HR

Policy

IDBI Intech ltd

 HR policy
1 Preface 1 3
2 Grade 2 4
3a Employment Application 5
3b Selection and Recruitment 5
3c Transfer and Re-assignment 5
Contract of 3d Probation 6
3 3e Permanent Employee 6
Employment
3f Resignation 6
3g Termination of employment 6
3h Other employment 7
3i Retirement 7
4a Expectations 7
4b Personal Files 8
4c Personal Data Changes 8
4d Identity Card 8
4 Joining formalities 4e Professional Ethics 8
4f Our Values 8
Reimbursement for relocation on joining
4g 9
Organisation
4h Initial stay 9
4i Own arrangement of stay 9
5a Professional and personal Conduct 9
5b Dress code 10
5c House keeping 10
5d Power Saving 10
5e Personal visitors 10
5f Information Technology 11
5g Internet/Intranet policy 11
5h Usage of Illegal software 11
5 Code of conduct
5i Telephone usage 11
5j Prohibition of smoking / use of drugs and alcohol 11
5k Safety 12
5l Security 12
5m Personal Belongings 12
5n Organisation Property 12
5o Harassment, including Sexual harassment 13
5p Whistle Blower Policy 13
6 Hours of Working, 6a Office Hours 15
leave rules & Holidays 6b Attendance/Punctuality 15
6c Break periods 15
Working beyond office hours and on Sundays and
6d 16
holidays
Conveyance Reimbursement to attend to Business
6e 16
Meetings

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 6f Holidays 16
6g Leave rules 16
7a Initial stay 19
Grade wise hotel &
7 7b Own arrangement of stay 19
subsistence allowance/
7c Subsistence allowance 19
per-diem allowance
7d Per-diem allowance 20
8a Transfer at organisation’s instance 21
8 Transfer
8b Transfer at the request of employee 22
9a Domestic travel 22
9 Travel rules 9b Foreign travel rules 23
9c Tour advances and expenses statement 24
9d Car/taxi hire/local conveyance expense 24
10a Salary 24
10b Deductions from pay 25
10c Salary revision and increments 25
10d Cell phone reimbursement 26
10e Deferred benefits 27
- Employees Provident Fund 27
- Employees Gratuity 27
Compensation and - Leave Encashment 27
10 10f Other Benefits 27
benefits
- Lunch Facility 27
- Medical Benefits 27
- Mediclaim Insurance 27
- Executive Health Check-up Scheme 27
- Tax Deduction at source 27
- Professional Tax 28
- Bond from Employees 28
10g Performance Appraisal 28
Human Resources 11a Career progression 28
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Development 11b Training and Professional Development 29
12a Modifications in HR Policy 29
12b Suggestions 29
12c Procedure for Handling Complaints 29
12 Miscellaneous 12d Press Relations 29
Breach of code of Conduct, Policies, Rules & 30
12e
Practices
12f HR Helpline 30

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1. Preface

HR Policy is designed to acquaint Employees with IDBI Intech Ltd. (hereinafter referred as
Intech) and provide the Employees with information about corporate philosophy, culture,
policies, rules and practices, working conditions and benefits affecting employment.
Information contained in the policy applies to all Employees. Abiding to the terms and
conditions described in the policy, is considered a condition of continued employment.
However, nothing in this Policy alters an Employee’s status. Contents of the policy shall not
constitute nor be construed as a promise of employment or as a contract between Intech and
any of its Employees. Policy is a summary of the Organisation’s policies, which are presented
here only as a matter of information and guideline. All Employees are responsible for reading,
understanding, and complying with the provisions in the policy. The Organisation’s objective is
to provide the Employees with a work environment that is constructive to both personal and
professional growth. This Policy supersedes all previous Employee Handbooks and memos that
may have been issued from time to time on subjects covered in the policy. The Management
reserves the right to interpret, change, suspend, cancel, or dispute with or without notice, all or
any part of our policies, procedures, and benefits at any time. The Management will notify all
Employees of these changes. Changes will be effective on the dates determined by the
Management, and after those dates, all previous policies will be null and void. No other
Employee other than from the Management has the authority to change policies at any time. If
any Employee is uncertain about any policy or procedure, he is encouraged to speak with his
direct Superior, Group Head or the HR Department.

Rationale for Change

The Organisation has been using an Office Manual that was created in the year 2006. Since then the
Organisation has undergone tremendous change and growth. These quantitative and
qualitative developments necessitated an update to that manual.

Key Changes
The Organisation has formulated a new set of policies. In some cases the existing policy has
been retained and in some, changes have been made.

Policy & Procedures Manual

Intech’s Human Resources Policy has been developed to facilitate implementation and clearly
define its policies on Human Resource Management. The Manual provides guidelines and
assists all employees in adhering to the same.

The policies specified within are consistent with those of best practice management principles
and have the full support and commitment of the Management of Intech. This policy
supplements the Terms & Conditions of Employment as detailed in the staff contract of service
agreement.

The Organisation reserves the right to amend, delete or annex any terms and conditions of
service as and when necessary. The Managing Director & CEO will approve all changes to the
terms and conditions of service. These terms and conditions will, where applicable, be subjected to
the provisions of any relevant Government legislation and its amendments.

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The content of this policy is to be kept strictly confidential and is intended to be used as
reference for the Organisation and the staff. These policies and procedures apply to all areas of
operations within Intech, other than the call centre.

Any doubt, suggestions or query concerning the content of this policy should be forwarded to
the Human Resource Department.
Notes
The terminology, which will be frequently used throughout this manual, has been explained
below for the purpose of consistency.
• Organisation means IDBI Intech Ltd. (Intech)
• An employee means a person in employment of the Organisation in any part of India.
This includes permanent employee as well as trainee or probationer serving his or her
period of training or probation. This does not include any temporary staff, casual
workers, in case of misconduct by the employee.
• Customer means any individuals, corporate, or institutions serviced by the
Organisation.
• Manual or Policy refers to the Human Resources Policy.
• Unless stated otherwise, the words imparting the masculine gender include feminine
and words in singular include plural.
• The use of the word office implies the registered office, corporate office and branches.
• Family means spouse, children & dependent parents.
• The Board implies the Board of Directors of the Organisation.
• These service conditions apply to all employees including probationers and trainees
working for the Organisation.

2. Grade

The Organisation has an alphanumeric grade structure for the purposes of salary and
perquisites. Alphanumeric grades are characterized by the titles allotted to them as below.
Again each employee has a functional title devised by his Function Head / Business Head in
line with the function he is handling.
Alphanumeric grades are internal to the Organisation. They are person specific and have to be
treated as confidential.
Grade
Junior Management Trainee/Management Trainee
J1
J2
J3
J4
J5
J6
Middle Management M1
M2
M3
M4
Senior Management S1
S2
S3
CXO

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3. Contract of employment

Employment, Policies, Rules and Practices

a. Employment Application
The Organisation relies upon the accuracy of information contained in the employment
application and the accuracy of other data presented throughout the hiring process and
employment. Any misrepresentations, falsifications, or material omissions in any of this
information or data may result in exclusion of the individual from further consideration for
employment or, if the person has been hired, termination of employment.

b. Selection and Recruitment

Selection and recruitment of Employee shall be made on an open competitive basis in
accordance with the needs of the Management. Vacancies will be assessed based on the
requirements and number of vacancies will be approved as per Delegation of Powers. The
organisation may recruit candidates from Campus interviews, consultants, internal and external
referrals, on-line applications, recruitment portals etc.

Recruitment of Trainee
Organisation may appoint fresh graduates / post graduates as Officer Trainees on contract of
one year. On satisfactory completion of training, the trainees will be confirmed in the services of
the Organisation, at its sole discretion, at the appropriate Grade. Similarly, Management
Trainees will be directly recruited from premier management institutes identified by the
Organisation, and will be on a contract of one year.

All the above types of trainees during their training period will be given a consolidated stipend as
decided by the Organisation.

Recruitment process will comprise of Written Test, Group Discussion and Interview for junior
positions, Group Discussion and Interview for Middle level positions and interview for senior
positions. Once an applicant is successfully selected, he shall be given an offer letter signed by
the Group Head- Human Resources or any other member authorized by the Management.
Successful applicants, have to undergo a medical examination. All Employees have to submit
original certificates along with photo copies to the Organisation before commencement of their
service. Originals will be returned back immediately after verification.

c. Transfer and Re-assignment

An employee may be transferred, assigned or seconded from one department, location, branch
to another or from one Organisation, subsidiary or associate Organisation to another, existing
now or in the future, in India or abroad. He may also be required to undertake additional duties
apart from the normal duties of the post to which he is appointed. An Employee may request
for transfer from one working place to another, however, transfer of Employees shall be the
prerogative of the Management and shall not be disputed. An Employee may be re-assigned,
subject to performance of his duties and on the recommendation by his Superior and/or
Departmental Manager. All recommendations for re-assignment shall be determined by the
Management as and when required.

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d. Probation
All employees, other than Trainees & Management Trainees, are engaged on a probationary
period of six months. After the successful completion of this probation period, employees are
confirmed in the services of the Organisation. Only under extreme circumstances can this
probation period be extended. This extension can be up to a maximum of another six months
with the prior approval of Group Head - HR only.

e. Permanent employee
A permanent employee is one whose appointment has been made permanent by confirmation of
his services on satisfactory completion of the probationary period.

f. Resignation.
The following process is applicable:
• Clearance from Managing Director & CEO is mandatory for all group heads
• For all other employees, the Group Head heading the function has to give the clearance
before HR makes the final settlement.
• For all employees working at other locations respective Departmental/Location Heads
clearance is necessary before HR makes the final settlement.
When a confirmed Employee intends to terminate his employment, he shall give the
Organisation a written notice in accordance with the appointment letter. A confirmed employee
is required to give three months notice and an employee on probation / training is required to
give one month notice. Employees in the midst of an overseas assignment are required to give
six months notice period. However, the Organisation, at its sole discretion may relieve an
employee before the expiry of the notice period by accepting from him salary for the shortfall in
the notice period or by paying him salary up to the date of relieving as the case may be. Notice
pay for this purpose will be based on the Gross Salary of the employee. The Organisation at its
sole discretion may consider adjustment of available PL balance (either full or part), towards
shortfall in Notice Period. Notwithstanding the above, the Organisation may at its discretion
relieve an employee without notice or salary in lieu of the same, if the business interest of the
Organisation warrants so.

Any Employee who terminates employment shall return all files, records, keys, and any other
materials that are property of the Organisation to immediate Superior. Appropriate clearances
are required before full and final settlement of dues is made by HRD. No final settlement of an
Employee’s pay will be made until all items are returned in appropriate condition and proper
sign off from appropriate authority is received. The cost of replacing non-returned items will be
deducted from the Employee’s final settlement. If the deduction from the Employee’s final
settlement is insufficient, the Employee is required to settle the outstanding before leaving the
Organisation. Further, any outstanding financial obligations owed to the Organisation will also
be deducted from the Employee’s final settlement. However once a notice is given, the
Management reserves the right to prematurely terminate the employment under certain
conditions such as Employee’s conduct with fellow employees and the Management.

g. Termination of employment
Though committed to a progressive approach to corrective action, certain rule infractions and
violations of standards are grounds for immediate termination of employment. These include
but are not limited to:
• theft in any form, insubordinate behaviour, vandalism or destruction of Organisation
property, inadequate care of Organisation equipment, the use of Organisation
equipment and/or Organisation vehicles without prior authorization from the

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 Management, untruthfulness about personal work history, skills, or training, divulging
Organisation business practices, and misrepresentations of the Organisation to a
contractor/supplier, a prospective customer, the general public, or an Employee, any act
of misconduct, which in the opinion of the Organisation renders him unfit for service in
the Organisation;
• Any information that he has made any wilful misrepresentation of facts regarding his
personal or professional details at any point of time during his communications with the
Organisation's selection panel.
• If the Organisation receives any information that he had, prior to joining the
Organisation's services, committed any act of misconduct, which in the opinion of the
Organisation renders him unfit for services in the Organisation
• If an employee continues to remain absent from work for a long duration without the
prior sanction or information or giving any reasons for his absence to the Organisation,
then the Organisation reserves the right to terminate his services. The decision in this
matter will be solely at the Organisation’s discretion. The Organisation can terminate the
services of an employee without assigning any reason as per the Individual contract of
employment.

An employee is liable to be summarily dismissed if, at any time he is, in the opinion of the
Management detrimental to the interest of the Organisation, or found guilty of misconduct or of
wilful and persistent disobedience or fails to perform diligently duties assigned.

h. Other employment
Employees are not permitted to accept any employment, part-time or otherwise, or take interest
directly or indirectly in any business activity likely to compete with those in which the
Organisation or its clients are interested. They are required to devote the whole of their time,
attention and ability to the business of the Organisation and to observe all rules and regulations,
which are made applicable from time to time.

i. Retirement
Retirement age for any employee is 60 years. An employee will retire at the end of the month in
which he attains 60 years of age.

4. Joining formalities

a. Expectations
On the day a new member joins, the following is expected out of the department head, the new
member & HRD, and the three parties associated with this process
The department head
• Welcome the new member to the Organisation.
• Brief the new member about - the Organisation, its culture, history, business, products,
the department/branch where he is posted, the job he is expected to do, the other jobs in
his department/branch & their correlation with his job, working hours, etc.
• Introduce the new member to his other colleagues at the location.
• Assist him to complete joining formalities.

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The new member
• Open his Salary savings account with the nearest branch of Bank.
• Fill up the welcome kit completely; attach the necessary submissions to it and handover
the same to the department head or at HR.
• Understand the various manuals, policies, procedures, systems, etc of the Organisation.

HRD
• Give Employee Identification Number (EIN) to the new member.
• Coordinate with concerned departments for creation of Email and other ids for the new
member.
• Initiate action towards processing of salary for this new member, once the completely
filled up Joining Kit is received.

b. Personal Files
Employee’s personal file includes the following:
Resume, interview feedback form, acceptance of offer letter, certificates verified from originals,
records of participation in training events, salary history, records of disciplinary action and
documents related to Employee performance reviews, coaching, and mentoring. Personal files
are the property of the Organisation, and access to the information is restricted. Only
Management personnel of the Organisation who have a legitimate reason to review the file are
allowed to do so.

c. Personal Data Changes

An Employee’s personal data should be accurate and current at all times. It is the responsibility of
each Employee to promptly notify their Superior and HR Department of any changes in
personal data such as: (a) Mailing address, (b) Residential address, (c) Telephone numbers, (d)
Change in marital status, (e) Income tax number, (f) Name and number of dependents, and (g)
Individuals to be contacted in the event of an emergency.

d. Identity card
All employees will be provided with identity cards. The employees are required to wear the
identity card, while on duty at all times. On being requested by security staff, within the office
premises, employees are expected to produce this card. ID card should be surrendered to the HR
Department at the time of leaving the services of the Organisation.

e. Professional ethics
Normally employees are not supposed to undertake any private assignments. However if they
are approached by other organizations / academic institutions etc., for delivering guest lectures or
undertaking special assignments relating to research or study in any field, they have to
obtain permission from the appropriate authority, i.e. MD & CEO in case of Group
Heads/Heads of Department and Group Head - HR in case of other employees.

f. Our values
The Organisation is committed to building the values of integrity, excellence and respect for
individuals in its employees. The Organisation expects its employees to pro-actively deal with
these issues by taking individual ownership and responsibility in bringing such concerns and
information to the notice of the Management. For this, employees wanting to share information,
concerns or specific leads on these aspects can write to the Group Head - HR.

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The information provided will be treated in complete confidence and discretion, and used only
towards ensuring that such wrongful practices can be investigated promptly with a view to pre-
empt complications.

g. Reimbursement for relocation on joining the Organisation

The Organisation will reimburse expenses incurred (shifting of household goods, travel, etc) by
employee on joining the Organisation as a result of relocation from the place of recruitment to
the offered place of posting. This is solely at the discretion of the Organisation and should be a
part of the terms and conditions agreed at the time of recruitment of the employee.

Grade-wise eligibility is mentioned as below:

Mode of Transportation reimbursement for shifting of household
Grade Travel for
travel goods
Self &
S3 Air Travel Up to ` 30,000/-
Family
Self &
S1-S2 Air Travel Up to ` 25,000/-
Family
M1 - M4 Self &
II AC - train Up to ` 20,000/-
& Family
Self &
J1 -J 6 III AC - train Up to ` 15,000/-
Family

Exceptions if any can be made at the discretion of Group Head - HR. Employees will also be
provided reimbursement of expenses on account of stay at the new place of posting as below, if it is
a part of the terms and conditions agreed at the time of recruitment of the employee.

h. Initial stay & subsistence allowance

Officials who have to relocate at the time of joining will be allowed to stay in hotel up to a
maximum period of 7 days or till the time they find their own accommodation, whichever is
earlier. During this, they will also be paid Subsistence allowance as applicable to their grades.

i. Own arrangement of stay

In case the officials make their own arrangement for stay, they will be paid Per Diem allowance as
applicable to their grade till the time they find their own regular accommodation or for a
maximum period of 7 days whichever is earlier.

5. Code of conduct

a. Professional and personal conduct

All employees are expected to perform their responsibilities in maintaining the highest
standards of excellence set by the Organisation. Employees should not engage in any other
assignments excepting those relating to the Organisation or undertake any activity prejudicial
to the interest of the Organisation. Any Employee who deviates from these rules and conduct
will be subject to corrective action, up to and including termination of employment. While not
intended to list all the forms of behaviour that are considered unacceptable in the workplace,
the following are examples of misconduct that may result in disciplinary action, including
termination of employment. Theft or inappropriate removal or possession of property; Working

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under the influence of alcohol or drugs; possession, distribution, sale, transfer, or use of alcohol
or drugs in the workplace; fighting or threatening violence in the workplace; boisterous or
disruptive activity in the workplace; negligence or improper conduct leading to damage of
Organisation-owned or customer-owned property; insubordination or other disrespectful
conduct; violation of safety or health rules; sexual or other unlawful or unwelcome harassment;
excessive absenteeism or any absence without notice; unauthorized use of telephones, or other
Organisation-owned equipment; using Organisation equipment for purposes other than
business (i.e. playing games on computers or personal Internet usage); unauthorized disclosure
of business “secrets” or confidential information; violation of personnel policies; offering and
accepting bribes, and other illegal payments.

In order to purchase any service or product or to incur any liabilities on account of the
Organisation, all employees must get prior authorization from the administration department
and their immediate superior. Authority for signing any document on behalf of the
Organisation is specified by the Management. Employees must avoid confrontation or rude
behaviour with clients, suppliers and colleagues in their official and other dealings.

b. Dress code
While the Organisation does not wish to limit the Employee's expressions of taste and
individuality, the Employee's must be aware that what the Employee wears to work is a
reflection of the Employee’s own professionalism and that of the Organisation. All employees
should come in attire that is suitable for conducting the Organisation's business. The
organisation reserves the right to request a staff member to dress to an appropriate standard as
a condition of employment. On all working days except Saturday, employees are expected to
come in formal corporate attire. Casual attire i.e., jeans and T-shirt can be worn only on
Saturday. However this is dependant on the area of their operations or as deemed fit by their
department head. All employees must wear identity cards bearing their names during office
hours.

c. House keeping
The Organisation attaches significant importance to maintaining a distinguished image. Some
of the important contributors to the image are location and decor. Good housekeeping promotes
productivity, quality and safety. All employees are requested to keep their work area neat and
orderly and see that at the end of the working day, their workstations are left clean and tidy.

d. Power Saving.
It is the responsibility of each employee to save power. All machineries, lights and electrical
installations will be switched off when not in use. Prior to leaving their work place, each
individual should ensure that all switches at respective work places are put off.

e. Personal visitors
To provide for the safety and security of Employees, visitors, and the Organisation’s facilities,
only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps
ensure security, protects confidential information, safeguards Employee welfare, and avoids
potential distractions and disturbances. All visitors must enter through the main reception area,
accompanied by the staff, who is playing host to the visitor. Authorized visitors will be escorted to
their destination and must be accompanied by an Employee at all times. The visitors must not
wander around the office unaccompanied. The employees are requested to restrict the
number of personal visitors during the office hours to the minimum.

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f. Information Technology
Information Technology (IT) is one of the key inputs available to employees to enable them to
deliver desired levels of service. Employees have a responsibility when using hardware,
software and information/data held on systems to act in a legal manner. All employees must:
• Not make or use, nor permit others to make or use unauthorized copies of software,
including associated documentation and backup copies.
• Not access a computer system or computer held information and data without proper
authority.
• Not make unauthorized modification to the contents of any computer system including
deleting or changing data.
Employees are expected to comply with any principles; guidelines and detailed instructions
issued from time to time, regarding use and misuse of computers, software or computerized
data, by the Organisation.

g. Intranet / Internet policy

Employees are allowed use of the Internet and e-mail when necessary to serve customers and
conduct the Organisation’s business. Employees may use the Internet when appropriate to
access information needed to conduct business of the Organisation. Employees may use e-mail
when appropriate for Organisation business correspondence. Use of the Internet must not
disrupt operation of the Organisation computer network. Use of the Internet must not interfere
with an Employee's productivity. Employees are responsible for using the Internet in a manner
that is ethical and lawful. Internet messages are public and not private. The Organisation
reserves the right to access and monitor all files and messages on its systems

h. Usage of Illegal Software

Employees are not allowed to use Organisation’s computer system to download or install illegal
or unauthorized programs, software or data. . Use of Organisations Internet for access to or
transmission / storage of material considered as offensive / indecent / sexually explicit are
strictly prohibited. Users found being connected with a website that contains prohibited
material must immediately disconnect from that site. Any attempts in contravention to this
policy will invite disciplinary / punitive action, including termination of employment. In case it
is found that any illegal software has been downloaded in any system, the person operating the
particular computer will be held responsible for the lapse and necessary disciplinary action will
be initiated against him.

i. Telephone usage
The Organisation’s telecommunication facilities are intended for the use of serving the
Organisation customers and in conducting the Organisation’s business. Every time an employee
speaks on the telephone to someone outside the Organisation, the Organisation is represented.
Therefore, it is essential that the impression created is of courtesy and professionalism at all
times. All calls must be answered preceded by the Organisation's name. Communication by
Telephone forms a vital link in our business system. Personal usage during business hours is
discouraged except for extreme emergencies. Personal calls should be kept to a minimum and
for a short duration. All personal STD calls shall be chargeable. Appropriate person at the
location should be informed in case any employee wishes to make a personal STD call. If an
Employee is found to be deviating from this policy, he will be subject to appropriate action.

j. Prohibition of smoking/use of drugs and alcohol

Smoking is not permitted within the Office premises. The Organisation is committed to
providing a safe and healthy working environment and ensures that all employees and visitors

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have the right to work and meet in a professional atmosphere. The following rules regarding
smoking, alcohol and drugs have been established for all employees, regardless of rank or
position, including regular, full time, probationary and temporary employees. The rules apply
during working hours to all Employees while they are in the Organisation’s premises or
elsewhere on official business. The distribution, possession, sale, or purchase of any of the
above in the Organisation’s premises is prohibited. Being under the influence of drugs, alcohol,
while on duty is prohibited. Working while under the influence of prescription drugs that
impair performance is prohibited. Consistent with the rules listed above, any of the following
actions constitutes a violation of the Organisation’s policy on drugs and may subject an
Employee to disciplinary action, up to and including immediate termination: -
Using, selling, purchasing, transferring, manufacturing, or storing drugs/alcohol, or attempting
to/or assisting another to do so, while in the course of employment. Working or reporting to
work, conducting Organisation business or being at work while under the influence of an illegal
drug or alcohol, or in an impaired condition.

k. Safety
The Organisation provides information to employees about workplace safety and health issues
through regular internal communication such as: (a) Training sessions (b) Team meetings (c)
Other written communications. Each employee is expected to obey safety rules and exercise
caution in all work activities. Employees must report any unsafe conditions to their
Superior/HRD. Employees must also take due care of the instruments and equipment provided
to them and any alteration in the working parameters of the equipment suggestive of
malfunction of the equipment should be brought to immediate notice of their superiors. Each
employee is responsible for safe keeping and daily maintenance of the equipment provided to
them and in case of equipment malfunction, it is the employee’s responsibility to follow up with
the respective service and maintenance provider for suitable corrective action at the earliest.

l. Security
All Employees who are issued keys to the office/lockers/storage cupboards are responsible for
their safekeeping. Employees are not authorized to make duplicates of the issued office keys.
Employees who violate safety standards, cause hazardous or dangerous situations, or fail to
report, or where appropriate, remedy such situations, may be subject to disciplinary action
including termination of employment. In the case of an accident that results in injury, regardless
of how insignificant the injury may appear, Employees should notify their Superior, and/or
respective Group Head.

m. Personal Belongings
All Employees are responsible for their own personal belongings and properties left at the
office. The Organisation assumes no liabilities for any loss or damage to personal belongings
and property.

n. Organisation Property
The Organisation’s office space, equipment, materials and other properties shall be used only for
official purposes. Employee who uses the Organisation’s property such as Laptop, Video
Projector, vehicle etc. is responsible for the safekeeping of these equipments. The Employee will be
held responsible for any loss or damage to these properties. Cost of replacement or repair will
be borne by the Employee.

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o. Harassment, including Sexual Harassment
The Organisation is committed to providing a work environment that is free of discrimination
and unlawful harassment. Actions, words, jokes, or comments based on an individual’s gender,
race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. If
an Employee believes that he has been the victim of harassment, or knows of another Employee
who has, should report immediately to his Superior/HRD. Employees can raise concerns and
make reports without fear of reprisal. Any Superior who becomes aware of possible harassment
should promptly advise the Management or the HR Department Representative who will
handle the matter in a timely and confidential manner. Detailed policy on Sexual harassment is
available on the following link. INTECH > HRM > Policies >Sexual Harassment Policy

p. Whistle Blower Policy

Every employee of Intech shall promptly report to the management any actual or possible
violation of the Code or an event he becomes aware of that could affect the business or
reputation of Intech. This policy has been framed for employees to report to the management
instances of unethical behaviour, actual or suspected, fraud or violation of the company’s code
of conduct or ethics policy. “Protected Disclosure” means any communication made in
good faith that discloses or demonstrates information that may evidence unethical or
improper activity.

Scope
This Policy is an extension of the Intech’s Code of Conduct. The Whistle Blower’s role is
that of a reporting party with reliable information. They are not required or expected to
act as investigators or finders of facts, nor would they determine the appropriate
corrective or remedial action that may be warranted in a given case. Whistle Blowers
should not act on their own in conducting any investigative activities, nor do they have
a right to participate in any investigative activities other than as requested by the
competent authority.

Eligibility: - All Employees of the Company are eligible to make Protected Disclosures
under the Policy.

Disqualifications
While it will be ensured that genuine Whistle Blowers are accorded complete protection
from any kind of unfair treatment as herein set out, any abuse of this protection will
warrant disciplinary action.
Whistle Blowers, who make any Protected Disclosures, which have been subsequently
found to be malafide or malicious or Whistle Blowers who make 3 or more Protected
Disclosures, which have been subsequently found to be frivolous, baseless or reported
otherwise than in good faith, will be disqualified from reporting further Protected
Disclosures under this Policy.

Procedure
All Protected Disclosures should be addressed to Managing Director & CEO in writing so
as to ensure a clear understanding of the issues raised on the following email id:
mdceo@idbiintech.com

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If a protected disclosure is received by any other employee of the Company other than
MD & CEO, the same should be forwarded to MD & CEO for further appropriate
action. MD & CEO will appoint appropriate person to investigate on the same.
Protected Disclosures should be factual and not speculative or in the nature of a
conclusion, and should contain as much specific information as possible to allow for
proper assessment of the nature and extent of the concern.
The Whistle Blower should disclose his/her identity in the covering letter forwarding
such Protected Disclosure; identity of the Whistle Blower will be kept confidential.

Investigation
• All Protected Disclosures reported under this Policy will be thoroughly
investigated. The outcome of the investigation may not support the conclusion
of the Whistle Blower that an improper or unethical act was committed.
• The identity of a Subject and the Whistle Blower will be kept confidential to the
extent possible given the legitimate needs of law and the investigation.
• The investigation shall be completed normally within 30 days of the receipt of
the Protected Disclosure

Protection
• No unfair treatment will be meted out to a Whistle Blower by virtue of his/her
having reported a Protected Disclosure under this Policy. The Company, as a
policy, condemns any kind of discrimination, harassment, victimization or any
other unfair employment practice being adopted against Whistle Blowers. Thus,
if the Whistle Blower is required to give evidence in the proceedings, the
Company will arrange for the Whistle Blower to receive advice about the
procedure, etc.
• The identity of the Whistle Blower shall be kept confidential to the extent
possible and permitted under law. Any other Employee assisting in the said
investigation shall also be protected to the same extent as the Whistle Blower.

Investigators
• Investigators are required to conduct a process towards fact-finding and
analysis. Investigators shall derive their authority and access rights from the MD
& CEO when acting within the course and scope of their investigation.
• Resources may be drawn upon as necessary to augment the investigation. All
Investigators shall be independent and unbiased both in fact and as perceived.
Investigators have a duty of fairness, objectivity, thoroughness, ethical behavior,
and observance of legal and professional standards.
Investigations will be launched only after a preliminary review by the MD & CEO,
which establishes that:
• The alleged act constitutes an improper or unethical activity or conduct, and
• The allegation is supported by information specific enough to be investigated or
in cases where the allegation is not supported by specific information, it is felt
that the concerned matter is worthy of management review.

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Decision
If an investigation leads to conclude that an improper or unethical act has been
committed, the investigators may recommend such disciplinary or corrective action as
may deem fit.

Retention of documents: - All Protected Disclosures in writing or documented along

with the results of investigation relating thereto shall be retained by the Company for a
minimum period of three years.

6. Hours of working, leave & holidays

a. Office Hours
The Organisation’s office hours are from 9.45 A.M. to 6.15 P.M. Mondays through Friday, and
9.45 A.M. to 2.00 P.M. on Saturdays. Employees posted at client location will adhere to the
timings as agreed with the client. Employees will also have to abide by split timings if required,
and shift timings for other units based on business needs. The shifts of such employees will be
decided after deliberation by the Management which will be binding on all employees.
Requests for change of shifts will be considered only if appropriate slots are available without
compromising on the quality of the work concerned. All employees are required to observe the
normal hours of work. The Management may at its discretion re-arrange the prescribed
working days and hours depending on operational needs.

All employees are expected to be in office on time everyday. If, due to unavoidable reasons, an
employee expects to report late to work, he is required to inform the office and his immediate
superior at least 30 minutes before his scheduled arrival at work. If an employee is required to
travel outside the office premises, the office should be kept informed regarding his whereabouts

Lunch Break
Employees are allowed a half hour lunch break. Lunch break is generally taken between the
hours of 12.30 P.M. and 2.30 P.M. on a staggered schedule (approved by the Management) so
that the Organisation remains operational during the lunch hour.

b. Attendance/ Punctuality
All Employees are expected to be regular and punctual in attendance. This means being in the
office, ready to work, at their starting time i.e.09.45 A.M. each day. Absenteeism and tardiness
places a burden on other Employees and on the Organisation. If an Employee is unable to
report for work on time for any genuine reason, he shall notify his Superior prior to reporting to
duty. The Superior is then responsible to inform HR Department. As per practice prevailing in
the industry, one Casual Leave will be deducted from the leave record for every three late
marks in a particular month. In case there is no CL balance, PL will be deducted. For those
whose leave balance is NIL, one day Loss of Pay (LOP) for every 3 late marks will be
considered. Should undue tardiness become apparent, disciplinary action may be required.

c. Break Periods
The Organisation does not provide any break for employees during office hours except for the
above outlined lunch period. Tea breaks and coffee breaks are as such not allowed. Breakfast
during the office hours is also not allowed. Prior approval from a Superior or Manager is
necessary for such a break, if so required. If an Employee has unexpected personal business to

15
 take care of, he must notify his direct Superior to take time away from work. Personal business
shall not be conducted during office hours. Employees who do not adhere to the break policy
will be subject to necessary action.

d. Working beyond office hours and on Sundays and holidays

Employees may be expected to work extra hours as are reasonably necessary to meet business
requirements. This will be considered an integral part of the employee's professional duty of
customer service and will not attract compensatory holidays. Conveyance reimbursement from
Office to residence can be claimed in case of stay beyond 2 hours of normal working time. This
reimbursement has to be a function of the mode of transport available in the city. E.g. in
Mumbai, where the rail connection is very efficient, rickshaw / taxi fare for commuting to the
nearest railway station can be reimbursed, at the discretion of the reporting authority. The
mode of travel for various levels is indicated under point (e) below. In case, any other mode of
transport is used, where the cost is equal or lower than that indicated below, the same will be
reimbursed. The same yardstick will be applied for employees required to attend office on any
weekly or public holiday.
Departmental Heads have to ensure that all employees get one compensatory off in lieu of
working on Sunday/Public Holiday. The compensatory off is required to be given immediately
during the following week and cannot be accumulated and used as Casual Leave or combined
with other type of leave.
Under any circumstances, it must be ensured that no employee is normally required to work for
more than 10 days at a stretch, without getting a weekly off in lieu of working on Sunday as a
part of normal duties.

e. Conveyance Reimbursement to attend to Business Meetings / External Clients or for any other
office work will be made as detailed here below:

Grade Eligibility
J1 to J6 1.Rickshaw/Taxi fare to commute to and from the nearest railway station; Point to Point
To & Fro first class train fare
2. Any other mode of travel where the expense is lesser than that indicated above
M1 & 1.Rickshaw/Taxi fare to commute to and from the nearest railway station; Point to Point
M2 To & Fro first class train fare
2. ` 6/- per km for two-wheeler (including fuel),
3. Any other mode of travel where the expense is lesser than that indicated above
M3 and 1. ` 13/- per km for four-wheeler (including fuel).
Above 2. Actual Taxi fare.
3. Any other mode of travel where the expense is lesser than that indicated above

f. Holidays
The Organisation will be closed on all holidays as per the list published by HR Department at
the beginning of the Calendar year. The list of holidays is available on the following link at
Intranet.
INTECH > HRM > Holiday List

g. Leave rules
In addition to public holidays, employees will be entitled to the following types of leave:
• Privilege Leave
• Sick Leave

16
 • Casual
• Maternity
• Special Leave for Trainees
(Trainees during their training period are not eligible for any type of leave as above except
Casual & Special Leave - details mentioned below)
The leave year is 1st January to 31st December. For new employees, leave entitlement is
calculated on a prorate basis on the number of completed months of service in the year they
join. Unlike other leave, credit of PL happens at the end of year only. And can be availed only
after confirmation.
The table below lists out the details regarding various types of leave we have.

Type of Leave Entitlement Un-availed leave accumulation limit

PL Privilege Leave 30 days in a year Maximum accumulation limit of 120 days.

SL Sick Leave 15 days in a year Maximum accumulation limit of 90 days.

CL Casual Leave 6 days in a year Un-availed CL lapses at the end of the

year.

ML Maternity Up to 90 days at a 6 months during the course of entire

Leave time service

15 days in a year
STL Special Leave Un-availed STL lapses after confirmation
during the training
for Trainees of the Trainee.
period.

Leave eligibility as above is at discretion of the Management and cannot be claimed as a matter of
right. Out of the above, only PL is encashable (on Basic Salary) at the time of
retirement/resignation (please refer to section Deferred Benefits, Pg. 27). PL can also be
adjusted against notice period shortfall at sole discretion of the Management.

Privilege Leave
The confirmed Employees will be credited with Privilege Leave (inclusive of holidays and
Sundays/ weekly offs) on 1 st January of the succeeding year. All Employees can accumulate
privilege leave up to a maximum of 120 days. Privilege leave can be availed with prior sanction
only and not more than 2 times in a year. In exceptional cases, to avail Privilege Leave more
than two times HR Head may approve on specific recommendation of respective Group Head.
Privilege leave cannot be converted into or combined with any other type of leave, other than
sick leave in case of genuine needs. (This will be at the discretion of the Management). In
calculating leave, fraction of leave of half day or more shall be treated as one full day’s leave
and fraction less than half day will be omitted. Application for privilege leave shall normally be
made at least one month in advance of availing leave.

Employees who have completed one year of continuous service shall be entitled to privilege
leave up to maximum of 30 days. Prorated PL can be credited only during the 1st year of service

17
in genuine cases, which will be done at the sole discretion of the Management. No employee
can claim prorated PL as a matter of right.

For calculation of Privilege leave, all leave other than casual leave availed by an employee
during the previous year will be deducted from the total number of days in the year {i.e. 365
minus total leave (other than casual leave) availed} and this balance will be divided by twelve to
arrive at the Privilege leave to be credited for an employee.

E.g.; if an employee has availed 25 days PL, and 16 days of SL during the previous year, then PL
credit for the employee will be 365-41 (i.e.25+16) = 324 days divided by 12 i.e. 27 days.
(For the purpose of PL calculation, total number of days in a year will be taken as 365 days only
for all years.)

The total number of days of leave that may be carried forward to a succeeding year shall not
exceed 120 days except when an employee has applied for privilege leave but has not been
sanctioned by the Management due to any exigencies of service, such leave (leave refused) shall be
carried forward to next year without any limit. However, an employee cannot carry forward more
than 120 days for 2 consecutive years.

Sick leave
Absence for 4 days and more shall be supported by a medical certificate from a Registered
Medical Practitioner. Employees who join service during the year will be entitled only to the
proportionate sick leave. Sick leave can neither be combined with casual leave nor encashed.
Employee may combine sick leave with PL. Sick leave credit for the year is given in advance,
unlike privilege leave, which is credited at the end of the calendar year.

Maternity leave
Maternity leave can be combined with PL. A married female employee will be granted paid
maternity leave up to a maximum of six months during her entire service, and a maximum of
three months at one time.

Casual leave
Every employee will be allowed 6 days casual leave on full pay in a calendar year. No other
type of leave can be clubbed with Casual Leave. Casual leave credit is also given in advance.
Employees who join service in the course of the year will be allowed proportionate casual leave.
While calculating casual leave, fraction of leave for half day or more shall be treated as full
day’s leave and fraction of less than half day shall be omitted. The casual leave is non-
accumulative. Not more than four days of CL can be taken at a time.

Loss of Pay (LOP)

Any leave taken in excess of entitlement is Leave without Pay. In case of LOP, Probation,
training period, salary, Performance Incentive and Increment, will get impacted to that extent.
For the purpose of calculating length of service of an employee in Intech, all LOP will be
deducted from the total period served by the employee in Intech.

Special leave for Trainees & Management Trainees

Trainees / Management Trainees are allowed to avail Special Leave (STL) of 15 days during any
calendar year. Sanction of special leave to trainees is at the discretion of the Organisation and is
considered in exceptional circumstances only like sickness, marriage, studies, etc. Special Leave
cannot be availed like Casual Leave. Trainees who join service in the course of the year will be

18
allowed proportionate special leave. Trainees are not eligible for any other type of leave, other
than STL and CL.

Leave and counting of intervening holidays

Public holidays and weekly offs falling in between leave dates will be included in the leave days for
PL, SL, ML and STL. However, for CL, these will not be calculated as leave days.

Permission
Every employee should seek prior permission from the reporting authority before availing any
type of leave. Sanction of leave is subject to business exigency. Requests for extension of leave
due to unforeseen circumstances should be conveyed to the concerned leave sanctioning
authority promptly and approval obtained.

Special circumstances / leave without pay

An employee may be granted unpaid leave at the sole discretion of the Management. Similarly,
under extraordinary circumstances including health conditions, the Management may at its sole
discretion, grant leave with or without pay.

Record Keeping
The HR Department maintains leave record of all employees. Each Employee is responsible for
verifying his leave status and ensures correctness of balances with the quarterly update sent by
HR on the same.

7. Grade wise hotel & subsistence allowance / per-diem allowance

On travel (Official Work, deputation, or training), transfer, relocation at the time of recruitment,
etc, the organisation provides for accommodation and subsistence / per-diem allowance.

a. Initial stay
Officials who are posted at places other than Mumbai will be allowed to stay in hotel up to a
maximum period of 7 days or till the time they find their own accommodation, whichever is
earlier. During this, they will also be paid Subsistence allowance as applicable to their grades.

b. Own arrangement of stay

In case the officials make their own arrangement for stay, they will be paid Per Diem allowance as
applicable to their grade till the time they find their own regular accommodation or for a
maximum period of 7 days whichever is earlier.

c. Subsistence allowance
Subsistence allowance is given to meet expenses on meals, laundry, personal telephone calls,
tips and other incidental expenses incurred by an employee during his stay in the hotel as per
his grade. It is to be paid as a reimbursement up to the prescribed amount or actual whichever
is lower. It is mandatory to maintain and submit bills for actual expenses incurred on meals,
laundry, telephone calls. The reimbursement will be made on actual limited up to the
prescribed amount. However, for business related travel and training, the sanctioning authority
may in certain circumstances accept declaration of actual expenses. In case the relocation is on
the employee’s request, such expenses are not payable. All claims on relocation/deputation
should be made within 3 months of travel, and will not be expensed after that.

19
In case part of the expenses are paid by the client, or necessary tie up has been arranged by the
organisation, then reimbursement of subsistence allowance will be restricted to 50% of actual
eligibility.

In case boarding, lodging and all other facilities are provided by the client/arranged by the
organisation, then 25% of subsistence allowance will be reimbursed.

However, Management may fix different rates for specific projects extending beyond 15 days,
which will be intimated to the employee before commencement of journey. These rates will be
project specific and may vary from project to project.

d. Per-diem allowance
In instances where the employee makes his own arrangement for accommodation, he is entitled
to Per-diem allowance to cover expenses towards meals, laundry, personal telephone calls, tips
and other incidental things. Since this enables the organisation to save cost on hotel expenses, as
matter of policy, employees should be encouraged to take care of their own accommodation.
Hence, per diem allowance will be paid without any supporting documents as a flat allowance.

The table below lists out Grade wise entitlements on Hotel and Subsistence/ Per-diem:

Category of
Grade Subsistence Allowance (` Per day) Per diem (` Per day)
hotel
S3 4 Star 1400 2000
S1 - S2 4 Star 1200 1500
M1 - M4 3 Star 800 1000
J1 -J 6 3 Star 500 750

Only standard rooms are applicable in all the above categories of hotels
Note - For travel abroad, Subsistence / Per-diem Allowance is calculated separately. For this,
kindly refer to section on Foreign Travel under the Travel section.

For calculations-
• Inter-day travel entitlement will be Subsistence Allowance and not Per Diem.
• Minimum of 8 hours to be taken as 1 day for calculating SA / Per Diem.

8. Transfer

The Organisation may transfer employees from one location of work to another, situated in
India or abroad, including those locations where the Organisation may establish offices in
future. The Organisation also reserves the right to transfer employees to any of its subsidiary or
associate Organisation that is in existence or may come into existence at a future date. The
Organisation recognizes two types of transfers -
• Transfer at Organisation Instance
• Transfer at the request of the employee i.e. request transfer
Employee entitlements towards these two types will be as follows -

20
a. Transfer at organisation's instance

Transportation reimbursement for

Grade Travel For Mode of travel*
shifting households*

S1 - S3 Self & Air travel Actual

family

J1-J6 Self & Air travel for self and 2nd AC Actual
M1-M4 family Train for family

*The expense incurred in transportation of all movable personal effects, packaging, crating and
unpacking charges, will be reimbursed on actual basis. Prior approval of quotation will be
required. Personal effects can include one vehicle. Vehicle shifting cost will include only the
transportation cost of vehicle and OCTROI charges. Other expenses in respect of vehicle like
RTO tax for registration etc. will have to be borne by the employee.
Officials will also be provided reimbursement of expenses on account of stay at the new place of
posting as below:

Accommodation & subsistence allowance:

At their new place of posting, officials will be allowed to stay in hotels as per their eligibility for
a period of 15 days or till the time they find their own accommodation, whichever is earlier.
During this period, they will also be paid subsistence allowance as applicable to their grades.

Own arrangement of stay

In case the officials make their own arrangement for stay, they will be paid Per Diem allowance as
applicable to their grade till the time they find their own regular accommodation or the
maximum period of 15 days whichever is earlier.

“Settling In” allowances

To provide for reimbursement towards some incidental expenses like school / college
donations / admission fees of children, a one time allowance called Settling in allowance will be
provided by the organisation to cover the expenses as above.

Grade wise the eligibility will be:

Grade J1 to J 6 ` 20,000/-
Grade M1 to M4 ` 30,000/-
Grade S1 to S2 ` 40,000/-
Grade S3 & above ` 50,000/-

This will be applicable only in case of -

• Transfer at organisations instance from one city to another
• Single Employee - 25% of the eligible allowance
• Employee who relocates along with spouse (and/ or) dependant parents - 50% of the
eligible allowance

21
 • Employee with family comprising of spouse and school going children - 100% of the
eligible allowance
The amount paid will be taxable in the hands of the employee concerned and will be credited to the
employee thru payroll, as a part of the salary.

Note: For employees transferred with only dependant parents, an amount not exceeding 50% of the
applicable Settling in allowance may be paid at the discretion of the Group Head - HR. This will be
decided on a case-to-case basis.

Subsequent travel
Employees on transfer will be allowed to travel for the second time for bringing their family
and shifting household goods only with the prior permission of Group Head - HR. This will be
decided on a case-to-case basis.

b. Transfer at the request of employee

In such cases, no reimbursements towards travel of self or family, or facilities like,
transportation of household goods, joining time, subsistence allowance, settling in allowance,
etc. will be available to the employee. This is applicable across all grades.

9. Travel rules

a. Domestic travel
Domestic travel entitlements have been segregated into two distinct areas -
• Travel on business (official work / deputation)
• Travel on Training
Considering the risk, employees should refrain from using private vehicles and taxis on inter-
city travel, and should travel by public transport, as per entitlement.

Business Travel Policy (official work / deputation)

Employees are permitted to travel by economy class for official purposes.

Travel on Training
• Employees in Grade J1 to J6 to travel by train if the journey time is less than 16 hrs. Class
of train travel being II AC / as per the eligibility of the grade.
• Employees in Grade M1 & above to travel as per the Business Travel Policy, mentioned
above.
Other Trainings: For other occasional individual training programs, Functional Heads / Group
Head - HR can authorize air travel at their discretion. In both the cases (Travel on Business &
Training), if alternative modes of travel are available and are cost effective, employees are
expected to travel by the same.

Accommodation
Accommodation in class of hotels will vary according to the grades of the employee. When a
junior employee travels / stays together with an employee placed in the higher grade, the
entitlement for such an employee continues to be as per his grade eligibility and should not be
upgraded however, on training, subsistence allowance has to be paid @ 25% of the eligible
amount.

22
b. Foreign Travel Rules
These rules will apply to all those who undertake travel abroad for and on behalf of the
organization. Foreign travel will be undertaken in economy class only.

Foreign Travel Documents

Obtaining foreign travel documents shall be the responsibility of the person who is undertaking
foreign travel. However, the Admin department and the authorised travel agent of the office
shall extend all assistance in this regard to those undertaking foreign travel. The cost of these
documents including the visa fees incurred in India will be reimbursed by the Organisation.
However, no reimbursement will be permitted for visa fees paid outside India in foreign
exchange except where specific foreign exchange has been granted for the purpose or evidence
can be produced that foreign exchange for the purpose has been obtained without any
contravention of the Foreign Exchange Rules.

Foreign Exchange
Exchange will be purchased by Intech from authorized agents, which will need production of
passport and passage ticket. In case the person travelling requires more currency, the payment
will be settled by him.

Tour Report
On return from any outstation tour, a report about the visit will be submitted at the earliest and
not later than one week for follow-up action.

Daily Allowance
The daily allowance applicable to various categories of employees is listed here below.
However, where foreign hospitality is provided in full, admissible per-diem will be 25% of the
full daily rate and where lodging only is provided, the admissible per-diem will be 50% of the
full daily rate.

Subsistence Allowance / Per Diem

Grade Subsistence Allowance ($ per day) Per diem ($ per day)
S1 - S3 250 100
J1 - J6 & M1 -M4 150 50

Here, Subsistence Allowance is inclusive of any charges the organisation might have to incur
towards the hotel expenses, meals, taxis, laundry, telephone calls & other incidental expenses.
Again, Subsistence Allowance will be paid up to the prescribed amount as above. The employee
has to submit a declaration for expenses incurred. Per Diem will be paid when the employee
manages his own accommodation. It is intended for meals, laundry, personal telephone calls,
tips & other incidental expenses incurred by an employee. This will be paid without any
supporting as a flat allowance.

In case of part of the expenses e.g. food, travel, stay is being borne by the training institute /
host, the subsistence allowance may be suitably prorated at the discretion of MD & CEO/Group
Head - HR. Notwithstanding, prior approval of subsistence allowance is a must by MD &
CEO/Group Head - HR.

23
For travel beyond seven days, Management may fix rates for specific projects undertaken,
which will be intimated to the employee before commencement of journey. These rates will be
project specific and may vary from project to project.

Accommodation
Accommodation in class of hotels will vary according to the grade of the employee, which is the
same as listed under the Domestic Travel category.

c. Tour advances and expenses statement

Employees can draw a reasonable advance from the Organisation, to meet their official
expenses, while on tour. Prior to taking a fresh advance, the previous advances should be fully
settled. All employees must prepare their tour expense statements within 7 days of their
returning from a tour. All necessary details required for authenticating expenses must be
attached along with the expense statement. All tour expense statements must have the approval of
the Departmental Head, prior to settlement.
In case of non submission of bills within the stipulated time, advance amount paid will be
recovered from the salary to be disbursed during that month.
d. Car / taxi hire / local conveyance expenses
For official work, employees should use organized public transport (taxi, auto, etc.) and should
strictly refrain from hiring private taxis except in exigencies. The reimbursement on the same
will be on actual amount spent. Employees using their own vehicle can claim reimbursement @
` 13/- per km for four-wheeler (including fuel) and @ ` 6/- per km for two wheelers (including
fuel).

10. Compensation & Benefits

a. Salary
Salary means total of basic pay, all allowances, and organisation’s contribution to PF i.e.
guaranteed compensation. Salary will be paid on a monthly basis on the last day of every
month directly to each employee's savings account with BANK. If a weekly or public holiday
falls on the regular salary day, then the salary will be paid on the previous or next working day.

Break-up of various components of CTC for MT’s & employees in Grade J1 to J6 is as follows:

Particulars Break-up of Annual CTC

Basic 40% of CTC
HRA 50% of Basic
Conveyance 9600 (Fixed p.a)
Medical 15000 (Fixed)
Attire Allowance 15000 (Fixed)
PA Balancing Figure
LTA 25% of Basic
ESIC Employer As per ESIC Rules
PF Employer 12% of Basic
Gratuity As per Gratuity Rules
CTC Total

24
Break-up of various components of CTC for employees in Grade M1 & above is as follows:

Particulars Break-up of Annual CTC

Basic 40% of CTC
HRA 50% of Basic
Vehicle Reimb As per Eligibility
Medical 15000 (Fixed)
Attire Allowance 15000 (Fixed)
PA Balancing Figure
LTA 25% of Basic
PF Employer 12% of Basic
Gratuity As per Gratuity Rules
CTC Total

Vehicle Reimbursement for Grade M1 & above shall be as follows:

1. 10% of CTC or ` 2,00,000 whichever is lower for the employees in Grade M1 to
M4.
2.
10% of CTC or ` 2,40,000 whichever is lower for the employees in Grade S1 and
above.
The Compensation package for CXO position shall be considered and approved by
Remuneration Committee of the Board.

b. Deductions from pay

Deductions from the salary will be based on the Indian Income Tax Act. If any employee is
liable to payment of income tax, he will be required to furnish necessary details concerning
PAN, taxable income and plan of tax deductible investments to the Compensation & Benefit
section of HR department to ensure accurate tax deduction at source.

c. Salary revision and increments

Salaries are normally reviewed once in a year in the month of April. Reviews are based on the
following factors:
ƒ Profitability of the organisation
ƒ Performance & potential of the employee ƒ
Market compensation

Annual Increment
Salary revisions as above are person specific and are totally at the discretion of the
Management. Increment may be granted to confirmed employees of the Organisation each year
on 1st April subject to the efficiency in work, attendance and conduct being found satisfactory.
Each Employee’s annual salary shall be reviewed during the formal performance review and
planning session which will be conducted in April each year. Increments of employees other
than Group Heads shall be approved by MD & CEO based on the recommendation of the
committee comprising of Senior Management of the Company. In case of employees performing

25
exceptionally well, MD & CEO may approve additional mid-term increment based on the
recommendation of concern Group Head and Group Head - HR and inform the same for record
of Remuneration Committee of the Board . The Incentives of the employees other than Group
Heads shall be approved by the Remuneration Committee of the Board as per the performance
appraisal policy of the Company. Remuneration Committee of the Board shall approve the
increments & incentives to employees directly reporting to MD & CEO. Salary review deals
with only the guaranteed compensation with other terms and conditions of employment
remaining the same. This session shall be conducted at the end of the financial year. Such
reviews may be conducted more frequently for a newly created position, or based on a recent
re-assignment. Increments will be determined on the basis of performance, adherence to
Organisation policies and procedures, and ability to meet or exceed duties as per job description
and achieve performance goals. All Employees who are confirmed in the services of the
Organisation on or before March 31 st shall receive their Annual increment w.e.f April 1 st on a
prorate basis, depending upon their service period. Performance is the key to wage increments
in the Organisation.

Bonus/Variable Pay
Payment of Bonus/Variable Pay is the discretion of the Management based on the performance
of Organisation and its employees. Employees dismissed on disciplinary reasons will not be
entitled to Bonus/Variable Pay payment. Loss of Pay is considered as non-active employment
period and will be excluded for the purpose of Bonus/Variable Pay calculation. Any Employee
who has tendered his resignation and serving notice period, dismissed employee or left service
before any payment of Bonus/Variable Pay shall not be entitled to such payment irrespective of
the period he has worked during the year for which the Bonus/Variable Pay is declared.
Bonus/Variable Pay is only declared after Organisation’s financial year-end.

d. Cell phone reimbursements

Intech will reimburse cell phone bills for official calls of its employees in grade M1 and above.
The limit on Monthly expenses is as per the following:

Grade Monthly Expense Limit (In Rs.)

S3 ` 3,000
S1 & S2 ` 2,500
M4 ` 2,000
M1 TO M3 ` 1,500
J5 & J6 **** ` 1,250
J1 TO J4 **** ` 750

Business Heads / Group Heads at their discretion as an exception can make it available to their
employees in lower grades if the work profile so demands. Under this policy, the cost of the
handset is borne by the employee concerned while Intech will reimburse the bill subject to the
maximum limit as detailed above.
**** On recommendation from Business/Group Head

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e. Deferred Benefits

Employees Provident Fund

The Provident Fund contribution is 12% of Basic salary of the individual employee on the
monthly basis and the Organisation shall contribute for each Employee an amount equivalent to
12% of the basic salary towards the Employees Provident Fund

Employees Gratuity
Gratuity will be paid in accordance with Payment of Gratuity Act, 1972. For every employee
who has put in 5 Years of service, the organisation pays gratuity @ 15 day’s basic salary for
every completed year of service.

Leave Encashment
An employee will be entitled to encashment of a maximum of 120 days Privilege Leave at the
time of his retirement. Employees are eligible to encash 30 days Privilege Leave after every 4
years of service in the organisation. The PL encashment will be calculated on the last drawn
Basic Pay of the employee.

f. Other Benefits

Lunch facility
Food will be provided at subsidized rate as decided by the Management. It is expected that all
employees observe strict discipline inside the canteen and maintain cleanliness. However,
Management at its own discretion may or may not provide food to employees. Prior approval
from HR/Admin has to be obtained for tie up with caterer for supply of food for centres other
than Belapur.

Medical Benefits
Medical Allowance will be provided to employees as mentioned in the Letter of Appointment.
The Organisation offers ESI Facility to its Employees who are within the range of coverage.

Mediclaim Insurance
The Organisation offers Mediclaim insurance for all employees. The Organisation has tied up
with Bajaj Allianz which provides a Comprehensive Health Insurance Scheme that covers up to `
3,00,000/- family floater. Detailed information on coverage is available on the Intranet under
INTECH > HRM > Policies > Mediclaim Policy.

However Employees covered under ESIC scheme will not be eligible for Bajaj Allianz
Mediclaim Insurance.

Executive Health Check-up Scheme

The company provides for regular medical check-up for all its employees above the age of 40
through this scheme. This helps the organisation in taking care of the physical well being of its
employees.
Detailed information is available on the Intranet under INTECH > HRM > Policies > Executive
Health Check Policy.

Tax Deduction at Source

Tax will be deducted at source for all employees at the designated rates every month and
details of tax deducted will be indicated in the salary slip sent to each employee.

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Professional Tax
Professional tax will be deducted and remitted as per the taxation schedules based on gross
salaries, applicable in different locations of the country, where the employees are employed.

Bond from Employees

A Bond will be executed by the company with the Trainees / Management Trainees and
Employees assigned with crucial projects (within India & Overseas). The validity & amount of
bond will depend on the level at which the employee is placed and the nature and tenure of the
project assigned to him.

g. Performance Appraisal

Employee Performance Review and Planning Sessions

Superiors shall conduct formal performance reviews and planning sessions with all full-time
and part-time Employees at the end of every financial year, after confirmation of service.
Superiors may conduct informal performance reviews and planning sessions more often if they
so require. Performance reviews and planning sessions are designed for the Superior and the
Employee to discuss his current job tasks and areas of improvement, encourage and recognize
attributes, and discuss positive, purposeful approaches for meeting work-related goals.
Together, Employee and Superior discuss ways in which the Employee can accomplish goals or
learn new skills. The planning sessions are designed for the Employee and his Superior to make
and agree on new goals, skills, and areas for improvement. The Organisation directly links
wage and salary increases with performance of work. The Employee’s performance review and
planning sessions will have a direct effect on any changes in his compensation. For this reason
among others, it is important to prepare for these reviews carefully, and participate in them
fully. New Employees will be reviewed on a monthly basis during probation and on half
yearly/annual basis as per practice. After the initial review, the Employee will be reviewed
yearly. Detailed policy on Performance Appraisal is available on the Intranet in the following
link: INTECH > HRM > Policies> Performance Appraisal Policy

11. Human Resource Development

a. Career progression
To the extent possible, the organisation tries to have a well - defined career progression path for
employees. Thereafter future upward movements of employees, depends on their individual
performance, competencies, criticality of the position as well as the individual and also the
potential assessment to grow in the organization. All the jobs of the organisation are slotted and
placed at 8 different work levels depending upon the size and complexity of the job, impact on
business, span of control, criticality etc. For example, some of the levels are -
ƒ Grade M3 & M4 work Level 5
ƒ Grade M1 & M2 work Level 4
ƒ Grade J5 & J6 work Level 3
ƒ Grade J3 & J4 work Level 2
ƒ Grade J1 & J2 work Level 1
Based on these work levels, promotions are of two types -

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Inter-level promotions
Any movement from one work level to another means an inter-level promotion, which can
happen only if there is a higher-level position available or a new position is created in line with
our growth plans. Inter-level promotions would entail a significant addition to responsibility
besides a consistent track record of good performance.

Intra-level promotions
Movement within a work level is intra-level promotion. The intra-level promotions recognize
performance, potential and also motivation for high calibre employees. Time frame of
promotions as well as its guidelines are at the discretion of the organisation and can be changed
from time to time.

b. Training and Professional Development

The Company recognizes the value of professional development and personal growth for
Employees. Therefore, the Company encourages its Employees who are interested in continuing
education and job specific training to progress further. Prior approval from respective Group
Head, before signing up for the seminars or courses is mandatory for reimbursement. Where
applicable, the organisation reserves the right to impose a bond or recover entire training fees
from the Employee for specific training and professional program to a maximum period of
three years.

12. Miscellaneous

a. Modifications in HR Policy
Any modifications in the HR Policy of the Organisation shall be reviewed by Remuneration
Committee of the Board.

b. Suggestions
The Organisation encourages Employees who have suggestions that they do not want to offer
orally or in person, to write them down and leave them with their Superior or HRD. Every care
will be taken to preserve the Employee’s privacy. No action will be taken on anonymous
complaints or suggestions and the Management has the right to reject such suggestions.
Suggestions may be sent by e- mail to their respective Superior or Group Head or HRD.

c. Procedure for Handling Complaints

Under normal working conditions, Employees who have a job-related problem, question or
complaint should first discuss it with their immediate Superior. At this level, Employees usually
reach the simplest, quickest, and most satisfactory solution. If the Employee and Superior
cannot solve the problem, the Organisation encourages the Employee to escalate the issue
upwards in the Management Hierarchy until the problem is resolved.

d. Press Relations
Employees should not give press statements or grant interviews to the press, television or radio on
any matters connected with the Organisation, particularly on policy matters, without the prior
consent of the Management.

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e. Breach of Code of Conduct, Policies, Rules and Practices
An Employee who is alleged to have breached any code of conduct, rules or policies as
stipulated in this document (or its addendums and revisions) shall be informed in writing and
shall be entitled to 'due process' to refute the allegations and/or submit a defence. The
Management shall establish a Committee to determine the actual breach(es) and the Committee
may recommend to Management to impose specific disciplinary action. The Management shall
decide appropriate disciplinary action to be imposed on the Employee. Disciplinary actions
may range from verbal reprimand to immediate dismissal depending on the severity of the
breach committed.

f. HR Help line
Employees having queries on HR issues may please mail at - hr@idbiintech.com or call us at -
39148093.

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