EMPLOYEE HANDBOOK

SPARKLINE EQUIPMENTS PVT LTD

EMPLOYEE HAND BOOK

A Complete Solution For Material Handling Equipments

SPARKLINE EQUIPMENTS PVT LTD

1
EMPLOYEE HANDBOOK

TABLE OF CONTENTS

Sr. No TABLE OF CONTENTS Page No.

1 Welcome to SEPL 3
1 Introduction 4-5
1.1 Company Profile 4
1.2 Organizational Chart 5
2. Service Manual 6-13
2.1.1 Management Philosophy 6
2.1 Introduction 7
2.2 Gender Policies& procedure 7
2.2.1 Recruitment & Selection 7
2.2.2 Commencement of services 7,8
2.2.3 Employees Selection Letter 8
2.2.4 Probation 8
2.2.5 Induction 8
2.2.6 Performance Management Process 9
2.2.7 Personal Files 9
2.2.8 Salary & Prerequisite 9
2.2.9 Work Norms 10
2.2.10 Medical Fitness & Continuous Fitness 11
2.2.11 Change Of Address 11
2.2.12 Right Sending Tour 11
2.2.13 Leave 11,12
2.2.14 Office Conduct 12-14
2.2.15 Termination of Services 15
2.2.16 Resignation 15
2.2.17 Emergency Preparedness 15
2.2.18 Amendment/ Implementation of Rules 15
3. Corporate Policies 16
3.1 Gender Policy 16
3.2 Travel & Local Conveyance Policy 16
3.3 Conflict of Interest Policy 17
3.4 Hiring Family Members 17
3.5 Extent of service 17
3.6 WHISTLE-BLOWER PROTECTION POLICY 17
3.7 ANTI-HARASSMENT POLICY 18
3.8 CRISIS AND SECURITY POLICY 18
4 Employment Status & records 19
4.1 Employment Categories 19
4.2 Personal Data Change 19
4.3 Probation Period 19
4.4 First Day Checklist 20
5 Annexure 21-26

SPARKLINE EQUIPMENTS PVT LTD

2
EMPLOYEE HANDBOOK

Message of MD:

Dear Sparkline Family Members,

I am glad that our HR department has come out with a HR POLICY MANUAL as a guideline for every one of you.
This is going to smoothen your normal working.

I am aware many of you have contributed for finalization of the draft. i compliment our HR department for the valuable work done by
them.
This manual also will bring discipline in all of us.At SEPL, we believe that each employee contributes directly to the growth and
success of the company, and we hope you will take pride in being a member of our team.

This hand book is developed to describe some of the expectations of our employee and to outline the policies, programs
and benefits available to the eligible employees. Employees should become familiar with the contents of the employee handbook
and it will answer many questions about the employment with SEPL.

We believe that professional relationships are easier when all employees are aware of the culture and values of the organization.
This guide will help you to better understand our vision for the future of business and the challenges that are ahead.
This manual will be available with all HOD for reference however they can access this on ERP.
We hope that your experience here will be challenging, enjoyable and rewarding.

With Best Wishes!

M D – S A Doshi

SPARKLINE EQUIPMENTS PVT LTD

3
EMPLOYEE HANDBOOK

1 INTRODUCTION
1.1 COMPANY PROFILE
We are distributors in India for following renowned international material handling companies.

Dalmec S.p.A., Italy   is World Renowned manufacturer of Pneumatic Manipulators and is leading in this field for the past 35 yrs.
Manipulator is a Pneumatically operated Manual Machine, which works on Zero Gravity principal with added advantage of
Ergonomic movements. It brings the job in weightless condition, which helps operator for easy handling of component. Dalmec has
achieved world recognition because of their unique adaptability of manipulators with various tooling heads I.e. End Grippers.

R.Stahl GmbH ,Germany   is a century old company which leads in the manufacture of Chain, Wire Rope, Explosion - Proof hoists &
crane components & ranks amongst the first four hoist manufacturers in the world ·They have wide range of Standard products for
various requirements as per application · All their products confirm to FEM classification as per German Standards.

Lyftman AB, Sweden  is renowned for their light weight, modular and easy to handle crane systems called LR Systems. This system
is a complete track system for overhead cranes, monorails and jib cranes.

Wampfler AG, Germany  are one of the world’s leading suppliers of Mobile Energy Supply and data transmission systems, Festoon
Systems, handling systems, Monorail and tactile safety systems. They also lead in the manufacture of Equipment carriers & tool
transporters, swivel booms, power turntables, Jib cranes with supply system either Pneumatic or Electric etc.
We are the distributors for these renowned names in India, making us the first choice for solutions in Material Handling Systems.
Our Handling Systems promise cutting edge quality and sophistication which has won us a very renowned customer base. Sparkline
has installed and commissioned many such systems all over India We also manufacture our own range of material handling
systems.

SPARKLINE EQUIPMENTS PVT LTD

4
EMPLOYEE HANDBOOK

1.2 ORGANIZATIONAL CHART

SPARKLINE EQUIPMENTS PVT LTD

5
EMPLOYEE HANDBOOK

2. HR POLICY MANUAL
2.1.1 MANAGEMENT PHILOSOPHY

SEPL management philosophy is based on responsibility and mutual respect. People who come to SEPL want to work here
because we have created an environment that encourages creativity and achievement. SEPL aims to become a leader in
Material Handling Solution. The mainstay of our strategy will be to offer a level of client focus that is superior to that offered
by our competitors.

To help achieve this objective, SEPL seeks to attract highly motivated individuals that want to work as a team and share in
the commitment, responsibility, risk taking and discipline required to achieve our vision. Part of attracting these special
individuals will be to build a culture that promotes both uniqueness and bias for action. While we will be realistic in setting
goals and expectations, SEPL will also be aggressive in reaching its objectives. This success will in turn enable SEPL to
give its employee above average compensation and innovative benefits or rewards, key elements in helping us maintain our
leadership position in the worldwide market place.

PREAMBLE

In view of providing guidelines to all employees in there day to day working, Human Resource Department has come out with a
manual of HR policies and practices in Sparkline.

This manual is applicable to all employees of Sparkline.

This HR Manual has been prepared to help you get familiar with the key policies, benefits, regulations and codes of conduct at
Sparkline. We hope this Manual will help you plan and enjoy the benefits and opportunities that Sparkline provides.

This Manual is intended for internal circulation only. It is subject to revision as necessary from time to time. You should appreciate
intention of this manual and for any doubts or interpretation; employee may get in touch with HR.

SPARKLINE EQUIPMENTS PVT LTD

6
EMPLOYEE HANDBOOK

2.1. INTRODUCTION

Sparkline has come up long way with certain values i.e. Close relationship with each other, mutual trust, integrity, honesty &
freedom to work. Faith in friendly & enjoyable atmosphere is maintained in Sparkline.

We will always be honest, cordial and straightforward with our targeted communities, fellow employees, suppliers and supporting
institutions. We will also maintain all organizational information in the confidential manner.
Statement of Equity
Sparkline is committed to preserving the equity of all employees regardless of colour, gender, national origin, ancestry, religion, age,
disability, health status, marital status. Sparkline will strive to give each person equal opportunity and treatment within the
organization.

At the time of employment, a number of decisions are made between Sparkline and the employee regarding specific application of
these policies. Not all situations will be covered by this document and there will be exceptions.

2.2. GENERAL POLICIES AND PROCEDURES

2.2.1. RECRUITMENT & SELECTION:

Sparkline’s fundamental recruiting principle is to select the most suitably qualified candidate for a position.
 Sparkline is an equal opportunity employer.
 Where possible, preference for a position will be given to existing employees of Sparkline.
 Recruitment will be conducted on a competitive basis, to ensure the best employees are hired.
 Job Application will be invited in prescribe formats. Annexure 2
 In order to fulfill the need of employee in particular post the departmental head has to fill the form & submit in HR dept.
 See annexure 3 & 7

2.2.2. COMMENCEMENT OF SERVICES

Sparkline is happy to have you as a part of the organization and with a hope to ease the unfamiliarity of the new work surroundings,
presents this Employee Handbook.

Services of an employee on contract shall be deemed to commence from the working day on which he/she reports for duty/job.
On the first day the new employee will report to the HR dept. for completing the joining formalities- see Annexure
 Joining letter-
 Salary Certificate (TDS Statement) from previous employer
 Relieving letter – from previous employer, if working
 Proof of Qualifications (Certificates/ Mark sheets)
 Medical fitness certificate, if required
 Tax estimate/ Savings Declaration Form for higher level post
 Personal data- Residential Address, Telephone number, Blood group & Four (4) Passport size photographs,
 Family Photo in Postcards Size (Father, Mother, Spouse, Children) (Incase ESI)

Copies of Documents to be submitted to HR at the time of joining for new employees.

SPARKLINE EQUIPMENTS PVT LTD

7
EMPLOYEE HANDBOOK

 SEPL prescribed form for detailed information.

 P.F form: - if having earlier employment.
 If having previous experience then previous Employment. P.F & ESIC code no.
 Passport size photo.(2 copies)\
 Qualification certificate
 Reliving/experience letter from previous Employer
 Birth certificate.
 Address proof

2.2.3. EMPLOYMENT SELECTION LETTER (ESL)

HR shall issue ESL specifying:

 The date when employment starts. Unless the contract includes an end date, it will be considered a permanent position.
 Monthly salary.
 The employee's title, duties (job description can be appended) and line of reporting.
 Reference to the HR Policy Handbook. Signature on the contract indicates the employee has read and accepts this policy
and terms of the contract.

2.2.4. PROBATION:-
The purpose of the probation period is to allow both Sparkline and the employee sufficient time to assess each other.

a. All employees joining SEPl who are fresher’s shall be under Training for 6 Month & 6 Month probation, for employess who are
experienced will have probation for initial period of 6 Months from the date of such engagements. The period of probation may be
extended by a period or periods at the discretion of management.
Management will review the probation after one year of service and if found satisfactory may reduce the probation period.

b. At any time during the period of probation (including extension, if any), or at the end of such periods, if in the opinion of the
Management’s, the work or conduct of the employee is found unsatisfactory, his/her contract may be terminated 8 days without
notice and without assigning any reason.

2.2.5. INDUCTION

The purpose of the induction is to make a new joiner familiar with the work processes and make him feel comfortable in the new set
up.
Induction will be for one day, either on the first day of the employment or as soon as possible. Where a group of employees join
within the space of a few days, efforts will be made to hold induction in groups. In some cases, induction may involve a visit to other
locations where Sparkline has offices, as well.

Induction will typically include,

 Orientation to Sparkline organization culture, values.
 Meeting with the Unit manager to understand Unit Goal.
 Meeting with key personnel of the unit to understand programs.
 Understanding the role and responsibility with the immediate superior.
 Finalization of one month goals and targets with the immediate superior

2.2.6. PERFORMANCE MANAGEMENT PROCESS

SPARKLINE EQUIPMENTS PVT LTD

8
EMPLOYEE HANDBOOK

Performance Management Process is applicable to all employees, to manage and assess the performance of each employee and
identify training needs if any. It assists both the employee and Sparkline’ to achieve clearly defined goals.

The Performance Management Process consists of the following steps:

1. Setting of Job Tasks and Objectives
2. Interim Performance Reviews—“On-Going Feedback"
3. Year-End Performance Appraisal. It is important to emphasize that these steps do not replace the responsibility of managers to
provide ongoing feedback and guidance to an employee regarding their progress.
Managers are responsible to administer the performance appraisal on an annual basis.

2.2.7. Personnel Files

Sparkline will maintain a file for each individual staff member, which will contain:
 Personal history form (including address, and copy of identification)
 Appointment letter
 Employment contract
 Job description
 Leave records and time sheets
 Performance evaluation records
 Correspondence and letters issued by Sparkline to concerned staff

2.2.8. SALARY AND PERQUISITES

a. Payment of Salary
Salaries, allowances and consultants’ fees are paid up to 9th of every month for the preceding month, by direct transfer to the
employees’ Bank accounts. Tax is deducted at source as applicable .

b. Tax Deduction at Source and Declarations

Employees are required to submit a declaration of expected investments, rent and other deductible expenses in the prescribed
format, at the beginning of the year, or upon joining, as applicable.
Employees who have not submitted such formats are requested to contact Accounts. TDS is computed on the basis of declarations
made at the beginning of the year or at joining. Declarations have to be substantiated by supporting bills/receipts, not later than
December 31. TDS for the months of December-March is computed after adjusting tax calculations for substantiated deductions
only. Employees are also required to produce Form 14s from their previous employers if they have joined during the year.

c. Salary Increases
 Salaries are reviewed annually for each fiscal year. Increases are based on: performance, current market conditions, and
budget.
 For employees whose responsibilities have changed significantly during the course of the year, a manager may
recommend a change of position and an additional increase in salary & final decision is taken by the director .

d. Bonus
 Bonus will be entitled to an individual after completion of one month & will be paid after completion of each preceding
financial year.
 It is mutual understanding between employee & employer that bonus will be paid at the time of Diwali.
 If employee leaves the job without any prior intimation or notice to employer/management then he will not be entitled for any
kind of such bonus.

SPARKLINE EQUIPMENTS PVT LTD

9
EMPLOYEE HANDBOOK

2.2.9. WORK NORMS

a. Hours of Work:
 Normal working hours are from 8.30 am to 5.30 pm, with half hour break (i.e. 1.00 pm-1.30 pm) provided for lunch.
 In order to keep a track of the attendance, employees are required to punch card every morning upon arrival as a matter of
discipline and employees must strictly adhere to the same.

b. Late Sitting:
The organization wants that the employee to be able to maintain a work life balance. The organization does not encourage extended
working hours, beyond the normal time. In case it is sometimes required in exceptional circumstances; the employee will not be
reimbursed any expenses incurred viz. conveyance, food etc.

c. Late Arrival / Leaving Office during the Day:

 To maintain decorum in the office the organization requests every 8.30 a.m. to 8.45 a.m. Employee to be on time. Regular
Late arrival by more than 10 Minutes will be seriously viewed and disciplinary action may be taken. However adjustment for
late departure on a previous day based on prior approval of the reporting superior will be considered.
 In case any employee has to leave office for some work; she/he should inform to immediate supervisor or administrative
assistant such that she/he can be contacted if an emergency arises.

d. Overtime
No overtime will be paid to any salary employee. Working outside of normal working hours is part of the position’s responsibilities.
For overtime work exceeding normal expectations, time off work may be scheduled with the employee's direct manager.

e. outside Duties

 Any employee visiting outside the company premises for official purpose has to maintain details of their visit in OD register
may be for local or outside the pune.
 Any Employee visiting outside the company may be local or outside the pune and if they are on duty for one month or they
are on duty during weekly off then those leave they can take as a compensatory off following in the same month.
 In case the employee is on duty more than one month then in absence of that employee HOD of the department should
organize detail of that employee before the ending of the month.

f. Compensatory Off:-

In Sparkline we treat all employees equal, compensatory off will be entitled to the employee in case he has worked on weekly off
for total (4-8) hrs following in the same month, compensatory off will not be provided for last month in next month. It will be only
entitled on the recommendation of HOD/Director. HOD has to give details in HR department for the Compensatory off, on the
completion of month before 2nd of next month.

2.2.10. MEDICAL FITNESS & CONTINUED FITNESS

The continuance of the employee with the management is subject to his/her confirming to be medically fit for the job, which is
assigned to him from time to time. Management reserved the right to terminate his/her contract at any time if he/she becomes
physically or mentally unfit for the duties assigned to him.

2.2.11. CHANGE OF ADDRESS/ TELEPHONE NO.

SPARKLINE EQUIPMENTS PVT LTD

10
EMPLOYEE HANDBOOK

All employees shall, on their engagement with the organization notify to the management their local and permanent address in the
‘personal details form’ provided to them. It shall be responsibility of the employee to notify any change of address or telephone no.
to the Management promptly.

2.2.12. RIGHT OF SENDING ON TOUR

An employee shall be liable to precede on tour in the course of his/her official duty to any place within India or abroad as and when
so required by the Management for which he/she shall be paid travelling and daily allowance as per rules of the organization as
applicable from time to time.

2.2.13. LEAVE

Weekly Holidays:
 Plants will observe weekly off on Thursday or as declared by Plant Head from time to time.
 Financial Department will observe weekly off on Sundays.
 In order to enjoy other leaves employees has to fill leave cards, in case of urgency employee can fill leave card after
returning back from leave.

Leave Year & Applicability:

 Leave year is from 1st Jan– 31st Dec
 The different types of leaves covered under this policy are:
 Privilege Leave
 Casual Leave
 Sick Leave

 This policy is applicable for all permanent employees, & some facilities are also provided there for trainees
& those who are on probation period.

1. Privilege Leave/ Earned Leave: 12

Eligibility
 All permanent employees are eligible to avail privilege leave
 Privileged leave is calculated for a period of one calendar year (Jan- Dec) those who has completed there 240days
of working.
 Those who joins in between the year PL will be computed based on working days completed by him by end of the
year & will be credited for consumption during next year.
Entitlement
 PL is calculated as 1 day per every 20days of working. Every year on 1st Jan leave earned will be credited to
his/her leave account.
 For accumulation of PL a limit is 3 yrs (36 Days).leaves getting credited beyond the accumulation limit either
employee can avail it or encash it. (TDS is applicable).

2. Casual Leave: 7

Eligibility:
 All permanent employees are eligible to avail Casual leave.
 Casual leave is calculated for a period of one calendar year (Jan- Dec )
Entitlement:

SPARKLINE EQUIPMENTS PVT LTD

11
EMPLOYEE HANDBOOK

 All leaves should be applied for in advance unless circumstances are such that it is not possible to do so. In such
cases a telephone call or an email to the concerned reporting authority or his/her absence to the concerned
department, as intimation should serve the purpose.
 Casual leave cannot be accumulated or encashed or carried forward to the next calendar year.

3. Sick Leave: 7

Eligibility:
 All employees including trainees & probationary employees are eligible for sick leaves.
 Sick leaves will be 7.
 For trainees (who are on training period for 1 yr will have 6 sick leaves for year)
 For Probation Employees (who are on Probation period for 6 months will have 4 sick leaves for a period of Six
Month)
 If an employee avails more than the applicable casual leave during the calendar year, excess leave will be deducted
as PL or if PL is not to his/her credit then it will be treated as leave without pay.
 For sick leave more than 3 days, application should be supported with medical certificate.

4. Paid Holidays:-
 All employees including trainees & probationary employees are eligible for Paid Holidays.
 Paid holidays will be 7 per year (Jan – Dec) & selection of dates will be decided at the beginning of year.
Currently following are the paid holidays observed during the year.

 1. 26 jan
 2. 1st may
 3. 15 August
 4. dashera 1 day
 5. Diwali 3 days

In case of holidays on other festivals, management will decide on compensatory basis.

E. LEAVE APPROVAL:
Recommending and Sanctioning Authorities will be as under:
 All leave should be pre – sanctioned, excepting cases of sickness/ emergencies etc.
 Concerned HOD will ensure that cases of post –sanction of leave are controlled. All post-sanctioned leave will be approved
only by HOD. (In case of Asst. Manager & above- MD will sanction the leave) Such regularizations must be done on
resumption of duty.

 Any leave applied for after CL/SL has been exhausted, which is for less than 3 days at a time, and which is approved by the
Department Head will be treated as authorized absence. Such absence will be without pay.

Leave Card:
An employee will be issued a Leave Card for each calendar year. An employee will fill the Leave Card and get it sanctioned from his
/ her immediate superior before taking any leave. In case, an employee is unable to attend work for some unforeseen reason (for
e.g. illness, family problem etc.) he / she will inform HOD / reporting personnel and/ or Plant Head / HR & Admin Head about his /
her absence the same day. The employee in such a situation will fill the Leave Card on resumption of work.

*At the end of month the employee should ensure that they have filled leave card in case they are out of station they should
communicate HR dept. Via Mail, or written application. While calculating the salary if no entry is available for HR department, they
can directly deduct the salary. *

SPARKLINE EQUIPMENTS PVT LTD

12
 EMPLOYEE HANDBOOK

2.2.14. OFFICE CONDUCT

a. Discipline and Conduct
 Employees shall, at all time, conduct himself / herself soberly and show proper respect and civility to his/her superiors,
colleagues and all persons having any official dealing with the organization.

 Employee shall serve honesty, faithfully and shall use his utmost endeavor to promote the interest of the organization.
 During the period of engagement with organization, employee shall not hold and office of profit outside the organization or
engage himself in any other service, trade, business, profession either part – time or full time whether for profit to gain or on
honorary basis or otherwise, in any capacity or of any purpose, what so where, without the prior written permission of
Management and the permission such type of work management is not binding or obligatory to give such permission. It will
to be Management decided
.
 No employee shall refuse to do any alternative work/duties which in the opinion of the Management the employee is
capable of doing as and when required by the Management to do so depending on the exigencies of work, provided that the
employee gets the same emoluments. Refusal to do alternative work/duties will be treated as misconduct. The management
will be the sole and final authority to decide whether the employee is capable of performing the alternative assigned
work/duties or not.

 Employee shall not create unsanitary or unhealthy conditions inside or around the office.

b. Personal Conduct: - “Give & Take Respect”

The underlying philosophy of all aspects in this guidebook is discipline and integrity at all time. While it is not possible or feasible to
list out every instance, the approach will be one that will take into account both the nature of the problem and the seriousness of the
offence. The company has the right to take action that can include termination or suspension of the employee, as the situation
warrants. This covers both direct work performance as well as work-related conduct.

c. Dress-Code
All employees are required to wear sober clothes suitable for social work.
Revealing /indecent articles of clothing, strong perfumes, etc must be avoided.

d. Sexual Harassment
The organization believes in protecting the self-respect of female employees. And therefore any person found harassing or
misbehaving with a female employee would be have to face serious consequences and may even have to leave the organization.

e. Theft
The organization wants to maintain high integrity standards and therefore any misconduct even in the form of taking office materials
home for personal consumption will be seriously dealt with, as these amounts to theft.

f. Personal Phone Calls

It is understandable that some personal calls must be made during the office hours. However, the number and duration of these
calls must be kept at a minimum. The organization also does not encourage use of STD facility to make personal calls. However in
case of emergency, the employee can do so with prior approval from the Departmental Head and accordingly reimburse the cost of
such calls.

g. Visitors
Personal visitors to the office should be met in an area where other employees will not be disturbed and the meeting should be kept
as brief as possible, at conference hall with prior permission.

h. Keeping Cleanness:

SPARKLINE EQUIPMENTS PVT LTD

13
EMPLOYEE HANDBOOK

All employees are expected to keep their work area neat and clean in order to promote an organized workflow and to maintain an
attractive office facility. Dustbins should be used for the materials treated as waste.
While leaving office, employees must ensure that their tables are clean, chairs are in proper place and unnecessary lights and fans
are switched off. In case one is the last person to leave office; he/she must lock the office.
Any defect/problem must be registered with Admin so that prompt resumption of work can take place.

i. Solicitation of Gifts and Advantages

No employee may solicit or accept for his own benefit, any benefit, bribe or advantage, in money or otherwise, from customers,
suppliers, co-workers, contractors or any person having dealings with the organization. Any breach of this rule may lead to
disciplinary action against the employee.

j. Use of Computer / Internet

The company provides an Office computer with Internet access to facilitate the work of the employees. This facility should however
not be misused for unnecessary net surfing especially obscene stuff, chats, etc. Viewing of pornographic material will be treated as
gross misconduct and shall be met accordingly with dire consequences.

k. LIST OF MISCONDUTS
 Breach or habitual breach of any of the provision provided in the Service Rules or any rules framed or instructions or orders
issued by the management from time to time and in force.
 Coercing, assaulting or intimidating employee/supervision officers inside to outside the work premises.
 Disregard of any operational or maintenance instructions or carelessness on operation and maintenance.
 Acting in a manner prejudicial to the interest or reputation of the organization.
 Leaving work or place of duty without permission.
 Taking interest involving in private momentary transaction of any nature whatsoever during the working hours and / or in
work premises.
 Theft or fraud or dishonesty or deception or corrupt practices in connection with organizations business or property, or
property or another person within the work premises.
 Misappropriating fund.
 Causing damages to any property of the organization.
 Leaving headquarter/station without written permission whether on authorized leave, holidays or otherwise.
 Poor or unsatisfactory performance.
 Making false or untrue statement in the application for leave or any other application or letter to the management.
 Unauthorized communication or removal of official documents or information or confidential or secret papers, information
and instruction etc.
 Carrying unauthorized persons on organizations vehicle or allowing unauthorized person (s) to operate project’s vehicle or
equipments.
 These are only instances of misconduct and it does not imply by any means that this list is exhaustive.
 Consumption of alcohol, tobacco, or other psychohopic drugs will not be entertained & strict legal actions will be taken if
found consumed.

l. PENALTIES
When any employee is found guilty or any of the acts of communication and/or commission constituting misconduct, or a breach of
any rule or order issued by the Management. The Management may impose any of the following penalties on the employee.
Minor Penalties:
- Censure
- Fine

SPARKLINE EQUIPMENTS PVT LTD

14
EMPLOYEE HANDBOOK

- Suspension without salary or pay or wages up to four days. Major Penalties

- Discharge with due notice or pay in lieu of notice; provided that no notice or pay in lieu of notice will be required to be Sparkline in
case of employee who are yet to complete Probation period.
- Dismissal

2.2.15. TERMINATION OF SERVICES

The services of the contract employee may be terminated by giving him one month’s notice or on payment of consolidated pay in
lieu of the notice period provided where the employee is found guilty of misconduct his services may be terminated by dismissal of
discharge by the Management in accordance with procedure laid down under the Service Rule.

2.2.16. RESIGNATION
 Employee engaged is required to serve the organization for a particular project period or minimum period of one year during
which period they cannot resign or leave instead of genuine reasons.
 Employee who desires to leave the services after serving the organization for a minimum period of one year or project
period will be required to Sparkline one month notice or such period of notice as may be specifically provided under the
terms of engagement in this regard. If he does not Sparkline the required notice, he/she will be liable to pay to the
organization as amount equivalent to his/her salary/ wages for the notice period/ or shortfall there on.
 While resigning from the job employee has to do clearance formality. Before leaving he/she should submit the clearance
form in HR department.
 See annexure 6.

2.2.17. EMERGENCY PREPAREDNESS:

 Immediate medical services will be provided by organization in cases of accidental incident, serious condition.
 First aid kit is been kept in the organization as preventive measures for small incident such as – Minor injuries.

2.2.18. AMENDMENT/ IMPLEMENTATION/ INTERPRETATION OF RULES

The director shall have the authority to amend, modify, change, withdraw, suspend, and relax any of all of these Rules without any
notice. The decision of the Director will be final and binding on all employees.

3. CORPORATE POLICIES
3.1 GENDER POLICY
The policy is to ensure that Sparkline’ development programs take positive actions to improve the live of women and promote
gender equity. Sparkline strongly believe in gender equity, namely Sparkline believes
 Women and men will have the benefit of same rights and entitlements, dignity and respect.
 The capacities of women will be recognized as an equal to men.
3.2. TRAVEL & LOCAL CONVEYANCE POLICY:-
The management has decided travel modes & travel allowances as per grade wise.
Travel Modes
SR. EMPLOYEE AIR I II III II SHARE BUS
NO. GRADE CLASS TIER TIE CLASS TAXI /

SPARKLINE EQUIPMENTS PVT LTD

15
EMPLOYEE HANDBOOK

CHAIR AC R AUTO
CAR AC
01 S1 TO S2 v v v
02 P1 TO P5 * v v v v
03 M1 TO M3 * v v v v v
04 M4 & above * V v v v v v

Note: 1. Local conveyance of outstation M1 and above (out of Pune) Taxi /

Auto & below M1, Local Train/ Bus / Shared Auto.

2. ‘*’ Absolutely need based & with prior approval from the Managing Director.

City Grades:
A : Mumbai, Delhi, Kolkata, Chennai.
B. : Ahmadabad, Bangalore, Vadodara, Hyderabad, Nagpur, Bhubaneshwar, Pune,
C.: All other Cities.

Revised T.A. & D.A. rates & charges

SR. EMPLOYEE LODGING ALLOWANCE BOARDING ALLOWANCE

NO. CITY GRADES CITY GRADES
A B C A B C
01 S1 TO S2 500 400 300 200 150 150
02 P1 TO P5 650 550 450 250 200 175
03 M1 TO M3 700 600 500 275 250 225
04 M4 & above 1000 850 750 300 250 225

a. Travel Booking:-

 Travel booking will be made by HR department. Traveler has to submit the requisition form with duly signed by there HOD in
HR dept. kindly see the annexure no. 1
 For train booking it should be provided before 5-2 days.
 For bus booking it should be provided before 3-1 day.
 For Flight booking it should be provided before 1 day
b. Travel booking cancellation:-

 In any circumstance if the employee wishes to cancel the booked ticket from HR department he has to fill the cancellation
form & submit the filled form in HR Department.
 See annexure 5

b. Guest arrangements:-

SPARKLINE EQUIPMENTS PVT LTD

16
EMPLOYEE HANDBOOK

 For guest arrangements the employee to whom the guest are visiting has to submit the guest requisition slip having the
information for arrangements of Snacks, lunch, Dinner, airport pickup, travel booking, hotel booking etc. Kindly see the
annexure no. 9

3.3 CONFLICT OF INTEREST POLICY

The purpose of this policy is to assure that those who represent Sparkline maintain the highest level of integrity and conduct, and
avoid even the appearance of impropriety in all personal, public and business dealings.
A conflict of interest arises where staff have, or could be seen to have, the opportunity to use authority, knowledge or influence
derived from his or her position to improperly benefit themselves, another person or organization.

3.4 HIRING OF FAMILY MEMBERS

The policy is implemented to minimize the negative impact of hiring family members and to help ensure objectivity in all matters
involving staff, operations and finance. A family member is defined as a spouse, parent, in-law, sibling, child, aunt, uncle, niece,
nephew, or cousin.

a) Family members may not report directly or indirectly to each other.

b) Family members may not report directly or indirectly to the same manager.
c) Staff may not directly participate in the appointment or promotion of a family member.

3.5 EXTENT OF SERVICE

A conflict of interest arises if an employee accepts outside employment or engages in outside activities that may interfere with the
efficient performance of Sparkline and staff duties, or use any portion of time that should be allocated to these assigned duties for
other purposes. Employees are expected to disclose possible or perceived conflicts at the time of hiring. When situations of possible
conflict arise in the course of employment with Sparkline, the employee will initiate discussions with her/his manager.

3.6 WHISTLE-BLOWER PROTECTION POLICY

Sparkline encourages employees to report any concerns of suspicions of fraud, without fear of being penalized. Sparkline requires
suspected cases of fraud to be referred to the Human Resource Department. All reported cases will be handled confidentially and
thoroughly investigated. Employees should be aware that, if a suspicion is reported and results in a prosecution or disciplinary
hearing, their involvement as a witness in those processes may be necessary, unless other substantial reliable evidence is
available. Sparkline will not tolerate fraud. Fraud refers to any dishonest or deceitful act including, but not limited to: forgery,
misappropriation of funds, profiteering as a result of inside knowledge, disclosing confidential information to outside parties, altering
or damaging documents inappropriately, and accepting or seeking anything of material value from clients or related organizations.

3.7 ANTI-HARASSMENT POLICY

Sparkline strictly prohibits all forms of harassment directed to any of its employees by anyone, including any supervisor, co-worker,
vendor, or client. Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based on a person’s
protected status, including sex, colour, race, ancestry, religion, national origin, disability, health status, sexual orientation, or other
protected conduct that effects employment conditions, that interfere unreasonably with any individual’s work performance or creates
an intimidating, hostile, or offensive work environment.

3.8 CRISIS AND SECURITY POLICY

Sparkline is committed to giving prompt and appropriate attention to crisis or emergency situations that may include, but are not
limited to robbery, embezzlement, kidnapping, accidental deaths, political violence, medical emergencies and natural disasters. In
order to ensure a rapid response during a crisis, Sparkline provides training on safety and security procedures to staff and requires
that all offices develop and maintain a list of contacts and proce

2.2 NON DISCLOSURE AGREEMENT

SPARKLINE EQUIPMENTS PVT LTD

17
EMPLOYEE HANDBOOK

The protection of confidential business information and trade secrets is vital to the interests and the success of SEPL. Such
confidential information includes but is not limited to, the following examples:

 Compensation data
 Pending projects and proposal
 Computer processes
 Research and development strategies
 Computer program & codes
 Scientific data
 Marketing strategies
 Computer lists
 Scientific formulae
 Technological data
 Scientific prototypes
 Customer lists
 Financial information
 Human Resource strategies
 New market research

All employees and associated members are required to sign a nondisclosure agreement as pre condition of employment.
Employees or associated members who improperly use or disclose trade secrets or confidential business information will be subject
to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefits from the
disclosed information.

4. EMPLOYMENT STATUS AND RECORDS

4.1 EMPLOYMENT CATOGORIES

It is the intent of SEPL to clarify the definition of employment classification so the employee understand their employment status and
benefit eligibility.

REGULAR FULL TIME employees are those who are not in a temporarily or probation status and who are regularly scheduled to
work SEPL full time schedule. Generally they are eligible for SEPL benefits package subject to term, conditions and limitations of
each benefits program.

PROBATION is those whose performance is being evaluated to determine whether further employment in a specific position or with
SEPL is appropriate. Employees who satisfactorily completed the probation period will be notified of their new employment
classification.

CONTRACTUAL employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist
in the completion of a specific project. Employment assignments in this category are of a limited duration. Contractual employees
retain that status until and unless they are notified of a change. Contractual employees are ineligible for all of SEPL other benefits
programs.

CONSULTANTS are those who facilitate organizational change and/or provide subject matter expertise on technical, functional and
business topics during development or implementation.

4.2 PERSONNEL DATA CHANGE

SPARKLINE EQUIPMENTS PVT LTD

18
EMPLOYEE HANDBOOK

It is the responsibility of each employee to promptly notify SEPL of any changes in personnel data. Personal mailing addresses,
telephone numbers, numbers and name of the dependents, individuals to be contacted in the event of emergency, educational
accomplishments, and other such status reports should be accurate and current at all times. If any personal data has changed,
notify the [HUMAN RESOURCE DEPARTMENT].

4.3 PROBATION PERIOD

The probation period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of
performance and to determine whether the new position meets their expectations. SEPL use this period to evaluate employee’s
capability, work habits, and overall performance.

All new and hired employees work for on a probation basis for one year after their date of joining. Any significant absence will
automatically extend the probation period by the length of absence. If SEPL determine that designated probation period is does not
allow sufficient time to thoroughly evaluate the employee’s performance, the probation period may be extended for a specified
period.

Upon satisfactory completion of the probation period, employees enter the “regular” employment classification.

During the probation period, new employees are not eligible for any company benefits program. After becoming regular employees,
they may also be eligible for SEPL- provided benefits, subject to terms and conditions of each benefits program. Employees should
read the information for each specific benefits program for the details on eligibility requirements.

4.4 FIRST DAY CHECKLIST

Name: ……………………………………………………………………………………

SPARKLINE EQUIPMENTS PVT LTD

19
EMPLOYEE HANDBOOK

Job Title: …………………………………………………………………………………

Reporting officer’s Name: ……………………………………………………………..

Starting Time: …………………………………………………………………………..

Quitting Time: …………………………………………………………………………..

Lunch Hour: …………………………………………………………………………….

Date Probationary Period Ends ……………………………………………………..

Phone Numbers to Call if Late or Sick: ……………………………………………..

WISHING YOU A LONG AND REWARDING CAREER!!!

Annexure 1 TRAVEL REQUISITION SLIP

1. Name of the employee & Age: ________________________________________

2. Place of visit & customers name: _____________________________________

3. Meeting place & timing: ____________________________________________

SPARKLINE EQUIPMENTS PVT LTD

20
EMPLOYEE HANDBOOK

4. Distance from
*Railway station
*Bus stop to your destination
*Airport

5. Mode of local travelling: ____________________________________________

6. Normal time of local travelling: ______________________________________

7. Employee Code: ___________________________________________________

8. Department Name & code: ___________________________________________

9. Departmental head’s sign & recommendation: ___________________________

10. Traveler’s detail: _________________________________________________

11. Preference (Dates) I____________II__________III________

12. From: - To: - Date: - Mode of travel: - Class:-

Flight
Train
Bus
Taxi
13. Returning time from journey: _______________________________________

14. Project code: _____________________________________________________

15. Tour No.:________________________________________________________

16. Visitor’s signature: ________________________________________________

Approved: __________________________________________________________

HR-FMT/TRV-001
Annexure 2 PERSONNEL REQUISITION FORM:-
(Whenever there is requirement of candidate in any department. Departmental head is required to fill this form & forward
to HR dept. with there signature.)
Post:______________________________________________________________

Qualification: - _________________________________________________

SPARKLINE EQUIPMENTS PVT LTD

21
EMPLOYEE HANDBOOK

Job role & responsibility with quantification of work:

_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
__________________________________________________________
Knowledge & Skills:- ________________________________________________
___________________________________________________________________

Experience:_________________________________________________________

Language:-__________________________________________________________

Salary Range:-______________________________________________________

Location: __________________________________________________________

Part time/ full time: _________________________________________________

Category:- Temp/Permanent:- ________________________________________

Existing no’s in the same grade:-______________________________________

Total no. employee in Dept.:-__________________________________________

Have you tried for internal transfer:-___________________________________

Expected date of joining:-_____________________________________________

Departmental Head Signature:-________________________________________

HR-FMT/PRSL-002

Annexure 3

JOINING FORMALITIES FOR NEW EMPLOYEE

1. SEPL PRESCRIBED FORM FOR DETAILED INFORMATION.

SPARKLINE EQUIPMENTS PVT LTD

22
EMPLOYEE HANDBOOK

2. P.F FORM: - IF HAVING EARLIER EMPLOYMENT.

3. IF HAVING PREVEIOUS EXPERIENCE THEN PREVIOUS EMPLOYMENT SALARY SLIPS. P.F & ESIC
CODE NO.

4. ATTACHMENTS (ENCLOSURE)

 PASSPORT SIZE PHOTO.(2 COPIES)

 QUALIFICATION CERTIFICATE
 RELIVING/EXPERIENCE LETTER FROM PREVIOUS
EMPLOYMENT WITH LAST MONTHS SALARY SLIP.
 BIRTH CERTIFICATE.
 ADDRESS PROOF.

HR-FMT/JNG-003

Annexure 4 Letter requisition slip

Date: ____________

Name of employee:-__________________________________________________

SPARKLINE EQUIPMENTS PVT LTD

23
EMPLOYEE HANDBOOK

___________________________________________________________________

Employee code:-_____________________________________________________

Purpose of letter& to be addressed to:-_________________________________

___________________________________________________________________

Current address of employee (in case it is required in letter content):-

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Departmental head signature:-_________________________________________

___________________________________________________________________

Letter Code:-_______________________________________________________

Employee Signature:-________________________________________________

Approved to issue the letter :- ( HOD/ S.A.DOSHI) ______________________

___________________________________________________________________

HR-FMT/LTR-005

Annexure 5 SPARKLINE EQUIPMENTS PVT LTD

TRAVEL CANCELLATION FORM
Date: -------------
1. Name of the employee & Age: ________________________________________

2. Place of visit & customers name: _____________________________________

SPARKLINE EQUIPMENTS PVT LTD

24
EMPLOYEE HANDBOOK

3. Date of ticket booked: ______________________________________________

4. Date of ticket cancellation: __________________________________________

5. Total Fare of Ticket: _______________________________________________

6. Reason of Ticket Cancellation: _______________________________________

___________________________________________________________________

7. Employee Code: ___________________________________________________

8. Department Name & code: ___________________________________________

9. Departmental head’s sign & recommendation: ___________________________

10. How can you will avoid it next time: _________________________________

___________________________________________________________________

11. Returning time from journey: _______________________________________

12. Project code: _____________________________________________________

13. Tour No.:________________________________________________________

14. Visitor’s signature: ________________________________________________

Approved: __________________________________________________________

15. Refunded amount after Cancellation:__________________________________

HR-FMT/TRV-009

Annexure 6 Clearance Certificate

Name: _____________________________________

Designation__________________________________

Department: ____________________________

SPARKLINE EQUIPMENTS PVT LTD

25
EMPLOYEE HANDBOOK

Date of submitting resignation Letter: ___________________

Date of joining________________ Last Working day: ____________________

The above mentioned staff member is under clearance on transfer / resignation. Please ensure no outstanding is against employee
& certify.
System Administrator / Network Administrator

User Id disabled
Email disabled
Finance
Advance
Administration Group

Books
ID card
Drawer / Cabin Keys
mobile

Human Resources Group

Exit Interview
Reliving Formalities
Place: _________________ Date: ________________ Signature: ____________________________
Signature of HR-Manager Signature of Department Head

Date: Date:
Enclosures:

 List of Documents handed over

 List of Things Handed over

Enjoy...............
HR-FMT/CLR -011

Annexure 7
UNDERTAKING FOR CONFIDENTIALITY:-

I ____________________________________ give the undertaking on ____________ followings:

SPARKLINE EQUIPMENTS PVT LTD

26
EMPLOYEE HANDBOOK

1. Shall not engage my self with any outside employment while working in this company.

2. Shall maintain secrecy & confidentiality with company’s documents & information.

3. Shall follow company values (loyalty, integrity & honesty) in the company.

4. Shall maintain good relation with seniors as well as juniors.

5. Shall not take confidential information of company by way of pen drive/CD/floppy or hard copies outside the
company premises without the prior permission if only it is required.

Employee’s signature ______________

Date _______________

HR-FMT/UDR -012

Annexure 9
SPARKLINE EQUIPMENT PVT. LTD.
GUEST ARRANGEMENT FORM
Date: -----------------------------
Department: ----------------------------------------------------------------------------------------------------------
Employee Name: -----------------------------------------------------------------------------------------------------
Guest Name & Company: ---------------------------------------------------------------------------------------

SPARKLINE EQUIPMENTS PVT LTD

27
EMPLOYEE HANDBOOK

Date & Day: -------------------------------------------------------- Time: --------------------------------------

Number of Guest: -------------------------------------------------------------------------------------------------
Seating arrangements of guests: -----------------------------------------------------------------------
1. Arrangements of lunch or Snacks :-Please tick
Snacks / Lunch
Please mention the menu
 Lunch : mention the menu
-------------------------------------------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------

2. Arrangement of travel booking & pickup arrangements too & fro.

 From ___________________To _____________________

 Date & time of arraival:-________________________________________________________
 Mode of travelling with preferred class:-___________________________________________
 Payment mode by guests or by us:-_______________________________________________

3. Hotel Booking:-

 Date & time of arraival:-________________________________________________________

 Preferred hotel & rooms type:-___________________________________________________
 Check in ____________________checkout _________________________________________
 Payment mode by guests or by us:-_______________________________________________

Departmental head signature: -----------------------------------------------------------------------------

For office use only

Total bill amount: ------------------------------

SPARKLINE EQUIPMENTS PVT LTD

28