Professional Documents
Culture Documents
HR M Annual Policies 201516
HR M Annual Policies 201516
Revision No. 01
Date 23.03.2015
HR MANNUAL
Page No.
Table of Contents
Sr. Page
Description Doc./Rev.No./Date Remarks
No. No.
1 Introduction --------- 02
2 Director’s Message --------- 03
3 About Company --------- 04
4 Company’s Vision --------- 05
5 Organizational Chart 01/01/23.03.2015 07
6 Recruitment Policy 02/01/23.03.2015 08
7 Probation 03/01/23.03.2015 12
8 Confirmation 04/01/23.03.2015 14
9 Leave 05/01/23.03.2015 16
10 On Duty Outstation Trips 06/01/23.03.2015 21
11 Gate Pass 07/01/23.03.2015 34
12 Reimbursement of Conveyance 08/01/23.03.2015 36
Expenses
13 Increment 09/01/23.03.2015 38
14 Mobile 10/01/23.03.2015 40
15 Staff Transportation Facility 11/01/23.03.2015 41
16 Complementary Services/Transactions 12/01/23.03.2015 42
17 Rewards & Recognition 13/01/23.03.2015 44
18 Policy for company uniform 14/00/23.03.2015 47
19 Scrap and Waste Management 15/00/23.03.2015 49
20 Security Mannual 16/00/23.03.2015 52
21 Provident Fund Policy 17/00/02.05.2015 64
Introduction
The policies stated in this handbook are subject to change at any time at the sole
discretion of the Company. From time to time, you may receive updated information
regarding any changes in policy.
The contents of this handbook are not intended to create a contract or agreement
between the Company and you. For those employees in a position covered by a
collective bargaining agreement, you should refer to the agreement which governs your
terms and conditions of employment.
There are specific procedures for many of the general policies stated in the handbook.
Please direct any questions to your manager, department head, or to Human
Resources.
Director’s Message
To,
All Employees
We make every effort for our employees to have a constructive work environment
with co-staff/workers. We recognize that our employees are one of the keys to our
achievement and to support them we offer;
Training
Career opportunities (we promote from within whenever possible)
Vijay Sanghvi
Managing Director.
Ratnaveer attempts to replicate the success of our past ventures in the field of
manufacturing high quality hooks & sheet metal products made from stainless steel.
Ratnaveer boasts of large manufacturing capacity and state-of-the art technology to
offer products of international quality. This has given it the confidence to explore the
international markets and gain acceptance to all across the world. A professionally run
organization.
Ratnaveer committed towards its clients, suppliers, employees and the society. It
is the sincerity and a constant effort towards striving for perfection that has created a
name Ratnaveer its parameters.
Vision Statement
Vision statement 2015 ~ 2016 Date: 1.4.2015
Ratnaveer Stainless products Pvt. Ltd. envisions being a Rs. 201 Cr. Turnover company;
it strives to bring all the facilities i.e. melting, washer unit, finishing line, rolling division and
diversified production line/ shop, under RSPPL flag ship in close vicinity (under one
premise).
Mission Statement:
We recognize that our success as an enterprise depends on the talent, skills and expertise
of our people and our ability to function as an integrated team. We appreciate our diversity
and believe that respect for our colleagues, customers, partners, and all those with whom
we interact - is an essential element of all positive and productive business relationships.
We understand the importance of our missions and the trust our customers place in us.
With this in mind, we strive to excel in every challenge with a determination to succeed.
Our Core Values:
We make every effort for our employees to have a constructive work environment with co
staff / workers. We recognize that our employees are our internal key stakeholders we
values their contribution by offering them:
1. Safe, Healthy & Happy work place.
2. Open Book Management style.
3. 360 Degree performance Management feedback system.
4. Fair evaluation system for employees.
5. Knowledge sharing.
6. Highlight performers.
7. Open House discussions and Feedback Mechanism.
8. Reward and Applaud.
9. Training/Coaching and Mentoring.
Operating Behaviors:
1. Put customers first
2. Honor commitments
3. Promote Teamwork
4. Execute Rapidly
5. Be open & transparent
6. Take personal responsibility for results.
7. Take pride in our work
8. Prioritize and focus on what matters the most
Welcome To Human
Resource Policy
Manual
ORGANIZATION CHART
MD
Vijay Sanghvi
Director VP GM GM DGM
Commercial HRD/Admin Procurement Marketing
Manager
Excise &
MR/MA Manager Manager Manager Dy. Asst. Manager
QHSE NPD Quality Tool Manager Production Unit-2
(Finishing Line) Asst.
Manager
Export
Dy. Manager Maintenance
Production
Unit-1 Sr. Exe.
Marketing
G.M. (HRA) V.P. (Comm.) Director M.D.
RSPPL/E77/GIDC SAVLI page 7
RSPPL/DOC/HR/MANN/02
Revision No. 01
Date 23.03.2015
HR MANNUAL
Page No. 1 of 4
POLICY :-
PROCEDURE :-
a) The HR department may approach the exiting employees for reference of any
known candidate.
b) The HR department shall refer to the data bank and if suitable applications are
available may send it to the respective unit within three days of the receipt of the
requisition.
NOTIFICATION
(C ) PRELIMINARY SCREENING :-
a) On receipt of the applications, HR carries out the preliminary screening of all the
applications and prepares a separate file of candidates as per the position/s
within a week of the last date of receipt of the application and gives it to the
concerned Departmental Head for short listing. The concerned Departmental
Head shall return the shortlisted file to the HR Dept within seven days of its
receipt.
a) The call letter giving details about the Venue, Time & Place along with the
Application Blank form shall be sent to the applicant within two days of the
receipt of shortlisted file. The candidate shall bring the duly filled up form back at
the time of interview. HR Dept shall also inform the Interview Panel of the Time,
Date and Venue. The Gate & Reception is informed so that the necessary
arrangements can be done.
a) The interview & the test if required (whatever the case may be) shall be so
arranged that the candidate completes all requirements in one day. The
candidate(s) called for interview, should be received/attended well. Each
member of the Interview Panel records the evaluation. The HR department can
check on the references, the traits of the candidates and fitment to the Salary
structures after the final decision of selection is given by the Technical Team.
(H) TESTIMONIALS :-
a) All the documents regarding the claims made by the candidate shall be checked
by H.R. department before issuing the Offer Order/Appointment Letter.
a) For those selected, the offer letter shall be issued as per standard format, a copy
of the same is attached. A detailed Appointment Letter shall be issued to him on
the date he joins the services of the Organization.
(L) RECORDS :-
Personal data
Interview Records
Appointment letters
POLICY GUIDELINES :-
1) Probation shall be for 6 months. During the period of probation, a review will be
done in writing every three months. If in review the report is not good than the
same would be communicated to the employee as feedback and also for
improvement.
2) A final decision is communicated to the HR Department five days before the
expiry of probation.
3) The employee must receive a letter of confirmation or adverse communication
one day before the expiry of probation.
4) If in spite of feedback for improvement there is no major improvement and/or the
employee is not suitable for job, termination of job would be recommended.
Where termination is recommended, the employee must be given an option of
resigning gracefully. Decision of termination is at the discretion of the
Departmental Head.
5) No extension of probation to be given except with the concurrence of the MD.
6) No increment to be given at the time of confirmation unless specifically
committed at the time of selection and a note to this effect is there in the personal
file. The offer letter should clearly mention the date of next increment.
7) If we wish to absorb a trainee who has spent a year with us, he should not be put
on probation. In case he / she are not found suitable, the same should be
communicated fifteen days before the expiry of the training period. In no case the
training period of a trainee can be extended.
8) In no case should the total probation exceed Six months.
PROCEDURE :-
1) Fifteen days before the completion of probation, H.R. should send Appraisal form
to HOD of the respective employee.
2) The duly filled form shall be returned to the H.R. dept. within five days.
3) On receipt of Appraisal report, HR will prepare the letter and hand it over to the
concerned employee. The second copy of the Letter is to be signed by the
employee and the original is to be retained by the employee.
4) The duly signed letter of confirmation is issued by the HR dept. on the date of
completion of the probation.
5) A duly accepted copy shall be given back to HR to be placed in the individuals
personal file.
POLICY GUIDELINES :-
1) The employee performance is evaluated on periodical basis as this would help build
transparency in rewarding and recognizing the employee.
2) This would also help to confirm the employee in the services of the Organization.
3) The employees would be evaluated on four broad parameters.
The performance of the employees
The tenure with the organization
The attendance of the employee
The Behavior of the Employee
4) The company may not confirm the employee if either of the criteria is not met.
PROCEDURE :-
1) The employee will have perform consistently on all the four criteria on a regular
basis no spike in the performance will be acceptable.
(A) Performance Parameter :- The employee shall be rewarded and recognized
based on the performance. The parameters of the performance are annexed.
(B) Tenure with the Organization :- The employee should have worked for a
minimum period of Six months with the organization.
(C) Attendance :- The employee should be regular in his attendance, the one with
least number of absence from work shall be preferred over the other with more
number of days of absence.
(D) Behavior of the Employee :- The employee’s behavior should be acceptable at
the shop floor with his colleagues, Superiors and the Subordinate. The list of the
misconduct is as per the Standing Orders.
(E) Observation of the Supervisor :- The observation of the Leadership Team as
well as the Supervisor would also hold well when finalizing the candidate for
confirmation.
(F) Personal file :- All the aforesaid parameters shall be documented and a
personal file of each and every will be maintained.
(G) Consistency :- All the aforesaid parameters the employee has to consistently
perform that would help an employee and no spike of any of the parameters shall
be acceptable.
(H) Discretion :- The Company has a sole right to decide whom to be confirmed or
not, if no candidate is found suitable for confirmation in the services of the
organization the company may not confirm also.
In no year the number of candidates shall exceed a limit of 20
employees and if there is a shortfall the same shall not be carried forward.
POLICY GUIDELINES :- Employees shall be entitled for the following types of leave.
Each type of leave is intended for specific purpose and shall be availed accordingly. The
entitlement, eligibility and other rules shall be as follows :
(1) Each type of leave is intended for a specific purpose and has to be availed
accordingly. No weekly off and/or paid holiday shall be part of leave if any of it falls
during the leave period.
(2) Availing of leave in terms of quantum as well as specific time shall not be a matter of
Employee’s right and sanctioning of whole or part of requested leave, shall be at the
sole discretion of the Management keeping in view business and operational needs.
(3) The leave year shall be for the Calendar year, i.e., January to December.
(4) Leave shall be credited to the Employee’s account on 1st day of January every year.
In case of a probationer, the leave for the first time shall be credited at the time of
his/her confirmation in the services. In case an Employee who has worked only for a
part of the Calendar year, leave shall be credited on pro-rata basis rounded off to the
nearest half day considering the months of service.
(5) Each confirmed Employee shall fill up the leave in leave portal shall be open for 5
days only. Employee will not be able to fill up leave after 5 days (On completion of
leave)
(6) HOD should authorized leaves in leave portal.
(7) Absence without sanctioned leave shall be considered as unauthorized absence.
PROCEDURE :-
(1) Casual leave is intended for the purpose of meeting the needs arising on account of
personal work and exigencies or unforeseen circumstances.
(2) Employees shall be entitled to 06 days. Casual Leave per calendar year, i.e.,
January-December.
(3) Availing Casual Leave shall not be permitted and only a maximum of 2 days Casual
Leave at a time shall be permitted.
(4) Casual Leave shall not be combined with any other leave.
(5) Wherever possible prior sanction shall be obtained for availing Casual Leave except
in case of urgent unforeseen circumstances. In such cases, the Employee shall
communicate to his/her immediate superior his/her inability to attend to his/her duties
and shall submit leave application immediately on resuming of duties.
(6) Any un-availed Casual Leave at the end of calendar year shall lapse.
(7) The Employee shall be eligible for Casual Leave during probation period on prorate
basis.
(8) Casual Leave may be prefixed or suffixed to a paid holiday but shall not be both
prefixed and suffixed to a holiday. In case this happens the paid holiday/ Weekly Off
shall be considered as leave or LWP in case leave balance is exhausted.
(1) Sick leave is intended for the purpose of meeting the sickness or medical reasons.
(2) Employees shall be entitled to 06 days Sick Leave per calendar year, i.e., January-
December.
(3) Sick Leave shall not be combined with any other leave.
(4) Any un-availed Sick Leave at the end of calendar year shall lapse.
(5) The Employee shall be eligible for Sick Leave during probation period on prorate
basis.
(6) If employee apply for more than 2 days sick leave he has to submit medical
certificate from registered medical practitioner (M.B.B.S.)
(1) Privilege Leave is intended for the purpose of meeting the needs arising on account
of Social obligations or recharging oneself. Since Privilege Leave is normally to be
taken for longer duration, the Employee shall plan it well in advance and inform the
leave sanctioning authority of intended leave plan.
(2) Every one shall be entitled for 21 working days leave in a Calendar Year.
(3) Every employee should avail 12 working days of Privilege Leave in a calendar year.
Balance leave in encashed every year.
(4) Employee shall normally be permitted to avail privilege leave only three times in a
calendar year. However, under exceptional circumstances, the Management at its
sole discretion may allow the employee to avail privilege leave more than three times
in a calendar year.
(5) Application for privilege leave has to be made at least 15 days in advance and the
Employee can proceed on leave only after it is sanctioned. Mere application shall not
confer the right on the Employee to avail the leave. The decision of sanctioning/non-
sanctioning of the leave shall be communicated within three days of the date of
submission of the Leave Application form/card.
(6) The Supervisor at its sole discretion may grant advance privilege leave in such
cases where the Employee does not have any leave to his/her credit and is forced to
take leaves. The advance privilege leave so granted shall be adjusted against the
privilege leave to be earned by the employee during the subsequent period of
employment. In case the Employee ceases to be in the employment for any reason
whatsoever before all the advance leave availed is adjusted, the amount equivalent
to the salary for unadjusted number of days leave shall be recovered from the
employee or adjusted from any dues payable to him/her. The salary for this purpose
shall be the last drawn salary by the employee and shall be the same as mentioned
in point 9 of this procedure. The advance PL shall be granted only on the
occurrence of following incidences in the family.
(7) In case an Employee remains absent or on Leave Without Pay during the year such
period would not be considered while calculating the Privilege leave.
(10)In case, leave is availed without obtaining prior sanction, the Employee shall gain
sanction immediately on resuming of duty. In such cases, the Management shall
have the right to reject the leave and term it as Absence from duty.
(11)Absence without sanctioned leave shall be considered as Unauthorized Absence.
(12) Employee desirous of extending the leave shall obtain the sanction in advance
before the commencement of such extension.
(13) Employee while proceeding on leave for more than one week at a time shall give
his/her contact address during the leave period.
(14) For calculating accrual of privilege leave, fraction of a day equal to half or more
shall be treated as one full day’s leave and fraction less than half a day shall be
omitted.
(15) The minimum period of Privilege Leave shall not be less than 3 days.
(16) Any employee eligible to and wishing to avail Leave Travel Assistance facility will
have to take minimum 05 (five) days of Privilege Leave without considering
prefixed and suffixed holidays.
(17) Any Paid Holiday / Weekly Off falling within the period of PL shall not be
considered as leave.
(1) This leave shall be granted to female employees as per the provision of Maternity
Benefit Act, 1961.
COMPANSATORY OFF :-
(1) Compensatory off will be given to those employees who have actually worked of
Holidays or for extra hours (more than 5 hrs a day) on working days. Employees
are required to fill up Extra work done form kept Time office.
(2) Person has to avail those C offs within 2 months else will Lapse .Max 3 C offs
can be availed at a time .C offs can be availed along with Leaves other than Sick
Leave.
(1) As far as possible HOD should ensure that work is completed in working Hours.
Extra work must be avoided and not permitted in normal working condition.
(2) In case of necessity, the Extra hour of work done should be adjusted against C
Off provided it fulfils terms to avail C Off .as early as possible.
(3) Prior Approval from M.D. and HOD is must to call an employee for Extra work
(O.T.) with proper justification.
(4) C Offs can be availed as pre fix or Suffix of Casual and Earned Leaves (PL) only.
(5) Work done during O.T should be submitted to Time office along with Extra work
done Form.
(6) No Payments shall be made against O.T.
Director
VP/GM
DY.GM/AGM/Sr. Manager
Manager/Dy. Manager
Asst. Manager/Sr. Executive
All others
DIRECTOR / 2nd AC OR for distance more than 500 km. At actual if the distance
VICE or beyond 1 hr of air travel, air ticket can be from the nearest railway
PRESIDENT taken of “no-frill” airline like spice jet, Air- station is 50km or more
Deccan etc. and the cost should not be more than taxi should be engaged
than 10% of 2nd AC rail ticket to the on a daily rate basis.
destination. The plane can be boarded from. If A/C taxi is required under
compulsion then prior
written approval should be
obtained.
If travel is carried out during day time, then only ordinary bus fare will be allowed, for
night bus travel sleeper coach rte shall be applicable.
Employees should find the accommodation to the nearest place of their work area.
Employees should find the accommodation to the nearest place of their work area.
GM/DGM 1.Rs.500@+50*
2.Rs.250**
AGM/Sr.Manager 1.Rs.400@+50*
2.Rs.200**
1.Rs.300@+50*
Manager/Dy.Manager/Asst.Manager 2.Rs.200**
Sr.executive & Others.
For daily allowances employee can claim option 1 or option 2. (Employee will have
to stick the one formula for his whole tour. i.e. either option 1 or option 2.
Subject to submission of bills (this bills should not include the bills of tea, water,
small snacks like wafers, biscuits etc.)
For miscellaneous expenses, it can be claimed without submission of bills (these
items should not be clubbed with billed items. The misc. items like tea, water, small
snacks, like wafer, biscuits etc will be included in this amount.)
Subject to maximum of 10% of their corresponding daily hotel allowances per day.
This allowance can be claimed without submission of bills but should not exceed this
limit.
No lodging allowance shall be paid for trips returning on the same day.
PROCEDURE :-
(11) All employees shall have to submit his travel expenses in the prescribed
format (Annexure )along with necessary bills to the accounts department and
approve it from the respective authority within seven days of returning from
tour, if the concern authority is absent then the account should be approved
from the other prescribed authority. On failure of this the amount will be
considered as advance and will be deducted from the employee’s salary.
(12) Any amount remaining out of the travel advance should be deposited with the
treasury along with the travelling voucher.
(13) If two employees share hotel or meal or any other facilities, then the same
shall be claimed by only one employee and not by both.
(14) All claims on telephone, internet, and fax expenses should be supported by
valid bills or receipts. Any amount claimed without supporting bills /receipts
shall not be reimbursed.
(15) Admin will check his eligibility and pass eligible amount and send the travel
bill to cashier.
(16) Cashier will vouch the advance etc. on the travel bill along with necessary
vouchers and a print out of individual advance ledger it to the Management
for final approval on fortnightly basis as under:
(17) After management approval, travel bill will go back to cashier, cashier will
account the expenses and pay/receive the difference and debit his personal
account with the advance recovered from his travel bill and square off the
advance.
(18) Ticket cancellation: employees should take considerable care to cancel the
booked tickets in case of cancellation of the trips on whatsoever reason, well
in advance in order not to have any deduction in the fare. Any deduction in
the ticket fair due to late cancellation shall be recovered from the respective
employees.
(19) Any expenses made beyond the approved level has to have special approval
of the Managing Director, otherwise such expenses claimed shall not be
reimbursed.
(20) This is not a benefit and hence no employee will have the right to claim any
benefit out of travel expenses.
(21) In case of emergency travel on verbal instruction of HOD or Director, then the
same should be formalized immediately on return by the respective
employees.
TOUR APPLICATION
Date :-___________
From To
Sr. No.
Date Place Time Date Place Time Remarks
1
2
3
Details of advance/impreast Required :-
IMPORTANT CONDITIONS
1) In case of unplanned journey the travel tickets should be made through authorized
travel agents only.
2) For every journey, prior approval of HOD has to be taken and in case where it is not
possible to take approval on hard copy, it must be taken through soft information as
SMS, whatsapp etc.
3) Advance/impreast, if taken, must be settled within 7 days of completion of journey.
4) Advance/impreast taken must be settled within 7 days.
5) If stay is for 2 days or more. Tour report must be submitted along with bill
submission.
Note :- 1) Travel program need to be planned well in advance to avoid extra charges
and confirmed seats
Note:- 1) Travel program need to be planned well in advance to avoid extra charges and
confirmed seats.
2) In case of unplanned journey the travel tickets should be made through authorized travel
agents only.
3) For every journey, prior approval of HOD/MD has to be taken and in case where it is not
possible to take approval on hard copy, it must be taken through soft information as SMS,
whatsapp etc.
4) Advance/impreast, if taken, must be settled within 7 days of completion of journey.
Date :- _______________
IMPORTANT CONDITIONS :-
1) Prior approval of HOD and MD has to be taken and in case where it is not possible
to take approval on hard copy, it must be taken through soft information as SMS,
whatsapp etc.
OBJECTIVE :- => To ensure that employee does not remain absent for
very small personal work.
=> Discipline & Control
POLICY GUIDELINES :-
(1) This system shall be applicable to all the employees including Trainee,
Workmen, Staff and Executives but excluding employees claiming OT.
(2) Authority to sign the Gate Pass shall be of Departmental Head or the next Sr.
Person of the department in his absence. However, during 2nd and 3rd shift
working, the authority to sign Gate Pass shall be vested with Shift In charge.
(3) The Personal Gate Pass to the employee may be provided in order to enable him
to attend his personal matters provided; he can convince his Departmental Head
about the urgency of the situation. An employee cannot take the Personal Gate
Pass as personal right.
(4) In case employee fails to return within 2 hours from ‘out going time he shall loose
half day of CL or half day wages in lieu of CL.
(5) The computation of wage for the purpose of deduction shall be based on Basic
and all other allowances.
(6) The employee who is leaving the premises with personal gate pass shall be
allowed to travel by company owned vehicle or company engaged contract
vehicle subject to availability of space.
(7) The employee with Personal Gate Pass shall not be eligible to claim any
conveyance in case he travels by Public Transport.
(8) The security personnel shall not allow an employee to leave the premises even
for shorter time duration without duly sanctioned Gate Pass.
PROCEDURE :-
(1) The employee who would like to avail Gate Pass facility has to collect gate pass
from personnel department.
(2) The employee desirous of leaving the premises on official or personal ground
shall fill-up the gate pass and approach the gate pass sanctioning authority for
his approval.
(3) He shall thereafter make ‘Out Going’ entry in the register maintained at the gate
and proceed to security for handing over the gate pass. In case the employee
returns to the company during his working hour on the same day he shall inform
the security personnel to make entry of his ‘incoming timing’ in his Gate Pass, he
shall also make inward entry in register.
(4) The Personnel Department of the company shall collect all the Gate Passes from
Security gate on the next day morning and compare with register entries and
make entry in the attendance register indicating GP for Gate Pass along with Sr.
No. 1, 2 & 3. Indicating number of occasion on which an employee has taken
Gate Pass. The Personnel Department shall however not make any entry in any
record for the Gate Passes issued on official ground.
(5) Personnel Department shall thereafter retain the personal as well as official gate
pass as a record so as to clarify if any doubt of the employee regarding
deduction of CL or wages in future.
POLICY GUIDELINES :-
It may be noted that a person going out for office work on his way home will be
entitled to claim reimbursement for point to point distance only.
All are advised to claim reimbursement as above.
Mode of Travel
Rate Km.
Total Amount
A = EXCELLENT
B = ABOVE EXCEPTATION
C = AT EXCEPTATION
D = BELOW EXCEPTATION
=> For making grade/ point Rating scale method is used. However
HR Department would change it as per requirement. Both
behavioral and technical skills are taken for appraisal scoring
system.
PERFORMANCE APPRAISALS :-
Two Performance Appraisal formats have been devised for all units of the company.
Each for Junior Staff, Supervisors and Executives, respectively.
For self evaluation and other for total evaluation done by concern HOD.
The Performance Appraisal will be used as a base for increments, promotions and
other employee incentives, whether annual or interim.
It is the duty of the HR Manager to initiate the appraisal for each employee, when
due. If interim, the Department Head may have the process initiated through the
Personnel Department.
For appraisals of Junior Staff and Supervisors, the Personnel Manager of the Unit
fills up the first page giving employee details. The appraisal is then handed over to
the respective Department Head.
The Manager/Department Head is required to fill up the appraisal and then discuss it
with the employee. The Department Head may involve the HR Manager at this stage
to provide the employee with a broader spectrum of feedback.
The employee must then give his commitment for the following year/review period.
The Department Head then puts down his recommendations regarding the perceived
training needs for the employee as well as the employees growth in the Company
(as per format).
The Executive Appraisal format also includes a self - appraisal, to be filled by the
concerned executive.
Final comments on all appraisals will be made by the HR Manager and filed in the
personal file of the employee.
SCOPE :- AM & Above Managerial Staff shall be entitled for the following
benefits for mobile bill reimbursement with effect from 01/10/2011.
Category Limits
Above Manager Up to 1000/- p.m
(AGM/VP/CEO)
Manager/Dy.Mgr/ Up to 500/- p.m.
Asst.Manager
RESPONSIBILITY :- HR Manager
POLICY GUIDELINES :-
1. HOD should wet the request and try to 1. H.O.D should wet the 1. H.O.D should wet the request
avoid by using system requirement or request and send Request to and send Request to MD .
approval time etc MD . => Make necessary entry and take
2. If not avoidable to approve follow => Make necessary entry and approval of MD immediately with
procedure as below take approval of MD details of person, reason and
=> Make necessary entry and take approval immediately with details of benefits
from MD with details of person, reason and person, reason and benefits => Make list of All complimentary
benefits => A person from Department services transactions with
If approval is taken verbally/soft means and Accounts should be Frequency and send to Accts and
then take sign of MD at the earliest on hard available when completing the MD as Part of monthly MIS
copy.. Transaction and both should => A person from Department and
=> A person from Department and sign on voucher. Accounts should be available when
Accounts should be available when => Make list of All completing the Transaction and
completing the Transaction and both should complimentary Transactions both should sign on voucher.
sign on voucher. with Frequency and send to Note:- If such request is regular,
=> Make list of All complimentary Accts and MD as Part of make schedule, take Approval from
Transactions with Frequency and send to monthly MIS MD and submit one copy to Accts.
Accts and MD as Part of monthly MIS
Make Complimentary service report Monthly (Govt. Dept wise) with reason and indicate if service is
given more than once in six months.
DEPARTMENT : ______________________
Note : This format is must for taking prior approval from Managing Director for making any
expenditure and it will be must along with other supporting papers for getting payment from
Accounts department once the expenditure is incurred.
RESPONSIBILITY :- HR Head / MD
POLICY GUIDELINES :-
• “Total Employee Satisfaction “by encouraging participation from all employees towards
continuous improvement in their work areas.
• Recognize employees with creative ideas, and motivate them to contribute for the
growth and prosperity of the organization.
• Promote Teamwork, Conducive work culture, Ownership and Accountability at all levels.
(a) For long terms association Cash award (Rs 20000.00/Memento with event celebration
and Certificate.
(b) For Good Attendance above 95 -98 % in Quarter/month/Half year can be giving
Certificate, some cash/Kind awards during Monthly Meeting or events.
(c) For Productivity/Innovation/Creativity ,Gift can be given depending upon type of work
(d) Excellent Customer service, where, customer endorses or lost customer is brought back
or Additional orders are received because of same ,can be given cash or Kind
(e) Superior Performance Award can be given in Cash/Kind or worth, which has completed
80 to 90% of given KRAs.
(f) Employee of year award (Who has completed important Project leading to Saving,
Productivity, improvement in present level of activity etc).Gift/Cash can be given during
Special/Annual Function.
(g) Positive attitudes who has taken typical task, which was generally not accepted by
employees and completed or tried to complete with available resources<on completion
Award worth along with Certificate can be given depending of work and result thereof.
(h) Team Players Awards is for Team Leader who displayed Leadership quality to
accomplish a task in given time with Min Resources and can be giving to Entire.
(i) Team with Some difference in Type of Award to Team Leader and Members.
(j) Best Suggestion award is for a suggestion which is implemented.
(2) BEST TEAM AWARDS :- During specific time where, more projects are going
ON or routing activities are completed with Best Efficiency, in less time, resulting
in Saving or Advancement of Production, Dispatch, Sales etc can be given
Awards a Memento for department with Certificate.
POLICY GUIDELINES :-
(1) In case if employee left the organization in first 3 month after distribution of
uniform 75% of cost will be recovered from the F&F amount.
(2) If employee left in 4-6 month than 50% of coast will be recovered from F&F
amount.
(3) If employee left in 7-9 month than 25% of coast will be recovered from F&F
amount.
(4) No recovery if employee leaves organization after 9 month of distribution of
uniform.
(5) It is mandatory to wear clean & ironed shirts & trouser from Monday to Friday.
(6) On Saturday T-shirt + Jeans / Trouser shall be worn.
(1) If employee fails to come on duty without company uniform, he/she must fill form
“Permission to attend duty without company uniform”. Form is available with HR
department.
(2) Form must be duly approved by concern HOD and submitted to HR department
same day.
(3) If employee fails to submit form on same day that particulars day it will be
considered as half day (LWP). This permission will be granted only once in a
month. In case of second time even if approved by HOD it will be considered as
half day leave and half PL will be deducted.
POLICY GUIDELINES :-
1. Scrape of Paper board 1. Oil from various machines Gear boxes or other components
2. Scrape of Plastics, tins 2. Thermic fluid from machines.
3. MS Scrap and wooden weir and pieces 3. Transformer Oils and DG set oil.
4. Rejection from Quality department if so agreed 4. Oil from Transport vehicle
5. Overages due to Allowances
Annexure -1
COMMITTEE MEMBERS : Mr. Prakash Daga, Mr. OP Vaishnav, Mr. Prakash Sen, MD’s
Rep.
Process of collection of waste and disposal
1. Store the segregated scrap in designated closed room/area with security monitoring
2. Count/weigh/quantify the scrap and Make necessary inward entries in Scrap stock
register with Brought forward quantity if any.
3. Whenever the scrap quantity become adequate/excess to store, inform committee
member in time through Email with copy to GM/Manager and MD.
4. After verification and decision taken by committee members to dispose of Scrap call Pre
qualified vendors and take quotes from, make comparison send it to VPF.
5. Call the qualified vendor (which is approved) and dispose of the scrap in presence of
Committee member and Mr. Mohar Singh and Mr. Rambhai.
6. Make necessary outwards entries in Scrap stock register.
7. Inform Committee members about the money received through Email and deposit cash in
Accts department.
Note :
1. Scrap vendor can be decided either for six month or case to case basis
2. Negotiation with scrap vendors should be done in presence of Store (and Purchase)
head and one of committee member and signed on a contract letter from both Parties.
3. A Register should be maintained for scrap stock, should match with user department
register.
4. In column of received from dept, user department rep should sign with name.
ANNEXURE
SCRAP DISPOSAL PROPOSAL
Unit :_______________ Date :______________
The essence of this contract is providing security and safety to the occupants of the said
premises, against losses due to thefts, pilferage, intrusions, fire and such other
incidences.
Without prejudice the generality of the responsibilities, liabilities and obligations attached
to the security arrangement, the following detailed responsibilities, liabilities and
obligations rest with you.
To maintain registers for incoming and outgoing persons, materials, vehicles etc. in such
Performa as may be prescribed.
To protect the premises / properties against all outside forces and malicious acts of
other persons.
Your guards shall follow all the instructions, procedures and systems prescribed from
time-to-time.
In case of any emergency like riots or such natural or manmade calamities your
personnel shall provide effective coverage of security and safety to the occupants of the
said premises.
[ B ] DURATION
[ C ] TERMINATION
Either party can terminate the contract by giving one month’s advance notice in
writing. However, in case of breach of any of the terms of this contract, we will have
liberty to terminate the contract with 15 days prior notice and incase of illegal
[ D ] CHARGES (8 Hours)
Security Supervisor - @ Rs. ….../- Per month. For Manjusar & Waghodia
Security Guard - @ Rs. ……/- Per Month. For Manjusar & Waghodia
Above charges are inclusive of Minimum wages, Provident Fund and Family Pension
@13.61%, uniform, Bonus, Service charges and seasonal clothing as well as all other
[ E ] TERMS OF PAYMENT
You will submit your bills by every 1st of the month for the previous month. Payment
will be released by way of cheque within 05 days, after receipt of your bill.
[ F ] STAFF STRENGTH
You will provide required number security Supervisor & Security Guard at Manjusar,
[ G ] OVER TIME
Any overtime in excess of 12 hours will be disallowed and not payable, if prior
You will replace the staff doing overtime with a fresh one, within 2 hours of our
informing you.
[ H ] STATUTORY COMPLIANCES
You will obtain necessary license at your cost as required to execute this contract
you will disburse salaries to your staff on or before 07th of every month for the
previous month, in the presence of representative of our personnel dept. without fail.
You will be solely responsible for and ensure all the statutory compliance as required
Contract Labor / Labor Welfare Fund and all other statutes enforce from time-to-
time. You will submit a copy of submissions to our Personnel Dept. for verification.
In case, the company has to incur any financial liability due to your failure to make
any statutory compliance, the same shall be recovered from dues payable to you.
[ I ] GENERAL
You will deploy only trained staff with minimum 2 years of relevant experience.
You will be sole responsible for security of premises, assets within premises,
boundaries/Human recourses.
Indemnity bond to this regard shall be signed by agency & blank cheque or deposit
You will be responsible to find the person & handover to Ratnaveer Stainless Products
In case of any theft from any premises of the company which is under your security
supervisor, you will be responsible to investigate the incidence and find out the culprits
The minimum height of the Supervisor & guards should not be less than 165cms and
The supervisor/guards should be minimum 10th standard pass and be able to read &
No person deployed by you would be less than 21 years and more than 45 years of
age.
The Company will first interview the staff to be deployed by you and only those,
The guards deployed by you will be treated as your employees at all the times and
The staff deployed by you will be well mannered and behave decently with all
occupants & visitors of the said premises. You will ensure that they do not smoke /
chew tobacco or Gutka at any time while on duty nor will they indulge into drinking
liquor. We will have all the right to remove such person/s from the duty on the spot for
which you shall have to provide replacement immediately on our informing you.
In case of any security person is found sleeping on duty, we will deduct amount equal
to his average 2 days salary for each incidence of sleeping. And if your security point
You shall act as detective in case of any theft or such cases and will be duty bound to
find and locate and bring back the lost material/machine or person.
AUDIT :- You shall ensure to carry out Audit activity by a senior person at least once
You shall provide to your staff necessary uniforms, seasonal clothing, and such other
You shall compensate the company at the current prices for any loss or damage to the
property located in the said premises during the agreement period if it is proved
beyond all doubts that the said loss or damage is attributable to the total negligence or
You shall keep your staff fully insured against all risks of natural / unnatural death,
exclusively understood that company shall not be liable to pay any damage or
Sr. person / owner should come & introduce sup/field officer along with his
complete information in a form which should include.
1. Residence address or permanent address.
2. Police verification
3. ID card of company
4. Govt. Election card / Aadhar card
5. 2 photos
6. Finger print on form & sign
7. Father name etc.
8. Qualification certificate
9. Last service
10. Length of service current place.
11. P F number
12. Mobile number.
13. Land line number and other mobile number in family.
Person should meet CSO & GM HRA after brief interaction & conformation a
covering letter will be given to him to visit our location.
He will be directed to 549, Vatva & E-77.
He will depute guards with same info as above.
Before deploying guard all above information are must along with police
verification (A legal requirement)
CSO / GM HRA will take interview of guard and make entry in register of guards
at HO, then only the guard will be allowed to depute.
Information will be given by CSO to plant heads about guard & will be repeated
for every time depute a new guard.
In case of emergency, after approval, the guard can be posted after plan head
conforms about fitness of guard.
Guards shall be replaced / rotated every 2-3 months.
Guard shall be in proper uniform every day.
Guard shall come in proper uniform & report to supervisor.
Time of reporting (exact) should be mentioned in register & signed by guard &
supervisor.
In whole shift at least once the register should be signed by HOD at VATVA /
WAGHODIA & CSO at E-77 after verifying the information in register is correct.
Guard will leave post only after ensuring that other guard is available or reported
for shift change.
All vehicles entering the company should be thoroughly checked and all related
entry challan, material, quantity, visible condition of packing and material,
machine should be in good condition.
Duties: - E-77, In addition to general duties Guards/supervisor will perform
following duties
Please return the duplicate copy of this contract, duly signed and stamped by you, as
[K] JURISDICTION
Any disputes related to this contract will be subject to jurisdiction of Savli, Vadodara.
One Guard will petrol in area of Main gate, new shed, transformer, temple, and after
every two hrs make entry in register and report to GM-HR and CSO.
He should ensure that all Guards and Supervisors at all units are properly trained,
dressed and deployed at various posts as per requirements.
He shall keep written documents for authorized Guard posts/security supervisors
dully approved by M.D .through GM HR.
He shall be responsible for all incoming Materials, machines and entering each
person including visitors through proper documentation.
He should ensure that no entries related to above should be pending before closing
hours.
He should ensure that duty roster of Guards/supervisors are correctly filled in for
exact timing and persons.
Ensure duties given to guards/supervisors are properly carried out through various
reports and visits.
He should conduct night visits every week at random and make necessary entries at
guard posts for alertness of guards and normalcy of activities. In case abnormality is
found, should report immediately to GM HR and make detailed report as required
along with photos of scene.
He should monitor CCTV camera live for various units and submit report for any
abnormality immediately.
He should see CCTV Camera for given interval of all units and report next day with
time of monitoring recording.
He should communicate to security agency for all lapses, requirements etc in writing
after discussing with GM HR.
He should ensure all shutters, doors, windows are properly closed and ensure that
all lights, electrical equipments / PCs, fans, ACs etc are switched off through written
documents from Guards/supervisors for all units.
He should submit comprehensive report of all listed activities in next morning.
During Long Holidays, he should arrange security staff and monitors for each day.
RESPONSIBILITY :- HR Head / MD
POLICY GUIDELINES :-
As per central Govt. Gazette dated 22 Aug 2014, the amount for PF contribution is
enhanced from Rs. 6500/- to Rs. 15000/- PM (Basic + DA) with effect from 01.09.2014.
Keeping the government policy in view it is decided that the PF will be deducted from
existing employees as per company policy. For those employees whose basic salary was
more than Rs. 6500/- and less than or equal to Rs. 15000/- PM. It is to be noted that we
have salary structure based on Cost to company. The following are broad guidelines for PF
deduction.
1) PF will be deducted for all employee whose Basic + DA is less than or equal to
Rs. 15000/- PM.
2) PF will be deducted for contractual employees if they are on role. PF will not be
deducted if they are not on role and get their salary through cheque.
3) PF (Comp.+Employee)will not be deducted for Trainees and Apprentices. On
confirmation/probation same shall be added to CTC. On confirmation bonus & PF
contribution shall be add to employees CTC as increment.