RESOLUTION OF EMERGENCY ISSUES AND BACKLOG

1. Procure to Pay
Step1: Every EARTHIAN must give the Material/Service Requirement (Quality,
Quantity and Time)
filled in the “Material Requisition Form” ( Ref attachment 1 ) to Mr. D. D.
Gupta. Also, if the
person knows any vendor for the same, he/she can provide the contact
details, and quotation
to the Purchase Department. Every employee will have to give his/her
requirements at least 2 week in advance. However for any immediate
requirement, one can submit it to the board.
Step 2: After receipt of the requirement in the designed format, the Purchase
Department will
verify the rates/quality etc.
Step 3: Purchase Department will thereafter issue a “Purchase Order” (Ref.
attachment 2) till 2 pm, next day and maximum within 5 days.
Step 4: All the bills will be submitted in the purchase department for verification.
Step 5: For bills submitted till 2 pm, if there is any problem with the bill it will be
returned back by
6’ O clock on the same day to the concerned person. No bill will be
accepted if not supported by PO, if the service is rendered or order placed
on or after 22.07.10.
Step 6: Bills submitted against the “Purchase Order Form” will be cleared on the
next working day.
(subject to the Bill being supported by the Purchase Order issued)
Step 7: Any issue request will be routed through Stores Department by filling
the “Material Issue
Form” (Ref attachment 3)
Step 8: Stores Department has to issue the material with a max Turn Around
Time of one hour
provided the material is available.

Note 1: After 22.07.2010, no bills will be accepted by purchase department, if not

supported by Purchase Order sanctioned by Mr. D. D. Gupta.
For example, if somebody is submitting a bill on 09.08.2010, not supported by a
Purchase Order, and the services rendered/order placed were after 22.07.10, bill
won’t be accepted by purchase department.
2. Documents and Cheque Signing

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RESOLUTION OF EMERGENCY ISSUES AND BACKLOG
Step 1: The approved folder will be handed over to Mr. Ratan Vijayvergi for
preparation of Cheques.
Step 2: Mr. Ratan Vijayvergi will prepare cheques on the same day if the payment
advise is cleared.
Step 3: Mr. Ratan will get all the cheques signed from all the Directors between –
10.00 am to 10.30 am

3. EA Duty 1 : Organize Meeting with Directors ( Request to work

done )
Step 1: All the employees should ring/meet EA and request for meeting with
Directors
Step 2: Give all details to EA on phone/paper as to why you want meeting with
Directors
Step 3: EA will check with the Director for all the requests and get approved a
time for seeing/talking
with each person.
Step 4: Inform concerned person on mobile for the meeting / confirm through
SMS.
Step 5: Seat the guest /employee
Step 6: Get the meeting done on time
Step 7: Take next action as told by the Director
Step 8: Chase till matter is closed.
Step 9: In case of Emergency, EA must check with Director and usher in the
person at the first opportunity.
Note: - Nobody will call the directors directly until and unless a very major issue
arises. EA should note down the matter for the concerned person and inform the
same to the Director and get it resolved.
4. EA duty 2 : Help Director’s schedule their day /connect with
stakeholders
` Step 1: EAs have to be updated about Director’s schedules / appointments /
meetings during the day
Step 2: Maintain Director Diary / Scheduler / Calendar
Step 3: Inform Director about any particular event or meetings. Circulated
agenda/note for meeting among all 4 Directors and for meeting with teams /any
other internal group/external groups/invitees
Step 4: Take calls. In their absence, divert to other Directors / Managers if
appropriate

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RESOLUTION OF EMERGENCY ISSUES AND BACKLOG

Note 1: Nobody will ask for Access Cards from the EAs or request for opening of
cabins
Note 2: You should not come to the EA and ask for Director’s presence again and
again.
Note 3: One cannot meet the Director without an appointment, unless emergency

5. Office Practices
5.1Working Days Policy: - Six days Week
- One day a week off for every Employee is a must. i.e. working on Sunday
would entitle you for compensatory off.
5.2Taxi Service to be provided if the work has to be completed and individual has
to stay beyond 10 pm
Permission must be taken and pre/post taxi slip be signed by the Director
5.3 Handover to be given a day (redirect your number to him / leave a note on
your table – please go to……………..) in advance if taking a planned leave.
5.4 Lunch timings to be between 1.00 PM - 2.30 PM – 45 minutes can be taken
5.5 Front Office Executives cannot leave the reception together – one at a time
for everything. If only one is present, assign a peon or another competent
person for the desk.

6. Cash Policy
6.1 All the Bills will be submitted to Mr. Manish Sharma between 10.30 AM -
12.30 PM. All the Bills to after 12.30 pm will be submitted to the Control
Desk(Suraj) just for delivery to Manish next day at 10.00 am
6.2 Mr. Manish Sharma must check/verify the bills between 12.30 PM - 4.00 PM
every day. No one is to disturb Mr. Manish Sharma during 12.30 PM - 4.00 PM.
No exceptions will be accepted here.
6.3 Payments will be released next day between 4.00 PM - 7.00 PM. If anyone is
not able to take the payment next day, he can take the payment next to next
day but only between 4 to 7 pm.

7. HR responsibility

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RESOLUTION OF EMERGENCY ISSUES AND BACKLOG
7.1 HR is to provide a list of requirements for the new employee and notify the
relevant departments. Relevant departments include front desk, IT, Purchase and
accounts.

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