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Version: 2, Released on: 01.06.

2009

HR Manual

This Manual outlines various policies / procedures to


provide the employees a general guidance. The
manual would be reviewed on an Annual basis and
any amendments / additions to policies / procedure
made, would be communicated to all concerned.

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Contents
Applicability of the Manual....................................................................................................................................... 4
Management Committee ......................................................................................................................................... 4
1 Knowing Abhijeet Group……………………………………………………………………………………………...........5
1.1 Abhijeet Group – An Introduction ...................................................................................................................... 6
1.2 Group Companies.............................................................................................................................................. 8
1.3 Directors........................................................................................................................................................... 11
1.4 Top Management Team .................................................................................................................................. 12
1.5 Vision & Values................................................................................................................................................ 14
2. Recruitment Policy ................................................................................................................................................. 16
2.1 Philosophy ....................................................................................................................................................... 16
2.2 Applicability...................................................................................................................................................... 16
2.3 Manpower Planning Process........................................................................................................................... 16
2.4 Recruitment Steps between HOD & HR ......................................................................................................... 16
2.5 Pre-selection Verification................................................................................................................................. 18
2.6 Joining & Orientation ....................................................................................................................................... 20
2.7 Buddy Programme…………………………………………………………………………………………………….23
2.7 Probation and Confirmation............................................................................................................................. 24
3. Training & Development Policy ............................................................................................................................ 25
3.1 Philosophy ....................................................................................................................................................... 25
3.2 Objective.......................................................................................................................................................... 25
3.3 Training Need Identification............................................................................................................................. 25
3.4 Training Plan.................................................................................................................................................... 26
3.5 Training Feedback ........................................................................................................................................... 27
3.6 Training Attendance ........................................................................................................................................ 27
3.7 Training MIS .................................................................................................................................................... 27
4. Performance Management Policy......................................................................................................................... 30
4.1 Philosophy ....................................................................................................................................................... 30
4.2 Applicability...................................................................................................................................................... 30
4.3 What is Performance Management?............................................................................................................... 30
4.4 Why manage Performance?............................................................................................................................ 30
4.5 Terms used in the Performance Management System................................................................................... 31
5. Compensation & Benefits Policy .......................................................................................................................... 35
5.1 Philosophy ....................................................................................................................................................... 35
5.2 Grooming Trainees – In-house Training to freshers ....................................................................................... 35
5.3 Salary Components ......................................................................................................................................... 38
5.4 Employee Asset Policy .................................................................................................................................... 39
5.5 Loans & Advances........................................................................................................................................... 40
5.6 Benefits for Employees.................................................................................................................................... 41
6. Leave and Attendance Policy................................................................................................................................ 42
6.1 Philosophy ....................................................................................................................................................... 43
6.2 Applicability...................................................................................................................................................... 43
6.3 Attendance Policy ............................................................................................................................................ 43
6.4 General Guidelines.......................................................................................................................................... 45
6.5 General Leave, entitlements and announcements ......................................................................................... 45
6.6 Holidays ........................................................................................................................................................... 46
6.7 Maternity Leave ............................................................................................................................................... 46
7. Travel Policy............................................................................................................................................................ 49
7.1 Philosophy ....................................................................................................................................................... 49
7.2 Applicability...................................................................................................................................................... 49

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7.3 Definitions ........................................................................................................................................................ 49


7.4 Mode of Conveyance for official Travel........................................................................................................... 49
7.5 Local Conveyance Expenses .......................................................................................................................... 50
7.6 Guidelines for use of transport, travel class and other entitlement................................................................. 50
7.7 Business Travel: Advance and settlement of tour expenses .......................................................................... 51
7.8 Boarding and Lodging Allowances .................................................................................................................. 51
7.10 Tour Report.................................................................................................................................................... 52
7.11 T A Bills.......................................................................................................................................................... 52
7.12 Guidelines for Cost Effectiveness ................................................................................................................. 54
8. Relocation Policy.................................................................................................................................................... 56
8.1 Philosophy ....................................................................................................................................................... 57
8.2 Applicability...................................................................................................................................................... 57
8.3 Policy Details ................................................................................................................................................... 57
9. Separation Policy ................................................................................................................................................... 59
9.1 Philosophy ....................................................................................................................................................... 60
9.2 Applicability...................................................................................................................................................... 60
9.3 Resignation...................................................................................................................................................... 60
9.4 Retirement ....................................................................................................................................................... 61
9.5 Termination...................................................................................................................................................... 61
9.6 Death ............................................................................................................................................................... 62
10. Code of Conduct Policy....................................................................................................................................... 64
10.1. Compliance Rules ........................................................................................................................................ 64
10.2 Workplace harassment Policy ....................................................................................................................... 65
10.3 Sexual Harassment Policy............................................................................................................................. 66
10.4 Disciplinary Procedure................................................................................................................................... 68
10.5 Gross Misconduct & Summary Dismissal ..................................................................................................... 71
10.6 Grievance Handling Procedure ..................................................................................................................... 72
11. Technology Use .................................................................................................................................................... 74
11.1 Philosophy ..................................................................................................................................................... 74
11.2 Applicability.................................................................................................................................................... 74

Versions of HR Manual:

Sr.No. Description Date of Release


1 HR Manual Version 1 25.11.2008
2 HR Manual Version 2 01.06.2009

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Applicability of the Manual

The benefits and policies detailed in this handbook shall apply to all staff employed by the Abhijeet Group, unless
otherwise mentioned. In cases, where the written offer of employment terms varies from those mentioned in this
handbook, the terms of the written offer of employment shall prevail. Employees outside India and on assignment to
India will be subject to the policies detailed in both this handbook and those of their primary employing entity or entity
they are visiting, as appropriate. However, the benefits detailed in this handbook will only apply if specifically referred to
in the assignment agreement.

Management Committee

The Management Committee, comprising of Director (HR and Communication), CEOs, Corporate HR Head, will
authorise changes / additions / deletions to these policies as and when felt necessary. HR issues falling within the scope
of Committee will comprise of:

● Any major HR policy

● HR and other Processes and Systems

● Organisation Structure

● Salary and Benefits Policy

● Management Reporting (Monthly)

● Performance, Reward and Recognition Policy.

● Organisation Effectiveness of Policy Implementation

● Initiatives to Inculcate Family Bonding and Employee Engagement

Committee will meet quarterly to discuss adequacies, review and suggest modifications in these policies. Committee will
take inputs from all Directors and location HR heads. Committee will submit recommendations to MD for approval.
Corporate HR is responsible for organising the meeting and circulating agenda in advance amongst the Committee
members.

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1. Knowing Abhijeet
Group

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1. Knowing Abhijeet Group


1.1 Abhijeet Group – An Introduction

Abhijeet Group is a Young, Vibrant and Dynamic Indian conglomerate into Industrial and Infrastructure Development.
The Group, by virtue of its entrepreneurial skills, innovative strategies and seamless execution has emerged as a well-
diversified entity with significant business presence in the five core sectors of Mining, Steel, Ferro Alloys, Power and
Roads and is expanding its footprints across the Globe with concurrent projects in all the business verticals.

The Group envisions emerging as Global Leader by continuously creating value for its Stakeholders and Society at
large. The Group is driven by the vitality of its Hon’ble Chairman Mr. Manoj Jayaswal, a charismatic industrialist
having rich experience of more than 30 years in Core Sectors.

“Vision Unlimited”, is the guiding philosophy engrained in every Abhijeetian. The Group believes that challenges
and road blocks only add fuel to the desire to be successful. Every challenge has an opportunity hidden in it; all you
need is the Vision to realize the same.

The Group firmly believes that access to raw material is the key driver for the growth of any enterprise. This not only
ensures production consistency but also has a major impact on the commercial viability of the industrial venture. In line
with this philosophy it has acquired Captive Coal and Iron Ore mines for its Steel and Power projects. The Group has
embarked upon to create a world class mining facility and has tied up with Globally renowned Mining Company, Theiss
Ltd. In tune with its Global Expansion Plans, the Group has already acquired mines in Indonesia, Philippines and South
Africa.

The Group is focused on Iron and Steel sector and has targeted to set up Integrated Steel Plant to produce 10.0 MTPA
in the states of Jharkhand and West Bengal. All the plants of the Group will be backed by Captive Coal and Iron Ore
Mines thereby ensuring consistent and economic availability of raw materials.

In the Ferro Alloys business the Group is one of the largest producers of Manganese Alloys in India and has a 46 MVA
manganese Alloy Plant in West Bengal backed by a 33 MW captive power plant. The Group is setting up India’s largest
Manganese Alloy plant of 216 MVA capacity at the Haldia port in West Bengal which will minimize the freight cost and
make the facility highly cost competitive in the Domestic and Global market. The finished Alloys are being targeted to the
European and South East Asian Markets

In the Power Sector, the Group is aggressively working towards implementing its 'Vision 5000' of setting up thermal
Power Plants of capacity 5000 MW in the states of Jharkhand, Maharashtra, Bihar and West Bengal. The Group has
started with its project implementation in Jharkhand in full swing and has initiated development activities for its power
venture in West Bengal, Maharashtra and Bihar which are in various stages of development. The Group has also
ventured into Renewable Energy Sources especially Hydro Power in North Eastern States of the Country.. The Group
achieved yet another milestone by being awarded the prestigious Power Project in the Multimodal International Hub
Airport and Special Economic Zone (MIHAN) at Nagpur (the Corporate Headquarters of Abhijeet Group) by the
Government of Maharashtra.

The Roads division of Abhijeet Group is committed to improve the Infrastructure of India by partnering with the Government
in building a prosperous India. The Group has proved its mettle in the infrastructure sector by successful completion of two
Toll Road projects on BOT Basis in the states of Karnataka (Nelamangala – Tumkur section of NH 4) and Maharashtra (Toll
Bridge on Wainganga River). Expressing confidence in the Group, “IDFC” has invested through equity participation in our
Group company operating the Karnataka Toll Road Project. The Group is now enthusiastically moving towards its target of

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“Vision 5000” for developing, constructing and commissioning infrastructure projects worth Rs. 5000 Crores (1.2 Billion
USD) by the end of 2011.

The Group’s philanthropic arm, Abhijeet Foundation, is committed to empower the communities in the project areas through
continuous value creation in the areas of Education, Sustainable Livelihood, Healthcare, Social Upliftment, Infrastructure
Development and Environment. This is the Group’s 6 pronged approach with a single minded focus of achieving all-round
development and holistic improvement in the lives of the individuals.

The word ‘Abhijeet’ means “Conqueror” and true to its name the Group is all set to conquer the hearts of millions through the
dedicated, committed and dynamic workforce. The Group is committed to cerate a legacy which will be a source of
inspiration for generations to come.

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1.2 Group Companies

CORPORATE ISPAT ALLOYS LIMITED (CIAL)

Corporate Ispat Alloys Limited (CIAL) is the flagship Company of Abhijeet Group engaged in the core sector areas of
Ferro Alloys, Iron & Steel, Mining, and Power in the state of Chattisgarh, West Bengal and Jharkhand. The availability of
captive coal and iron ore from the mines allocated to the company makes the projects completely backward integrated
ensuring cost competitive production.

The Company has commissioned 0.15MTPA Sponge Iron Plant and 12 MW Waste Heat Recovery Based Power Plant at
Siltara Growth Centre, Raipur in the State of Chattisgarh.

CIAL has acquired assets of Rajinder Steel Limited at Raipur comprising of 0.4 MTPA Steel Melting shop, 0.4 MTPA Hot
Strip Mill along with other associated utilities and the plant is ready for Production after refurbishment. The Company has
already commissioned 12 MW Coal Based Captive Power Plant at Raipur.

The Group is one of the large producers of Manganese alloys in India producing Hi Carbon Ferro Manganese (FeMn)
and Hi Carbon Silico Manganese (SiMn) mainly for European and South East Asian markets and is using imported ore
and coke from South Africa, Australia and South America. CIAL is operating a 24 MVA manganese alloy plant of 0.04
MTPA capacity in Durgapur, and is further adding another 12 MVA facilities which will add an additional capacity of
0.018 MTPA. The Group is set to become the largest Manganese Alloy producer of the country by setting up an export
based 105 MVA facility in West-Bengal at the Haldia port. In addition to this, the company is setting up a 33 MW Power
Plant comprising 25 MW Coal Based Captive power Plant and 8 MW Rice Husk Based Power Plant at Durgapur.

Further to this, the company is setting up a 1.5 MTPA Integrated Steel Plant in the state of Jharkhand and the project is
in advanced stage of implementation.

The Company has been allotted captive coal mines for Iron & Steel Production and Power Generation by the
Government of India. This will ensure seamless supply of raw material in quantity as well as in quality and will make the
production of iron, steel, power and ferroalloys highly competitive. The Coal Mining Projects are under various stages of
implementation.

ABHIJEET INFRASTRUCTURE LIMITED (AIL)

Abhijeet Infrastructure Limited (AIL), another company of the Abhijeet Group has interest in Iron & Steel, Mining and
Infrastructure in the states of Chattisgarh and Jharkhand. The allocation of Coal and Iron ore mines for captive usage
makes the ventures of the company in Iron & Steel and allied products highly cost competitive.

The company has commissioned 0.1 MTPA DRI plant & 15 MW Coal Fired captive power plant at Siltara Raipur,
Chhattisgarh.

AIL is further setting up 1.2 MTPA Beneficiation and Pelletisation plant in the state of Jharkhand and proposes to set up
a 1.5 MTPA Integrated Steel Plant. The proposed steel plant will be totally backward integrated due to the availability of
captive coal and iron ore from its mines. Thus, the company would emerge as a cost competitive producer by having a
fully integrated plant from beneficiation and pelletisation to finished steel and using captive coal and iron ore.

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JAS TOLL ROAD COMPANY LIMITED (JTRCL)

Abhijeet Group has proved its mettle in the infrastructure sector by successful completion of the prestigious project of the
construction of 32.5 km of the Nelmangala – Tumkur Section of NH-4 near Bangalore in Karnataka state, a part of the
golden quadrilateral by its infrastructure company Jas Toll Road Company Limited (JTRCL). The project comprises of
rehabilitation and widening of the existing two lanes of NH-4 from 29.5 Km to 62 Km (Neelmangala- Tumkur section) into
four lanes, with a provision of six lanes on BOT Basis.

The company exceeded all expectations and was widely recognized for a before time and on budget completion. The
project was completed and the collection commenced from February 2004, 5 months ahead of its scheduled completion
period of 24 months. The Company had incurred a total cost of Rs. 2356 Mn and has a right to collect the toll from the
users of the project stretch for a period up to 21st July 2021 or to a further period as may be extended by NHAI.

In testimony to the company’s performance, Infrastructure Development Finance Company Limited (IDFC) a Leading
Financial Institution in India has invested Rs. 655 Mn in equity and has partnered with us in our road venture.

JAYASWALS ASHOKA INFRASTRUCTURE PRIVATE LIMITED (JAIPL)

Jayaswals Ashoka Infrastructure Private Limited (JAIPL) marked the group’s entry into the Infrastructure sector with the
undertaking of a BOT project for design, engineering & construction and the subsequent maintenance and operation of a
Bridge near Bhandara city on River Wainganga at a Project Cost of Rs. 422.3 Millions with a concession period of 19
years. The Project was commissioned for commercial operation in March 2001 and is currently being operated profitably
and within projected parameters. The company has securitised its future toll receivables and raised an amount of Rs.430
Mn.

Having gained invaluable experience in the infrastructure sector, the group is now very enthusiastic and optimistic in
commissioning some big prestigious infrastructure projects in the country.

CORPORATE POWER LIMITED (CPL)

The Group is aggressively working upon its ‘Vision 5000’ for setting up of pithead based power plants of capacity 5000
MW in the states of Jharkhand, Maharastra, Bihar and West Bengal. Corporate Power Limited (CPL) is a Special
Purpose Vehicle of Abhijeet Group incorporated in the year 2006, exclusively for the Power business.

The phase-1 comprising of 540 MW (4X135) of “Matrishri Usha Jayaswal Mega Power Plant”, a 1215 MW Pithead based
Thermal Power plant (IPP) in Jharkhand, is under implementation. The EPC contract has been awarded to Shandong
Electric Power Construction Company (SEPCO) of China. The order has been placed for 120 KM of Transmission line to
connect PGCIL grid in Jharkhand state. The first phase will be completed by end of the year 2010 and subsequently
Phase II of 2X330 MW will be initiated. The greatest advantage that the group has is the availability of captive coal mines
which makes the power generation highly cost competitive.

Power Purchase Agreement with Power Trading Company (PTC) has already been accomplished whereby the company
will be selling power to power deficit states of the country.

ABHIJEET MADC NAGPUR ENERGY PRIVATE LIMITED (AMNEPL)

A 225 MW facility will be commissioned by Abhijeet MADC Nagpur Energy Private Limited (AMNEPL), a Special
Purpose Vehicle (SPV) promoted jointly by the group and Maharastra Airport Development Company (MADC) for
providing reliable, uninterrupted and low cost Electricity to the projects of Maharastra government viz. Special Economic
Zone (SEZ) and Multimodal International Hub Airport at Nagpur (MIHAN).

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The Group thus achieved yet another milestone by being awarded the prestigious power project in MIHAN by the
Government of Maharastra in an International Commercial Bidding whereby the group will generate, transmit and
distribute 200 MW Power on Built Operate and Transfer (BOT) basis for a period of 33 Years along with an additional
25MW Diesel Generator Set for the project .It will be a world class facility ensuring excellent quality in generation
transmission and distribution of power.

The investment for the Project will be Rs.11000 Million and is set to commission by the end of year 2011.

ABHIJEET INFRA LIMITED (AINL)

Abhijeet Infra Limited is a holding company of the Infrastructure assets of Abhijeet Group, which is engaged in the
business of providing Engineering, Procurement & Construction services in Industrial Infrastructure Sector. This
company is being developed to undertake Power Sector EPC & Infrastructure projects of the Group and outside.

Abhijeet Infra Limited has been awarded the EPC contract of the prestigious Mihan Power Project at Nagpur.

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1.3 Directors

MANOJ JAYASWAL – Chairman

A true Entrepreneur, Leader and Visionary, Shri Manoj Jayaswal champions critical institution building
initiatives, drives key external relations, mentors and develop senior Leaders. He not only lends vision
to the group but also ensures that the Vision gets effectively implemented into action by having the
right people at the right time.

ABHISHEK JAYASWAL – Managing Director

He is a young, enthusiastic and ambitious force that infuses dynamism in the group. An MBA from
Sheffield University, UK, Mr Jayaswal provides leadership to the heads of individual business verticals
and corporate functions like Finance, IT and Legal. His strength lies in new Venture creation, financing
and project execution to ensure that Group’s Vision is converted into reality.

ABHIJEET JAYASWAL

He is a management post graduate from Strathclyde University, UK with specialization in Project


Management and New Venture Creation. He is known in the industry for his innovative approach and
out-of-box thinking. His strengths lie in identifying new opportunities, networking, contract mining &
scarce resource location and under his leadership the mining division is expanding globally.

SWATEE JAYASWAL

She is actively pursuing the Road and Mihan Power Project and has been instrumental in establishing
allies with Theiss, Leighton & GVK for various projects.
An Architectural Graduate with Master’s in Construction Management & Infrastructure Development
Ms. Jayaswal is involved in Project Conceptualization, Designing, Planning, Implementation and
Management.

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Dr. VIDYA SAGAR GARG

He is the driving force behind the Global mining operations and regulatory
procedures of the Group. He is responsible for the acquisition of mineral
resources, seeking approvals to perform the required due diligence and
subsequent operations. He holds Ph.D. in Management and rich industrial
experience of 31 years. His interesting blend of academic knowledge and
industrial experience helps him in effectively putting theory into practice.

RAJENDRA M GANATRA

He is a BE (Mech.), CFA (Chartered Financial Analyst) and CAIIB (Chartered


Associate of Indian Institute of Bankers), and is heading the Corporate Finance
for the Steel, Ferro Alloys and Road division of the Group. He has over 30
years of rich experience in project Formulation and Financial Structuring, Co-
ordination with Domestic and International Lenders and Investors.

P N KRISHNAN

He is an MBA, LLB & CS and is heading the Corporate Finance for the Power
division and is involved in raising Private Equity for the Projects. He has over
20 years of rich and varied experience in Finance and is a member of Indo-
Japanese Joint Business Council, Federation of Indian Chambers of
Commerce and Industry, Bombay Management Association and Independent
Power Producers Association of India.

ARUN KUMAR SHRIVASTAVA

He is a B.E, LLB and FIE (India) with over 40 years of experience in the Coal
Industry and is an authority on mining relating matters including design and
construction of large coal handling plants. He has also attended training
program on Coal Beneficiation in Australia under UNDP. He is responsible for
exploration, planning, construction and mining operations of the Group.

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1.4 TOP MANAGEMENT TEAM

ARUN GUPTA, CEO – Projects

He is the force behind setting up of pithead based power and steel plants of the
Group. Mr. Gupta is a Mechanical Engineer having more than 15 years of rich
experience in the Power and Steel industry. He has handled many challenging
assignments and is an expert in project execution with commitment toward time, cost
and quality.

RAVINDRA JAYASWAL, CEO - Ferro Alloys

He provides leadership for the effective functioning of the Group’s Ferro Alloys
business. Mr. Jayaswal has a rich hands-on experience of more than 12 years in
plant operations. His key insights into the dynamics of the industry have been
instrumental in the overall growth of the group.

SUDHIR GUPTA, CEO - Roads and Infrastructure

He is a Civil Engineering graduate having vast experience in projects of Infrastructure,


Road, Water, Airport, Commercial Buildings and Mega Power Plants & Refinery
Projects. He is heading the Roads & Infrastructure division of the Group and Mihan
Power Project. Mr. Gupta is also a member of the Institution of Engineers (India) and
Life Members of Indian Road Congress.

B. ANAND KUMAR , President – Ferro Alloys

He is a Metallurgical Engineer having over 25 years of experience in the field of Ferro


Alloys. He is an expert in the import policies of raw material from South Africa,
Australia and Indonesia. He has been instrumental in the success of all the overseas
ventures of Abhijeet Group

N BHARDAWAJ REDDY, President

He is a graduate in Mechanical Engineering with over 30 years of experience in the


areas of Design, Engineering, Execution, Operations and Maintenance of various
Ferro Alloys Projects in India and abroad. Prior to this, Mr. Reddy has served in many
reputed industrial houses at different capacities handling various responsibilities in
India and abroad.

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1.5 Vision & Values

Vision

Committed to seize all opportunity by virtue of our entrepreneurial skills, innovative strategies and seamless execution
and emerge as global leader by continuously creating value for our stakeholders and society at large.

Values

Seven Founding Pillars of Abhijeet Family is ‘FEEL BEST’.

 Family Bonding
A home beyond home - nurturing an environment of mutual trust, respect, humility and dignity.

 Entrepreneurship
We seek opportunities everywhere by being proactive and innovative in defining, addressing and encashing on
situations.

 Excellence in Execution:
We are committed to convert our dreams into reality by seamless execution of our strategy.

 Learning and Agility


We believe in quickly responding to our environment by taking initiatives in learning, sharing and translating our
capabilities in action.

 Leadership by Empowerment:
We believe in creating and empowering self directed and passionate leaders at every level who are committed to
deliver results.

 Stakeholder’s Delight
We are committed in offering unparallel value to meet and surpass the expectations of our stakeholders.

 Teamwork
Working synergistically by going beyond personal interests for the achievement of the organizational goals.

At Abhijeet we “FEEL BEST”

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2. Recruitment Policy

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2. Recruitment Policy
2.1 Philosophy

Abhijeet Group is an equal opportunity employer and does not differentiate right to employment on the basis of person's
gender, race, caste, community, family status, religion, age and disability. The Group encourages promoting and
developing employees from within; however, recruitments would be required for Greenfield and expansion projects or as
per requirements.

2.2 Applicability

This policy is applicable to all employees at all locations.

2.3 Manpower Planning Process

● All manpower requirement(s) along with Recruitment budget will be firmed up by the Business Heads /
Department Head / Functional Heads at the beginning of the year and would be forwarded to MD for his
approval, with a copy to Corporate HR. Once approved, Corporate HR will consolidate the manpower
requirements and initiate the recruitment process.

● There would be a quarterly review of sanctioned manpower and budget by CEO’s to incorporate dynamic
changes in the business needs.

2.4 Recruitment Steps between HOD & HR

 Manpower Requisition form(MRF):

Duly filled in & approved Manpower Requisition Form need to be sent to HR for sourcing of relevant
resumes. Form-01/MRF/Version 1

 Resumes to be sent to HOD:

After receiving MRF, HR will start sourcing resumes through different sources.
Screening of resumes will be done by HR and the most matching profiles along with an excel sheet
(including candidate’s skill set, CTC detail, etc will be forwarded to HODs. Form-02/SRHR/Version 1

 Response time from HODs:

HOD will put his/ her comments & follow up plans in the same excel sheet and forward the same to HR
within 4 working days from the date of receipt of resumes.

 HR follow up:
After receiving the feedback from HODs, HR will initiate further action as required.

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a) Either co-coordinating interviews out of short listed resumes, or


b) Start fresh search for the same position.

● If required there will be telephonic round of interview by Preliminary Interview Panel and in case of outstation
candidates telephonic interview is compulsory prior to personal interview. Form-03/IEF/Version1

● In case of recruitment through Advertisements, Corporate HR will advise release of advertisements as per
requirements duly approved by Director (HR & Communication). Release of advertisements will require a
common identity, descriptions and quality therein. Therefore, Corporate HR will approve its contents for release
in News papers / job sites / magazines as the case may be.

● Location HR will get “Employment Application Form” filled in by the candidates before interviews are conducted
wherein candidates are required to provide details and if required, proofs of salary, experience certificates etc.
Form/04/EAF/Version 1

● The candidates selected by the panel will go through one or more of the following processes, depending on the
position and level:

 Functional / Technical Interview (Hiring Manager)


 HR interview
 Interaction with Department Head / CEO / Director
The panel will fill the Interview Evaluation Form. Form/03/IEF/Version 1

2.4.1 The cost incurred on the candidates travel, joining & relocation expenses will be allocated to the respective
department costs and adjusted against their approved budgets.
2.4.2 Interview Panel

It is essential that recruitment of candidates is carried-out with proper screening in a structured manner. The candidates
will be invited to appear for interviews before panel and their travel, accommodation and return has to be managed by
travel desk of admin. department and location HR. The interview panel and issue of offer letter for the recruitment
positions will be as per following guidelines:

Position Interview Panel Offer Letter signed by


Preliminary
Final Interview
Interview
Director / CEO / Director / CEO / Chairman and MD / Director
President Head Corporate HR Director
Sr. VP / VP / AVP / CEO / Functional MD / Director / CEO/ CEO / Head Corporate
/ GM / DGM / AGM Head / Location HR Corporate HR Head HR
Head / Corporate
HR Head
Up to Senior Mgr Immediate Function Head / Unit Head / Location HR
Supervisor / Rep. of Location Head and Head / Corporate HR
HR dept Head HR Head

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Reimbursement of Expenses to Interviewees:

Outstation candidates will be reimbursed travel expenses in the for attending interviews as applicable to various Levels
as shown in the table below. They have to fill the form Form/06/IEF/Version1

Levels Admissible Reimbursement

DGM & Above To & fro Air fare / 2nd / 3rd AC rail fare

AGM to Asst. Managers To & Fro 2nd / 3rd AC rail fare

Executive To & Fro Luxury Bus / Chair Car rail fare / 3 rd AC rail fare

Support Staff / Workman To & Fro 2nd class rail / Bus fare (Non Luxury) / Sleeper
Class

Higher than applicable limit needs to be prior approval before actual travel by Director / CEO / Head Corporate HR.

No fare will be paid to any candidate residing within the city limits of the place of interview.

Outstation Candidates at level Asst. Manager and above can be provided a local conveyance, boarding & lodging in
Company’s Guest House as per requirement and availability. Location Admin deptt. would facilitate the same.

2.5 Pre-selection Verification

2.5.1 Reference verification

 References verification on confidential basis will be done by HR department which covers areas such as
conduct, professional expertise, performance level, and competencies. HR will fill the information related
to verification as per Form 05/RVF/Version1
2.5.2 Selection

● The candidates Selected / not selected in any of the rounds will be intimated by Location HR.

● The selected candidates will be sent an offer letter containing :

o Company Name, Designation, Place of Posting.

o Details of documents to be furnished at the time of joining.

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o Probation period.

o Service agreement.

o Reporting relationship

o Salary details

2.5.3 Joining and Relocation Expenses

Joining expenses will include travelling expenses of self and family members and expenses incurred on
transportation of house hold goods. For this purpose, candidates selected will be required to seek prior approval
from Respective HR head in the Form 07/RECF/Version1

1. The travelling expenses will be reimbursed as per our Domestic Travel policy for the position / level for self,
spouse and dependant children below the age of 21 years. Bachelors would get travel reimbursement for self
only.

2. The transportation expenses of house hold goods will be reimbursed as per the following limits for various
levels of employees:

Distance in KM

1200 &
Designation < 500 500 - 1200
above

GM & above 20000 32000 45000

Manager - DGM 15000 25000 35000

Executives - Dy.
10000 15000 20000
Manager

Support Staff /
6000 8000 10000
Workman

3. Packing, baggage, transportation & transit insurance will be carried out by professional transporters arranged by
the individual employee or it will be arranged by Admin department with prior approval of location HR department as
per above policy.

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4. Employees deciding to shift their families at later date, exceeding six months, may be given due extension for
submitting their claims towards relocation expenses based on an application at the time of their joining. An
undertaking to this effect will be signed by the employee at the time of joining.

5. An employee who leaves the company within 1 year of his joining will be required to pay full joining expenses and
any other payments made to him / her towards notice period and joining bonus.

2.6 Joining & Orientation

Objective: The basic aim of inducting a new entrant is to facilitate his / her entry into the Group and abreast him / her
with fellow family members and the work culture of the Group.

1. Joining Formalities:
Head of Site / Location HR will be responsible for a smooth and graceful entry of the new Member into the Family. It will
be the responsibility of the Corporate HR Department to ensure that the new member joining at the regional / branch
offices feels at home. A formal communication of the employee’s joining will be issued from Abhijeet Family email id,
briefing his / her profile, interests, past employments etc. along with reporting relationships and contact details.

HR will provide a “Joining Kit” containing JDs, Department Structure, KRAs (if applicable) and a set of various forms,
joining gift.

A personal file of the employee with Employee Code and documents will be maintained by the HR department.
HR shall also arrange Computer / Laptop, mobile phone, pen drive etc. depending upon his / her entitlement of such
items including an E-mail ID for the new entrants.

The new entrants will have to complete the following set of forms;

1. Joining Report Form 08/JR/Version 1


2. Employment Form
3. PF Nomination Form (Form 2A – revised)
4. Transfer of Employee PF Account (Form 13 – revised), If applicable
5. ESI Application & Nomination, if applicable
6. Declaration of Home Town Form 09/DHT/Version 1
7. Declaration of Nominee Form 10/DNF/Version 1
8. Undertaking for Repayment of Joining and Relocation Expenses Form 11/RJRE/Version 1
9. Mediclaim Insurance Policy, if applicable Form 12/MIP/Version 1
10. New Bank Account Opening Application Form

On joining, the new employee has to submit copies of the following documents to HR department;

1. Proof of Age (copy of 10th Class Certificate) / Birth Certificate


2. All Educational Certificates

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3. PAN card, Address proof copy


4. Experience Certificates from previous employers (if applicable)
5. Relieving Letter from Last Employer (if applicable), If unable to provide the same then he / she has to signed self
declaration.
6. Passport and Stamp size Colour Photos – 3 each
7. Form 16 (declaration of TDS from previous employer)
8. Form 12 (b) (self declaration of salary and TDS in previous employment)

Location HR will be the single point of contact (SPOC) for facilitating the joining of the new member into the employment.
HR along with the respective HOD will ensure that decision making and communication to employee is unified and
employee gets speedy disposal of concerns / issues (if any).

2. Roles, Responsibilities and Organization Structure


Head HR will brief the new entrant about Organization Structure and Key executives of the Group.

3. HR Induction Programme
The rationale of having an induction program for new members is to familiarize new employee with information in relation
to organisation, culture, members, plants, facilities and future business plans. As a matter of policy, every new recruit
would undergo an induction program. For a proper execution of the Induction Programme, Location HR with HOD of new
recruit would jointly prepare an Induction Schedule.

Identification Card / Attendance Card:

Every employee must wear his / her Identification Card (ID card) visibly at all times when in or around the Office
premises. No employee should use another fellow employee’s Attendance Card for any reason. If case of such
incidences the company holds the right to take necessary disciplinary action.

After the new recruit are introduced and entrusted to his HOD / functional Head, they will make him / her aware of the
following functions of Department and related departments-

a) Introduction of Department Members, Functional heads, employees, and important Members including, govt. officials
and other related to the execution of his/her duties.
b) Department's business priorities.
c) Department's role and Accountabilities
d) Accountabilities of each member
e) New member's position and accountabilities in the department
f) Management's expectation from members
g) Performance Management Process

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2.7 Buddy Programme

Buddy Program is practical and easy approach in the learning chain. This system is used as part of the induction of
newcomers to an organization, to make the newcomer feel comfortable. The less experienced employee learns more
quickly from close and frequent contact with the experienced employee than when operating alone.

Buddy is a person:
 Who has been working in the organization for a reasonable time of 3 months to possess adequate knowledge
about organization’s culture, practices and procedures.

 Who has accepted to play the role of a buddy and makes himself or herself available for taking care of the new
joinees.

 From the same peer group and preferably from other department
Buddy’s Contribution

Making the new joinee feel comfortable and enjoy his work environment by:

 Demonstrating positive influences of behaviour, attitudes and skills

 Providing support to major needs of new joinee


Buddy would be informed about:

All the relevant details about the new joinee, immediately after the issue of offer letter from the HR Department.
Responsibilities of a buddy: on Day One

Duration Responsibilities

On Day 1  Tour of the office

 Introduction to the other employees

 Pep talk

For first 15 Days  Be involved on daily basis on the


progress of the new joinee in his/her
job. Being a doubt remover.

 Interact & keep him/her comfortable.

 Keep in touch with HR and


Department Head on the progress of
the new joinee in his new job and any
other work related issues.

For next 15 Days  Make him/her aware of the


procedures and systems.

 Encourage independent thinking.

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Benefits for the new Joinee:

 Increased ability to cope with transition into the new job

 Networking

 Access to experience of others

 Increase in level of confidence

 Develops an occupational identity/ relationship with another employee during the first few days

 Can reach out to some one for his problem.


Benefits for the Buddy:

 Recognition in the Organization.

 Opportunity to transfer knowledge to work and personal situations

 Competency and confidence in handling situations

 Increased personal effectiveness

 Enhanced challenges/interests
Role of HR:

 Ensuring proper implementation of the Buddy Program

 Provide ongoing support to all employees

 Improvement in the areas of concern

 Compiling information on ‘Lessons learned’ and issues improving systems to address high lightened issue

2.8 Probation and Confirmation

All employees will be on probation as per follows:

1. Probation period for all Employees will be 6 months

2. For Trainees it will be as per their terms of employment

During this period the employee performance will be evaluated as per Form 13/ PPR/Version 1, and if found satisfactory,
employment will be confirmed on completion of the probationary period. And if the performance is not found satisfactory
then the probation period of the employee may be extended in writing or the services may be brought to an end. Until
letter of confirmation is issued, the services of the employee on probation will not be treated as confirmed. To evaluate
the performance of an employee under Probation, an objective assessment will be carried out by respective HOD’s.

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3. Training & Development


Policy

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3. Training & Development Policy


3.1 Philosophy

The Abhijeet Group believes that learning and development is the responsibility of both the organization as well as the
employee. It is viewed as an investment and not as a cost.

3.2 Objective

To have trained manpower, which is competent to meet the present needs and future requirements of the business.

Continuous Investment in training and development is essential for improving the performance of the workforce and
enhancing the quality of work provided by them. Training and Development is essential in attracting and retaining a
knowledgeable and talented manpower.

Applicability:

This policy is applicable to all Employees and Trainees at all locations.

3.3 Training Need Identification

Training Need Identification (TNI).

The responsibility of identifying training and development needs and carrying out agreed training and development
activity is with the HOD of concerned employee. HR will facilitate the entire process. A formal process would be followed
for identifying the existing skill gaps and skill set needed for future business requirements. Such identification shall be
based on:
 Job description vis-à-vis the individual profile.
 Feedback from the HOD/ immediate superior on the basis of on the job performance of an individual.
 Training needs identified through Performance Management System.
 Career Planning/ Potential Appraisal.

Training need identification form Form 14/TNI/Version1 filled by HOD should be submitted to the respective HR
preferably within a week of being issued to them.

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3.4 Training Plan

Training Plan

On basis of above HR shall recommend advance plan required in the Training and Development activities. Location HR
would finalise training calendar on a quarterly basis. Form 15/TC/Version 1

3.4.1 Internal Training

Based on the identification of training needs, internal training programmes are planned on a yearly basis and are
classified into the following categories:
 Technical Training
 Induction Training
 Developmental Training

3.4.2. External Training

External training programmes are planned to address the specialized areas of training, specific to their requirements for
those individuals whose training needs cannot be met by internal training.

3.4.3 On the Job Training

On the Job Training will be imparted to the Graduate Engineer Trainees and Junior management. The Weekly report
pertaining to their learning will have to be submitted to their respective HOD’s who shall forward it to the HR Department.

3.4.4 Types of Training

There are certain skills required which are common across all the businesses. Such programmes shall form a part of
the organisations’ training need requirement. Some of them are as follows:

 Technical Skills
 Behavioural Skills
 IT skills
 Budgeting skills
 Cost Control and Management skills
 Problem solving skills.
 Accounts & Finance
 Sales & Marketing
 Man management skills
 Communication/ Presentation skills
 Time management
 Safety & environment management
 Inter-personal & leadership skills
 Laws relating to factory administration

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3.5 Training Feedback

Training Feedback
Training and development activities will be assessed, in respect of their effectiveness from both an Organisational and
an individual perspective. Training Feedback Form will be filled by each trainee after every training session.
Feedback or evaluation process covers the following features
 Quality of the training session
 Relevance of the Training session
 Feedback of the trainer
 Impact of Training

Training should be evaluated several times during the process. Employees should be evaluated by comparing their new
acquired skills with the skills defined by the goals of the training program. Any inconsistency should be noted and
adjustments should be made to the training sessions to enable it to meet specified goals. Feedback would be taken from
the employee and their HOD’s in four steps as follows;

 Immediate after the session Form 17/TFF/Version 1

 Learning Feedback (To be provided by Trainer)

 On the Job feedback Form 18/TRS/Version 1

 Feedback on KRA achievement Form 19/ETSK/Version 1

HR is responsible for analysing the performance review documentation and training and development evaluation forms
with regard to the effectiveness of training and development activity, and where necessary taking follow up action. The
evaluation data will inform future practice.

3.6 Training Attendance

Attendance of every session will be recorded and maintained as per Form 16/TA/Version 1

3.7 Training MIS

 The MIS provides qualitative and quantitative information about the training sessions conducted for the
month and also the rescheduled programmes for the next month.
 It provides information regarding the upgrading of training in terms of man-hours and cost wherever
feasible. Form 20/ MLTP/Version
 Records of Feedback received after each training session will be maintained

Responsibilities of Trainer

 All the training sessions should be substantiated with presentation. Trainer can take the help of
communication department to prepare it.
 Questionnaire on every training session would be essential so as to evaluate the effectiveness of training
on trainees.
 Reading materials along with references is essential to be provide.
 Feedback of Training Session from trainees would be compulsory.

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Responsibilities of Trainees

a. Internal Training:

Trainees should assume personal accountability for aligning training initiatives to achieve desired results. Trainee’s
responsibilities include:
 TNI form should be duly filled in by all trainees to get proper training whenver required.
 All trainees should fill the Feedback form and Questionnaire after each training session.
 All the trainees should be attentive during the Training Session.

b. External Training:
 Materials should be shared with HR and respective Department HOD
 Presentation to be made to Top Management and all concerned / invitees within a week of his return
from the Training Programme.
 A note on the feedback and a Feedback form should be filled by the every employee. Form 22/ETFF/
Version 1

Responsibilities of HR Department

HR will facilitate the training programs in the organization and is responsible for;
 Finalisation of training calendar
 Setting priorities for training of employees every year both for in-house and external nominations and
also evaluating the effectiveness of Training and Development initiatives
 Budget allocation and approval
 Review of training activity on monthly basis

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4. Performance Management
Policy

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4. Performance Management Policy


4.1 Philosophy

Abhijeet Group believes in effectively enhancing employee performance by:

- Giving direction! - to employee efforts by agreeing on expectations about their performance


- Seeking feedback! - from those employees who they work with
- Guiding development! – by providing opportunities to develop
- Sharing rewards! – with the employees for their effort and contribution to the Groups performance and growth

4.2 Applicability

a) All confirmed employees of Abhijeet Group at all Loocation

b) The PMS scheme as detailed here below is applicable to all employees in level of AGM & Above for 2008-2009

This policy is applicable to all confirmed full time employees at all locations.

4.3 What is Performance Management?

A performance Management system is a HR tool that provides an organization with the essential framework to identify,
formulate and implement best practices in management and development of people. The system constitutes:
 Defining performance objectives in form of Key Result Areas (KRA’s) for employees in line with the business
goal of the Group.
 Assessing employees actual performance relative to these KRA’s
 Providing reward and feedback to employees,
 Identification of training and skill development needs.

4.4 Why manage Performance?

Managing performance is essential:

 To establish the current level of performance in the job over the period since the last formal review.
 To identify potential for development (in order to place the right person in the right job at the appropriate time.)
 To link compensation and rewards realistically with performance.

The concept of Performance Management at Abhijeet Group is based on the basic premise of the 4C’s and is aimed at:

Building a COMMON Understanding of Organizational Goals and Objectives. Helps you answer the question: “Where is
Group going?”

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Setting CLEAR Expectations by communicating to you your role and how it contributes to the Group’s success.

Building CAPABILITY by providing ongoing feedback and coaching, training and development which will help you build
further capability to grow.

Building COMMITMENT by ensuring that the rewards you receive match your performance and the effort you make.

4.5 Terms used in the Performance Management System

4.5.1 Appraisee: Self, the person whose Performance is being assessed.

Your role is to be an active partner with your Appraiser during the entire process. You are also expected to complete
parts of the form earmarked for you, such as your details, dates, objectives, measures and self review. But, of course,
your most crucial responsibility in the performance management cycle is to demonstrate outstanding performance during
the year and achieve success for yourself and for the Group.

Key Point;

 Prepare for the Goal Setting at the beginning of the year

 Prepare for the mid-year review discussion and feedback

 Complete Self-appraisal and gather all information and support materials (job description, relevant reports, notes,
project summaries, etc.) before the year-end appraisal

 Identify areas of strength, interests and development opportunities as well as areas where you can contribute to
the organization

 Communicate freely and bring forth your point of view. And at the same be direct and specific, discuss specific
incidents instead of general statements

 Avoid comments on personal aspect of a person and keep discussion job centered.

4.5.2 Appraiser: Person authorized to do Performance Appraisal of a junior employee

Your Appraiser is the person to whom you are accountable and to whom you normally report to on a regular basis. He is
responsible for your work allocation. Your Appraiser will be closely associated with you in all aspects of your
performance management - performance planning, ongoing feedback, learning & development. Your Appraiser’s
responsibility is to decide, after discussion with you, your Individual Goals for the year, as well as your ratings on KRAs
at the end of the year. A key role of the Appraiser is to guide you in fulfilling your Performance Plan, provide assistance,
give regular feedback and ensure that your development needs are met.

If as an Appraiser, you need to:

 Familiarize yourself with the Job Responsibilities of the Appraisee

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 Cascade your KRAs to the Appraisee

 Provide sufficient time to Appraisee for Self-Appraisal

 Set out interaction time well in advance and ensure interaction sessions are free of any interruptions.

 Create an open, supportive atmosphere from the beginning of the meeting.

 Conduct the discussion part of the meeting first then follow up by reviewing together the written performance
appraisal document.

 Curtail the tendency to allow one good / bad trait or characteristic of the Appraisee to influence the Overall
Rating assigned to the Appraisee

 Identify Strengths and Competency gaps for the Appraisee.

 Be direct and specific, discuss specific incidents instead of general statements.

 Avoid comments on personal aspect of a person and keep discussion job centered.

 Make a balanced choice of words that are used to describe an employee's performance

 Avoid criticism and use constructive feedback as an intervention tool. Clarify, coach, counsel and provide
feedback.

 Encourage appraisee to talk in order to motivate and develop commitment and enhance clarity of issue being
discussed.

 Plan a follow up session, if needed

 Begin and end the Performance Appraisal on a positive note. Even in case of poor performance, the appraiser
can end on a positive note by focusing on the year to come and the opportunities to improve.

4.5.3 Reviewer: Person who is authorized to act as Reviewer to Appraiser

 Reviewer is an employee who is senior to the Appraiser and who is responsible for ensuring that Performance
Assessment has been conducted objectively and takes note of any disagreements voiced by you during the
process. Along with HR, the Reviewer decides what to do incase disagreements have been voiced or any other
objections have been raised. He is however not present during the Performance Appraisal discussions.

As a Reviewer, you need to

 Objectively review the assessment and change the rating only after joint consultation with the Appraiser and the
appraisee

 Redress grievance, if any

 Moderate the scores, if required.

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HR: This is the department to help you through the Performance Management process.

It is HR who maintains all your performance records and ensures that the process is conducted as per schedule and as
per norms and regulations of the Organization. HR also helps your Appraiser in performance related decision making.
Whenever you are dissatisfied with the feedback or rating you have received, HR will analyze the matter and take a
decision along with the Reviewer whether another feedback session needs to be scheduled. Jointly with your Appraiser,
HR takes decisions regarding your increments, bonus, training and development and career progression.

The HR department needs to:

 Serve as the policy making role

 Monitor the implementation of the Performance Appraisal System

 Ensure that Appraisers are equipped to carry out the Appraisal Process efficiently and meaningfully

Goal Setting and PMS policies are under preparation and would be circulated later.

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5. Compensation & Benefits


Policy

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5. Compensation & Benefits Policy

5.1 Philosophy

The compensation program is designed to attract, motivate and retain the best talent in our area of operation. The
employees are encouraged to make a performance difference either individually or through teams. The compensation
and benefits policy recognizes achievements or accomplishments that contribute to the overall objectives of the Group.
The policy also provides both monetary and non-monetary awards and is designed to provide employees with various
options that enable them to meet certain personal obligations.

The purpose of the policy is to:


- To recognize and promote positive behaviours that support individual, work group, unit, team, department, company,
and/or institutional mission and business goals and objectives
- To provide timely recognition to employees either as planned or immediate recognition;
- To provide multiple-levels of monetary and non-monetary recognition based on the significance of the contribution
- Meeting individual and organization needs
- To extend certain facilities to every employee that enables them and their families with support in certain
areas/circumstances.
5.2 Grooming Trainees – In-house Training to freshers

The Abhijeet Group has a policy of inducting fresh professional graduates (without any experience) at entry levels on
need basis. The recruitment could be through campus placement or direct recruitment. As per their qualifications,
Trainees will be groomed up at specific areas under following guidelines:

(A) MANAGEMENT TRAINEE (MT)

Objective:

1. To attract, recruit, induct and groom up managerial talent for future leadership positions in the Group.
2. To develop a cadre of managers with cross-functional experience and an aptitude to take up leadership positions
with our in-house expertise.

Recruitment:
1. The MT will be recruited from the business schools / universities.

2. The minimum qualifications for MT will be MBA / CA / ICWA / CS / LLB / MCA qualifications.

3. A preliminary short-list will be made based on Application details. All short-listed candidates will go for written
test, group discussion (if required) and HR interview.

Appointment:

1. Appointment will be at any of the Abhijeet Group Companies.

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2. MT will be on training for the period of one year.

Assessments:

1. There will be periodic appraisals at the end of each project and at least each quarter.

2. There will be a mid-year review where presentations of the first two projects will be made by each MT to a Senior
Panel, followed by an individual feedback session.

Confirmation:

The MT may be confirmed at the end of training, after being duly appraised. The training period shall end on
confirmation.

(B) GRADUATE ENGINEER TRAINEE (GET) & DIPLOMA ENGINEER TRAINEE (DET)

Objective:

To induct talented, qualified Engineering Graduates and help them develop into outstanding front line engineering with
broad based knowledge, analytical ability, team ability and interpersonal skills that are necessary to meet both, present
and future challenges so that during the course of training all round performance capabilities can be imported to fresh
engineers.

Recruitment:

1. Short-list best candidates from reputed institutes / universities / Polytechnics based on their academic
background & discipline.

2. Assess them through written test, group discussion and HR interview.

Appointment:

1. Appointment will be at any of the Abhijeet Group Companies.

2. The selected Candidates will undergo One Year training program.

Confirmation:

The GET / DET would be confirmed at the end of training, after being duly appraised and would be placed in respective
levels as per the Company Policy at that time.

(C) ITI (Under Apprentice Act)

Recruitment:

1. The minimum qualifications will be ITI (any trade).

2. A preliminary short-list will be made based on Application details, percentage (%) of marks achieved in previous
exam and HR interview.

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Appointment:
1. Appointment will be at any of the Abhijeet Group Companies.

2. The selected candidates shall undergo Apprenticeship Training for a period of one year.

3. On successful completion of Apprenticeship, candidates may be absorbed in the company if there are vacancies
for the respective trade.

Remuneration:

Remuneration to all above trainees is payable as per annexure – 1 below:

Stipend After Project


Sr. Training
Level Grade Designation Qualification in Training, Milestone
No. Period
Training Confirmation Payment

MBA with
Management Engineering /
1 TR- 1 MT – 1 6 Months 14000
Trainee CA / ICWA /
CS / LLB

MBA without
Management Engineering / Rs.25000/-
2 TR- 2 MT - 2 1Year 12500 to Rs.
Trainee CA / ICWA /
CS / LLB 30000 (one
time
amount
payable
upon
PGD (any completion
stream - 1 of 1 year of
Graduate
year course) regular
3 TR- 3 GET – 1 Engineer 1Year 12500
after service
Trainee As per
Engineering
(any stream) company
policy
appointment at
that point of
Graduate Engineering time
4 TR- 4 GET - 2 Engineer Graduate (any 1Year 10100
Trainee stream)

Rs.10000/-
to Rs.
12000 (one
time
Diploma Diploma in amount
5 TR- 5 DET Engineer Engineering 1Year 7500 payable
Trainee (any stream) upon
completion
of 1 year of
regular
service

Trainee -
6 TR- 6 Apprentice ITI (any trade) 1Year 5000 NA
Technician

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 37 of 125
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5.3 Salary Components

Compensation structure is classified for each of categories in various levels /cadre and locations.

Compensation is divided into two parts i.e. (a) monthly/annual salary & reimbursements and (b) perks and benefits.
Monthly Salary is credited to the employees through their bank account at the specific bank as prescribed by the
company. On joining, an employee is required to open an account in the prescribed bank for crediting monthly salary
directly. Monthly/annual reimbursements are given against submission of bills as per entitlement of the employee.

Basic: Basic Salary is the prime component of salary on which most other components are calculated. A quantum
increase in the salary can be affected by increasing the basic salary.

Conveyance: Executives at all locations and Staff and Sub-staff at HO/RO are entitled to Conveyance Allowance the
quantum of which varies across levels.

House Rent Allowance: Executives at all locations are entitled to house rent allowance, which is fixed at a certain
percentage of the basic salary. The percentage varies across levels.

Medical Allowance / Reimbursement: Executive cadre employees are entitled to Medical Reimbursement the quantum
of which varies across levels.

This is payable along with the monthly salary against submission of original bills pertaining to employee or dependent
family members. Only bills obtained during the current financial year will be considered for reimbursement and the
expenses should have been incurred against purchase of medicines / consultation / tests only. Form 25/MRF/Version 1

Special Allowance: All executives are entitled for Special Allowance, the quantum of which varies individually.

Leave Travel Assistance: The Company provides assistance towards leave travel (for going to the tourist places for self
and family by paying LTA as an annual salary the quantum of which varies across levels.

For claiming LTA, one must take minimum 6 days EL consecutively. LTA can be claimed on completion of leave travel
by filling the prescribed LTA form. However, Advance could be drawn in cash / cheque up to 80% of the entitlement for
booking tickets etc in the prescribed format. LTA Advance can be taken within one month of commencement of the
approved privilege leave. Such request should be submitted along with a copy of the sanctioned leave application.
Balance amount could be claimed on completion of travel.

In case the employee takes advance against the LTA claim, the settlement should be done by submitting the LTA form
on rejoining from the leave so as to release the balance of entitlement along with the next monthly salary and close the
account. If the employee doesn’t submit the LTA form accordingly, the advance amount released would be recovered
from the next month’s salary in full.

The tax implication will follow from the current provisions of the IT Act. Entitlement for the entire year may be claimed
any time during the year. LTA has to be claimed as per Form 24/LTA/Version1

Employees leaving the company within one year of joining will not be eligible for LTA entitlement, even though
LTA component is part of his overall CTC.

Project Milestone Payments: This payment is part of CTC of the employee and is applicable to employees on specific
projects as per evaluation & achievement of predefined Project Milestones. Employees leaving the company within one
year of joining will not get be eligible for Project Milestone Payment even though this is part of his overall CTC.

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Variable Pay: Variable Pay is a performance based payment given to employees which is linked to evaluation and
achievement of predefined KRA’s. Employees leaving the company within one year of joining will not get be eligible for
variable pay even though this component is part of his overall CTC.

Retirement Benefits: The Company will participate and contribute to government’s programme to provide social
security and retirement benefit to its employees. The Provident Fund contribution shall be @ 12 % on basic salary for
every employee and contribution will be from the date of joining.

OT Payments: OT is applicable to employees in general shift staff of the cadre of the level workman, drivers, and peons,
subjected to maximum of 100 hours per month. OT will be calculated on the amount of Basic and DA (if applicable).

Gratuity payments will be made to all employees with a minimum of 5 years of service, in accordance with the payment
of gratuity act, 1972. Only if the employee is dismissed for fraud, misappropriation, moral turpitude or grave misconduct,
or has not returned organization property; can the function head and HR jointly decide not to pay gratuity. Gratuity paid is
tax exempt upto the limit of Rs. 10, 00,000/-

5.4 Employee Asset Policy

Asset Allocation policy is as follows:

Laptop (Max. Pen


Designation Blackberry Mobile PC Printer Data Card
Limit in Rs.) drive
Additional
Director / CEO Yes (Global) (As per Yes (60000) Yes Yes
requirement)
President / CFO / Yes - Global / Domestic N.A
N.A. Yes (50,000) Yes Yes
COO (As per requirement)
Sr. Vice President / Yes - Global / Domestic
N.A. Yes (45,000) Yes Yes
Vice President (As per requirement)
1. At Corporate Office:-
Yes (Global) / (Domestic) - Generally
Asstt. Vice
As per requirement Common
President / N.A. Yes (40,000) N.A. Yes Yes
2. At Unit / Plant Level:- Printer
General Manager
Yes (Domestic) - With prior would be
approval of Management used,
1. At Corporate however
Office:- Yes AGM and
Yes (Global) / (Domestic)
Dy. General 2. At Plant / Unit Yes at above
at Corporate Office With Yes (Rs.5000 -
Manager / Asstt. Level:- As per Plant / Unit could be Yes Yes
prior approval of 7000)
General Manager requirement Level given
Management
individual
(35,000) printer as
Sr. Manager / Yes (Rs.4000 - per
N.A. N.A. Yes approval
Manager 5000)
Dy. Manager / Asst. Yes (Rs.3000 - from
N.A. N.A. Yes Director
Manager 4000)
Sr. Executive / Call
One to Yes (With prior
Executive / Reimbursement
N.A. N.A. Yes each approval of
Engineer / Sr. up to max. Rs.
depart Management)
Engineer 700/- p.m
ment
Graduate Engineer
Additional
Trainee / Fixed: Call
(As per
Management N.A. Reimbursement N.A.
requireme
Trainee / Jr. of Rs. 400 p.m
nt)
Executive

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 In case of loss due to negligence of employee, depreciated value of the asset as per table below would be recovered
from the employee. Re-issue of asset in such cases will be with the specific approval of HOD and Location HR-Head.

Loss of Asset Policy

Assets During 1st Year During 2nd Year During 3rd Year

Black Berry 80% 60% 40%

Laptop 80% 50% 25%

Mobile 80% 60% 40%

Data Card 80% 50% 25%

Note: These percentages are related to recovery from the employee towards the
purchase price of the asset in the company.

 Replacement of any asset on account of non functioning or completion of its shelf life will be done as per approval
from HOD.
 All employees who have been provided with Company Mobiles phones would be required to self certify the personal
long distance (STD and International) calls in their telephone bills, the amount for the same would be deducted from
their monthly salary.
Visiting Cards:
 Employees beyond Manager & above are entitled to corporate visiting cards in their own name.
 Other employees who are involved in public dealing may require visiting cards in their day to day work. Such requests
may be sanctioned if the respective function heads recognise the need for it.
 Design and format of the visiting cards to be finalised from corporate HR
 Respective department head is the final authority in deciding all related matters.
 At the time of separation, employees are required to surrender the unused cards.
Every Employee has to fill form Form 30/AIR/Version 1 on acceptance of Asset from company

5.5 Loans & Advances

1. The objective of this policy is to provide financial assistance to employees during


a. An emergency related to Medical.
b. Marriage (self & children).
2. Loans will be available to only confirmed Employees. The application of Loan should be sanctioned as per table
below.
3. The loan amount can be requested once in 2 years equal to max. Six times basic salary or Rs. 1.0 lacs,
whichever is lower, recoverable in maximum 12 equal instalments.

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4. Loan Application of the concerned employee has to be recommended & forwarded by his HOD to Admin
department along with the evidence/ proof of the requirement.
5. Advances can be given maximum twice a year equal to one month basic and should be recoverable from next
month’s salary.
6. Loan limit for Temporary staff is One month salary. Minimum tenure of working should be 6 months in the
company before availing loan and would be recovered in maximum 6 months period.

Authority Scope

Director / CEO / Unit Head Employees at AGM level and above

Unit Head and Head HR Employees below AGM level

5.6 Benefits for Employees

 Marriage gift for Employee worth Rs. 2100 from the Company.
 As per requirement or exigencies Management may take separate policy decision and all such proposals would
require the approval of MD.

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6. Leave and Attendance


Policy

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6. Leave and Attendance Policy


6.1 Philosophy

This policy provides the employees of the Abhijeet Group with time to rejuvenate them from the stress of work, balance
their work & personal lives, and recover from illness.

6.2 Applicability

This policy is applicable to all full time employees and trainees at all locations.

6.3 Attendance Policy

Objective

The objective is to have a system that ensures accurate recording and easy compilation of attendance records and to
clearly define the working hours for employees at various locations to enforce discipline at work.

Policy

As the nature of work is different for production activity and the support, the days and hours of work applicable in each
category are different. Production activity at plant is carried out round the clock on all days except for planned periods of
shutdown. However, each employee involved in production is entitled to a weekly off on a rotational basis such that few
employees go on leave while others remain on official duty. The objective is to ensure continuous production with
minimum interruptions.

Shift working will be regulated in accordance with the provisions of the Factories Act 1948. Detaining of personnel in
each shift will be done by the authorised personnel only.

All employees are expected to be present at the beginning of each shift and be at work till end of the shift.

Days and Hours of work

Corporate Power Limited

a. Chandwa

Days : Site office is operative on all six days a week including Saturdays for 8 hours

b. Support functions at Ranchi Office


Employees involved in administration / office work / support functions work in general shift.

Days : Six days a week including all Saturdays


Hours : 9 AM to 5:30 PM

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Lunch : 1 PM to 2:00 PM
c. Jas Toll Roads and Company at Sites
Days : Toll plaza activities are 24x7x365 activities.
Hours : Complete work is carried out in 3 shifts.
Shift A : 6 A.M. to 2 PM
Recess 10 AM to 10.30 AM
Shift B : 2 P.M. to 10 PM
Recess 6 PM to 6:30 PM
Shift C 10 PM to 6 AM
Recess 2 AM to 2:30 AM
General Shift 10AM to 6:30 PM
Lunch Break 1:30 PM to 2 PM

d. Corporate Ispat Alloys Limited (Ferro Alloys Division)

Days : Plant is operative on all 7 days (Being a continuous process plant)


Complete work is carried out in 3 shifts.
Shift A : 6 A.M. to 2 PM
Shift B : 2 P.M. to 10 PM
Shift C 10 PM to 6 AM
General Shift 9.30 AM to 6 PM
Lunch Break 1 PM to 2 PM

e. Corporate Office - Nagpur

Days : Six days a week including all Saturdays


Hours : 9.30 AM to 6:00 PM
Lunch Break : 1.30 PM to 2.00 PM

Attendance System

Card punching system of attendance is followed at all offices. Each employee is assigned an individual attendance card,
bearing a unique employee code number, which is punched while entering and leaving the office.

In case an employee loses his ID card, a request may be made for issue of a duplicate card against payment of
Rs. 100 towards replacement charges.

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6.4 General Guidelines

1. For the purpose of all provisions under this policy, the calendar year January 1 to December 31, will be considered
applicable. Persons joining in the middle of the calendar year will be eligible to leave entitlements on a pro-rata
basis.

2. In all cases, the employee must leave his contact details with the immediate superior/SH/HOD.

3. Except in case of emergencies, all leave will be granted subject to exigencies of work. A situation will be deemed an
emergency on the discretion of the skip-level superior.

4. Leave, except for medical reasons and emergencies, must be planned by filling the leave application Form
23/LAF/Version 1 & approved 7 days in advance by the immediate SH/HOD/superior with notification to HR. No
leave or extension of leave will be considered granted unless the approval has been formally communicated to the
employee.

5. An employee remaining absent without leave or without permission for 7 consecutive days or more shall be liable to
lose his lien on his appointment unless he explains to the satisfaction of the authority on his inability to resume his
duty.

6. When the employee ceases to be in employment only Earned leave standing to his credit will be encashed and paid
along with full & final dues.

7. Prior approval by HOD is pre-requisite before taking into leave record and approved leave will qualify for payment of
salary.

8. CL can not be clubbed with any other Leave.

9. Maximum 2 CL can be taken at a time.

10. Beyond 2 days of SL medical certificate is mandatory.

6.5 General Leave, entitlements and announcements

1. Location HR will submit proposal of leave entitlements for the various levels of employees.

2. The proposal of leaves along with recommendations of Location Head will be sent to Head Corporate HR.

3. Head Corporate HR will obtain necessary approvals and intimate with the same to location HR.

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6.6 Holidays

Eligibility All employees


Entitlement Based on notification by Concerned State Govt. of the site location
Purpose  National holidays, celebration of festivals of own or country
Process  A list of holidays will be prepared by the HR department, as per the state labour department
guidelines in the beginning of the year and will be notified to all employees
Extension Not permitted
Encashment Not permitted
Accumulation Not permitted

6.7 Maternity Leave

Eligibility All female employees


Entitlement 12 weeks each for first two pregnancies
Purpose Maternity leave can be availed of for pre & post natal care during pregnancy & confinement
Process  Can be availed of (or extended) with prior approval of the immediate superior.
 HR must be notified of the approval in both cases
Extension An extension of up to 8 weeks of unpaid leave may be permitted for medical reasons with
approval from the skip-level superior
Encashment Not permitted
Accumulation Not permitted

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Following are the Leave Rules for the Employees:

Leave Entitlement
Accumulation Remarks
Type (Annually)

CL 7 No Accumulation

upto 30
SL 10
(beyond this will lapse)
1 EL on 12 days of
working for Asstt.
Manager and
Maximum can
above level Upto 60,
be
EL (beyond this can be
Accumulated
1 EL on 20 days of encashed)
upto 90 EL
working up to Sr.
Executive Level

Compensatory Off will be given to employees


working in shift only against extra working of 8 To be availed
C.Off
hours of shift duty / working on National within 2 months
Holidays / weekly offs.
Paid
10
Holidays
1. Number of Paid Holidays would be uniform across all locations of
Abhijeet Group. Out of 10 Paid Holidays 3 are National Holidays and are
compulsory i.e. 26th Jan, 15th Aug & 2nd Oct. Each Location Head has the
flexibility to choose balance 7 days.
2. CL & SL will not be encashed at any point of time.
3. Trainees will be eligible for CL & SL only during their training Period
4. Eligibility of leaves CL, SL, EL starts with the date of joining on pro rata
basis, but leaves has to be pre approved from his reporting HOD

Leaves can be applied as per guidelines below and Location HR would monitor the application of leave of any
employee to ensure compliance.

Type of leave For Past Availed For Current For Future Plan
Casual Leave YES YES YES
Comp Off NO NO YES
Earned Leave NO NO YES
Sick Leave YES YES NO
Special Leave NO NO YES

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7. Travel Policy

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7. Travel Policy

7.1 Philosophy

We encourage business-related travel for work within group companies & inter-office business interaction (where the use
of technology is inhibitive or cost-efficient) and also to meet development-related needs of our employees.

Travel is a controllable expense at the Abhijeet Group and it is the responsibility of each employee to exercise discretion
towards this end.

7.2 Applicability

All employees of the Abhijeet group except those on deputation.

7.3 Definitions

Important definitions are listed below:

Business Travel: Official journeys to destination involving overnight stay or without stay

Destination Station: A place at which a journey is broken for more than 4 hours for official work or onward transit.

Travel Day: Time segment between successive mid-night hours during a business travel.

Transit Day: A travel day during which no journey is broken at any place for more than 4 hours.

Stay with rented accommodation: Arrangements made at a destination station, including accommodation in
exchange for payment towards rent tariff etc.

Stay without rented accommodation: Arrangements made at a destination station, not including accommodation in
exchange of payment towards rent tariff etc.

7.4 Mode of Conveyance for official Travel

Employees in the various levels are eligible for the following types of facilities while on tour for the official purposes
including pick-up and drop to sites/office/ guest house / hotels. (As per Annexure I)

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7.5 Local Conveyance Expenses

A) Entitlement:
The Local conveyance form should be filled by the respective employee and got approved from his HOD before
submitting to admin Department.

Employees who are having their own vehicles and they need to move out for business purposes, they are expected to
use their vehicles (Car/ Scooters/ Motor Cycles) and the reimbursements on per Kilometre run basis as per following
rates:

I. Two wheelers @Rs.2.35 per KM


II. Four wheelers (Non AC) -
Petrol @Rs. 5 per km.
Diesel @ Rs. 4 per km
Four wheelers (AC)
Petrol @ Rs. 5.75 per km.
Diesel @ Rs. 4.75 per km

Employees at AGM & above covering a distance of about 25 Kms (to & fro) within city limits would not be eligible to
claim local conveyance.

B) Employees availing public transport will be paid on the basis of actual or prescribed expense
incurred depending on the mode of travel for which they are entitled.

7.6 Guidelines for use of transport, travel class and other entitlement

1. The governing principle is most economic mode of travel. Wherever, two or more persons are
travelling together, it is advisable that they share taxi and wherever shared taxis are plying,
touring persons should avail services of shared taxis.
2. Employees in Mangers and below levels will be required to share rooms in Hotel or in guest
house.
3. Admin /travel desk will make tickets and stay arrangements at available economic rate and
mode after receiving a requisition duly signed by immediate superior at least minimum 4 days
in advance so that ticket and guest house or hotel bookings can be bid at cheaper rate. The
peak hours booking are costly and at times hotels are not available nowadays in cities like
Bangalore, Delhi, and Mumbai if booking is not intimated sufficiently in advance.
4. Guide lines will be observed for entitlement of class and mode of travel by employees in
various levels as per Annexure II:

If an employee is not entitled to travel by Air and in a situation if difference between Air Fare and Train Fare
is less than Rs.1000/, then HOD can permit travel by Air on verification of difference amount from Admin.

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7.7 Business Travel: Advance and settlement of tour expenses

 An employee, who undertakes business trip, is eligible to draw TOUR ADVANCE payment only when they are on
business trip for more than one day. In exceptional cases of one day trips, such an advance will be permitted.
Employee must apply tour advance in form Form 28/AFA/Version1. He can get travel advance of 75% of his total
expected expenses.
 An employee, who is proceeding on business trip, must get Tour Plan approved along with advance payment required
for this business trip.
 Amount of Advance: Generally time period in the business trip as well as distance and apprehended expenses be
judged by the touring employee and put his proposal to Department Head.
 It will be the responsibility and obligatory on the part of the employee, who has undertaken the business trip to submit
the bill to the Accounts Department to adjust his advance money within 1 weeks after returning back from tour.
 No further tour advance will be given to such employees till the earlier tour advance is settled and the outstanding
amount will be deducted from the employee’s current month salary with pre-notice signed by the Head of Accounts
Department.
 The employees drawing tour advance shall maintain date wise record of the amount drawn and expense bills in
prescribed format for claiming the same.
 The travel expenses statement will be required to be submitted with all details of travel, time, and expenses details to
Admin. /Travel desk for verification and forwarding to Accounts to release/ adjust the money.
 In case an employee does not comply with advance settlement procedures, the Management shall have the right to
deduct the advance taken by such employee for undertaking the business trip from his salary.

7.8 Boarding and Lodging Allowances

(1) Boarding and Lodging expenses will be allowed as per limits and entitlement in shown in Annexure–II
Below.
(2) A list of hotels will be circulated and details from Travel Desk/ Admin. Dept. can be confirmed /
updated regarding corporate discount arranged for employees of Abhijeet Group. For staying in hotel,
it must be ensured that actual rent is less than or equal to entitlement and same is according to the
class of city.
(3) Where the Company’s Guest House is available, employees should stay there as per availability and
use the lodging facility. In this case employees can claim Boarding and other allowances @ 40% of
this limit. Employees at the level of below GM are encouraged to share the rooms as per
requirements. Preference would be given to allot Guest House facilities to employees at Senior
designations as compared to Junior employees.
(4) In cities where company Guest House is not available and the employee does not stay in a hotel and
makes his own stays arrangement he can claim 150% of Boarding and other allowance.
(5) In case of journey of short duration to a nearby station which does not involve overnight stay,
employee will be entitled to Boarding and other allowance as shown in the Annexure at the following rate:
a. Upto 6 hrs - 25%
b. More than 6 hrs. but less than 12 hrs - 50%
c. More than 12 hrs - 100%

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7.10 Tour Report

On completion of tour, a brief tour report should be submitted to his tour sanctioning authority through
respective HOD along with Travel Expenses Statement within 2 weeks of the completion of tour.

7.11 T A Bills

1. The employee shall pay hotel bills etc. and obtain receipts. In case tickets / accommodation is
arranged by the company, the employee shall make the notation in the expenses report to that
effect and attach boarding pass or rail tickets as the case may be.
2. Safe custody of the amount of advance, personal and office belonging, while on tour, shall be the
sole responsibility of the concerned employee.
3. Unutilized Air/Train tickets should be surrendered to Admin. Department and acknowledgement
should be obtained.
4. Following are not admissible under the travelling expenses and company will not pay on this
account:-
 Cigarettes
 Alcoholic beverage
 Entertainment of Personal Guests or Employees of the Company.

Annexure-I

Destination Stations (Domestic): Various Stations / Towns in India have been classified as under:

Sr.
Class of City Cities
No.

1 A-1 Mumbai, Delhi, Bangalore

1 A Kolkata, Chennai & Hyderabad, Pune

Other state capitals & Union Territories


except those mentioned under cat - ‘A’,
2 B
Gurgaon, Noida, Faridabad, Gaziabad &
Nagpur

All other cities than those mentioned in cat


3 C
– A1, A & B

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Annexure II
SCHEDULE OF TRAVELLING ENTITLEMENT ON OFFICIAL TOURS

Below rates are in Rs / Day

Mode of
travel for Mode for
BOARDING & INCIDENTAL
LODGING CHARGES Local Travel for
ALLOWANCES
Conveyan Outstation
ce

(Maximum Limit For Rent Per Day Including Taxes) (Fixed Amount)

A-1 A B C A-1 A B C
Designation Other
State
All
Other State Capitals,
other
Capitals, Union All other Mumb Kolkata, Union
cities
Kolkata, Territories, cities than ai, Chennai Territorie
than
Mumbai, Delhi Chennai, Gurgaon, those Delhi , s,
those
and Bangalore Hyderaba Faridabad, mentioned and Hyderab Gurgaon,
mentio
d, Pune Noida, in A-1, A & Banga ad, Faridaba
ned in
Gaziabad and B lore Pune d, Noida,
A-1, A
Nagpur Gaziabad
&B
and
Nagpur
Toyota Air (Business /
Director / CEO Actual Actual Actual Actual Actual Actual Actual Actual Corolla or Economy) /
Equivalent Rail (AC - I)

Honda City
Air (Economy)
President / CFO 4500 3800 3000 2500 1100 1100 1000 900 or
/ Rail (AC - I)
Equivalent

Indigo or Air (Economy)


Sr. VP/ VP / AVP 4000 3500 2800 2200 1000 1000 900 800
Equivalent / Rail (AC - II)

Air (Economy)*
Indigo or
GM / DGM / AGM 3500 3000 2400 2000 800 800 700 600 / Rail (AC –
Equivalent
II/III)

Indica or
Sr. MGR / MGR 2500 2000 1500 1300 700 700 600 500 Rail (AC - III)
Equivalent

Dy. MGR/ Asst. Taxi (Non


2000 1500 1200 1000 550 550 450 400 Rail (AC - III)
MGR AC)

Sr. Executive / Sr. Rail (AC Chair


Engg./Executive/ 1500 1200 1000 800 500 500 400 300 Auto/ Bus Car/ Sleeper
Engineers Car)

Trainee /
1200 900 800 600 400 400 320 300 Auto/ Bus Sleeper class
Technician

Auto if Bus
Workmen /
1000 800 600 400 350 350 300 275 is not Sleeper class
Support Staff
available

* Air (Economy) class Travel is applicable from level DGM and above only)

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Important Instructions:
1. Employees at all levels are required to stay in Company Guest House and avail food facility as per availability.
2. Boarding and Incidental Allowance payments would be made to all employees as per above entitlement without any supporting documents i.e. no bills are required to be
submitted for claiming the applicable Boarding and Incidental Allowances.
2.1 If any Employee on official duty does not avail Lodging facility as per above entitlement then he / she is entitled to claim 150% of Boarding and Incidental allowance
2.2 If an employee stays in Company Guest House and avails food facility in Guest House then he / she will be entitled to 40% of Boarding and Incidental Allowances.
2.3 Boarding & incidental allowances is divided into following ratio:
Breakfast: 20%
Lunch: 40%
Dinner: - 40%
If an employee on official tour had breakfast / lunch / dinner with official guests and the expenses for the same is being claimed separately, then he / she will be entitled to the
above relevant deduction.
3. In case of Air travel by employees on official work, excess of baggage charges paid would borne by themselves except Directors & CEOs

4. In case of journey of short duration to a nearby station which does not involve overnight stay, employee will be entitled to Boarding and Incidental Allowance as per following
rates:

a. Upto 6 hours 25%


b. More than 6 Hours but less than 12 hours 50%
c. More than 12 hours 100%

7.12 Guidelines for Cost Effectiveness

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Following are the guidelines for making journey comfortable and cost effective-

Item Guidelines

Travel Cost 1. Use of fast, overnight trains instead of aeroplanes.


2. Use of chair cars for entirely day time train journeys.
3. Return unused tickets for claiming refund

Local Conveyance 1. Use of local trains / metros for intra-city travel.


2. Sharing of taxis / auto-rickshaw when travelling in groups.
3. Route planning to reduce cross-cross journeys.
4. Use of Airport’s City Coaches.
5. Use shared taxi services

Hotel Room Tariffs 1. Tour planning to reduce overnight stays.


2. Scheduling check-ins/check-outs to avoid overlap costs.
3. Sharing of rooms when travelling in groups.
4. Negotiating for discounts in tariff rates.
5. Use Hotel pick-up and drop facilities

Cost of Food 1. Selection of restaurant/.menu to avoid fancy costs.


2. Acceptance of client hospitality without active solicitation.

General Tickets/Hotel charges through company or Travel Agents or


though Credit cards for deferment of payment.

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8. Relocation Policy

8. Relocation Policy

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8.1 Philosophy

As per business exigencies, the organization might need to relocate an employee to any of the offices in the country.
Hence there is a need to have a policy that specifies all guidelines and entitlements. The relocation policy detailed below
aims at providing a comprehensive and consistent benefit that will be applicable for moves within and across locations in
India. It covers transferred employees and new joinees.
8.2 Applicability

This policy is applicable to all full time employees at all locations.


Only the necessary and reasonable expenses which are incurred as a direct result of the move and which are covered
by this policy are eligible for reimbursement. Expenses not addressed in this policy and business-related expenses are
not eligible for reimbursement under this policy. No exceptions to this policy will be honoured unless such exception is in
writing and approved by the Head HR.

8.3 Policy Details

Employees are entitled to the following expenses as part of relocation:


 Travel
 Transportation
 Resettlement
 Boarding & Lodging
 Family Assistance

(i) Travel
The organization will bear expenses incurred on travel to the place of transfer for the employee, his/ her spouse and
dependant children only. The entitlements will be as specified in the Travel Policy.
(ii) Transportation expense
This would include costs of packing & unpacking, loading, freight and insurance

All relocation expenses will need to be pre-authorized by local HR. The employee will be allowed three (3) months
from their date of transfer to complete and submit relocation expenses for reimbursement. In case the employee
has requested the transfer and if the employee resigns from the services of the organization within twelve (12)
months of transfer, the total cost of the transfer will be retained the full & final settlement.

(iv) Boarding & Lodging


The organization will reimburse boarding & lodging costs, subject to a maximum period of 1 week, during which the
employee is required to finalize his / her accommodation. The entitlements for stay will be as specified in the Travel
Policy and can be claimed for the employee, his spouse, dependant children and dependant parents. In the event of
reimbursement of employee’s boarding & lodging costs, the organization would not provide HRA for the same period.
The above duration for availing hotel / guesthouse accommodation includes days when the employee is out of station on
business travel.
In case the accommodation is not finalized within 1week, the organization may, at its discretion, choose to reimburse the
boarding and lodging for an extended period.

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(v) Family Assistance


In order to help our employees families settle into the new location, we also provide the following kinds of assistance:
- School search assistance
- Accommodation search
- Familiarization with the city

Note: The responsibility to facilitate employee Relocation is to be handled by the Administration department

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9. Separation Policy

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9. Separation Policy

9.1 Philosophy

At the Abhijeet Group we value loyalty and maintain a positive, challenging and exciting work environment to help
minimize the rate of turnover. However, there are occasions when the relationship with an employee cannot continue.
Separation can occur due to resignation, retirement, termination, or death.
9.2 Applicability

This policy is applicable to all confirmed, trainees and employees on probation at all locations.

9.3 Resignation

Resignation is a voluntary separation initiated by the employee if s/he is desirous of leaving the services of the
organization. All employees are required to notice in writing as per following chart if they wish to terminate their
employment relationship with the organization. An employee may be relieved at sole discretion of Management on
fulfilling the contractual terms.

Designation Notice Period while on Probation Notice Period on Confirmation


Manager and Above 3 Months
Below Managers 1 Month 1 Month

Process:
The employee needs to submit a written resignation to her/his HOD/Location HR mentioning his preference for reliving
date and reason for resignation. The HOD/Location HR will discuss his/her reasons for resignation and try and evaluate
different options with him/her.
If, however, after full consideration the employee decides to leave, the HOD/ Location HR head will recommend and
forward the resignation to the HR department for processing full and final settlement.

The Location HR and admin needs to ensure that the separating employee returns all organization property (literature,
samples, equipment etc) before s/he leaves. Form 31/HOE/Version 1
The compensation of the employee will be stopped from the date the resignation takes effect.
Final Settlements will be managed by the Accounts department within one week of an employee leaving the organization
provided the employee has returned all organization property and has handed over the charge to the designated person.
In a case where the separating employee has not returned any organization property, the manager will inform the
Accounts department to stop payments of the amount due to him/her.
 The HOD/SH along with a member of the HR department will conduct an Exit interview and fill the Exit Interview
Form Form 32/EIF/Version 1
Note: HR to collate exit interview on a quarterly basis and prepare suitable action plan based on the analysis.

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9.4 Retirement

All employees retire on the last day of the month in which they complete the age of 58 years as per the organization’s
records.

Process
The HR department will inform the employee and the Accounts department about his/her last day of employment one-
month prior to retirement.
The HOD and HR needs to ensure that the separating employee returns all organization property before s/he leaves.

Settlements will be managed by the Accounts department to ensure that all financial obligations are settled before the
employee leaves. In a case, where the separating employee has not returned any organization property, the manager
will inform the Finance department, to stop payments of the amount due to him/her.

9.5 Termination

The organization initiates termination of employment when an employee is unable to meet the organization’s
performance, conduct, ethical and policy standards. Performance related terminations have been dealt with in the
Performance Management section.
In case of disciplinary breach, the employee may be called for a counseling session depending on the nature of the
breach. Despite counseling, if the employee's current behaviour persists, the employment may be terminated. The
duration that the employee is undergoing counselling will be treated as notice period. If no improvement is seen, the
employee’s services will be terminated without any further warning. In case of a serious disciplinary breach, the
organization may terminate the services of the employee without counseling or notice.
The following list covers representative types of activities that may result in termination. It is not exhaustive, and is not
intended to be comprehensive:
 If the position ceases to exist
 Being declared medically unfit for the position
 Breach of trust or dishonesty
 Acceptance / giving of bribes
 Conviction of a felony
 Wilful violation of an established company policy or rule
 Falsification of personal information related or organization records
 Gross negligence
 Insubordination
 Violation of the Harassment & Discrimination Policy
 Undue and unauthorized absence from duty
 Coming late to work on a regular basis without authorization
 Deliberate non-performance of work
 Possession of dangerous weapons on the premises

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 Unauthorized possession, use or copying of any records that are the property of the organization
 Unauthorized posting or removal of notices from bulletin boards
 Marring, defacing or other wilful destruction of any supplies, equipment or property of the organization
 Fighting or serious breach of acceptable behaviour
 Violation of the policy on substance abuse
 Engaging in trade within the organization’s premises or engaging in any other employment without written permission
of the management or found working during the period of leave or off-duty
 Theft, gambling, conducting games of chance or possession of such devices on the premises or during work hours
Process
 If it is found that an employee is unable to meet the organization's conduct, ethical, policy or performance standards,
the manager will arrange for a counseling session with the HR department.
 Before any action is taken to terminate employment, the HOD will discuss the matter with the HR department. If no
change has been observed in employee behaviour, the HOD will take the decision of termination of employment.
 The HOD will forward the last date of employment of the employee to the HR and the Accounts department
 The compensation of the employee will be stopped from the date the termination takes effect.
 The HOD needs to ensure that the separating employee returns all organization property before s/he leaves.
 Settlements will be managed by the Accounts department to ensure that all financial obligations are settled before
the employee leaves. In a case, where the separating employee has not returned any organization property, the
manager needs to inform the Finance department, to stop payments of the amount due to him/her.

9.6 Death

In case of the death of an employee, the HR department will communicate with the beneficiaries/relatives of the
deceased for any outstanding matter pertaining to the settlement of the dues. After receiving the deceased death
certificate, the Finance department will process all dues.

As applicable in case of any of the above mentioned separation cases the HR department will provide the following
documents to the employee after submitting duly completed Form 31/ARCF/Version 1 to the HR Department:
 Relieving Certificate
 Experience Certificate

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10. Code of Conduct


Policy

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10. Code of Conduct Policy

10.1. Compliance Rules

1. Abhijeet Group is committed to a work environment that is safe and hazard free. It is the policy of the Group that
employee participation in the manufacture, distribution, possession or use of any narcotic, illegal drugs, alcohol
any other controlled substance, or being under the influence of a controlled substance or alcohol in the
workplace, will subject the offender to discipline, up to and including termination.

2. Abhijeet Group prohibits discrimination on basis of race, creed, colour, gender, age, national origin, sexual
orientation, disability, or status in connection with all activities associated with our business. We expect
employees to bring potential infringements of this policy to the attention of their HOD and/or Human Resources.

3. Abhijeet Group ensures an environment that keeps all the employees focussed. Personal calls must be limited to
emergency calls and the duration of these calls must be kept to a minimum. Meetings with personal visitors or
even personal mails must be avoided unless absolutely necessary. All personal meetings must be brief and may
only be held at the reception area so as not to disrupt the functioning of other employees.

4. We respect that our employees are individuals with their unique preferences. Dress code therefore is business
casual or the company uniform, as the case may be. When making client calls and attending business meetings,
employees are expected to dress in business formal clothing.

Personal grooming is essential and employees are required to present a neat and tidy appearance during
working hours. This applies to attire, hair, nails, and beards.

5. Abhijeet Group may employ qualified relatives or partners of employees, as long as such employment does not,
in the opinion of the Company, create actual or perceived conflicts of interest. For the purposes of this policy,
"relative" refers to spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, niece, nephew, first
cousins”. Abhijeet Group will use sound business judgment in the placement of relatives and partners, according
to the following guidelines:

 Relatives or individuals involved in a partner relationship may work in the same legal entity, as long
as no direct reporting or supervisory/management relationship exists that could influence either
employee's work responsibilities, salary or career progress.

 Relatives and partners may not work in the same department or in any other position for which the
Company believes an inherent conflict of interest may exist.

 Employees who marry or become involved in a partner relationship will be treated in accordance
with these guidelines. If a conflict (or apparent conflict) arises as a result of the relationship, the
Company will make every effort to transfer one of the employees concerned. However, placement
is not guaranteed. If placement within the Company cannot be arranged and the conflict is not
resolved, separation may be required.

 Abhijeet Group recognises that employees and their relatives or partners eventually may be
assigned to positions that create a co-worker or supervisory/subordinate relationship. In this event,
the Company will exercise sound judgment when placing employees to avoid conflicts of interest.

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6. It is the responsibility of each employee to recognise and avoid all situations involving conflicts of interest. The
following activities are regarded as examples of typical conflict of interest, and a violation of company's code of
ethics.
● Holding company property outside the work place without prior approval by management
● Engaging in activities, advising, or working with or for a competitor / supplier.
● An ownership of financial interest held by an employee or his / her family in business, which act as a
competitor, customer or supplier. (Financial interests in publicly held corporations which do not influence
business dealings are not considered a conflict of interest)
● Acceptance of gifts, entertainment or other favours by an employee or members of his family from
present or prospective competitors, customers or suppliers.
● Sharing sensitive company information with unauthorised outsiders, either during the period of
employment or thereafter

7. No employee shall participate in media broadcast or communication with the press in order that he does not
reveal business / technical information of the company which he has not been authorised to disclose.

8. No employee shall accept any pecuniary advantages for any work done by him for any public body / private
organisation without the written permission of the management.

9. No employee shall accept gifts from any supplier, contractor, customer or from any person / organisation with
whom the company has business dealings. However, it excludes gifts of a very nominal value.

10. No employee shall engage in any trade / business or consultancy during the course of his employment with the
company.

11. Any employee convicted by the court of law or arrested on any charge must report the facts to the management.

12. No employee shall attempt to bring political, government or outside pressure to bear on the management to
further his interests in matters connected to his employment in the company.

This policy applies to all categories of employment, including regular and temporary classifications.

10.2 Workplace harassment Policy

Abhijeet Group is committed to equal employment opportunity and the absence of discrimination and harassment of
employees.

Harassment may take many forms, including but not limited to:

- Unnecessary/unwanted physical contact


- Display of offensive material
- Threat of dismissal, loss of promotion, etc, on sexual or racial grounds or other protected status
- Conduct of a sexual, racial or other nature which has the purpose or effect of unreasonably interfering with an
individual’s work performance or creates an intimidating, hostile or offensive working environment
- Threatened or actual violence
- Offensive Jokes
- Abuse
- Intimidation
- Victimization, humiliation or any unwanted attention
- Threatening/offensive/lewd emails/SMSs/letters of any other forms of communication

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Abhijeet Group recognizes the right of employees who believe they have been unlawfully harassed by a supervisor,
peer, client, or vendor, to report the conduct without fear of retaliation. Such matters would be investigated in accordance
with the local law/policies. Employees in violation of the law/policies are subject to disciplinary action, upto and including
termination of employment.

10.3 Sexual Harassment Policy

Protection from sexual harassment and the right to work with dignity is a universally recognized basic human right. Our
goal is to have an environment, which supports mutual trust, promotes fairness and harmony and reduces disruption and
conflict. By eliminating discrimination and harassment we create fair procedures and practices, which complement rather
than undermine the principles of merit and good management.

10.3.1 Sexual Harassment- Definition

 It involves the misuse and abuse of power inherent in the status of the harasser to negatively affect an
employee’s modesty, work experience or career opportunities. Superiors, subordinates, colleagues, co-
workers, agents and customers: sexual harassment cuts across all lines.

 Sexual harassment is a serious criminal offence, which can destroy and shatter human dignity, confidence
and freedom. Sexual harassment can occur in a variety of circumstances wherein the victim as well as the
harasser may be a woman or a man. In addition, the victim and the harasser need not be of opposite gender.

 The Supreme Court of India defines sexual harassment as “including such unwelcome sexually determined
behaviour (whether directly or by implication) as:

- Physical contact and advances;


- A demand or request for sexual favours;
- Sexually coloured remarks;
- Showing pornography;
- Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

10.3.2 Avoiding Sexual Harassment

The Company will not tolerate sexual harassment of any kind. Prevention is the best tool to eliminate sexual
harassment in the workplace. Employees are advised to refrain from sexually harassing or offensive conduct in
the workplace. Undesirable behaviour, for example, passing unsavory remarks, lewd comments or jokes,
innuendoes and gender-based insults could be construed as sexually offensive as also unwanted physical
contact of any nature that is likely to violate one’s privacy, for example, unwelcome patting, hugging, touching a
person’s body, hair / clothing, originating or sending demeaning, insulting, intimidating or sexually suggestive
written, recorded or electronically transmitted messages included SMS/text. The aforesaid are mere examples
and do not constitute an exhaustive list.

Employees are urged to keep themselves acquainted with this Policy. Inappropriate behaviour should be
discouraged at all times to make the work environment harmonious and productive for everyone. It is necessary
to draw the distinction between a certain conduct that might be tolerated socially but may constitute harassment
in the premises of the Company. Socially acceptable behavior is hard to define; hence our suggestion to
employees is to exercise abundant caution.

10.3.3 Employee Rights

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Employees have the right to stop what they find offensive and to take action to stop unacceptable and
unwelcome behaviour. If the employee believes such behaviour towards them should stop:

 They need to tell the person exactly what they find offensive and make it clear that it is unwelcome - silence
and passiveness could be taken for tacit consent.
 If the employee finds the above difficult to do, or despite warning the behaviour continues or even where one
incident of such behaviour is totally unacceptable, bring the situation to the notice of HR immediately.

10.3.4 Complaints Procedure

 All complaints of sexual harassment are treated seriously.

 All complaints would be treated consistently regardless of the level of employees involved.

 In case an individual from HR or any senior person is involved, the incident should be reported to the CEO /
Director of the Company.

 If after the intervention of the Head of Human Resources / CEO / Director of the Company, the employee is
not satisfied with the situation or does not see any improvement in the situation then the complaint has to and
the following procedure would be followed

 A detailed description of the incident(s) and the relevant details would need to be submitted to Chairman
of the Group.

 Once the complaint has been brought to the notice of the Chairman, a Committee, of minimum 3
members with 2 female and 1 male member and 1 female member who does not belong to the Group,
would be formed.
 The appointed committee shall take immediate action by way of an enquiry.

 The alleged perpetrator would be interviewed to inform him / her of the complaint and ascertain his/ her
version of events.

 After examination of the complaint the committee shall submit its recommendations to the Chairman who
would direct the HR Head to take action as per directions of Chairman

 If a complaint is valid, immediate action will be taken to resolve the situation.

 Depending on the nature of offence, disciplinary action will be taken which may include
- A spoken or written warning
- Demotion
- Suspension
- Transfer
- Reduction in bonus, personal training and hence growth.
- Termination of service
- Any other appropriate course of action as the situation may call for

 Under extreme cases employees subject to sexual harassment may seek their own department transfer. In
the event that the sought department transfer is not possible due to business exigencies or other factors, the
Company will exercise sound judgment in determining the next course of action as appropriate.

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 If a complaint proves to be untrue or malicious, this would be regarded as a very serious matter, and would
lead to serious disciplinary action.

10.3.5 Third Party Harassment

 There exists the possibility that people from outside the Company are sexually harassing the employees or
vice-versa.

 No matter where the employees are, they should not be subjected to crude comments, suggestions or
implications of a sexual nature.

 Should such a situation arise, adequate action will be taken to assist the affected person with the complete
cooperation and support of the affected employee. The employee needs to report any such incidents to HR.

 The harassed employee must talk in concrete terms such as identifying the person harassing him / her.

 The harasser’s employer will be notified about the misconduct and their help will be sought in disciplining the
harasser. In extreme cases where the harasser may belong to an organization that is an important client /
customer of the Company, the Company would take appropriate action, including the possibility of severing
the relationship with the alleged harasser and / or the company of the alleged harasser.

 If an employee of the Company is harassing a third party and this is brought to the notice of the Company,
the employee will be dealt with on the same lines as detailed earlier in the document.

 In conclusion, while it is in the interest of the Company to promote a productive work environment, this policy
does not intend to inhibit spontaneity and communication. We want to ensure that that we can all enjoy a
healthy and harmonious working environment, based on mutual respect.

10.4 Disciplinary Procedure

10.4.1 Principles

The principles of the procedure are as follows:

 No disciplinary action will be taken until a case has been fully investigated. It may be necessary to suspend
an employee on full pay pending a full investigation. This will be for as short a period as possible and carries
no inference of guilt.

 At every stage of the procedure, the employee will be advised of the nature of the complaint and will be given
the opportunity to state their case before any decision is taken.

 The employee (victim) has the right to be accompanied by another employee during each disciplinary
interview.

 The employee (victim) will have the right of appeal against any decision made.

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 The Company reserves the right to go to any stage of the disciplinary procedure at any time during a
disciplinary matter.

 Minor concerns about conduct and performance can normally be resolved informally between employee and
Managers.

 The purpose of the Disciplinary Procedure is to ensure that serious concerns about performance or conduct
are dealt with fairly.

10.4.2 Disciplinary Procedure Stage One - Formal Verbal Warning

1. A formal verbal warning will normally be given for a minor offence, or if informal discussions have failed to
resolve a problem.

2. The employee (alleged offender) will be invited to a formal meeting during which:-
- The HOD will explain the nature of the conduct or work performance which has given rise to the
problem; and
- The employee will have the opportunity to state his/her case and explain his/her actions.
- If the explanation is not considered satisfactory, his/her HOD will warn him/her, that repetition of the
offence will lead to further disciplinary action;
- His/Her HOD will explain the action he/she must take to resolve the situation;
- Employee will be required to make an undertaking not to repeat the offence, or to achieve the
necessary standard within a specified period of time;
- Where appropriate, the employee may expect to receive help or further training; and
- A record of the discussions will be made.

A verbal warning will normally remain active for 12 months.

If there are complaints about other unrelated aspects of the employee’s work or conduct, the active verbal
warning will be taken into account in determining the disciplinary action to be taken.

10.4.3 Disciplinary Procedure Stage Two - First Written Warning

If the misconduct is repeated, or work performance continues to be unsatisfactory, or if the alleged misconduct is
sufficiently serious to warrant a written warning, but insufficiently serious to justify a final written warning, the
employee will be requested to attend an formal meeting with his/her HOD and the HR Head, during which:-

 The HOD will explain the nature of the conduct or work performance which has given rise to the problem; and
 The employee will have the opportunity to state his/her case and explain his/her actions.

If the explanation is not considered satisfactory,

 The employee will receive a first written warning. It will state that if he/she does not reach the required
standard of performance, or if the misconduct is repeated, he/she will be subject to further disciplinary action,
which could lead to his/her dismissal. The written warning will normally remain active for 12 months.

 If there are complaints about other unrelated aspects of the employee’s work or conduct, the active written
warning will be taken into account in determining the disciplinary action to be taken.

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10.4.4 Disciplinary Procedure Stage Three - Final Written Warning

If the misconduct is repeated, or work performance continues to be unsatisfactory, or if the alleged misconduct is
sufficiently serious to warrant a final written warning, but insufficiently serious to justify dismissal, the employee
will be requested to attend a formal meeting interview with his/her HOD and the Human Resources Head, during
which

 The HOD will explain the nature of the conduct or work performance which has given rise to the problem; and
 The employee will have the opportunity to state his/her case and explain his/her actions.

If the employee’s explanation is not considered satisfactory,

 He/She will receive a final written warning. It will state that if he/she does not reach the required standard of
performance, or if his/her misconduct is repeated, he/she will be subject to further disciplinary action, which
could lead to his/her dismissal. The written warning will normally remain active for 12 months. However, this
may be extended, depending on the nature or seriousness of the offence. If, during this period, there are
repetitions of this aspect of his/her conduct or work, the employee will be dismissed.

 If there are complaints about other unrelated aspects of employees work or conduct, the active written
warning will be taken into account, even though the complaint, if viewed in isolation, would not normally lead
to dismissal.

10.4.5 Disciplinary Procedure Stage Four – Independent Enquiry

Before taking the final decision on dismissal of the employee, an independent enquiry committee, comprising of
the nominated members (Lawyers, Arbitrators, Heads of Departments, and HR representatives), reviews the
case and prepares its report. On the basis of this report and other evidence, the decision on the termination of
the employee is taken.

10.4.6 Disciplinary Procedure Stage Five - Dismissal

Stage Five is the final stage of the procedure and, if the employee’s conduct or performance is still
unsatisfactory, or if alleged misconduct is sufficiently serious to justify considering dismissal, the employee will
attend and interview with a senior manager and the Human Resources Head.

If, as a result of the interview, it is decided to terminate the employee’s contract of employment, he/she will be
informed of the reason for his/her dismissal and the effective date.

10.4.7 Procedure for Appeal

 If either employee feels that he/she has been unfairly treated, or he/she is not satisfied with any decisions
made, he/she may appeal against the disciplinary action taken.

 Unless the employee is advised otherwise, they should lodge their appeal in writing with the Human
Resources Department within three working days of the disciplinary decision.

 The employee’s appeal will be heard by the next level of management.

 If the Department Head has been involved in determining the disciplinary outcome, then the appeal will be
heard by another senior manager of equal standing.

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 The employee has the right to be accompanied by another employee.

 The employee will be informed of the findings of the appeal hearing, which will either:

- confirmed the action already advised


- alter it to more appropriate action
- reverse it, thereby cancelling the action against which the employee is appealing
- Whatever the outcome, the decision is final, and no further appeal within the Company may be made.
Copies of all written communications and records kept of the appeal hearing will be retained in the
employee’s personal file.

10.5 Gross Misconduct & Summary Dismissal

Gross misconduct is misconduct which, in the opinion of the Company, is serious enough to prejudice the business or
reputation of the Company or which irreparably damages the working relationship and trust between an employee and
the Company.
It constitutes fundamental breach of contract and may, therefore, lead to summary dismissal, i.e. dismissal without notice
or payment in lieu of notice. The following are examples of behaviour, which are regarded as gross misconduct:-

- Theft, fraud, providing false or misleading information or any act of dishonesty,

- Any act or attempted act of violence or abusive behaviour towards people or property,

- Conviction for an offence which the Company considers detrimental to the Company’s reputation or which the
Company considers may adversely affect the relationships of Company with employees or clients,

- Contravention of the Group's Compliance Regulations or compliance regulations issued by the external
regulatory bodies,

- Improper dealings in securities and breaches of dealing rules and /or insider trading rules,

- Serious act of insubordination,

- Serious neglect of duties, or a serious breach of the Conditions of Employment.

- A deliberate breach of the Employment Policy or designated operating procedures.

- Unauthorised use or disclosure of confidential information.

- Gained or attempts to gain unauthorised access to confidential or proprietary information pertaining to the Group,
its clients or those of other employees of the Group.

- Harassment on grounds of sex, race, religion or disability.

- Possession, use, supplies or attempted supply of non-prescribed drugs.

- Acting or purporting to act on behalf of the Company without proper authorisation.

- Failure to disclose any of the information required by the employment rules or any other information which may
have a bearing on the performance of the duties.

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- Deliberate breach of the policies laid out in this employee handbook.

- Any other misconduct as stated by the law or the Standing Orders.

10.6 Grievance Handling Procedure

The Company has a defined Grievance handling procedure to ensure Employees are engaged and satisfied in their jobs.

10.6.1 Stage One

 If employees have a problem or grievance relating to their employment, they should discuss it informally with
their immediate superior. Most grievances are likely to be resolved satisfactorily at this stage.

 If the grievance is of a kind that an employee feels unable to raise with his/her immediate superior, then
he/she should raise it with the HR.

10.6.2 Stage Two

 If the employee is not satisfied with the outcome, or has not received an acceptable response within one
week, then the employee may refer the problem to someone at higher level of management i.e. their
Department Head. This person should not previously have been involved.

 The employee will then be invited to attend an interview. Following the interview, and possibly after further
consultation with appropriate management and their HR, he/she will be given a reply within a week.

10.6.3 Stage Three

 If the employee still feels that his/her grievance has not been resolved satisfactorily, he/she may write to
CEO / Directo of the Company in which the employee is employed. The employee should give fully details of
the problem including the reasons why he/she feels dissatisfied with the response that he/she has received
so far. The employee will then be invited to attend a formal meeting with the CEO / Director who after proper
discretion on the referred grievance which will be final and binding.

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11. Technology Use


Policy

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11. Technology Use


11.1 Philosophy

At the Abhijeet Group we share information on a need-to-know basis. This is reflected in the way we use technology in
work & communication.

We understand that employees may have access to certain information during the course of their employment. All
information must be dealt with discretion to protect the interests of the organization, its customers & shareholders.

11.2 Applicability

This policy applies to all employees of Abhijeet Group in all locations.

General Guidelines

Overview

In addition to these guiding principles, we believe that the best guides to appropriate use of technology are our core
values, the employee’s conscience and good common sense. With this in mind, always consider potential safety
hazards and possible breaches of security and confidentiality of proprietary information when using our technological
tools.

In the following, computer system includes all PCs, laptops, shared network services, proprietary software & all related
technology that can access or be accessed through them. Technology includes, in addition to the above, all other
devices or software. Employees are expected not to use Abhijeet Group technology for personal financial gain or profit.

All new joinees if their job requirement is such that work station is a must then they will be given workstations equipped
with the necessary software/ hardware. Additional software/ hardware can be requested and will be allocated once the
relevant authorities/ HOD approves the ‘need’.

Guidelines:

1. All information will be shared on a need-to-know basis. Each user will be given necessary (and restricted) access to
the computers / shared network. It is mandatory to follow the access limits strictly.

2. Employees will be held responsible for inappropriate use of information which they have access to. All passwords
must be kept confidential and computers must be locked/logged out from while away from them.

3. Carrying information in printed or soft copy is prohibited without prior sanction from the HOD. No information should
be copied illegally by any employee.

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4. No software may be installed on the computers by any employee. All software required for business purposes will
be installed and upgraded by the Technology Department.

5. Abhijeet Group has the right to monitor any and all of the aspects of its technology.

6. Using technology for entertainment is prohibited.

7. Abhijeet Group is an equal opportunity employer. We will not tolerate the use of our technologies for any actions that
are harassing or discriminatory.

8. Employees are required to read and follow the Technology Updates sent from time to time. These will include tips
for effective use of technology, information security, new technology and upgrades.

9. Technology is linked. Inappropriate use of one technology can cause unintended consequences in another. Always
consider the availability of resources for others as well as the overall operational efficiency of the technology
system.

10. All personal greetings, displays or messages on any technology must be formal and professional.

11. Not following the policy guidelines on Technology Use will immediately result in disciplinary action.

12. All questions on this policy may be directed to the HR Department.

13. A breach of any of the above guidelines may lead to strict disciplinary action against the concerned employee.

14. The IT department may send out pointers for efficient use of technology or tools, new guidelines, tips for efficient
mail/ data management etc. Employees are expected to read and action the same as appropriate. All information
requirements, queries, complaints, etc. should be directed to the IT help desk as described in the accompanying
process map.

Appropriate usage of:

PCs and Laptops

Keep in mind that the primary purpose of Abhijeet Group-owned PCs and laptops is to conduct business in line with its
values, objectives & policies. Employees must maintain Abhijeet Group’s professional image and reputation in their use
of the PCs & laptops.

They may store only work-related programs or information on their PC, laptop or the Abhijeet Group’s servers. They
must at all times be conscious that the hardware is networked and others may view files stored on their computer.
Employees will be held responsible for the data stored on their machines, its security & use.

Employees are expected to strictly comply and must never share Abhijeet Group hardware (PC or laptop) with friends or
family members.

Employees must not install unauthorized hardware devices or software on the machines that they have been assigned.

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Abhijeet Group reserves the right to replace, remove or recall hardware at any time. Separating employees who have
been assigned PCs or laptops must return them prior to leaving.

The Internet

Certain employees may be provided with access to the Internet to assist them in performing their assigned tasks. Use of
the Internet, however, must be tempered with common sense and good judgment. Abhijeet Group advises discretion in
the material viewed or downloaded by users from the Internet.

Sending mass mails or chain letters, playing games, engaging in online chat groups, printing multiple copies of
documents, or otherwise creating unnecessary network traffic etc. is not permitted. Because audio, video and picture
files require significant storage space, files of this or any other sort may not be downloaded unless they are business-
related.

Employees should not have an expectation of privacy in anything they create, store, send, or receive on the computer
system. The computer system belongs to the organization and should only be used for business purposes.

Abhijeet Group’s Email System

All messages distributed via the organization’s email system, even personal emails, are the property of Abhijeet Group.
Employees should not have an expectation of privacy in anything they create, store, send, or receive on the email
system.

Emails can be monitored without prior notification if Abhijeet Group finds it necessary. If there is evidence that the
employee is not adhering to the guidelines set out in this policy, the organization reserves the right to take disciplinary
action.

Users must take the same care in drafting an email as they would for any other communication. Confidential information
should be encrypted prior to being sent via email.

It is strictly prohibited to:

 Send or forward emails containing offensive text or images.

 Send unsolicited email messages or chain mail.

 Forward a message or copy a message or attachment belonging to another user without acquiring permission
from the originator first.

 Forge or attempt to forge email messages, or disguise or attempt to disguise one’s identity when sending mail.

Although the organization’s email system is meant for business use, Abhijeet Group allows personal usage if it is
reasonable and does not interfere with work and is in line with all above guidelines.

Software

The primary purpose of our software is to conduct business.

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Abhijeet Group owns all software and makes it available to employee according to need, under the terms of licensing
agreements between Abhijeet Group and individual software vendors. This means that all software provided to
employees remains the property of Abhijeet Group. If an employee leaves Abhijeet Group, any organization-owned
software in his or her possession must be returned to the firm.

To use resources wisely, employees are expected to learn what existing software can do. Abhijeet Group reserves the
right to revoke access to software applications or remove, delete or destroy any non-approved software on our systems
at any time.

Voice mail

The Voice Mail system is the property of Abhijeet Group and has been provided for use in conducting organization
business. All communications and information transmitted by, received from, or stored in this system are organization
records and property of Abhijeet Group.

Employees have no right of personal privacy in any matter stored in, created, received, or sent over the Abhijeet Group
Voice Mail system.

Abhijeet Group, in its discretion as owner of the Voice Mail system, reserves and may exercise the right to monitor,
access, retrieve, and delete any matter stored in, created, received, or sent over the Voice Mail system, for any reason
without the permission of any employee and without notice.

Even though Abhijeet Group reserves the right to retrieve and read any Voice Mail messages, those messages should
still be treated as confidential by other employees and accessed only by the intended recipient.

Users should routinely delete outdated or otherwise unnecessary Voice Mails. These deletions will help keep the system
running smoothly and effectively, as well as minimize maintenance costs.

In order to avoid accidentally disclosing message contents to unauthorized listeners, employees should not listen to
Voice Mail messages while using the speaker phone feature.

Remote Access

In cases where individual, job and manager characteristics are best suited to such an arrangement, employees may
access the network from home, on the road, or in a satellite location for all or part of their regular workweek.

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12. Forms Directory

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Index of Forms

1. Man Power Requisition Form


2. Summary of Resumes send by HR
3. Interview Evaluation Form
4. Reference Verification Form
5. Employment Application Form
6. Travel Reimbursement Form
7. Relocation Expenses Claim Form
8. Joining Report
9. Declaration of Home Town
10. Declaration of Nominee
11. Undertaking of Repayment of Joining and Relocation Expenses
12. Details for Group Mediclaim Insurance Policy Form
13. Probationary Performance Review Form
14. Training Need Identification From
15. Training Calendar
16. Training Attendance
17. Training Feedback Form
18. Response Sheet to be filled by HOD after Training session Form
19. Training MIS Form
20. Evaluation of Training session with KRAs Form
21. Weekly Learning Form for Trainees
22. External Training Programme Feedback Form
23. Leave Application Form
24. LTA Claim Form
25. Medical Reimbursement Form
26. Travel Requisition Form
27. Travel Expenses claim Form
28. Asset Issue Receipt Form
29. Application for Advance Form
30. Handing Over of Office Equipment Form
31. Exit Interview Format
32. Relieving Clearance Form

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Form No: 01/MRF/Version 1


Manpower Requisition Form ( MRF)

Job Profile For Candidate To Be Hired

Requisition Date: Requisition raised by:

Company Name: Nature Of Vacancy:


Position Title :
Location : New Position :
Reporting To :
Replacement against
Existing position :

New Project:

Brief Job Description:





Desired Candidate Profile:

a) Educational Qualification:

b) Technical Skills:

c) Behavioural Skills:

d) Other Skills required:

Work Experience (No of years):

CTC Range(Annual ):

HOD/ Functional Head HR Head Director / CEO

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Summary of Resumes Send by HR Form No: 02/SRHR/Version 1

Sr Posit Requi Candidate Skill Set Presen Prese Expecte Notice Tot Locatio HOD Response
no ion sition 's Name & exp t nt d CTC Period al n (Plz write yes in the
Title Date Required Comp CTC Ex appropriate column)
any p
Shortliste Rej On hold
d ecte
d

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Form No: 03/IEF/Version 1


INTERVIEW EVALUTION FORM
Date:
TELE INTERVIEW / PERSONAL INTERVIEW

Name of the candidate:

Post Applied for: Location:

Department: Organization:

Write Present Company & No of Year of Experience:

ASSESSMENT

Sr.No. Traits A B C D Comments


PERSONAL TRAITS
1 Confidence
2 Communication Skills
3 Adaptability
JOB RELATED TRAITS
1 Subject knowledge
2 Related Work Experience
3 Initiatives taken
4 Team Management
(Above parameters indicate the given ratings - A=Excellent B=Very Good C= Good D=Average )
OTHER FACTORS
Sr. No. Factors Comments
1 Location Constraints
2 Salary Expectations
3 Reason for change in
current job
4 Problem Solving Ability
5 Fitment to Job
Requirement

Other Remarks: ____________________Selected /Rejected / Hold ___________________

Interviewer(s) Name: 1) ______________ 2) ________________ 3) __________________

Interviewer(s) Signature 1)_____________2) _________________ 3)__________________

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Form No: 04/RVF/Version 1


REFERENCE VERIFICATION FORM
Name of the employee: __________________________________

Job Title in previous organization:

Dates of employment: Start: dd-mm-year End: dd-mm-year

Person & title of person providing reference info:

Former employer organization name & address with contact details:

Reporting Head:_____________________________Contact Person in HR________________________

Overall Performance Rating? Excellent Very Good Good Average


Comments:

Is he/she a good team member? Yes No

Comments:
________________________________________________________________________________

Would you Re-hire him/her if opportunity arises? YES/NO (If no please explain) Yes No

Comments:

What are his/her Strengths and Weakness?

Verified By

Name: ……………………………. Designation:……………………. Date :………………

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Form No: 05/EAF/Version 1

Employment Application Form

<Company Name>
Abhijeet Group of Companies
Regus Business Centre,
5th floor, Landmark Building,
Ramdaspeth,
Nagpur – 440010. Affix one copy of
India recent passport
Tel: size photograph
Website: www.abhijeet.in

Please complete all sections in the form.


Application for the Post of:

1. Name:
(Surname First)
2. Father’s name:
3. Date of Birth 4. Sex 5. Nationality 6. Marital Status
M F
7. Address for Correspondence with pincode:

Phone Nos. (with STD Codes) (Office)


(Residence)
(Mobile)
Fax E-mail

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8. Have you been interviewed for recruitment for any post in Abhijeet Group of Companies earlier?
If yes, for which position & Year:

9. Academic & Professional Qualifications (beginning with Graduation)

Examination / Name of the Main Subject / Year of Passing Percentage of Rank /


Degree Institute/ Board Specialization marks in Distinction,
University aggregate and if any
Division

10. Field of specialization:

11. Work Experience (Latest First): (Please use additional sheets, if required)

Organization Designation & Total Salary Period of Service


Nature of Work
Name Grade Drawn From To

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12. Details of present employment:

i) Designation of the post held:

ii) Scale of pay of the post:

iii) Whether present post is held on regular tenure / deputation or adhoc basis and since when:

iv) If on deputation, details of post held on regular basis / scale of pay and since when:

v) Name of the organization with address:

13. Achievements in the career which may support your candidature:

14. Presentations/ papers/ publications:

15. Association & Affiliation with Professional Bodies :

16. Please furnish two references


• References from relatives, friends, etc. should be avoided.

(1) Name: Fax Number

E-mail :
Address:
How does referee know you:

Tel. No.: (Off.) (Res.) (Mobile)

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(2) Name: Fax Number

E-mail :
Address:
How does referee know you:

Tel. No.: (Off.) (Res.) (Mobile)

17. Please provide any other information that may have not been covered in this application form, to support your
Application.

(Use extra page if space is insufficient)


Declaration:
1. I certify that all information provided in this application is true, complete and correct to the best of my knowledge
and belief. I understand that any false information or omission of information may disqualify me from consideration for
employment and may result in dismissal from the job, if discovered at a later date.

2. I understand that this application does not create a contract of employment nor guarantee for employment.

3. I have read and understood the above declaration before signing this.

Signature:

Place: Date:

Note: Please do not attach any original Certificates. Copies of Certificates in support of Educational Qualifications, Age,
Current Employment and salary may be attached.

Overall Recommendation: Selected /Rejected / On Hold ______________

Interviewer(s) Name: 1) _______________ 2) ______________ 3) ________________

Signature(s): 1) _______________ 2) ______________ 3) _________________

(Note: Panel is expected to arrive at a common rating if more than 1 interviewer is there)

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Form No: 06/TRF/Version 1

Travel Reimbursement Form


To,
The Head – HR

Subject: Reimbursement of Travelling Expenses

Dear Sir,
Kindly arrange to reimburse travelling expenses incurred by me towards attending interview in your organization
Interview Date: ________________________ Unit: _________________

Name of Position: _________________________ Location:_______________

Destination details:

From: _______________________________ to: _____________________________ & back___________

Mode & Class of Travel Details (Tickets/ Bills to be attached with this form)

By Air : Business / Economy class _______________________________________

By Rail: 1st AC / IInd AC / IIIrd AC / IInd Sleeper _______________________________________

By Road: Bus / Taxi / Own Vehicle ________________________________________


(In case car is used with prior approval, reimbursement @Rs.5.00 per KM is permissible)

Total Amount claimed: Rs ____________________________________

Applicant’s Name & Signature -----------------------------------------------

Approved (Rs. /Amt.) ____________________

Signature of Head – HR_______________________

Accounts department for paying Rs. ---------------------------to Mr. ----------------------------------

Cashier- -------------------------------------------- Received by---------------------

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Form No: 07/RECF/Version 1

Relocation Expenses Claim Form

Date: ___________ Unit: _________________

Designation: ________________

Name: ________________

Location: _______________

Date of Travel: ____________________

Mode & Class of Travel: ____________________

Total KM _______________

Particulars:

Sr No Name Age Relationship Destination Details Approx


fare
From To

a) Total Fare for shifting family members: Rs _________

b) * Transportation charges for shifting of household goods: Rs ___________

Total Amount: A+B Rs ______________

(Attach original copies of Ticket’s / Bills)

Claimant Name & Signature: Approved Amount: Rs____________

Head HR

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Form No: 08/JR/Version 1

Date:

The Personnel Department


Company Name____________
______________ (Base / Location)

JOINING REPORT
Under the conditions and terms communicated to me in the Offer Letter No. ___________ dated ________________; I
join duty as of today, as _______________ in ________________ Department/ Training.

Signature: __________________

Name: _____________________

Date of Joining: _____________

Signature of HR representative:

Name :

Date :

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Form No: 09/DHT/Version 1

DECLARATION OF HOME TOWN

For the purpose of Leave Travel Assistance, my Home District


i s _ _ _ _ _ _ _ _ _ _ _ _ , t h i s is based on the criterion, which has been ticked below:

1. The place declared by the employee is one which required his physical presence at
intervals for discharging various domestic or social obligations and if so after his
entry into services he had been visiting that place frequently:
or
2. The employee owns residential property in the place or is a member of the joint
family having such property there:
or
3. His near relations are residents in that place:
or
4. Prior to his entry into service, he had been living there for some years. or
This is for your information & record please.
Signature of Employee

Name of Employee Designation

Employee Code

Place of Posting

Date

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Form No: 10/DON/Version 1

DECLARATION OF NOMINEE

I declare that Mr. / Ms. / Mrs. ______________________________________ is my


nominee for all the statutory purpose. Other particulars of the nominee are given hereunder.

Age & Date of Birth

Relationship

Address for Communication:

Purpose of Declaration: For settlement of all statutory dues including PF,


Superannuation, Gratuity, Bonus, Insurance Benefits etc.

Signature of Employee

Name

Employee Code

Date

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Form No: 11/RJRE/Version 1

Undertaking for Repayment of Joining & Relocation

Date: ____________

The
HR Department
Abhijeet Group
____________ (Base Location)

I hereby declare that in the event of my leaving the services of the company within a period of 12 (Twelve)
months from the date of my joining the organization, I would surrender expenses claimed by me from the
company as joining expenses as total.

Yours truly,

Signature

Name

Designation

Employee Code No

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Form No: 12/MIP/Version-1

Details for Group Mediclaim Insurance Policy


Relationship Pre- existing disease /
Sr . Name with the Date Age Sex injury to be excluded
No. Employee from the policy________
1

10

Signature of Employee Employee Code No Date

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Form No: 13/PPR/Version-1

PROBATION PERFORMANCE REVIEW


(To be filled in by the Reporting Incharge)
Name: Designation: Department:

Date of Joining: Date of Probation Completion: Emp Code :

PERFORMANCE EVALUATION:
KEY RESULT AREAS OBSERVATION
WEIGHTAGE
(to be filled in by appraiser) BASED EVALUATION*

( To be filled in by the appraiser)


DEMONSTRATED BEHAVIOURAL ASPECTS BY THE OBSERVATION
PERSONAL
EMPLOYEE DURING THE PROBATION PERIOD BASED
CHARACTERISTICS
SUPPORTING EVALUATION EVALUATION*

Accountability/Reliability

Initiative

Team Work

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Quality/Process
Improvement

Flexibility

Judgement/Decision Making

Communication

Leadership Skills

Setting a Development
Climate

SELF DISCIPLINE
(Attendance, Punctuality,
Organizational Processes/
Systems compliance, etc)

OVERALL PERFORMANCE EVALUATION – E E / M E F / M E C / J M E / B E

AREAS OF IMPROVEMENTS:

OBSERVED SUGGESTED ACTION PLAN


IMPROVEMENT/ WHAT IS TO BE BY WHEN BY WHOM
AREAS
DEVELOPMENT DONE
NEEDS

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NATURE OF THE REPORTING INCHARGE __________________________________ DATE:_______________

COMMENTS OF HEAD OF DEPTT:

FINAL RECOMMENDATIONS:

TO BE CONFIRMED FROM PROBATION TO BE EXTENDED EMPLOYMENT CLOSURE


DUE DATE FOR MONTHS WITH EFFECT FROM

SIGNATURE OF THE HEAD OF PTT._____________________________________________DATE:_______________

OBSERVATIONS BY H.R.

ACTION/ DECISION:
TO BE CONFIRMED FROM PROBATION TO BE EXTENDED EMPLOYMENT CLOSURE
DUE DATE FOR MONTHS WITH EFFECT FROM

Signature of HR Head _______________________________________________DATE:_______________

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Form No: 14/TNI/Version-1

Training Need identification

TO BE COMPLETED BY IMMEDIATE SUPERIOR


Job Title / Role Description Dept

Provider/Training Organisation Course Title

Proposed Dates Duration Costs Location

What do you want to achieve from this training, and how will you measure and support this? Continue on reverse side and list Key
Performance Indicators (KPIs) and other measures of success.
(If training not budgeted for, please include financial justification for the training)

What are the consequences of not doing this training? When would these consequences be felt?

Training budgeted for? Does this training need arise from Capability review Other (please tick)
Please list any other roles or departments that may have an interest in this training

Signature
Date
(manager)

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 98 of 125
Version: 2, Released on: 01.06.2009

List any KPIs and other measures you expect to be impacted/improved as a result of this training course

List major actions to be taken to ensure the maximum value will be extracted from the applicant attending this course
Action By Whom Deadline

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 99 of 125
Version: 2, Released on: 01.06.2009

Form No: 15/TC/Version-1

Training Calendar
Top
ic of F
Trai a
M nin c
o g u
n Pro l
t gra t
h m y 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

O
c
t

N
o
v

D
e
c

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 100 of 125
Version: 2, Released on: 01.06.2009

Form No: 16/TA/Version-1

TRAINING ATTENDANCE

Training Program on :

Venue :

Date : Time:

Name of Faculty and Designation: Signature:

Sr. Name of Employee Designation & Signature


No Department
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25

Name and Signature

Training Coordinator

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 101 of 125
Version: 2, Released on: 01.06.2009

Form No: 17/TFF/Version-1

Training Feedback Form

Topic of Training Session: Date:

Name of a Trainee (Optional):_________

Request you to provide feedback as below:


1 2 3 4 5
Unsatisfactory Below Average Average Very Good Excellent

Course Objectives and Content

1. The training met my expectations. 1 2 3 4 5

2. The topics presented relevant to my work 1 2 3 4 5

3. The training objectives for each topic were identified and followed. 1 2 3 4 5

4. The curriculum content was organized and easy to follow. 1 2 3 4 5

5. The materials distributed were pertinent and useful. 1 2 3 4 5

INSTRUCTORS

1. The concepts and techniques explained clearly by instructor 1 2 3 4 5

2. How was the quality of instructions. 1 2 3 4 5

3. The presentations were interesting and practical. 1 2 3 4 5

4. Class participation and interaction were encouraged. 1 2 3 4 5

5. Adequate time was provided for attendee questions. 1 2 3 4 5

APPLICABILITY TO WORK

1. The ideas and information will improve my effectiveness and my result 1 2 3 4 5

2. Training gives me innovative ideas 1 2 3 4 5

PROCEDURES AND FACILITIES


1. Training session time was adequate for topic 1 2 3 4 5
2. The training and related facilities were comfortable 1 2 3 4 5
3. Good training aids and audio-visual aids were used. 1 2 3 4 5
4. Overall training rating 1 2 3 4 5

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 102 of 125
Version: 2, Released on: 01.06.2009

What additional training would you like to have in the future?

How you intend to apply the concept learnt in today’s session in your work?

Append additional comments:

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 103 of 125
Version: 2, Released on: 01.06.2009

Form No: 18/TRS/Version-1

RESPONSE SHEET TO BE FILLED UP BY HOD WITHIN ONE MONTHS OF TRAINING SESSION OF EMPLOYEE

Name of Employee :

Designation and Department :

Date :

1. How far employees successful in transferring their learning into practice.

a) Very effective b) Effective c) Not effective

2. Please state constraints, if any, which prevented employee from implementing Training plans

- Inadequate support from superiors/ peers/ subordinates


- Lack of opportunity to use skills/ learning
- Inadequate infrastructural support
-
Kindly evaluate the Training Sessions
Name of Training Session Applicability in Job
Excellent Very Average Below Unsatisfactory
Good Averag
e
1.
2.
3.
4.
5.

3. How far has this learning helped Employees in their development/ growth?

Comments by HOD

Signature ---------------------------

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 104 of 125
Version: 2, Released on: 01.06.2009

Form No: 19/TMF/Version-1

Training MIS Format


Man
Duration Hours
of of Over
Sr. Training No. of Profile of Training all Major
No Date Topics Venue Program Faculty Participants Participants (Hours) Rating Comments

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 105 of 125
Version: 2, Released on: 01.06.2009

Form No: 20/ETSK/Version-1

Evaluation Of Training Sessions with KRAs

Designation:
Name:____________________ Department:___________________
______________
Work
Reporting To:_____________ Date of Joining:________________
Location:_____________
Period:___________________

Sr. Training Sessions Performance Superior's


KRAs Self Perception Rating
No attended Parameters Decision

Performance Ratings %

Did not Perform 0 - 59 0


Met Very Few Objectives 60 - 69 60
Met Some of the Objectives 70 - 79 75
Met most of the Objectives 80 - 89 90
Met all the objectives 90 - 100 100
Exceeded all the objectives 100+ 100+

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 106 of 125
Version: 2, Released on: 01.06.2009

Form No: 21/WRF/Version-1

Weekly Learning Form of Trainees

Name of Trainee:____________________ Name of HOD:_____________________

Date: From __________ to _____________

Please give feedback on following parameters in detail


(To be Filled by trainees)

On the Job skills/ Technical Skills Learning and Development Remarks of HOD

Signature of Signature of
Trainee:______________________ HOD:___________________

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 107 of 125
Version: 2, Released on: 01.06.2009

Form No: 22/ETFF/Version-1

External Training Programme Feedback Form

Name of Employee:
Department and Designation:
Topic of Training:
Duration of Training Programme:

Questions:

1. The Training Programme met your expectations:


a. Strongly Agree b. Agree c. Disagree d. Strongly Agree

2. Presentation & Course contents of the Training programme was:


a. Very Good c. Average d. Below average
e. Unsatisfactory

3. The Training Programme would help me in improving my job performance


a. Strongly Agree b. Agree c. Disagree d. Strongly Agree

4. Would you like to attend a future programme by the same organisation


a. Yes b. No

5. Would you recommend this training session for others


a. Yes b. No

6. Overall Rating to the Programme:(Scale of 1 to 10, 1 being lowest)

7. Additional Comments and remarks:

Signature of Employee: ________________


and date

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 108 of 125
Version: 2, Released on: 01.06.2009

Form No: 23/LAF/Version-1

LEAVE APPLICATION FORM

Name: ________________________Token No. ___________Designation: ________________

Department: _________________ Leave date: from _________ to _________ ( _____days)

Type of leave requested – EL / CL / SL / Comp. Off / Leave Without Pay _____________

Reason for leave: _____________________________________________________________


Address & Contact No. during leave: ____________________________________________
_____________________________________________________________________________

Date ________________ Signature of the Applicant


_____________________________________________________________________________
Privilege/Casual/Sick leave/Comp. Off days Employee can/Cannot be spared

Balance Date__________ Sectional Head


______________________________________________________________________________
Privilege/Casual/Sick/Comp. Off/ Leave without Pay granted from _______to _____ ( ___days )

Privilege/Casual/Sick/Comp. Off/ Leave Without Pay refused for reason No.________________

Date_________ Director/ I/c HOD


______________________________________________________________________________
1) Exigencies of work 2) No Leave balance 3) Not entitled 4) Not applied in time
5) Cannot be combined with ______________ leave.

Note : Duly approved form must be submitted to Time office / Pers. dept. for further action

Corporate office: Abhijeet Group, Regus Business Centre, 5th floor, landmark Building, Ramdaspeth, Nagpur – 440010 Page 109 of 125
Version: 2, Released on: 01.06.2009

Form No: 24/LTA/Version-1

L.T.A. CLAIM Date _____________

Name __________________________________ Employee Code _____________

Designation ____________ Basic Salary _____________

Dt. Of joining _____________ Dt. Of Confirmation _____________

Leave Period __________________________ LTC. Block Year _____________

LTA. Advance (if any) _____________________ Advance Date _____________

Place Of Destination _______________________ Travel Mode _____________

Particulars Fare Mode To & Fro Fare


Self

Spouse

Children 1.
2.

Parents
Grand Total

Total Claim (in words) _____________________________________________________

_______________________________________________________________________

Personnel Dept. Accounts Dept.


Received the approved Last Claim Rs. _________
leave application for the
period specified above & Details Paid on _________
forwarded to A/C Dept. for
payment. Current Eligibility
Rs __________
Signature of employee For Block Year
Rs __________

Signature Signature Signature

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Form No: 25/MRF/Version-1

MEDICAL REIMBURSEMENT FORM Date: __________

Name _______________________________________ Employee Code _____________

Designation __________________ Grade _________ Basic Salary _______________

Dt. Of Joining __________________ Dt. Of Confirmation __________

To,
Accounts Dept.
Please reimburse my medical expenses as the enclosed Reports/Bills/Receipts, for the period from
_________________ to ______________.

Nos. Doctors / Pharmacy Name Bill/Receipt No. Amount

GRAND TOTAL: _________________

Total Claim (In words) ____________________________________________________

_____________________________________________________

Accounts Department Sign.


Bill passed for Rupees ________

Net paid Rupees ________ Checked by

For period ________

Signature of employee Balance on A/c ________


Passed by

111
Version: 2, Released on: 01.06.2009

Form No: 26/TRF/Version-1

TRAVEL REQUISITION FORM

Date:

Name: Function:

Designation: Purpose of Travel:

Age: Gender:

Travel Schedule

Date Time Place (From) Place (To) Mode of transport Remarks

Accommodation Schedule

Place Hotel Date & Time (From) Date & Time (To) Remarks

Employee Manager

Manager's comments:

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Version: 2, Released on: 01.06.2009

For use of Admin/ Travel Desk

Ticket Booked By
Travel Agent

T A Bill No.
Amount

Incase of cancellation:

Cancellation By
T A Credit Note No.
Amount

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Version: 2, Released on: 01.06.2009

TRAVELING EXPENSES BILL Form No: 27/TEB/Version-1

Date
Company Name:

Name: A/c Voucher No.

Designation: Total Tour Days

Grade: From: To:

Purpose:

TRAVELING BOARDING AND LODGING

Description Rs. Ps. Class of City Total

Total Fare : To & Fro A B C D

Boarding & lodging Days

Conveyance Charges Rate Fixed

Fixed Allowance Rate Claimed

( For Stay without voucher)

Misc. Exp.

Total Date Signature

Less Advance taken Balance payable / DIRECTOR'S APPROVAL IN CASE OF


refundable EXCESS OF AMT.

To Be filled by Accts. Travel Authorized By HOD

Debit Verified & Passed for Account Dept.

Credit Passing Authority Signature

Balance Dr / Cr. Sanctioning Authority Signature

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Version: 2, Released on: 01.06.2009

EXPENSES DESCRIPTION

To
Conveyance Date_____________ From ____________ ___________ Amt.(Rs.) Remarks
____

Total

Misc. Expenses.

Date : Signature Grade Total

ANNE
XURE
-B

TOUR DIARY - FORM

Unit____________________________

Grade
Token _____
Designation
Name __________________ No._____ _____
___________________
_____ _____
_

TOUR DETAILS

Nature of Work
Date Place Office Visited Official Contacted
done

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Version: 2, Released on: 01.06.2009

Signature & Date

Note: Approved Tour Expenses Form (with original Tour Bills) to be submitted through Admin. Dept.to Accounts Department for Settlement of
Advance.

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Version: 2, Released on: 01.06.2009

Application for Advance Form

Form No: 28/AFA/Version-1

From: To,

Employee Code:
Date:

Subject: Application Form for Imprest / T.A. / Salary Advance / Loan

Kindly allow me imprest / T.A. / Salary Advance / Loan of Rs._________________In Word Rs.
________________________________________________.

Purpose of Imprest / T.A. / Salary Advance / General Advance:


______________________________________________________________________________________________
______________________________________________________________________________________________
_________________________________________________

Previous Balance with Accounts (If any): _____________________________________________


Amount (Rs.) ____________________.

Thanking You!

Signature of Applicant Verified By

Head of Department Accounts

117
Version: 2, Released on: 01.06.2009

Form No: 29/RST/Version-1

ABHIJEET GROUP

Requisition Slip for Taxi / Car

Company Name Date on which vehicle required :

Name of the Guest/s Time from-

Coming From Time to-

Non-
Vehicle Type AC
AC

Requisitioned By(Name) Signature of requisitioner-

Approved by
Deptt. HOD

Date

Action Taken by Admin Deptt.

Name & Signature Date

Note: Approved Taxi / Car Booking slip to be submitted to Admin. Dept. well in advance.

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Version: 2, Released on: 01.06.2009

Form No: 30/AIR/Version-1

ASSET ISSUE RECEIPT


It is hereby declared by me that I have received following assets dated on…………….. From Abhijeet Group
of Company, 5th floor, Landmark Building, Ramdaspeth, Nagpur-4400010 with good working condition. I will
take all the responsibility of the same as long as it is with me.

ASSET DESCRIPTION

a) Laptop/Desktop

Brand : ………………………………

Model : ………………………………

Number: ………………………………

b) Data card
Brand : ………………………………

Model : ………………………………

Number: ………………………………

c) Pen Drive
Brand : ………………………………

Model : ………………………………

Number: ………………………………

d) Mobile / Blackberry
Brand : ………………………………

Model : ………………………………

Number: ………………………………

e) Digital camera
Brand : ………………………………

Model : ………………………………

119
Version: 2, Released on: 01.06.2009

Number : ………………………………

f) Others
Brand : ………………………………

Model : ………………………………

Number : ………………………………

ASSET RECEIVED BY

Name : ………………………………… Designation: …………………


Address : ………………………………… ………………………………...
: ………………………………… …………………………………
Email: ………………………………………………………………………………..
Issue date: ………………………………

Issuing Authority

Name : …………………………………

Designation : …………………………………

Signature of issuing authority Signature of Receiver

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Version: 2, Released on: 01.06.2009

Form No: 31/HOE/Version-1

Handing over of Office equipments

To Date:
Administration Department
Abhijeet Group,
NAGPUR

During the period of my stay in Abhijeet Group, company had provided me following gadgets:

a) Laptop /Desktop
Brand : ………………………………

Model : ………………………………

Number : ………………………………

b) Data card
Brand : ………………………………

Model : ………………………………

Number : ………………………………

c) Pen Drive
Brand : ………………………………

Model : ………………………………

Number : ………………………………

d) Mobile / Blackberry
Brand : ………………………………

Model : ………………………………

Number : ………………………………

e) Digital camera
Brand : ………………………………

Model : ………………………………

Number : ………………………………

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f) Others
Brand : ………………………………

Model : ………………………………

Number : ………………………………

As I am leaving the company, I am surrendering the above cited items in working condition.

Thanking you,

Name of Employee : _____________________

Designation : _____________________

Signature : _____________________

Signature of Admin Authority: _________________

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Version: 2, Released on: 01.06.2009

Form No: 32/EIF/Version-1

Exit Interview Form

Name: Employee Code :

Date of Joining : Date of Exit:


Company : Place :

The objective of this questionnaire is to elicit your honest feedback using which the organization can learn from its
shortcomings. All information provided by you will be kept confidential and used only for the purpose of organizational
improvement. Consider this feedback as a parting gift to us.

1 What are the two most crucial


reasons for your quitting?

2 Is there any thing that could have


been done differently that may have
affected your decision to leave?

3 Would you like to rejoin the


organization in the future? Are there
any pre requisites?

4 How did you find the morale in your


team and the Company?

5 What are the major areas that need


improvement in the organization?

6 What were the three positive


elements you saw in the
organization?

7 Did you experience growth in terms


of level and responsibilities with
adequate inputs/training?

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8 Was the job Satisfying? Did it add


value to your knowledge base /
career?

9 Were you respected as an


individual?

10 Do you feel that you were fairly


compensated for your position?

11 Did you feel your manager /


organization provided you with
enough freedom and space to allow
your creativity to blossom?

12 How does your new assignment /


job compare with that in Envision, in
terms of job specifications,
designation, and compensation?

Additional Comments

Signature of Employee: ______________________ Date: _________________

124
Version: 2, Released on: 01.06.2009

Form No: 32/RCF/Version-1

Relieving Clearance Form


Name:

Designation: Employee Code:


Department:

Permanent Address:

Personal Contact No: DOJ : Date of Resignation :

Personal Email ID: Notice Period : Last day at work :


Name of a Person
Responsible to
Department Items take the Charge Signature Remarks
Work / Activities Handover
Concerned
Dept

Employee Hand Book


HR Dept. Company ID Card
Attendance / Leave
Advance taken (if any)
Accounts Expenses settlement (if any)
Loan (If any)
Locker Keys
Car
Cell phone
Administration
Data Card
Accommodation
Laptop / PC

After completion of this form it should be handed over to Human Resource Department for
working out the Full and Final Settlement

Signature of HR
Representative:_______________ Signature of Employee:______________________

125