Relocation Policy

Policy No. Version : HR/01

Policy Effective : 01-May-14
Relocation Policy
Approved by : HR Director /
Finance Director
Prepared by : HR Manager
Purpose
This Policy lays down the guidelines, rules and procedures for employees and
new hires to undertake relocation within India arising out of and in connection
with employment with the Company.
Scope
This policy is applicable to all permanent employees on the rolls of Baxter (India)
Pvt. Ltd and any other Baxter managed operation(s) in India (i.e. Commercial,
Manufacturing, Regional, Integrated Delivery Center (IDC), Global Process
Center(GPC) etc.)
Definitions
Relocation means movement of residence arising out of and in connection with
employment with the Company. This will include:

Movement in order to take up employment with the Company;

Movement as a consequence of being transferred to different locations by

the Company;

Relocation Cost will mean expenses incurred towards:

Packing, unpacking, transit insurance, Transport of vehicle (excluding

Registration and Sales Tax), escort services, and incidental expenses
associated with such relocation as and when required;

Family will mean, for the purposes of this Policy, the employee / new joinee,
spouse, dependent children and dependent parents.

Relocation Policy

Facilities admissible on transfer from one location to another for a New Hire as
well as Existing Employee:
a) Cost of travel:
Employees will be reimbursed cost of travel for self and family in the entitled
mode and class of travel as per the India Travel Policy. Family will comprise of
spouse, children and dependent parents. Please contact HR to know your travel
entitlements.
b) Transportation of personal effects:
The Company will arrange for and bear the cost of packing, insurance,
transportation and octroi of personal effects at actuals to the place of transfer.
For this purpose the authorized Purchase/Administration department personnel
shall tie-up with reputed packers and movers for ensuring that the personal
effects of employees are packed and transported safely and at optimal costs.
However, in cases the employee has special requirements for packing etc., the
cost of the same will have to be borne by the concerned employees.
c) Facility to avail hotel accommodation on transfer:
Employees may claim reimbursement of actual expense for staying in a hotel
along with his family, as well as the associated meal expenses, as per his
hotel/meal entitlement, both at their present station prior to moving and
subsequently to the place of transfer for packing, unpacking and settling their
residence. Please check with HR for your entitlement. The duration of such stay
will be upto a maximum of 15 days at both locations. It is expected that wherever
hotel accommodation is availed of, employees will manage extra beds in a
double-room rather than having an additional room.
d) Vehicle entitlement on transfer
Upon transfer, the employee is entitled to use a vehicle at the place of transfer
upto a maximum of eight hours per day to enable him to locate a residential
accommodation and liaise with various schools. The local conveyance
entitlement will be on the same basis as under the India Travel Policy.
Additional Facilities admissible for existing employees only on account of
Company initiated Internal Transfer or Promotion from one location to
another

Relocation Policy

a) Visit to new place of posting prior to internal transfer:

Employees are permitted to make one visit prior to transfer along with family
(comprising of spouse and children only) for a maximum of 7 days exclusive of
traveling time for finalization of residential accommodation and school
admission etc., at the place of transfer. The hotel and meal entitlement will be on
the same basis as under the India Travel Policy.
The employee can also use the vehicle entitlement mentioned above during prior
visit to locate a residential accommodation etc., however, the vehicle entitlement
can be used upto a maximum of 15 days both prior to or after transfer, as per his
local conveyance entitlement laid down under the India Travel Policy.
b) Housing at new place of posting
Employees getting transferred will make their own housing arrangements.
Employees will be eligible for reimbursement of Brokerage at the rate of one
months rent payable on submission of receipt from the Broker concerned.
As per Company rules, for Directors the accommodation can be taken by the
employee on company lease. For this purpose, the Administration/HR
Department shall extend all possible help to the employee in locating, identifying
and finalizing the house.
c) Resettlement Allowance:
Employees will be paid resettlement allowance equivalent to one month of
Annual Base Salary (ABS) as on date to meet incidental expenses. This allowance
is payable to the employee on the completion of his/her transfer to the new
location of posting and is paid via payroll as a fully taxable component.
d) Assistance for school/college admission
To compensate for the cost of admissions to schools/colleges, donation and for
uniform/books, a one-time reimbursement up to Rs.15,000/- is admissible per
child subject to a maximum of two children.
The employee should obtain receipts for claiming reimbursement of such
expenditure. Where no such receipts are available, the approval of Director HR
and Director Finance should be obtained.

Relocation Policy

The above entitlements will not be applicable in cases of self-initiated transfer

and in such cases only the facilities admissible to new hires outlined in the
policy shall apply.
Claiming process
All the above expenses incurred on relocation to be claimed through concur with
necessary proofs. Please check with Finance/HR for the process of claiming the
expenses. Resettlement Allowance will be advised by respective HR Managers as
part of their Payroll inputs.
Recovery clause
In the event that the new hire/Internally transferred employee chooses to leave
the services of the Company before 12 months of continuous employment (or
serving notice period), all expenses paid towards relocation and resettlement
amount will be recoverable prorated for the period short of 12 months from date
of relocation.
Note
The employee must seek prior approvals for commercial booking / ticket
booking / agents etc. from HR/authorized personnel.
Expenses incurred towards relocation would be reimbursed subject to terms and
conditions and only with prior approval.
General
In case there is need for any clarification with regard to this Policy, the same
should be directed to the Human Resources function. The latters views in terms
of interpretation of the Policy will be final and binding.
Any exception to this Policy will require the written approval of HR/Finance
Director or an authorized designated person.
The Company reserves unconditional rights to change, modify, abrogate and/
rescind any part or whole of this Policy at any time.
Any tax liability arising out of this Policy, on account of existing or future
legislation, will be on the employees account.

Relocation Policy

Policy approved by:

Ongmu Gombu,
HR Director
Date

Sandeep Devgon
Finance Director
Date

Policy Checked by:

Vaishali Srivastava
HR Manager
Date: : April 16, 2014
Policy Prepared by:
Ashima Raju
Assistant Manager, HR
Date: : April 16, 2014
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