application the employee shall also indicate the date for proceeding on leave to the
date of possible resumption after delivery.
e. If the employee does not report to work on completion of above granted leave, it is
considered as absenteeism from duty and actions will be taken accordingly.
f. In case of post-delivery hospitalisation due to complications in delivery/ premature
birth, an additional one month of leave with pay shall be allowed. Such leave will be in
running / calendar days.
g. Payment of Maternity leave: Maternity amount would be paid to the female
employee on a monthly basis along with the regular salary cycle. In case a female
employee decides to resign after her maternity leave, she will have to pay salary in
lieu of the notice period, failing which her full & final settlement & experience letter
will be put on hold until the notice period amount is received.
h. Paternity Leave: Restricted to 2 (two) live births during one’s service, a total of 4
(four) working days as paternity leave can be taken. This is over and above the Leave
entitlement that accrues in one’s account.

4.4 Public Holidays


a. At the beginning of every year, HRD shall circulate and display on the notice board the
officially declared 10 paid holidays for the year. For this a proposed list will be
circulated to all locations – domestic and international.
b. Pan-India, the schedule of paid holidays every year shall include - Republic Day
(January 26), Independence Day (August 15), Gandhi Jayanthi (October 2), Holi,
Dussehra, Diwali.
i. At HO, Mumbai the schedule will also include Maharashtra Day (May 1), Ganesh
Chaturthi, Diwali (Laxmi Puja, New Year, and Bhaidooj).
ii. At Branches, selection of the balance 4 festival holidays will be notified to HR as
advised
c. In the instance, any of the above holidays fall on a Sunday/Non-working Saturday,
such a holiday shall be replaced by any of the following days – New Year Day (January
1), Gudi Padwa, MahaShivratri, Good Friday, Christmas.
d. On similar lines, all international locations will declare 10 paid holidays for the year as
and when advised.

4.5 Bereavement Leave


Total of 3 (Three) working days, may be availed, as Bereavement leave in the event of
death of a family member.

4.6 Unforeseen or undeclared holidays


At times, the Management is compelled to declare an additional or alternate holiday on
account of a Bandh/ Strike or a major transport break-down or any other reason which is
beyond their control. Such a day will be compensated on a notified Saturday or any other
non-working day.

In the instance, when an employee works on non-working day (either at his base location
and/or when travelling for Organization work), he can take a compensatory off on any day
he wants within the current year of this occurrence. The responsibility is on the individual to
regularise the absence through formal sanction in HRMS.

Page 25
4.7 Transfer/ Relocation Leave
To facilitate smooth relocation of employee along with his/her family, an employee will be
entitled to a maximum of 6 working days relocation leave - including at the current location
and the new location. This leave can be availed upon relocation only which is organization
initiated and not employee initiated. Also, it cannot be accrued or carried forward and
includes the travel time between one location to another.

4.8 Leave on Loss of Pay


a. For extreme personal and family emergencies, an employee may be permitted to go on
leave without pay with prior approval of his HOD/ HOB. Such leave may be granted for a
reasonable period.

b. If an employee proceeds on leave without prior intimation or proper approval from his
HOD/ HOB, it shall be treated as unauthorised leave.

c. Such leave beyond 8 days shall call for disciplinary action including Termination of
employment

5. Sanctioning Authority
All should submit their leave applications through HRMS for approval to their respective HOD/ HOB.

*****

Page 26
ANNEXURE 4
TRAVEL POLICY
Strict adherence
One may be required to travel for official duty either within the city of and timely
employment or outside the city of employment as and when such need arises, submission of TAR
as this is necessary from a business point of view and it is expected that all will incl. expense
statements is
make their services available at the location where their services are required. expected

LOCAL CONVEYANCE
Employees shall be reimbursed expenses incurred for official local travel.

1.1 It is recommended that employees use discretion and travel by the most economical available
transport (e.g. any public transport). It is also recommended that employees should try and
travel together and share expenses as far as possible.

1.2 Local Conveyance cost represents transportation cost incurred for official purpose and does not
include transport cost between residence and office.

1.3 This is a reimbursement restricted to the discretion of the HOD/ HOB and should have been
actually incurred.

1.4 Conveyance Entitlement: For official meetings/ duties


Particulars Mode of Travel
If returning to Office and/or If returning to Residence –
M1 – M5 (For AVPs to Managers) Taxi/Auto to Train/Metro Station nearest to client office +
Train ticket
Travel by Taxi is permitted within the Main city limits where autos do not ply. In suburbs, auto fare
shall only be claimed.
If returning to Office and/or If returning to Residence –
E1 – E4
Bus/Auto to Train/Metro Station nearest to client office +
S1 – S3 (FOR BELOW MANAGERS)
Train ticket
a) All office boys (based on the exigencies of their work) will be provided with Bus passes.
b) Use of private taxis or hiring a taxi will not be entertained, unless specifically advised and
approved by HOD/HOB.
c) It is advised to plan a visit well in time, as availing taxi stating emergency as reason is
strongly discouraged.

1.5 If an employee uses his own vehicle for official duty, reimbursement will be basis declaration of
places visited (to and fro) and no. of kilometres travelled, as below
a) Two-wheeler @ Rs.5/ km
b) Four-wheeler @ Rs.10/ km

1.6 Procedures for claims submission


a) Approved Claim form indicating the date of travel, place of travel with “from & to” details,
distance travelled, name of the client visited and purpose of the travel to be submitted.
b) Local conveyance claims will be processed and paid every Monday/Wednesday/Friday, as
follows,
▪ 1100–1300 hrs: Vouchers with supporting/justification and relevant authorization to
be handed over to Admin
▪ 1530-1630 hrs: Accounts will disburse cash

Page 27
OUTSTATION TRAVEL
2.1 Discretion is called for before scheduling a travel. Travel, only when absolutely necessary.

2.2 Travel, only when no other executive can represent you or do your work in your stead at the
other location.
2.3 In the instance, one needs to travel then he should get an approval from his HOD/ HOB on the
budget approved including his hotel stay. Once this confirmation is received, only then will the
requisition travel will be approved by the relevant Sanctioning Authority (SA).

2.4 Travel should be planned in advance and in the most cost-effective route. Irrespective of level,
opt to travel by Train/ Road, if one can reach the same day or if the journey is overnight. This
however should not be at the cost of losing time or work.

2.5 It is advised that one leaves by the first available flight/ train and returns the same day, if
possible. Else take the earliest feasible way back the next day so that he can resume work the
day he returns. It should also be ensured that no travel is undertaken over a weekend.

2.6 ACCOMMODATION – It is recommended that colleagues schedule their work/ appointments


such, that they return the same day without having to stay back overnight. While the Travel
Desk will make all stay arrangements, if one is unable to return the same day and on prior
approval from his Reporting Manager, one should select a reasonable but habitable hotel to
stay in, within the limits prescribed below.

2.7 TRAVEL & ACTIVITY REPORT (TAR) - All travelling employees, irrespective of levels, shall submit
the TAR to his HOD/ HOB and Travel Desk within 5 (five) working days of resuming duty. The
report shall include,
a) Details of daily activity with time schedules,
b) Details(name/company/coordinates) of persons met and conclusions from thereon (attach
visiting cards of people met),
c) Tour Expenses.
Reports submitted after 5 days will not be accepted and any advances taken will be deducted
from salary. Accounts shall not pass any expenses in case of insufficient supporting and
authorisation.

2.8 For travel to be borne by client, the same has to be specified in the travel requisition indicating
that reimbursement has to be claimed from the client.

2.9 If for any reason travel plan has been cancelled or any changes in the travel plan, the Employee
shall immediately notify in writing of such cancellation/changes in the travel plan to the Travel
Desk. And, the Travel Desk will immediately communicate such changes in Travel Plan/
Cancellation to Travel Agencies.

13.1.1.1 STIPULATIONS:
a) All travels shall be by Economy Class and stay as per category specified.
b) Employees will be given direct flights as far as possible.
c) Employees travelling to high risk areas will be entitled to stay in hotels with high security.
d) Employees travelling level up maybe allowed the same hotel subject to approval.

Page 28
e) Two (2) employees (peers and/or one level up) travelling together shall stay in twin sharing
and lodging expenses will be calculated @125% of the prescribed room tariff. DA will remain
at per person basis.

2.10 Advances shall be allowed as per DA limits prescribed hereunder and approved by HOD/ HOB.
Any employee requiring additional advances over and above the prescribed limits will need to
get special approvals on the Travel Requisition duly approved by the Director/s.

2.11 Any exceptions to the above shall be notified to the Accounts and HR.

DOMESTIC TRAVEL:
1.1 Travel arrangement/s by train or air will be made by the Travel Desk after submitting the Travel
Requisition.

1.2 Out of pocket expenses: Costs incurred towards refreshments, lunch, dinner, etc. a maximum
per diem allowance shall be reimbursed against bills/declarations for each day that one is away
from one’s Headquarter.

1.3 Local conveyance: shall be reimbursed at actuals on declaration,


a) For travel to and fro between one’s residence and airport/ station
b) For to and fro travel between one’s place of stay (hotel or else) and work.
c) Taxi bills should have the prior sanction of the concerned HOD/ HOB.

1.4 Stay at Hotels: Though this will not be allowed in a normal case, if one is compelled to stay back
in a city then he shall be allowed the following travel allowances,
Level Mode of travel Per Diem All Room Tariff (in Rs. incl of
taxes & breakfast)
A B C
E1 – E4, II Tier sleeper, A/c Day Trip – 500 2500 2000 1500
S1 – S3 bus Overnight – 700
M1 – M4 A/C sleeper Day Trip – 800 4000 3000 2500
Overnight – 1000
M5 – M7 A/C sleeper/ Air Day Trip – 2000 7500 6500 5500
CX1 – CX3 Overnight – 2500
A class - all metros including Bangalore, Hyderabad etc.
B class - all state capitals including Pune, Surat and Baroda,
C class - all other towns

NOTE: Tour between India & Nepal will be treated as Domestic travel and shall be governed by
‘Domestic Travel Policy’.

Page 29
FOREIGN TRAVEL:

4.1 Entitlements - All figures in US$ except UAE in AED

PEAK SEASONS. The limits hereunder are maximum limits and Travel Desk will use its discretion as
per categories prescribed.
LEVEL ‘A’ Countries Other Countries UAE (in AED)
Hotel Lodging DA Lodging DA Lodging DA
CX1 & Above 5* 250 200 175 200 900 700
M5 – M7 Local 5*/ 4 175 100 125 100 650 300
M1 – M4 3* 100 75 75 75 400 200
E1 – E4 & S1 – S3 Budget 75 75 50 75 250 200

LEAN SEASONS. The limits hereunder are maximum limits and Travel Desk will use its discretion as
per categories prescribed.
LEVEL ‘A’ Countries Other Countries UAE (in AED)
Hotel Lodging DA Lodging DA Lodging DA
CX1 & Above 5* 200 200 150 200 800 700
M5 – M7 Local 5*/ 4 150 100 100 100 500 300
M1 – M4 3* 75 75 50 75 300 200
E1 – E4 & S1 – S3 Budget 60 75 40 75 200 200

Note:

Countries are categories as follows: -


‘A’ Countries – Hong Kong, Singapore, Europe, Russia, USA, Venezuela, UK, Australia, New Zealand,
South Africa, Japan
‘Others Countries’ – Other Countries
UAE – United Arab Emirates

4.2 Daily Allowance – per day, will be reimbursed as per prescribed limits and subject to bills
submitted as proof of expense. Per Diem covers food, local travel, laundry and other incidental
expenses like hotel internet charges etc.
a) If Company owned vehicle is used, DA will be reduced by 30%.
b) This is calculated from the date of reaching the destination and the date of leaving from
there.
c) In few countries hotels do not include breakfast in the room tariff, in such cases an
additional USD 25 or equivalent will be added to the DA and reduced from the lodging.

4.3 In the case, an employee wants to make his own arrangements for his lodging and boarding then
the Company will pay him the daily allowance as specified in clause (b) above, which will be
reimbursed as per prescribed limits and subject to bills submitted as proof of expense.

4.4 Other Provisions and reimbursements


a) Visa Validity / Extension
The employee must return to India before his visa and period of stay expires. He must
ensure that the employee's passport is stamped with a proper validity date upon arrival in
the destination. Any variation in this must be brought to the notice of the concerned
Director, since an extension will need to be applied before the date of expiration.

Page 30
b) Medical Insurance
All employees on overseas travel are covered under the overseas Medical Insurance for the
period of their stay. If their stay gets extended they should intimate the HR
department/Travel Desk in India to have their medical insurance extended for that period.

c) Use of Customer Facilities


It is possible that the client with whom the employee is allocated would have provisions for
Internet / telephones /Fax etc. facilities. One has to be extremely judicious and careful in
utilizing these facilities and under no circumstances should they be misused.

4.5 Stipulations
a) Foreign Exchange availed by the employee will have to be accounted and excess returned to
the Finance Department in the same currency/ currency of visiting country, within five days
of return from on site travel.

b) If any leave is availed during this period of travel, those days will not be accounted for any
reimbursements/ allowances payable by the Company.

c) The employee should be aware that we routinely check on the usage of these facilities. Any
misuse of the facilities would mean instant recall to India, and the employee would face
severe disciplinary action.

NOTE: No fresh advance shall be sanctioned till all previous tour expenses are settled.

*****

Page 31
ANNEXURE 5

COMPANY MEDICLAIM AND ACCIDENT INSURANCE POLICY

1.0 Objective
To support employees in their immediate and long term needs by providing various kinds of
healthcare and accident coverage.

2.0 GROUP MEDICLAIM POLICY


2.1 Scope: All confirmed employees

2.2 Policy Details:


a) The policy is being provided by an Insurance Company appointed by the Company and
administered by the Corporate HR Department, and the amount of premium is borne by
the company.

b) At the time of claim (reimbursement or cashless), the *employee* (company) shall bear
100% of the actual claim (subject to the max coverage allowed as mentioned in point
no.9).

In case of maternity claim the cap on normal cases would be to a maximum of


Rs.35000/- and for Caesarean Section the same would to a maximum of Rs.50000/-.

c) The Group Mediclaim Policy shall be a floater policy and cover all the eligible employees,
along with their spouse and children (maximum two children) up to the age of 21 years.
In case of any change in marital/ family status of an employee, it is the responsibility of
the employee to inform the HR Department at the earliest in the prescribed manner.

d) Members can avail of cashless facility under this policy; for this purpose, they shall be
issued a UH ID number, which can be used at the networked hospitals.

e) All other conditions applicable for benefits shall be as per the regulations of the
Insurance Company.

f) The amount of coverage in different grades shall be as given below:

Group Medical Claim Insurance - Eligibility Table


Gross Monthly Salary Maximum Coverage Value Type
Upto Rs. 20,000/- Rs. 2,00,000/-
Upto Rs. 74999/- Rs. 4,00,000/- Floating
Rs. 75000/- and above Rs. 6,00,000/-

g) Process Details
I) PROCESS FOR NETWORK HOSPITALS
- The Insurance Company shall issue UH ID numbers to each and every beneficiary,
along with a list of network hospitals.
- If the employee chooses to get admitted, he shall be required to obtain a doctor’s
reference letter and submit the same
- The doctor’s reference letter is required to be in the prescribed format (available in
the Beneficiary Guide Book or can be downloaded from the website

Page 32
- On receipt of the form, the doctor shall verify an employee’s coverage vis-à-vis the
insurance policy and send an authorization letter to the employee’s hospital.
- The beneficiary shall have to produce the UH ID number and Pre-Authorization Letter
to the network hospital for availing admission and cashless treatment (List of
hospitals shall be as given by the insurance company).
- In case of an accident or medical emergency, the employee is advised to get admitted
according to the hospital norms and is required to intimate within 24 hours of
admission;
- The hospital shall discharge the employee’s payment of bills on the basis of the
authorization letter.
- In case the bill exceeds the authorization amount, the employee shall be required to
pay such amount to the hospital himself/ herself.

II) Process for Non-Network Hospitals:


- The employee shall have to pay for all the hospital expenses and submit all relevant
documents to the HR Department within a month from discharge.
- The following documents are required to be submitted within 1 month of discharge
from the hospital for claiming the reimbursement: • Claim Form; • Hospital Bill/
Payment Receipt; • Discharge Summary/ Card; • All Investigation Reports; • Bills and
receipts for investigations done outside the hospital; • Prescription, Pre-
hospitalization bills; • Bills of medicines and surgical appliances purchased by
employee.
- The HR Department shall forward the verified papers for processing the claim.

III) This policy is also applicable for medical expenses incurred one month prior and two
months post hospitalization; Employees may submit a supplementary claim along with
relevant documents in this regard.

3.0 GROUP PERSONAL ACCIDENT INSURANCE POLICY


3.1 Objective
To compensate insured employees in case of absence from work due to, accidental death;
permanent total disablement; permanent partial disablement and temporary total
disablement.

3.2 Scope
All employees who are not covered under Employees’ State Insurance Scheme of India.

3.3 General Guidelines


a) This policy is being provided by an Insurance Company and administered by the
Corporate HR Department, and the amount of premium is borne by the company.
b) The amount of coverage for all eligible employees shall be 30 months’ Basic Salary,
subject to a maximum of Rs.50 Lakhs.

Group Personal Accident Insurance - Eligibility Table


Gross Monthly Salary Maximum Coverage Value
Rs. 1 to Rs. 19,999 Rs. 5,00,000
Rs. 20,000 to Rs. 59,999 Rs. 10,00,000
Rs. 60,000 to Rs. 99,999 Rs. 25,00,000
Rs. 100000 and above Rs. 50,00,000
Accidental Policy shall be for the Employee only.

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c) All other conditions applicable for benefits shall be as per the regulations of the
Insurance Company.
d) Process Details
i. In case of accident, the claimant is required to intimate the Corporate HR
Department within 24 hours, who shall further inform the Insurance Company.
ii. All claim documents shall be submitted by the claimant to the Corporate HR
Department, who shall further submit the same to the Insurance Company for
settlement of claims.
iii. Documents required in case of Accidental Death: • Claim Form, duly filled and signed
by nominee; • Post Mortem Report (certified copies); • F.I.R. or Accident Death
Report or Inquest Panchnama (in original or certified copies); • Spot Panchnama
(certified copies); • Death Certificate (in original or certified copy); • any other
document as may be required by the Insurance Company.
iv. Documents required in case of Accident resulting into Permanent Total Disablement
/ Permanent Partial Disablement / Temporary Total Disablement: • Claim Form, duly
filled and signed by the claimant; • Disability Certificate, stating percentage of
disablement, by Authorized Medical Officer/ Civil Surgeon of Civil Hospital/ Govt.
Hospital of the District/ Units concerned; • F.I.R. and Panchnama wherever
applicable (original or certified copies); • Medical Report; • Investigation Reports like
laboratory test, X-rays and reports essential for confirmation of the type and
percentage of disability; • Original medical bills; • Photo of injured showing the
disability; • Any other document as may be required by the Insurance Company.
v. In case the claim documents are incomplete, the Insurance Company shall send to
the claimant a query letter for submission of required claim documents; The
claimant shall be required to submit the same within a given time period from the
date of receipt of the query letter.
vi. Post processing the claim, if the claim is to be paid, the claimant shall receive the
claim amount from the Insurance Company by way of cheque or electronic fund
transfer or demand draft.
vii. Post processing the claim, if the claim is to be repudiated, the claimant shall receive
a repudiation letter accordingly from the Insurance Company

4.0 Mediclaim and Accidental policy cover is a part of the CTC of an Employee

*****

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ANNEXURE 6

COMPANY MOBILES, SIM CARD AND DATA CARD POLICY

1.0 Objective: Policy is framed to guide allocation of Mobile Phones, SIM cards and Data cards, fix
limits and bring responsibility and accountability.

2.0 Eligibility:
2.1 SIM and Data card connections shall be provided to an employee based on the job profile.
The said provisions are purely need-based, provided at the discretion of the company and
will be provided only on the recommendation of the respective HOD/ HOB based on the
employee’s role & responsibilities.

2.2 Any time, if the actual utilization exceeds the level specific entitlements (approved usage
limit), the same shall be recovered from the salary payable to an employee.

All users must identify and quantify all personal call charges and costs on the invoice and
return to Admin for payment processing. All personal call charges shall either be deducted
from the following month salary or be directly settled by the employee.

2.3 Safe handling of company assets issued to an employee is the responsibility of the individual
and the Company is not responsible for any loss of the same, even if it is in the office
premise. Loss of company assets issued will be subject to recovery (valuation done as per
company policy) from the concerned employee.

2.4 In case an employee resigns from the services of the company, he shall handover all
company assets issued in working condition to the HR & Admin Department with their
certification for full serviceability. In the absence of which, the cost of the assets shall be
payable by the employee immediately.

2.5 GV may withdraw asset issued to any employee, who is not complying with this policy or
who misuses a company asset for non-business purpose.

3.0 Purchase and Replacement


3.1 GV takes the responsibility to procure assets approved for issuance. Employees shall own
responsibility to maintain the same in the interest of the company. All payments will be
made against a valid invoice.

3.2 Life of the handsets already issued will be estimated to 2(two) years, post which the staff
member will not be entitled to a new handset.

4.0 Loss and/or damage


4.1 The user shall be responsible for any damage or loss of any nature after the reimbursement
of purchase of the handset already paid to him, upto 2 years from the date of purchase.

4.2 The user shall agree to immediately report to his manager and GV’s Admin any incident or
suspected incident of loss or damage to the Company provided Handset.

4.3 In case of a loss/theft, the user shall immediately lodge an FIR and submit a copy of the
same to the GV Admin. Subsequently, the GV Admin will give the concerned executive 3

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weeks’ time to recover the lost handset or reimburse to the Company the prevailing
depreciated value of the handset @30% of its MRP.

4.4 If the handset is for any reason damaged or lost, the company will not fund any further
purchase.

4.5 Entitlements
4.5.1 Sim Card Corporate Tariff/Plan detail:
4.5.1.1 Corporate Plan 1 – Support Staff & Executive Levels
4.5.1.2 Corporate Plan 2 – Middle Management Level
4.5.1.3 Corporate Plan 3 – Senior & Top Management Levels

Please contact the Admin Team for more details on the respective Corporate Plans
The above plan and allocation thereof is subject to change as per existing optimum market
offerings and Management discretion and approval.

5.0 Conclusion
5.1 Any clarifications relating to this policy should be directed to the HR & Admin only.

5.2 Failure to comply with this Policy and Agreement shall result in the suspension of all remote
access privileges, disciplinary action, and possibly termination of employment.

5.3 It is mandatory that the staff member is available on mobile with emails up and running as
per the requirement of the company.

*****

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ANNEXURE 7
REWARD AND RECOGNITION POLICY

Employee recognition is not just a nice thing to do for people BUT is a communication tool that
reinforces and rewards the most important outcomes people create for business. The need to
develop a recognition tool that is powerful for both the organization and the employee is important.

With a view to recognise and reward contributions few AWARDS have been institutionalised.
Announcing two types of awards–

1. BEST EMPLOYEE OF THE QUARTER


2. FEATHER IN THE CAP FOR THE QUARTER

The Process:

1. Nominations to be sent by the HOD/ HOB to HR as per timelines communicated by HR.


2. HR will collate all nominations and present to the Jury.
3. Approved nominations will be formally announced.

The Jury:
The Jury will be chaired by the Directors, CFO and President - Marketing with equal representations
from all departments.

The Reward:
1. BEST EMPLOYEE: Certificate & Announcement on email/ notice board
2. FEATHER IN THE CAP: Certificate & Announcement on email/ notice board

LONG SERVICE AWARD

Award ceremony to appreciate the years of hard work and dedication that an employee has
contributed towards the organisations success.

*****

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ANNEXURE 8
PERFORMANCE MANAGEMENT POLICY

1 Appraisal Policy
GV is committed to supporting every employee to reach their potential and achieve their personal
goals, which in turn will assist the organisation to achieve its objectives.

1.1 All new joinees will be confirmed after a recommendation for confirmation in received from
his HOD. The HOD with HR shall properly induct and brief the new employee with regard to
the performance expectations (KRAs, knowledge, behaviour and learning). This review gives
both an opportunity to sit together and review performance without waiting for Annual
Appraisal.

1.2 The performance appraisal program is a formal process centred on an annual meeting of
each employee and their line manager to discuss his work.

1.3 The purpose of the meeting is to review the previous year’s achievements and to set
objectives for the following year, aligning individual employees’ goals and objectives with
organisational goals and objectives and ensure that both the needs of the individual and of
the organisation will be met in the next year.

1.4 All directly employed employees who have completed their probationary period are eligible
for appraisal.

2. Implementation
2.1 Confirmation: A mail is sent a month before the due date, giving both an opportunity to
prepare, discuss and finalize before sending HR the recommendation.

2.2 The annual performance appraisal process will be held over a designated 4-week period on an
annual basis.

2.3 The meeting will be arranged by the appraisee’s reporting manager. We encourage
opportunities for an additional 6-month verbal appraisal review or mid-year review and other
informal reviews throughout the year.

2.4 On completion of the above, HR will collate all data and present the same to the management
for their consideration, together with the recommendation on,
a) Salary Restructuring, based on market movement, industry parity and employee
performance
b) Training needs, identified for individual employee development
c) Succession planning, focussing on employee growth and retention

3. The Appraisal Discussion


3.1 The appraisal discussion will allow an opportunity for both the appraisee, and the appraiser
to reflect and comment on the previous year’s achievements.
3.2 The appraiser is accountable for giving the employee constructive, timely and honest
appraisals of their performance, which should take into account both the goals of the
organisation and of the individual.

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3.3 The discussion will be held in private and information shared during the appraisal will be
shared only with senior management. Confidentiality of appraisal will be respected.

3.4 The appropriate forms will be completed and signed by both parties. The appraisee will be
given the opportunity to note any comments that he does not agree with and complete a
self-assessment.

3.5 The appraisee and line manager should agree on a Personal Development plan for the
appraisee for the following year.
****

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ANNEXURE 9

ANTI-SEXUAL HARASSMENT POLICY

1. Purpose
The issue of sexual harassment at the work place has become an extremely important factor and
needs to be addressed strictly in accordance with law and besets the precedence. It is paramount
important to safeguard female employees against any harassment, eve teasing, sexual related
overtures, display of pornographic literature and photographs and using conversing language which
results to enforcement, insult or harassment at the workplace.

GV recognizes issues connected to sexual harassment at the workplace and pledge to prohibit all
such issues through an Internal Committee comprising of an office-bearer of NGO, lady working
member and a reputed law practitioner.

2. Duties
It shall be the duty of the employer and all GV employees to prevent and deter any act of sexual
harassment in the work place and to provide the procedures for the resolution, settlement or
prosecution of acts of sexual harassment by taking all steps required.

3. Definition
Sexual harassment is any unwelcome physical, verbal or non-verbal conduct that is of a sexual
nature. Such behaviour could occur in connection with or in circumstances surrounding
employment, such as offering preferential treatment in employment or issuing threats of
detrimental treatments.

4. Preventive Steps
a) Promote prohibition of sexual harassment at workplace through posters, circulars etc.
b) If anyone is found guilty of the above act the same may be taken into account and the penalty
imposed on the offender as per conduct rules.
c) Where such conduct amounts to a specific offence under the Indian Penal Code or under any
other law, the employer shall initiate appropriate action in accordance with law by making
complaint with the appropriate authority.

5. Complaint Mechanism
A complaint mechanism has been created in the organization for redress of the complaint made
by the victim:

a) Complaint Committee: The Committee shall,


i. Be headed by a women and the ratio of half of its member shall be women, and
ii. Include a member either from an NGO or other body who is familiar, with the issue of sexual
harassment.
iii. Members: Director/s, CFO, President-Marketing/SVP-Corp Affairs, Head-HR (F), 2 other lady
employees, Rep from International Women’s Association.

b) Committee Operations:
i. The committee shall meet as and when required.
ii. The Complaints Committee shall make an annual report to the management concerned of
the complaints and action taken by them.

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iii. On receipt of the complaint, the Committee will organize its meeting with the complainants
to enquire into the matter and intimate date, time and place of enquiry to the complainant.
iv. During such enquiry, the complainant shall be allowed to be represented by a co-employee
of her own choice.
v. The committee will have the right to ask any of the employees to appear before it. The
Committee can also investigate the matter from the employee against whom the complaint
is being made.
vi. After examining all the concerned, the committee will prepare its finding and can also
recommend the action to be taken in accordance with law including termination of services.

*****

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Employee Acknowledgement Form

I, ____________________________________________, acknowledge that I have read and fully


understood the policies and guidelines, as mentioned above, and agree to use my best efforts to
comply with the said company policies and guidelines.

I further acknowledge that certain part of the obligations, stated in the policies and guidelines set
forth including the Non-Disclosure, Non-Solicitation and Works Agreement, but not limited to,
obligations to maintain confidentiality and obligations regarding non-solicitation/non-servicing of
clients, will continue throughout my employment at Groupe Veritas and after I am no longer
employed by GV.

I agree to periodically review the policies and guidelines on MyGV and agree to adhere to the
additions and modification to such policies and guidelines applicable to me and my employment.

Accepted & Agreed:

Signature
Name:
Date:

Page 42

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