HR Policy Manual

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Contents
PREFACE......................................................................................................................................................3
THE FOUNDING VALUES..............................................................................................................................5
OUR VALUES AND SHARED VISION..............................................................................................................7
RECRUITMENT POLICY.................................................................................................................................9
Annexure A: Employee Requisition Form..........................................................................................14
Annexure B: Transfer Request Form..................................................................................................15
Annexure C: Interview Assessment Form..........................................................................................16
Annexure D: Documents Checklist.....................................................................................................17
RELATIVES HIRING POLICY.........................................................................................................................18
Annexure E: Relative Disclosure Form...............................................................................................20
ORIENTATION POLICY................................................................................................................................21
PROBATION POLICY...................................................................................................................................24
Annexure F: Probation Performance Evaluation Form......................................................................27
ATTENDANCE & WORK SCHEDULE POLICY................................................................................................28
LEARNING & DEVELOPMENT (L&D) POLICY...............................................................................................31
Annexure G: Attendance Sheet.........................................................................................................36
Annexure H: Training Evaluation Form..............................................................................................37
Annexure I: Training Evaluation Form - Observer..............................................................................38
Annexure J: Certificate of Participation.............................................................................................39
Annexure K: Training Needs Assessment Form.................................................................................40
COMPENSATION AND BENEFITS POLICY....................................................................................................41
MOBILE PHONE POLICY.............................................................................................................................44
FUEL ALLOWANCE POLICY.........................................................................................................................47
CAR ALLOWANCE POLICY..........................................................................................................................49
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GROUP HEALTH INSURANCE POLICY.........................................................................................................50
GROUP LIFE INSURANCE POLICY................................................................................................................54
LEAVE POLICY............................................................................................................................................57
Annexure L: Leave Application Form.................................................................................................66
Annexure M: Annual Leave Roster....................................................................................................67
PERFORMANCE MANAGEMENT POLICY....................................................................................................68
Annexure N: Performance Review Form...........................................................................................72
DISCIPLINARY ACTION POLICY...................................................................................................................75
HARASSMENT POLICY................................................................................................................................78
WHISTLE BLOWING POLICY.......................................................................................................................80
HAJJ POLICY...............................................................................................................................................83
TRAVEL POLICY..........................................................................................................................................85
Entertainment Policy.................................................................................................................................90
Annexure O: Travel Authorization Form............................................................................................91
Annexure P: Expense Claim Form......................................................................................................92
Annexure Q: Entertainment Expense Form.......................................................................................93
RESIGNATION POLICY................................................................................................................................94
RETIREMENT POLICY..................................................................................................................................96
NO SMOKING POLICY................................................................................................................................98
GRIEVANCE HANDLING POLICY..................................................................................................................99
CONFLICT OF INTEREST POLICY...............................................................................................................102
Annexure R: Declaration of Conflict of Interest Form......................................................................105
CODE OF CONDUCT.................................................................................................................................106
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PREFACE
The HR policy manual contains the HR policies of TCS. The objective of the Manual is to guide all
employees and keep them fully informed of the Company’s rules and regulations. It is a guide to
Human Resource Management at TCS.
Line Managers play an important role in the execution of policies and should therefore,
familiarize themselves with the contents of the Manual. This will help to ensure that all
employees act in line with the Company’s policies at all times.
The updated HR Policy Manual is available on the intranet and accessible by all employees.
In case of clarifications relating to any section of the Manual, please feel free to contact your
respective area HR personnel.
HR Policy Manual will be reviewed and updated on a regular basis as and when policies are
revised, employees will be informed accordingly.
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THE FOUNDING VALUES
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Embracing change while staying true to our
Founding Values
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OUR VALUES AND SHARED VISION
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RECRUITMENT POLICY
Purpose
The purpose of recruitment policy is to ensure consistency and fairness in recruitment practice
across the organization. The policy aims to provide a structured framework for recruitment and
selection of competent resource for all positions whereas, accompanying procedure entailing
clear guidelines for each stage of recruitment and selection process.
Scope
This policy covers recruitment of external/internal candidates at all levels.
Process
Manpower Planning
Annual Manpower Planning shall be conducted to analyze organization’s strategic objectives

and required workforce associated with these objectives in the beginning of fiscal year (by the
end of July).
Head Office Finance will conduct manpower planning in coordination with Talent Acquisition
(TA) team, Human Resource Operations team and Functional Heads at Head Office (HOF).
Finance will provide approved manpower planning to TA to disseminate information to

Regional Human Resource Business Partners (HRBPs).
Tentative months for hiring of the projected workforce are set during Manpower Planning
process.
1. Additional Hiring
 Additional hiring can be conducted due to unexpected increase in workload i.e. any
business expansion, changes in scope of a function etc.
 Relevant departments will analyze the need and get cost and headcount approval for
all the positions from:
o Concerned Department Head, Country Head, Managing Director (MD), Chief
Financial Officer (CFO), Chief People Officer (CPO) and President & CEO (P&CEO).
2. Project Related Inductions

Headcount and Human Resource cost must be approved with the project feasibility by all the
stakeholders and CFO, CPO and P&CEO.
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3. Position Rationalization
Policy allows Line Manager to re-evaluate the position in coordination with Human Resource
(HR) Representative at Head Office and Regions before requesting for replacement.
4. Employee Requisition Form (ERF)
It is mandatory for all Line Managers to submit Employee Requisition Form (Annexure A) to TA
team and HRBPs to initiate hiring process for both replacement and new hiring cases.
5. Job Description & Job Advertisements

The Line Manager is responsible for drafting the job description, which shall be reviewed and
approved by the Functional Head and HR Representative.
All internal and external job advertisements must be reviewed and approved by the
Organizational Development (OD) team.
6. Resourcing
TA Team and HRBPs are responsible for creating and maintaining talent pool by utilizing
appropriate channels to solicit quality resources ranging from (but not limited to) referrals, job
advertisements, recruitment portals, references, head hunters etc. to ensure the availability of
candidates when need arises.
Only critical and senior positions will be given to approved Headhunters with prior approval
from Head of Talent Acquisition and CPO.
7. Hiring in Permanent Cadre

Hiring in permanent cadre and on Company contract shall be classified into the following:
 External Hiring
This refers to hiring from outside the Company and is carried out at all levels i.e. senior
level, middle management level and at entry level.
 Internal Transfers/Hiring
HR may invite applications from existing employees by posting the job internally through
Opportunity Corner. The existing employees will have to compete on merit with the
external applicants.
 In case of Internal Transfers, current Line Manager will initiate the transfer process with
HR by submitting Internal Transfer Request Form (Annexure B) and same will be duly
approved by new Line Manager.
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Note: Effective date for Internal Transfers will be finalized with the concurrence of both
the Line Managers.
 Internal employees will be transferred on their current package and grade. However, in
case the new position is superior than the current position of the candidate in terms of
grade and compensation, then the concerned department will recommend her/his
adjustment for the next appraisal cycle.
 Temporary Hiring
Bulk hiring for any projects for temporary period will be considered under this clause.
 Re-Hiring
TCS will not re-hire any ex-employee. Any exception would require approval from CPO and
P&CEO considering the criticality.
 Company Contract Employment

o This category will be used to hire seasoned professionals having specialized skill
sets and/or have crossed retirement age.
o Company may acquire the services of an employee on a contractual basis for
specified period (not more than 11 months). The contract will be renewed with
mutual consent after seeking all necessary approvals from relevant stakeholders.
 Change of Status
If a Company contract employee is being recommended for full-time employment, it

would be based on the following:
o Position is to be approved and/or vacant in the organogram.
o Recruitment process is to be followed.
o Recommendations and approval from concerned Department Head is to be granted.
8. Outsourcing (Third Party Contract)
 Outsourcing (hiring on third party contract) will be done with mutual consent of the
Department Head and HR on the positions that do not need employees on permanent
payroll.
 Undergraduate candidates will be hired on 3 rd Party contract until they complete

graduation program. However, in exceptional cases undergraduates will be hired after
approval is obtained from concerned Department Head, Head of Talent Acquisition and
CPO.
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9. Hiring criteria
 The minimum educational qualification for Grade O and above is Graduation or

equivalent qualification from a reputable national or foreign university or professional
institution.
 A candidate shall not be less than 18 years of age.
 CPO may waive the above requirement of minimum qualification in exceptional cases.
10. Written Assessment

 For some entry level positions (Grade O – S), candidate will have to give an
aptitude/written test designed and conducted by HR.
 OD team will design Assessment Test with the help of position’s job description. Tests will
be thoroughly checked by HR team and qualified candidates will be shortlisted for
interview.
11. Minimum Interview Guidelines

 All candidates before selection must go-through the interview process.
 It is mandatory to record all interview assessments in the prescribed Interview Evaluation
Form (Annexure C).
12. Appointment
 Letter of Appointment: HR department shall issue letter of appointment.
 Onboarding: Candidate will be provided with a Document Checklist (Annexure D) to
submit required documents to HR on the first day of her/his joining.
 Confidentiality: All persons hired to work at TCS shall be required to sign the Company
Code of Conduct.
 Disclosure of Personal Information: All candidates at the time of joining will be required
to fill in the details in the given forms.
 No traveling allowance shall be admissible on joining unless recommended by the CPO
and approved by P&CEO.
13. Traveling Expenses for Interviews

 No traveling or out-of-pocket expenses shall be admissible for interviews at entry level.
 Traveling expenses shall only be paid on case-to-case basis to candidates traveling from
out of city with prior approval from CPO.
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14. Change in Personal Status
All employees are required to notify the HR department immediately, for any change(s)
in personal status through Employee Self Service (ESS) portal.
15. Orientation Program

All new recruits shall be taken through an orientation program, facilitated by Learning and
Development team in HR department.
16. Waivers and Amendments

HR holds the right to make amendments to this Policy. Any such amendments shall be
approved by the CPO and P&CEO.
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Annexure A: Employee Requisition Form
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Annexure B: Transfer Request Form
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Annexure C: Interview Assessment Form
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Annexure D: Documents Checklist
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RELATIVES HIRING POLICY
Purpose
Relatives Hiring policy ensures compliance towards Equal Employment Opportunity and to
preserve and promote non-discrimination regarding hiring, promotion and other employment
practices.
Scope
All permanent/full-time employees.
Close Relatives Definition
Close Relative for the purposes of this policy is defined as two individuals related to each other
by virtue of blood or marriage and shall include potential spouse, spouse, children, parent,
grand-parents, siblings, aunts, uncles, nieces, nephews and cousins.
Guidelines
The following guidelines help us to avoid misunderstandings, conflict of interest, acts of

favoritism, or the perception of favoritism;
 Relatives of current employees may be hired only if the new incoming potential employee is
not taking up a position that comes directly under the influence of the current employee or
will have the potential to influence the career of a current employee. All relationships
coming within the definition of ‘Close Relatives’ must be disclosed through the Relative
Disclosure Form provided by HR. Similar conflict of interest declaration will be made by the
current employee to the HR as soon as her/his Close Relative is hired in the Company.
 Once hired, the Company will ensure that Close Relatives are never placed in positions
where they could influence each other careers or are in direct reporting lines. In case of an
omission or lack of knowledge on the part of the Company, the relevant employee shall
update the HR Department.
 If a relationship is established between two employees after having entered the
employment of the Company (through engagement/marriage), the Company shall have the
discretion to either transfer one (or both) to non-conflicting assignments and/or other
departments.
 In other cases where a conflict or the potential for conflict arises, even if there is no
supervisory relationship involved, the parties may be separated by re-assignment.
 The interview/assessment panel will not include ‘Close Relative’ of the candidate.
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 Incoming/current employees not previously aware of their close relative working at TCS,
after joining, as soon as they become aware must immediately disclose the information to
their Line Manager and HR. Non-disclosure of information will be treated as concealment
and may lead into disciplinary action. Existing employee should disclose their relatives
through the attached Relative Disclosure Form (Annexure E).
 Management reserves the right to approve/decide re-assignment on case-to-case basis.
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Annexure E: Relative Disclosure Form
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ORIENTATION POLICY
Purpose
Proper orientation of new employees plays a pivotal role since, employment attitudes are
formed in the initial period and new patterns of behavior start taking roots. The information
and impressions which an employee gets in the first few days of employment count heavily in
her/his later attitudes towards the job, superiors and the organization.
In order to facilitate the employee in settling down in her/his new job, a brief orientation is to
be conducted by Head Office HR/Regional HRBP on the first day of an employee’s joining. A
detail orientation session for new employees must be conducted within first week of her/his
joining.
Scope
All permanent/full-time employees from Grade O above.
Procedure
The orientation will be accomplished in a systematic manner using orientation checklists

followed by detailed orientation session for a group of new inductees.
The orientation program would first start from the Human Resources. Thereafter, the employee
would be sent to the concerned Head of Department for further briefing and job instructions.
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ORIENTATION OF NEW EMPLOYEE
(Checklist for HR Department)
Name of Employee _____________________________Employee #_________________
Designation ___________________________________Department ________________
1. Welcome
 Welcome the employee.

 Briefly narrate the history, milestones and development of the Company, the process
being carried out in the establishment and its products and the nature of service
provided by the Company.
 Explain the Company hierarchy.
 Give her/him a brief on Company’s shared vision and Core Values.
 Explain what behavior the Company expects from its employees in particular such as
code of conduct, discipline, punctuality and cooperation.
2. HR Policy
 Make her/him understand some basic HR Policies & Procedures and Employee
Benefits.
 Explain the importance and procedure of annual appraisal, if applicable.
 Explain the procedure and rules for promotion, counseling and merit rating.
 Explain the procedure for the redress of grievances.
 Explain the leave procedure and the importance the Company attaches to adherence
to such procedure.
 Hours of work and shift schedule, if any.
 Hand over the job descriptions and other required/important documents.
 Explain the health and insurance policy/procedure for seeking out-patient treatment
and admission in hospital for surgical/maternity treatment and other entitlements.
3. Safety
 Explain the importance of following safe practices while at work.
4. Personal Hygiene – Appearance
Explain implications and importance of neat turn-out both in terms of interaction with
colleagues, general public and customers.
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Employee Name ____________________________ ____________________
Dated ______________________ (HR Department)
ORIENTATION OF NEW EMPLOYEE
(Checklist for Concerned Department)
Name of Employee _______________________________ Employee #_________________
Designation _____________________________________Department_________________
1. Welcome
 Welcome the employee and introduce yourself if s/he has not met you before.
 Discuss her/his background and interests and take genuine interest.
2. Provide an overview of the Department and the job
 Provide an overview of the Department and Hierarchy.

 Indicate her/his position in the Department.
 Explain the procedure for the redress of grievances.
 Tell her/him to whom s/he will be reporting.
 Explain her/his job description and the performance expectations.
3. Explain the Company’s Practices & Procedures
 Need for punctuality and good attendance
 Implications of unscheduled absence – effects on co-workers, work schedule and its
cost to the Company and to herself/himself.
 Leave entitlement and the procedure to avail it.
 Procedure for leaving the workplace before the closing hours.
 Other applicable practices and procedures.
4. Show the Layout and Available Facilities
 Explain the layout and the available facilities of the Department and of the
Organization as a whole.
 Inform her/him about the location of washroom and other facilities.
5. Introduction to Departmental Colleagues/Line Manager

 Introduce her/him to the colleagues/Line Manager.
 Ask Line Manager to introduce her/him to her/his colleagues. S/he should briefly
explain the duties of each colleague to whom s/he is introduced.
 The Line Manager should then provide the necessary job instructions.
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Employee Name: ____________________________ ____________________
Dated: ___________________ (Head of Department)
PROBATION POLICY
Purpose
The probation period enables the Company to gauge the suitability of potential employee for
the job, the ability to fit into the culture and to grow within the Company.
Scope
This policy is applicable on those newly appointed employees, whose terms and conditions of
employment state that their appointment is subject to probation period.
Probation Period
Employee shall be placed on probation as under:
 Grade 14 and above – no probation period

 Grade 13 and below – 3 months
Expiry of Probation Period
Upon expiry of probation period, based on Line Manager’s recommendation received by HR,
the employee will be notified that:
 S/he successfully completed the probation period or,

 Her/His probation period is being extended; its reasons, the length of the extension, any
support/training to be provided and any improvements that are required or,
 S/he has not satisfactorily completed the probation period and her/his employment will be
terminated.
1. Successful Completion of Probation Period
Once employee has successfully completed her/his probation period, HR Department will send
her/him a letter confirming her/his appointment with the Company.
Scenario 1(a)
Employee ‘A’ joins the Company on March 01 and enters into 3 month’s probation period. The
probation period ends on May 31. HR will send an email along with the Probation Confirmation
Form (Annexure F) to the Line Manger at least 10-days before confirmation due date. Line
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Manager will provide the recommendation to HR, indicating that the employee’s performance
is satisfactory. HR will then issue a letter confirming her/his appointment with the Company.
In case, HR does not receive any response from the Line Manager on or before confirmation
due date despite two reminders, HR will issue a probation extension letter for further three
months by keeping in loop the concerned Department Head, Head of Compensation & Rewards
and Head of HR Governance & Legal. HR can issue confirmation letter at any time during the
extended period i.e. 3 – 6 months based on the Line Manager’s recommendation. Confirmation
will be effective from the date of receiving of Line Manager’s recommendation.
2. Extension of Probation Period
A probation period may be extended for a maximum period of six (6) months i.e. 3 – 6 months
for first extended period and 6 – 9 months for second extended period under following
circumstances:
 There are concerns about employee’s performance, behavior or conduct, where it is

believed these concerns can be addressed during the extended period.
 The employee has not completed mandatory trainings.
 The employee has had a significant amount of time away from work (e.g. on leaves or
sickness absence) and has therefore, been unable to demonstrate competence in certain
areas.
 Any other reason appropriate for the extension of probation period.
 An employee cannot remain on probation for more than 9 months. An employee is deemed
to be confirmed immediately on completion of 9 months whether HR receives
recommendation or not from the Line Manager.
Scenario 2(a)
Employee ‘B’ joins the Company on March 01 and enters into 3 month’s probation period.
The probation period ends on May 31. HR sends an email along with the Probation
Confirmation Form to the Line Manger at least 10-days before confirmation due date.
However, the Line Manager finds her/his performance is not up to the mark and observes
that the extension in probation period may bring the employee up to the set standards.
Line Manager will provide the recommendation on or before completion of initial probation
period i.e. 3 months from the date of joining and HR will issue a probation extension letter
for further three months i.e. 3 – 6 months.
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3. Termination of Employment
 Upon completion of initial 3 months or extended probation period, if Line Manager is
not satisfied with the employee’s performance and suitability, the Line Manager will
inform HR about the decision to terminate her/his employment. HR will issue a
termination letter on immediate basis without assigning any reason.
Scenario 3(a)
Employee ‘C’ joins the Company on June 01 and enters into 3 month’s probation period.
The probation period ends on August 31. HR will send an email along with the Probation
Confirmation Form to the Line Manger at least 10-days before confirmation due date. If
the Line Manager is not satisfied with the employee’s performance and suitability, then
the Line Manager will provide the feedback on or before completion of probation period
and HR will issue a termination letter to employee on immediate basis.
 During the probation period, it is revealed that the employee provided inaccurate or
misleading information during the recruitment process, this will be discussed with the
employee and, if proved, s/he may be exited on immediate basis.
 During the probation period, employee’s conduct is unsatisfactory, or s/he fails to fulfill
the mandatory requirement(s), s/he may be exited on immediate basis.
 During the probation period, either party (Company and/or the employee) can
terminate the employment on immediate basis with or without assigning any reason.
 The employee will ensure that proper handing over of all the Company’s assets,
responsibilities and obligation is carried out to the entire satisfaction of the Company,
failing which the Company reserves the right to delay affecting her/his release from the
Company without any liability on its part.
Scenario 3(b)
Employee ‘C’ joins the Company on June 01 and enters into a 3 month’s probation period.
The probation period ends on August 31. During the probation period, s/he decides not to
continue with the Company anymore. In this case, s/he can resign on immediate basis.
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Annexure F: Probation Performance Evaluation Form
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ATTENDANCE & WORK SCHEDULE POLICY
Purpose
TCS is committed to “Delivering Beyond Customer Expectations”. It is important for all

employees to direct their efforts towards this cause.
Quality of service is greatly impacted by attendance and time keeping of employees. It is critical
that employees are punctual, report to work well in time and return from lunch, tea breaks on
given time.
This policy aims to provide a standard attendance and work schedule guidelines for employees.
Scope
Work Schedules
I. Head Office based Employees
Working hours for Head Office are 9 AM to 6 PM from Monday to Friday including lunch/prayer
break from 1:30 PM to 2:30 PM (Monday to Thursday) and 1 PM to 3 PM (Friday).
II. Regions/Areas based Employees
Working hours for Regions/Areas are 9 AM to 5:30 PM from Monday to Saturday including
lunch/prayer break from 1 PM to 2 PM (Monday to Saturday) and 1 PM to 3 PM (Friday).
III. Shift based Employees
Shift based employees at Head Office, Regions and Areas will follow their standard working
hours mentioned below:
Attendance Procedure
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All employees are expected to follow the attendance procedure and below mentioned
guidelines on a daily basis to ensure the reliability and transparency of the attendance system.
 An employee must ensure marking attendance while arriving and leaving office otherwise
s/he would be considered absent.
 The attendance of the employees will be monitored through automated biometric face
device.
 All employees are required to use their RFID Cards for recording their attendance by using
biometric face device.
 If an employee reports to office after 09:15 hours, her/his attendance will be marked as RED
in the system.
 3 Red attendances in a month will be equivalent to one (1) day annual leave which will be
deducted from Annual Leave balance of an employee at the end of each month.
 If an employee is unable to report to work as scheduled, s/he should notify her/his Line
Managers no later than 30 minutes after regular starting time or it will be considered leave.
 Where applicable, employee must use attendance register to document “Time IN” and
“Time OUT”.
 Consistent late arrivals, early departures, and extended breaks may also result in
disciplinary action which will have a negative impact on performance evaluation of the
employee.
 Ramazan timings will be announced by HR Department.
 Line Manager is expected to critically monitor the employee’s late coming and attendance
issues.
 Issues pertaining to late comers/leave without approvals should be resolved by Line
Manager. However, if they can’t be resolved they should be reported to HR.
 Shift based employees working at Head Office, regions and areas will also follow above
mentioned rules as per their standard working hours.
Flexi Hours
Flexi hour is a variation in standard office time, subject to certain conditions, which allows an
employee to report office anytime between 11:00 – 13:00 hours with prior intimation and
approval from Line Manager. In an emergency situation, an employee's work schedule may be
adjusted temporarily. The work schedule may not be adjusted continuously to meet the
employee's personal needs.
In case, where an employee requires attending office other than standard office time, s/he may
apply for flexi hours. After the approval of Functional Head and recommendation by Head of
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HR, employee can be granted flexi hours for a period of not more than two (2) months i.e.
domestic problem, parental care etc.
Over-Time
Grade S and above are not entitled for over-time pay. Those employees who are entitled for
overtime pay, their overtime will be calculated after completing normal duty hours as
mentioned in the work schedule.
Compensation for Working Extra Hours
 For assignments or projects where an employee requires staying at office (after completing
the normal duty hours as mentioned in work schedule) in excess of three (3) hours for
consecutive three days or attending office for the whole week (including Sunday) then s/he
may opt for flexi hours on the fourth day or can take compensatory off on eighth day
subject to completion of the project or assignment with prior approval from Line
Manager/Head of Department.
 If an employee worked well over three hours in addition to the standard office time
throughout the week then s/he can avail a compensatory day-off any day during the
following month with prior approval from Line Manager.
Late Sittings
Late sitting in the office should be discouraged except in cases of emergency, as it is an

inefficient, expensive and uncomfortable way of working. Habitual late sitting shall be
discouraged because of the heavy human cost it entails. It is therefore, recommended that all
employees of the Company should endeavor to leave the office within reasonable time on
normal working days.
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LEARNING & DEVELOPMENT (L&D) POLICY
Purpose
The objective of L&D initiatives is to develop the skillset of employees and enable them to
maximize their potential. We believe our L&D programs must contribute towards continuous
improvement of people and processes and facilitate in re-defining the organization along
customer-focused lines. Through these interventions, our aim is to enable employees to:
 Meet organizational goals and objectives
 Convert strategy into action
 Ensure result-oriented performance
 Focus on the skills & attitude required to complete the job efficiently and effectively
 Turn values into behaviors
 Increase job satisfaction and productivity
Scope
For all positions
Training Segments
 Professional Training
 Technical/Tool/System based Training
 Soft-skills Training
Professional Training
Professional Training at TCS aims to develop and upgrade employee’s professional knowledge.
These include programs on TCS Products & Services, Operations Shipment Handling, Corporate
Sales Programs like Project Uraan and Gender diversity initiatives like Project Aghaaz. Many
induction and orientation plans are also part of this category such as Courier Induction
Program, Relationship Executive Program and Management Associates Program.
TCS Courier College has also been established to educate and inspire all couriers in TCS to
Deliver Beyond Customer Expectations by inculcating the Ownership mindset. The College
offers Technical and Soft-skills training for couriers.
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Train the Trainer methodology has been adopted for technical training by training 46 couriers
on Impactful Facilitation who are responsible to roll-out this program to all couriers in TCS.
Technical/Tool/System Training
Technical training at TCS comprises of programs that are purely technical/tool/system based in
nature. Technical skills programs include; Retail Management System Training, Operations
Management System Training, Hand-held Device Training, Booking Portals and effective use of
tools like MS Office.
Soft-Skills Training
Soft-skills training at TCS focus on management development programs that are pertinent to
the soft skills learning needs of the employees and are geared towards maximizing their
potential by building on their skills and competencies. These programs aim to encourage a
learning culture in the organization. These interventions reflect the TCS’s commitment to
employee’s development and career progression needs. The objective of this learning
dimension is to inculcate professional and personal excellence in employees, and develop a
mind-set to evolve with customer-focused service delivery.
Focusing on need-based learning, soft-skills domain consists of programs concentrating on
various aspects of developments as mentioned below;
 Management Development
 Communication skills
 Selling skills
 Customer Service
 Personal Effectiveness
 Team Building
Learning & Development Budget
L&D budget is the responsibility of L&D department and it is developed in light of the learning
needs. The L&D budget year runs from 1st July to 30th June each year. The budget is managed by
Finance and monitored by L&D. All learning & development related expenses are funded from
this budget.
Training Needs Assessment
Training Needs Assessment (TNA) is conducted to assess learning needs of each business unit
through detailed interviews with Functional Heads. These needs are then fulfilled through
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learning solutions offered indigenously by the Learning Center and reputable external learning
solution providers.
Performance appraisal process is also used as another major tool to assess learning needs of all
employees organization wide. Data is collated and learning plans are reviewed according to the
needs of different departments.
In addition to above, each department head is also responsible for reviewing the learning needs
in respective business unit, analyzing them from a strategic, operational and/or individual
development point of view, specifying the performance improvement needs of employees, and
eventually coaching them to fill the knowledge and skill gap.
Learning Methodologies
Once the TNA results have been compiled and divided into the three main categories, i.e.
professional training, technical/tools/system based training and soft-skills training, learning
plans are then developed utilizing learning methodologies as shown below:
In-House Ex-House
Learning Learning
In-House Learning
In-house learning is a cost-effective solution provided through TCS Learning Centers in Karachi
& Lahore and learning hubs across the network. In-house team of trainers for all three
categories forms the in-house faculty of TCS Learning Center.
Approval Process
All in-house learning programs must be approved by business head of the employee
participating in the workshop. Once learning plan and its investment are approved by the
business head, the same must be approved by Head of Learning & Development/Head of HR
Strategy & Research. All costs associated with L&D are allocated from annual learning budget.
Ex-House Learning
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In order to improve employee’s skills and competencies and provide relevant learning solutions,
TCS ensures that learning options are available where in-house solution is not available. L&D
stays in contact with all leading reputable learning solution providers and sends employees on
relevant courses offered through public workshops on the basis of business need.
Learning Approval Process
All learning initiatives (in-house and/or external) requires approval as mentioned below:
In-house Learning
 Line Manager and Department Head

 L&D Head
Ex-house Learning
 Line Manager and Department Head

 L&D Head
 Head of HR Strategy & Research for training cost of up to Rs. 50,000 and Chief People
Officer for more than Rs. 50,000/.
International Learning
 Line Manager and Department Head approval

 L&D Head approval
 Head of HR Strategy & Research approval
 Chief People Officer approval
 President & CEO approval
Travel/Accommodation charges
 Travel and accommodation of the individual participant will be arranged by the respective
department as per travel and entertainment expense guidelines stipulated in Travel &
Entertainment Policy.
 All hotels, meals and incidental expenses associated with attending a course will be
approved as per Travel & Entertainment Policy.
 Re-imbursements of miscellaneous expenses will be approved as per Travel &
Entertainment Policy.
Record Management
L&D is responsible to update and maintain learning records as follows:
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 Monthly Training Calendar is launched organization-wide in first week of every month
which includes all details of training courses to be conducted throughout the month.
 Learning activity is also monitored and tracked by L&D through monthly progress report
which includes details like number of courses conducted and number of participants
trained.
 Employees are required to submit attendance of all training sessions arranged and
conducted at the departmental level to L&D.
Recovery of Training & Certification Costs
If an employee resigns from the employment of the Company either prior to completion of the
training/course or within twelve months after the end of training/course, the investment of
training/course will be recovered from final settlement of employee if the sum of amount is
more than or equal to PKR 100,000/.
Investment on any Certification made by the Company irrespective of cost will also be
recovered if an employee resigns from employment within twelve months after the Completion
of the Certification.
General Instructions
 Explanation letters/warning letters will be issued to employees who do not attend
mandatory workshops.
 Training certificates are awarded upon successfully attending the training (only for
approved trainings).
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Annexure G: Attendance Sheet
36
Annexure H: Training Evaluation Form
37
Annexure I: Training Evaluation Form - Observer
38
Annexure J: Certificate of Participation
39
Annexure K: Training Needs Assessment Form
40
COMPENSATION AND BENEFITS POLICY
Purpose
The purpose of this policy is to clearly define and communicate compensation and benefits
strategies to employees.
Scope
Salary Grades
Employment in the Company will be in the salary grades U1 to 17 carrying appropriate

designations.
 HEAD OF DEPARTMENT
The incumbent is responsible for formulating, planning and implementing long-term strategic
objectives, leads and provides guidance to her/his team and is accountable for overall
performance of the department.
 SENIOR MANAGERS/REGIONAL MANAGERS/BUSINESS MANAGERS
The incumbent is responsible for managing a specific area of responsibility on large scale,
assists Head of Department/General Manager in formulating, planning and implementing
operational/business plans and is responsible for effectively managing and ensuring smooth
flow of day-to-day processes.
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 MANAGER
The incumbent is responsible for implementing operational/business plans, manage her/his

area of responsibility in the light of overall policy guidelines, assist the Department Head in
implementing strategy, supervises and leads the team to achieve desired objectives.
 ASSISTANT MANAGER
Responsible for specific assignment, primarily ensures that assigned tasks are completed within
the desired timeframe and as per provided guidelines, updates and receives constant feedback
from the Line Manager/Department Head.
 OFFICER
Responsible for execution of assigned tasks within the stipulated time.
 ASSOCIATE
Clerical staff performing non-technical tasks.
 UNSKILLED
Non-clerical staff performing blue color job.
Salary Structure
The employees will be paid a basic salary as per their relevant salary grades. In addition, they
will also receive various allowances and benefits as per their entitlements which may be extant
or introduced from time to time.
1. Basic Salary
The basic salary is set out in the Salary Scale. This may be adjusted from time-to-time by
the Company in response to market trends to maintain the competitiveness of the
salary structure and to keep pace with the effects of inflation.
Note: The minimum salary paid to the employees will not be less than the minimum
wages prescribed by Federal and provincial governments and Overtime will be paid in
accordance with Company prevailing process.
2. Allowances
In addition to basic salary the following allowances are payable to all permanent
employees;
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o House Rent Allowance: @ 45% of basic salary
o Utilities Allowance: @ 10% of basic salary
o COLA; Special Dearness Allowance (SDNS); Dearness Allowance & Special/Additional
Adjustment: These allowances are payable to employees in Grades U4 to M1 as per
entitlement.
o Conveyance Allowance: Only payable to female employees ranging from Rs. 1,000 to
Rs. 3,000 per month if they do not avail Company provided ‘pick & drop’ facility
wherever offered.
3. Benefits
Other benefits available to permanent employees are as follows:
o Medical: Medical Allowance is admissible equal to half of one basic salary per annum for
grades S4 to 17 and one full basic salary per annum for grades O1 and below for out-
patient treatment of the members and their families. They are also entitled to
Hospitalization and Maternity benefits. In addition, a substantial cover has also been
provided for the members (themselves) covering a number of Dread Diseases. (See
Section: ‘MEDICAL’).
o Group Life Policy: The Group Life Policy covers natural and accidental death and
disability etc. (See Section ‘INSURANCE – DEATH & DISABILITY’).
o Bonus: Bonus may be paid subject to adequate profit at the sole discretion of the
Management.
o Mobile Phone Policy: The Company provides smart phones and monthly mobile
allowance to all eligible employees as per their entitlement. (See Section: ‘MOBILE
PHONE POLICY’)
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MOBILE PHONE POLICY
Purpose
This policy aims to regulate the usage of mobile phones in the Company to ensure that our
employees are in close contact with the Company and Customers at all times.
The Company provides smartphones that are equipped with modern technology and facilitate
efficient connectivity, on-time accessibility to emails and immense data storage capacity.
Scope
The policy applies to all permanent employees who are required to use mobile phones for
business purpose or to fulfill their job responsibilities.
Entitlement and Monthly Mobile Budget
Grade wise entitlement for mobile phones and monthly mobile budget is as follows:
Note: All requisitions should be approved by employee’s respective HODs.
Procedure
 Entitled employees are free to choose mobile phones keeping the cost of set as per
allocated budget. However, in case the cost of selected mobile phone exceeds the budget,
the additional cost of handset is to be borne by the employee.
 Original purchase receipt/invoice should be submitted to HR Compensation & Rewards unit
for reimbursement.
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 In case entitled employees want to opt for a Company registered post-paid connection,
their bills will be paid from their monthly mobile allowance by the Company. Billing in
excess to entitled limit shall be deducted from the salary. However, those who opt to use
their own connections can do so. In such cases, mobile allowance will be paid along with
their salaries.
 Administration Department in co-ordination with HR will arrange Company registered post-
paid connection where needed.
 In case an employee is traveling abroad, s/he may disconnect GPRS data services
temporarily in order to avoid International Roaming charges or else, billing in excess to
entitled limit shall be deducted from the salary.
Replacement of Mobile Phones
The maturity period of Company entitled mobile set is two years. After successful completion of
estimated life of two years, the device will be transferred to the employee automatically.
Employees who have used Company-entitled mobile sets for two years or more can avail new
mobile sets as per the prescribed entitlement and can claim for reimbursement.
Repair and Maintenance
Once the mobile phone is purchased by the employee, the user herself/himself will be
responsible to bear the cost of all its repair and maintenance.
Insurance and Claims
The Company will arrange insurance of the mobile sets and premium of the sets once during a
policy period as per approved entitlements.
In case of theft, snatching of Company provided phone or SIM card, the Administration
Department must be informed on that day or the next working day by the employee.
Administration Department will fulfil the formalities on receipt of the following documents:
 Copy of FIR
 Employee’s statement
The differential amount of settled claim and approved entitlement will be borne by the
employee concerned for purchasing of new set during policy period.
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Configuration and Support by Information Technology (IT)
The IT Department will assist in configuration of all individual sets as per employee’s email
account.
Separation
In case, an employee leaves the Company before completing two years, the cost of the set will
be deducted from the full and final settlement amount on pro-rata basis.
The ongoing connection charges exclusive of the security deposit shall be deducted from the
employee’s full and final settlement amount if the same was paid by the Company initially. If
any employee wishes to retain the mobile phone connection, the employee should settle the
security deposit amount directly with the service provider.
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FUEL ALLOWANCE POLICY
Purpose
This policy aims to facilitate Company employees to commute to/from office and are required
to travel within the city for official assignments.
Scope
The policy applies to all permanent employees who are required to use their private vehicles
for business purpose or to fulfill their job responsibilities.
Entitlement
Grade wise entitlement for monthly fuel is as follows:
Limits for monthly fuel for Corporate Sales staff based on their job responsibilities are given
below:
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Procedure
 Fuel allowance will be paid by HR department to all eligible employees along with their
monthly salary.
 Prevailing rate of SUPER will be used for calculation of fuel allowance amount. In case of
rate change twice in a calendar month, the average rate will be taken.
 In case entitled employees wants to opt for a fuel card instead of fuel allowance by the
Company:
o Administration Department in co-ordination with HR will arrange fuel card.
o Employees at any time can switch between fuel and allowance and fuel card.
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CAR ALLOWANCE POLICY
Purpose
TCS is committed to ensuring that its employees are offered benefits that are aligned with
industry standards and their position/role in the Company.
The Car Allowance policy aims to facilitate employees in terms of acquiring car of their own
choice from market and pay installments against car allowance paid to them as per
respective grade entitlement. This policy also facilitates those employees who do not wish
to get a car and enjoy the benefits as cash.
Scope
All permanent/full-time employees as per their grade entitlement.
Entitlement
Grade wise entitlement for monthly car allowance is as follows:
This car allowance will be paid to employees along with the monthly salary.
Car allowance entitlement will change automatically with the promotion to the next level as per
the above table.
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GROUP HEALTH INSURANCE POLICY
Purpose
TCS recognizes the importance of medical assistance benefits for its employees so that they
focus on their job responsibilities without worrying about financial risks in the event of
hospitalization. Hospitalization coverage therefore, forms an integral component of the total
rewards package offered by TCS.
Scope
All permanent/full-time employees and Sales Solicitors.
Entitlement
 For Permanent Employees
Group health benefit is available to permanent employees and their dependents (spouse and
children) from the date of joining. Hospitalization cover for following grades is as under:
o Description of Cover
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o For Temporary, Contractual Employees and Couriers
Group health benefit is available to all full-time employees i.e. temporary, contractual
employees and Sales Solicitors for self only, from the date of joining. The annual hospitalization
cover is Rs. 200,000/-.
There will be no premium deduction from the employees of any category and will be borne by
TCS.
Enrolment
 All permanent/full-time employees and Sales Solicitors will be provided with Health
Questionnaire Form (HQF) at the time of their joining to gather required details for
enrolment.
 All permanent employees are required to provide details of themselves and their
dependents (spouse and children) on the enrolment form.
 However, if a permanent employee undergoes a change in family status (as defined) during
her/his employment with TCS, s/he may make a change in coverage (i.e. change coverage
from individual to family or from family to individual, add or delete dependents, or revoke
coverage) by intimating HR Department on as and when basis.
Reimbursement request and/or inpatient admission in panel hospital of those employees

whose details (including self, spouse and children) are not available with HR department and/or
Financial Services department will not be entertained.
Claim Procedure
 Panel Hospitalization Procedure
In case of hospitalization, the employee must inform respective hospital preferably two days
before admission date. In maternity cases, if the delivery date is planned, it must be informed
two days before admission. In case of emergency hospitalization (maternity related or
otherwise), hospital will get instant approval from insurance company upon showing
hospitalization card or s/he contact on provided Hotline Number(s) on health cards for direct /
immediate assistance i.e. 03002018246 for Karachi, 03317333200 for Lahore and/or
03085205833 for Islamabad and if required then approach second escalation to Customer
Service Department of Financial Services.
Note: Hotline Islamabad covers assistance only for Islamabad and Rawalpindi whereby Hotline
Karachi covers assistance of complete South region and Hotline Lahore covers assistance for
Central and North Region (excluding Islamabad and Rawalpindi).
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 Non-Panel Reimbursement Procedure
Non-panel treatment is not preferred. But in case of unavailability of panel hospital, employee
must inform HR Department and/or Financial Services Department and submit duly filled and
signed claim form within 30 days of discharge from hospital.
Insurance company reserves the right to investigate all claims submitted by employees.
Claim must be reimbursed within 25 to 30 working days from the date of submission. For
discrepancy cases turnaround time (TAT) may exceed due to delay in provision of requirement
from respective employee or in case of investigative matter.
Documents required with claim form
o Photocopy of insurance card

o Photocopy of employee card
o Photocopy of employee’s and patient’s CNIC
o Original bills
o Discharge summary
o Prescription for all medications
o Doctor’s recommendation for hospitalization
o Doctor’s certificate specifying patient’s illness
o Claim form with doctor’s endorsement
o Lab reports
o Birth certificate (For maternity cases)
o Further documents may be acquired on case-to-case basis if deemed necessary
General Guidelines
 In case of admission in a panel hospital, the employee will be required to show the
“Hospitalization Card” to the hospital admission personnel (Corporate office or
Administration Department of the hospital).
 Based on the information available on the card, the hospital will admit the patient.
Insurance company will coordinate directly with the hospital for authorization and payment
process.
 Employees are advised to carefully review their medical cards received from the Insurance
company to check the details provided at the time of enrolment. In case of any discrepancy
in the information, employees are required to inform the HR department within one week
of issuance of medical card.
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 Employees are required to review their entitlements/room limits to avail hospitalization
facility. In case of any query or issues related to the hospitalization, employees may contact
to their respective HR or Adamjee Insurance Contact Centre (Contact details are mentioned
below).
Contact Details of Insurance Company
ADAMJEE HEALTH INSURANCE COMPANY LIMITED

Hotline No. for Karachi (South Region): 0300-2018246
Hotline No. for Lahore (Central Region): 0331-7333200
Hotline No. for Islamabad (North Region): 0308-5205833
Toll Free No. 0800-00242
In case of further assistance, please feel free to contact cs.fs@tcs.com.pk contact no.
0321-8279617.
Medical Allowance (Out-Patient Treatment etc.)
Medical Allowance is admissible equal to half of one basic salary per annum for grades S4 to 17
and one full basic salary per annum for grades O1 and below for out- patient treatment
including dental treatment and any prescribed laboratory/pathological tests etc. of the member
and her/his family.
Unutilized portion of the allowance is payable to a member at the end of the year. The payment
will be treated as income in the hands of the member and taxed accordingly.
53
GROUP LIFE INSURANCE POLICY
Purpose
TCS is concerned about the welfare of the family in case of permanent/partial disability,
temporary disability or an unfortunate natural or accidental death of an employee while in the
employment of the Company.
The employees are insured against following emergencies:
o Natural Death
o Accidental Death
o Temporary Disability
o Permanent/Partial Disability
Scope
Entitlement
For U4 to S1, Permanent, full-time & Sales Solicitors – In case of natural death: Funeral
expenses of Rs. 50,000 will be paid on submission of duly complete death intimation form
whereas Rs. 700,000 will be paid in lump sum on submission of duly complete death claim
form. In addition to funeral and lump sum amount, Rs. 20,000 for 15 months will be paid in
monthly installment as family income benefit.
For U4 to S1, Permanent, full-time & Sales Solicitors – In case of accidental death: Funeral
expenses of Rs. 50,000 will be paid on submission of duly complete death intimation form
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whereas Rs. 1,400,000 will be paid in lump sum. In addition to funeral and lump sum amount,
Rs. 40,000 for 15 months will be paid in monthly installment as family income benefit.
For M4 and Above: Funeral expenses of Rs. 50,000 will be paid on submission of duly
completed death intimation form whereas full amount in lump sum as per given entitlements
will be paid in the event of natural and accidental death.
Note: In case of death claim, amount will be reimbursed to beneficiary of deceased after due
activities.
Temporary Total Disability for all Grades In case of temporary total disability (due to an
accident), when an employee becomes unable to perform her/his duty, a sum of Rs. 20,000 per
month upon receipt of due proof in writing from Head Office HR department and doctor will be
payable. Minimum disability period is 14 days and maximum is 12 months.
The insurance company shall have the right to require proof of disability at any stage. In
addition, company as well as Insurance Company has the right to have a physician of its own
choice to examine the employee at reasonable intervals.
Furthermore, in such cases, engagement of the employee with the Company will be based on
management discretion and will be viewed on a case-to-case basis.
Partial/Permanent Total Disability for all Grades: Permanent Total Disability can be claimed
when an employee (due to an accident) is permanently disabled and is unable to perform
her/his duty. In this case, if doctor declares it as permanent disability then, 25% to 100% of
her/his natural death entitlement limit (as per nature of disability) will be paid to her/him in
lump sum.
Furthermore, in such cases, engagement of the employee with the Company will be based on
management discretion and will be viewed on a case-to-case basis.
Enrolment
 TCS will arrange to insure the employees at the time of their joining.
 TCS will update the insurance company in case of separation of an employee.
 Premium against all of the above will be borne by TCS.
Claim Procedure
Following documents needs to be submitted for reimbursement of Temporary Total Disability:
 Duly signed and stamped claim forms from HR Department and the employee
 Photocopy of CNIC of employee
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 Photocopy of all bills and receipts of treatment received in hospital
 Claim form stamped and signed by the concerned doctor
 X-Ray and X-Ray reports
 Lab reports
 Attendance and leave records duly verified from HR
 In case of natural/accidental death, Financial Services will inform insurance company
within 24 hours for further processing.
 Death certificate issued by NADRA which will be required for claim in case of
natural/accidental death.
 Further documents may be acquired on case to case basis if deemed necessary.
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LEAVE POLICY
Purpose
At TCS, we believe in creating work-life balance and maintaining a supportive and healthy work
environment in the organization. It enables employees to strike a balance between work and
personal responsibilities, thus strengthening employee commitment and productivity. It also
caters to the contingencies arising from illness, personal issues and unforeseen circumstances.
Scope
This policy applies to all permanent/full-time employees. Leaves of all other employment
categories will be governed by respective employment contracts.
Leave Year
Leave year is from 1st Jan to 31st Dec. Employees who are appointed during the course of the
year shall be entitled to leaves on pro-rata basis*.
*Proportionate allocation or distribution of leaves on the basis of date of joining.
Leave Type & Entitlement
1. Casual Leave 10 calendar days

2. Sick Leave 08 calendar days
3. Annual Leave 30 calendar days
4. Maternity Leave 90 calendar days
5. Leave without Pay Approval on case to case basis
6. Other Leaves 40 calendar days for Hajj
10 calendar days for employees
from other faiths
7. Accumulated Leaves Encashment Details in clause 7
1. Casual Leave
This leave is intended to meet extraordinary or unforeseen circumstances. They are emergent
and incidental in nature.
1.1 Eligibility for Entitlement
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An employee is entitled to avail maximum of ten (10) days casual leave per annum from the
date of joining.
1.2 Rules and Regulation
 A maximum of three (3) days casual leave can be taken in a month. More than 03 days
casual leave will be adjusted from annual leave balance.
 Only in case of death of any relative, up to 3 consecutive days casual leave on
compassionate grounds will be allowed after approval of the Line Manager.
 To avail casual leave, prior sanction of the Line Manager shall be obtained but in emergency
or special circumstances, the Line Manager must be informed of the absence within first
half of the day/shift.
 Leave Application Form (Annexure L), duly approved by the Line Manager, should reach HR
department with in three (3) days of resumption of duty.
 Casual leaves extended beyond the prescribed limit shall be adjusted from annual leave and
in case the annual leave is not due, the period of leaves shall be treated as leave without
pay subject to prior approval of the Line Manager, Department Head and Head of HR.
 Gazetted holidays/weekly off between casual leave will be treated as sandwich and will be
deducted from her/his annual leave balance.
 Any exception will be approved by the Line Manager, Department Head and Head of HR on
cases to case basis.
 This leave can neither be accumulated, carried forward nor en-cashed.
Scenario 1
Employee ‘A’ has a 5 day working week i.e. Monday to Friday. S/he takes a day off on Friday
and resumes her/his duty on Monday. In this case only one day will be deducted from her/his
casual leave balance.
Scenario 2
Employee ‘A’ has a 6 day working week i.e. Monday to Saturday. S/he takes a day off on
Saturday and resumes her/his duty on Monday. In this case only one day will be deducted
from her/his casual leave balance.
Scenario 3
Employee ‘A’ has a 5 day working week i.e. Monday to Friday. S/he takes a day off on
Friday and resumes her/his duty on Tuesday. In this case leaves will be treated as sandwich
which counts 4-days off and will be deducted from her/his annual leave balance.
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2. Sick Leave
Sick leaves are allowed on account of an employee’s temporary inability to perform duties
because of sickness or injury.
An employee is entitled to eight (08) days sick leave per annum from the date of joining.
2.2 Rules and Regulations
 The employee availing sick leave should take appropriate measures to inform the Line
Manager regarding the probable duration of her/his absence immediately on
commencement of leave.
 The employee should submit Leave Application Form duly approved by the Line Manager to
the HR department within three (3) days after resumption of duty otherwise it will be
treated as annual leave.
 If leaves exceed two days, then the employee should submit Leave Application Form duly
approved by the Line Manager along with Medical Certificate by a registered Medical
Practitioner to the HR department within three (3) days after resumption of duty otherwise
it will be treated as annual leave.
2.3 Prolonged/Serious Illness
 In case of prolonged/serious illness including condition arising from an accident, an

employee can club sick leave with casual and annual leaves.
 If an employee has exhausted all of her/his sick, casual and annual leaves, then s/he should
submit all relevant medical documents to the Line Manager, Department Head and Head of
HR for approval on case-to-case basis depending upon the merit of each case.
Scenario 1
Employee ‘B’ has a 5 day working week i.e. Monday to Friday. S/he takes sick leave from Thursday
18th to Friday 19th. S/he resumes her/his duty on Monday 22nd. In this case, 02 days will be
deducted from her/his sick leave balance.
Scenario 2
Employee ‘B’ has a 5 day working week i.e. Monday to Friday. S/he takes sick leave from Thursday
18th to Friday19th. S/he resumes her/his duty on Tuesday 23 rd. In this case, Saturday, Sunday and
Monday will be treated as sandwich and total 05 days sick leave will be deducted from her/his sick
leave balance.
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3. Annual Leave
Annual leave is a privilege that the Company provides to its employees to spend quality time
with their families, relax and unwind or for any purpose that requires time away from office
each year.
An employee is entitled to avail thirty (30) calendar days’ annual leave per annum after
confirmation. An employee who is on probation can avail annual leaves only under special
circumstances based on the Line Manager, Department Head and Head of HR’s approval on
case-to-case basis. Annual leaves are accumulated on pro-rata basis during the probation
period.
 Each department must plan its annual leave roster (Annexure M) in advance, latest by end
of November each year. It is advised to follow the leave plan diligently.
 Head of Departments should forward their department’s Annual Leave Plan (on a given
template) to HR Department by the end of December each year.
 Applications for annual leaves, duly approved by the Line Manager should be submitted at
least fifteen (15) days in advance to HR Department. Annual leaves should preferably be
taken at the ‘less busy time of the year’, if possible.
 Annual leave can be availed subject to prior written approval of the Line Manager. No
employee shall proceed on annual leave without obtaining the sanction in writing.
 Leave may be refused if the requested timings are in conflict with the exigencies of
Company’s work. At the time of refusal, a mutually convenient alternative date may be
agreed. However, under special circumstances, planned leave of current year can be availed
in the first quarter of coming year.
 When there are conflicting annual leaves requirements between employees, priority will be
given to the employee whose request was received first.
 Line Manager shall advise employee at the beginning of year of such timings when taking
leave is likely to be difficult due to Company’s work.
 The company reserves the right to recall employee from leave due to exigencies of work or
in case of emergencies. If an employee on leave is being recalled to resume duty in the
interest of the organization before the expiry of her/his sanctioned leave,
remaining/unutilized leave will be credited to her/his leave balance.
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 Temporary replacement will not be provided against employees proceeding on annual
leaves.
 It is mandatory that each employee should avail minimum 15 consecutive days annual
leaves, provided her/his leave balance is available. It is the responsibility of each Line
Manager to ensure that the employees must proceed on annual leave.
 This leave can neither be accumulated nor carried forward.
Scenario 1
Employee ‘C’ has a 5 day working week i.e. Monday to Friday. S/he starts annual leave on
Monday 22nd of May until Friday 26th of May. In this case, total of 05 days annual leave will be
deducted from her/his annual leave balance.
Scenario 2
Employee ‘C’ has a 5 day working week i.e. Monday to Friday. S/he starts annual leave on
Monday 22nd of May until Monday 29th of May. In this case, Saturday and Sunday will be
treated as sandwich and total 08 days annual leave will be deducted from her/his annual leave
balance.
3.3 Encashment of Annual Leave: (Accumulated Leave Encashment in clause 7)
 The resigning employee, other than on account of fraud, forgery or misconduct, upon
settlement will be entitled for encashment of unutilized annual leave for that current leave
year on pro-rata basis.
 Encashment of unutilized annual leave will also be allowed in the event of death or
retirement of employees or that current leave year on pro-rata basis.
4. Maternity Leave
Maternity leave facility is a benefit that provides paid time off from work to female employees
to care for their newly born child or make arrangements for the child’s welfare.
Maternity leave will be available to female employees for a maximum of ninety (90) calendar
days during each case and is applicable from the date of joining.
 Leave application along with doctor’s letter of confirmation must be submitted to HR

Department at least one month prior to employee’s departure.
 An employee can adjust this leave before and after the delivery of child totaling 90 calendar
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days according to her need.
 If, because of any complication, leave has to be further extended, deduction will be made
from annual, casual and sick leaves available to her credit. In case annual, casual and sick
leaves are exhausted then, she can avail leave without pay subject to prior approval of the
Line Manager, Department Head and Head of HR.
 Maternity leave shall not be granted more than three (3) times during the entire service of a
female employee. For any subsequent pregnancy, the period of leaves will be adjustable
against the employee’s annual, casual and sick leaves balance. In case annual, casual and
sick leaves are exhausted then she can avail leave without pay subject to prior approval of
the Line Manager, Department Head and Head of HR.
 Paternity leaves of 2 consecutive days will also be allowed to a male employee on a child
birth.
Scenario 1
Employee ‘D’ takes 15 days maternity leave on doctor advise before the delivery of the child.
In this case, 15 days will be deducted from her maternity leave balance and she can avail the
remaining75 days maternity leave after the delivery.
Scenario 2
Employee ‘D’ has already availed maternity leave thrice during her service and she wants to
take maternity leave for the fourth time. In this case, leaves will be adjustable against annual,
casual and sick leave entitlements. In case annual, casual and sick leave are exhausted, she
can avail leave without pay subject to prior approval of the Line Manager, Department Head
and Head of HR.
5. Leave without Pay (LWP)
Leave without pay is a temporary authorized unpaid leave. It should not be viewed as a right
but can only be considered under exceptional circumstances. LWP approval is the sole
discretion of the Line Manager, Head of Department and Head of HR on case-to-case basis.
An employee can apply for leave without pay if s/he has exhausted all other leaves in balance.
 Prior approval of the Line Manager, Department Head and Head of HR is required for grant
62
of leave without pay.
 HR shall ensure stoppage of salary and appropriate deductions of employee’s liabilities.
 Temporary replacement will not be provided against employees proceeding on leave
without pay.
6. Other Leaves
6.1 Hajj Leave
 To allow Muslim employees to perform Hajj once during their employment with TCS, all
Muslim employees with more than one year’s service are eligible to apply for Hajj leave.
 The employee must have prior written permission of the Line Manager. The period of Hajj
leave is forty (40) calendar days given only once during employment with the Company. No
financial travel assistance is given.
 Employees must seek Hajj leave permission while planning for annual leave to enable
planning for adequate staffing levels. Final applications should be received by HR
Department at least one month before the start of Zil-Hijh (the Hajj month). No
consideration will be given to late applications.
 In case of employees from other faiths, they can proceed to perform rituals that have been
identified in their respective religion once during their employment with TCS. The period of
leave for performing rituals is ten (10) calendar days given only once during employment
with the Company. The employee must have prior written permission of the Line Manager
who, will then notify HR Department.
Overstay on Leave
 An employee overstaying her/his sanctioned leave except under special circumstances

beyond her/his control (for which s/he must produce satisfactory explanation/evidence),
thereof s/he shall apply to the Line Manager at least a week before the expiry of the leave
already granted and the Line Manager, in consultation with the Department Head may
grant or refuse the extension of leave.
 If an employee remains absent beyond the approved period of leave without notifying the
Line Manager, s/he shall be liable for disciplinary action unless s/he has a justifiable and
valid reason for absenteeism.
Joining before Expiry of Leave

An employee on leave may only return to duty before the expiry of the leave if permitted by the
Line Manager. In this case, the employee shall inform HR to adjust the remaining leave balance
63
with proper approval from the concerned Line Manager.
Employee on Probation
Employee on probation would be entitled to avail casual and sick leaves on pro-rata basis.
However, an employee who is on probation can avail earned annual leaves only under special
and unavoidable circumstances based on the approval of the Line Manager, Department Head
and Head of HR on case-to-case and on pro-rata basis. Female employees can proceed on
maternity leave, if required.
Employee Serving Notice Period
Leaves during notice period are not encouraged however, under special circumstances,
employee serving notice period can avail casual and/or sick leaves on pro-rata basis. However,
on satisfactory handing over/taking over formalities, s/he can also avail annual leaves subject to
the Line Manager, Department Head and Head of HR’s approval on case to case basis.
7. Accumulated Leave Encashment
There will be no accumulation of leaves at TCS going forward. Leave accumulation stands
capped as of June 30, 2017 for each employee as per (Table ‘A’).
 There will be no accumulation of leaves at TCS going forward. Leave accumulation

stands capped as of June 30, 2017 for each employee as per (Table ‘A’).
Table A
Length of Service Number of Days for Encashment
25 years or above 240 Days
21 to 24 Years 210 Days
 Unutilized annual leaves of the current year will lapse on 31st December each year.
 Employees who have completed 10 years & above services as of June 30, 2017 and have
120 days & above leave balance will be entitled for encashment of un-availed annual
leaves as per Table ‘A’ mentioned above. Remaining balance will lapse effective July 1,
64
2017.
 Employees who have completed 05 years or more but less than 10 years of service as of
June 30, 2017 and have 120 days & above leave balance will be eligible for encashment
of 120 days un-availed annual leaves upon completion of 10 years of service. If an
employee decides to part ways with the Company before 10 years of service, there will
be no encashment.
 Employees who have already availed leave encashment cannot apply for a fresh leave
encashment before completion of 3 years from the date of the last encashment.
 Application of leave encashment, duly approved by the Line Manager and Department
Head, should be submitted to HR Department for management’s approval.
 The leaves will be encashed on the basis of sum of December 2012 salary i.e. basic
salary, house rent and utilities allowances.
 Employees are encouraged to avail their earned leaves.
 Payment of leave encashment is subject to management’s approval.
All benefits offered are company’s prerogative and can be changed/amended as and when
required.
65
Annexure L: Leave Application Form
66
Annexure M: Annual Leave Roster
67
PERFORMANCE MANAGEMENT POLICY
Purpose
The purpose of an effective performance management system is for employees to have a

clear understanding of the work expected from them, to receive ongoing feedback
regarding how they are performing relative to expectations, to distribute rewards
accordingly, to identify development opportunities and to address performance that does
not meet expectations. A comprehensive performance management system empowers
employees to have greater input to their personal career progression and will enable Line
Managers to better identify, recognize and reward individuals based upon an agreed set of
criteria.
Scope
Procedure
Performance Management Process consists of following two phases;
Stage 1: Objective Setting
The objective setting phase is the foundation of the entire Performance Management
process. In this phase, individual goals, SMART objectives (specific, measurable, achievable,
relevant, and time based) and measurable performance indicators (MPIs) are set for the
performance period based on a Balanced Scorecard method.
Stage 2: Performance Cycle
In the performance cycle, the Line Manager evaluates the employee to conduct the annual
performance review based on SMART goals and MPIs.
When merit increases are available, employees may receive an increase to their annual base
pay as a reward for meritorious performance. It is important to remember that
performance increases should be differentiated between employees based upon their
overall performance ratings and, in general, top performers should receive higher pay
increases.
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Scorecard
Definitions
Measurable Performance Indicators (MPIs)
MPIs are structured around four domains to achieve a workable balance between short and
long-term objectives. The four domains/quadrants are
- Customer
- Control - Business Systems and Processes
- People – Employees
- Financial
These are linked objectives that should;
- be consistent and reinforce each other
69
- communicate the business area’s strategy to the individual so s/he understands how
her/his own objectives contribute to business result
- provide an objective way, free of emotion, to measure whether those objectives have
been achieved
Rating Definitions
The employees will be rated on following five point scale on a bell curve method;
Guidelines
 The cycle begins in September/March with the employee and the Line Manager
agreeing MPIs for the coming 12 months.
 Employees who joined the company after March 31 of each year will NOT go through
this process and will automatically fall in the "Too Soon To Rate (TSTR)" category.
 ‘TSTR’ category of employees will NOT be counted towards the total employee
population, of any function. They will not be entitled for increments/promotion.
 Evaluate each employee’s performance using either TCS Performance Scorecard (For
Grades 10 & above, ABH/CSH) or TCS - Performance Review Form for Grade M (Annexure
N).
 Ranking will NOT be shared with the employees until finalized during Ranking Discussions
between the GH/HOD and HR and subsequent President & CEO Approvals.
 All employees will be appraised by their functional Line Managers, even in cases where
employee is based in regions/areas.
 Employees who have been transferred from one function/department to another,
during the year, will be appraised by both current & previous Line Managers.
 All employees based in areas apart from Security, Risk and HR will be appraised both by
the GMs/ABHs and their functional Line Managers.
 After completing the rating exercise, Line Managers should send the performance
ratings & promotion recommendations with justification to Head Office HR.
Promotion
70
All TCS employees have an equal opportunity for promotion based upon their qualifications, job
performance, merit and potential for growth.
After the rating exercise, Line Managers should decide their nominations for promotions.
Following instructions should be considered while nominating an employee for promotion:
 The employee should have demonstrated the potential to take on greater responsibilities.
 The position should be available & benchmarked at a higher grade.
 The employee should have a minimum of 1 year service in current grade.
71
72
Annexure N: Performance Review Form
HUMAN RESOURCE DEPARTMENT
ANNUAL PERFORMANCE REVIEW FORM
Employee’s Name:
Employee#:
Position Title:
Line Manager:
Function:
Department:
Location:
Review Date:
Annual Review Rating
1 2 3 4 5
(please circle overall rating)
RATING SCALE
Assess the extent to which the individual has met the expected level of performance using the following rating scale:-
1 - Excellent (Consistently meets requirements and exceeds requirements in most areas of performance).
2 - Very Good (Consistently meets requirements and exceeds requirements in some areas of performance).
3 - Good (Consistently meets requirements in all areas of performance).
4 - Fair (Consistently meets requirements in most areas but falls below requirements in some areas of performance).
5 - Unsatisfactory (Consistently falls below requirements in most areas of performance).
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ANNUAL PERFORMANCE REVIEW FORM 2014- 2015
Employee’s Name:
Employee#:
Position Title:
Line Manager:
Function:
Department:
Location:
Review Date:
Annual Review Rating 1 2 3 4 5
(please circle overall rating) (Excellent) (Very Good) (Good) (Fair) (Unsatisfactory)
Objectives Achievements Rating

• List dow n main objectives/assignments at end of review
• Assign, a 1-5 rating to indicate the extent to w hich period / year (1-5)
each objective w as achieved.
1: 1
2: 1
3: 1
4: 1
5: 1
Overall Rating: 20%

Overall Performance Rating: (please circle overall rating)
5 => Up to 40% 4 => 41-54% 3 => 55-74% 2 => 75-84% 1 => 85-100%
The above performance rating of objectives will determine the overall annual performance rating.
Supervisor’s Comments
(Additional comments may be attached):
Employee's Signature:________________________ Line Manager's Signature:________________________
74
Other Significant Achievements:

Please list below any other signif icant achievements outside the immediate role requirements in addition to specif ic objectives.
Indicate w hy these w ere signif icant.
Supervisor’s Comments (Additional comments may be attached):
Personal Development Plan

Development Needs Development Plan
(identif y skills, behaviours, know ledge and experience to be (steps to be taken w hich w ill help develop areas identif ied as
developed) development needs)
Employee Comments (optional):
Overall Performance Assessment Rating

(Taking into account the calculated, w eighted perf ormance assessment rating, other signif icant achievements and f eedback f rom
others, arrive at an overall perf ormance assessment rating (using the Rating Scale on Page 1).
Annual Review Rating 1 2 3 4 5

(please circle overall rating) (Excellent) (Very Good) (Good) (Fair) (Unsatisfactory)
Employee Signature
Manager’s Signature___________________________
___________________________
Reviewer’s Comments (Functional / De partm ental

He ad) :
Reviewer’s
Reviewer’s Signature_______________________
Name__________________________
75
DISCIPLINARY ACTION POLICY
Purpose
The purpose of this policy is to establish guidelines to;
 Ensure that employees are accountable for their actions

 Maintain a fair and justified approach to the question of discipline
 Describe a way to manage misconduct in the workplace when the Company is obliged to
take disciplinary action against the offending employee.
 Bring an offending employee back in line with Company values, policies & procedures.
Scope
Procedure
Description Timeline
In the case of occurrence of any incident, it is necessary for the
Manager/Supervisor to inform the Line Management or relevant stakeholder(s). Immediately
The line management/departmental head will inform the security department and
human resources for staff related incidents. Immediately
Security Department initiates the investigation of the reported matter and submits
the reports to the Head of Safety, Security & Vigilance. 20 Days
Head of Safety, Security & Vigilance will review the said investigation report and
forward the same to relevant stakeholder(s) for appropriate action/record. 3 Days
On receipt of investigation report, HR will initiate disciplinary action against

responsible staff. 3 Days
The responsible staff will be required to submit the response of show cause
notice/charge sheet/letter of explanation. 3 Days
If the responsible staff submits satisfactory response or admits the charge, HR will
review the nature of case and may take action against the responsible staff or put 3 Days
up the case before Disciplinary action committee for their decision.
76
In case of unsatisfactory or no response, domestic inquiry will be conducted. 5 Days
The letter of inquiry will be sent to the responsible staff, inquiry officer(s) and
management representative in which the date, time and venue of Inquiry would be
3 Days
mentioned.
The Inquiry Officer(s) shall submit the Inquiry report and proceeding to HR within a
reasonable time of the conclusion of domestic inquiry. 2 Days
HR will prepare management memo and shall put up to Disciplinary action

committee for their decision. 2 Days
The decision of Disciplinary action committee will be executed through line

management/supervisor of responsible staff(s). In case of absence of responsible
staff, the decision shall be sent to his/her residential address available on 2 Days
company’s record.
The responsible staff shall have the right to file appeal against the decision of
disciplinary action committee within reasonable time. 12 Days
In case the responsible staff submits the appeal, it shall be placed before the
Within reasonable
appellate committee for decision. time
The decision of the appellate committee will be final and shall be communicated to
responsible staff accordingly. 2 Days
Key Points
 If suspension is required, HR will issue suspension letter to the accused staff. During the
suspension period, the line management will ensure that the accused staff does not report
to office and will stay at home.
 During the suspension period the accused staff will continue to receive her/his salary.
 If accused staff is required for any further statement, s/he shall report to the investigation
officer or HR for further instructions.
 If the accused staff is not cooperating with the investigation Officer/HR, appropriate action
will be taken against her/him.
 All Disciplinary Action (DA) cases related to Grade 1 to 5 will be handled by respective
region, all cadres of employment related to Head Office and grade 6 and above will be
directly handled by Head Office.
 All the regions will forward DA cases to Head Office to put up before Disciplinary action
committee.
77
 The Inquiry officer(s) should conduct the inquiry proceeding in English/Urdu.
 Accumulative Turnaround Time: 60 Days
 Based on the findings of investigation report, disciplinary process will be initiated against
responsible staff.
HARASSMENT POLICY
Purpose
78
TCS is committed to create a safe working environment which is free from harassment, abuse,
intimidation and discrimination for every employee. TCS also recognizes every employees’ right
to work with dignity which leads to higher productivity and a better quality of life at workplace.
Scope
This policy applies to all permanent/full-time, contractual employees, daily wagers, interns,
apprentices and Sales Solicitors.
Definition of Harassment
“Harassment” means any unwelcome sexual advance, request for sexual favors or other verbal
or written communication or physical conduct of a sexual nature, or sexually demeaning
attitudes, causing interference with work performance or creating an intimidating, hostile or
offensive work environment, or the attempt to punish the complainant for refusal to comply to
such a request or is made a condition for employment.
TCS does not tolerate any such behavior in the organization, including any interaction or
situation that is linked to official work or official activity outside the office. Any allegations of
such nature will be taken seriously, promptly investigated and appropriate action will be taken
in accordance with the TCS Code of Conduct and laws of the country.
Procedure
Ste
Description Timeline
p
In case of occurrence of any incident of Harassment, it is advisable for employee to
lodge a complaint to the Line Manager, Head of Department or HR or any member
1 Immediatel
of Inquiry Committee or report the incident through whistle blow email ID i.e.
y
whistleblower@tcs.com.pk or report the incident on cell no. 0302-8200548.
On receipt of complaint, the Inquiry Committee will communicate the statement of

2 3 Days
allegation to the accused.
The accused will be required to submit the response of the statement of allegation
3 7 Days
leveled against her/him.
In case of an unsatisfactory response, an inquiry will be conducted. If no

4 response is submitted by the accused within stipulated time the Inquiry 5 Days
Committee shall proceed Ex-Parte.
5 While conducting the inquiry proceeding, the Inquiry Committee may

examine oral or documentary evidences in support of the allegation
79
statement and/or in defense of accused as the committee may consider
necessary.
The Inquiry Committee shall submit its findings and recommendations in

6 writing by recording reason thereof to the Competent Authority and 30 days
recommend imposing one or more Minor/Major penalties.
The Competent Authority shall impose the penalty recommended by the

7 7 Days
Inquiry Committee on receipt of recommendations of the Inquiry Committee.
Guidelines
1. The Inquiry Committee shall consist of at least 03 members out of which 01 member shall
be female.
2. The Inquiry Committee may add member(s) in the committee on case-to-case basis if
necessary.
3. The Inquiry Committee shall have power to regulate its own procedure for conducting
inquiry and for fixing place and time of its sitting.
4. The statement and other evidences acquired in the inquiry process shall be considered as
confidential.
5. The Inquiry Committee may instruct to treat the proceedings confidential.
6. During the inquiry proceedings, each party shall be entitled to cross-examine the witness
against her/him.
7. In case a complaint is made against any member of the Inquiry Committee, that member
will be replaced for that particular case.
8. Competent Authority: The Competent Authority consists of following three officials of the
Company or any official appointed by the President & CEO;
1. Chief People Officer 2. Managing Director 3. President & CEO
9. The Competent Authority may consult with the Country Head of concerned Business.
WHISTLE BLOWING POLICY
Purpose
80
TCS aims to develop and sustain a climate of transparency and honesty within the organization.
This policy is distinct from the organization’s grievance and discipline policy where an individual
is affected personally.
Under the domain of this policy, employees can voice their concerns about prospective fraud,
illegal and/or unethical conduct or malpractice in the organization without any fear of reprisal.
The policy protects the employee that they will suffer no detriment for raising their concerns
and any accusation will be fairly investigated and proper action will be taken in a constructive
manner.
As depicted in its core values, TCS is committed to achieve highest standard of justice,
openness, ethical conduct and integrity in its scope of operations both internally and externally.
The organization supports its employees in maintaining an ethical and judicious working
environment by raising concerns whenever they witness any irregularity, malpractice or
wrongdoing.
Scope
The policy applies to all employees of TCS and all group companies.
What is Whistle Blowing?
Whistle Blowing is the reporting of malpractice/misconduct of an employee, be it your

subordinate, peer or superior.
Who is a Whistle Blower?
Whistle Blower is a person who exposes malpractice/misconduct, alleged dishonest or illegal

activity occurring in an organization.
What is Malpractice?
Malpractice in TCS constitutes violations of its internal rules and regulations, business
principles, unethical conduct, criminal offences, breaches of civil laws /regulations,
questionable accounting or auditing matters or deliberate concealment of any malpractice that
has the potential to harm and damage the interest of the company in the eyes of its
stakeholders.
Examples may include, but are not exhaustive to:
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 Criminal Offences
 Violation of Company’s Code of Conduct, policies, SOPs or rules or regulations
 Manipulation of Company data
 Theft, fraud, misappropriation or embezzlement
 Breach of confidentiality
 Unethical behaviour likely to prejudice the standing of the Company
 Any act of discrimination based on sect, religion, ethnicity or political affiliation
 Action based on injustice
 Violation of health and safety guidelines
 Damage to environment
 Concealment of any of the above
Employees should report matters which are current or have occurred recently unless matters
from the past continue to have an impact at present or have just been discovered and are
critical to the business of TCS.
Process for raising and handling a concern
Integrity is non-negotiable at TCS and must be observed while dealing with all the stakeholders
including employees, customers, government agencies and vendors. If an employee believes
that an action of anyone working for TCS might be detrimental to the interest of the Company
or could constitute malpractice, then s/he should immediately report by following the
guidelines provided below:
 It is mandatory for the whistle blower to disclose her/his name. Anonymous whistle
blowing reporting will not be entertained because it encourages false and erroneous
reporting with dubious intentions that is counterproductive and serves no purpose.
 The whistle blower may report through hotline number 021-34687546 or raise the concern
via email at whistleblower@tcs.com.pk. In addition, concern may be raised through SMS
service at a dedicated number 0302-8200548.
 Concern may also be sent in writing in the name of ‘Chief People Officer’ to P.O. Box 3071
Karachi Postal Code # 75200.
 The individual will be contacted within 5 working days.
 The matter will be thoroughly investigated.
 If a concern, raised by the whistle blower, found to be factual, the individual will be
recognized by President & CEO personally.
 In the event, when a concern raised by the whistle blower is found not to be factual, s/he
will be updated after the completion of the investigation.
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Content of the Report
Sufficient information must be included in the report to ensure that the matter can be
investigated properly. This includes:
 A description of the matter with all known relevant facts including dates, names of persons,
locations, division etc.
 An indication of how the reporting employees became aware of the matter.

 Names of other people involved or witnesses
 Concrete supporting information or document.
 An estimate of amount the matter could involve
Employee Facilitation
No employee will be victimized/disadvantaged on the basis that concerns have been raised
against her/him till he or s/he is proven to be guilty.
Likewise, whistle blower will not be victimized and disadvantaged for raising genuine
concerns/suspicions even if it is later discovered that they are mistaken, under this policy they
will not be losing their job or suffering any form of consequence as a result.
Protection to Whistle blower
Name of whistle blower will be kept confidential. However, there may be circumstances in
which the Company may be required to reveal the employee’s identity where an investigation
leads to legal proceedings. In such circumstances, Company will take all reasonable steps to
ensure that the employee suffers no detriment.
The employee should also not disclose that s/he has made the report and must keep the
feedback confidential.
Harassment and/or victimization of a genuine whistle blower will be treated as misconduct and
disciplinary action will be taken in this regard. However, any employee who makes a false or
malicious report will be investigated and disciplinary action will be brought against her/him.
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HAJJ POLICY
Scope
All Muslim permanent, temporary employees and Sales Solicitors.
Eligibility
 Three (3) years of continuous service with TCS up to a cutoff date i.e. day of balloting
 Have clean record of service i.e. no disciplinary action has been taken against her/him in the
past 1 year
 Have not performed Hajj earlier either at their own or on Company’s expense
 Female employee is eligible for Hajj Balloting provided she is accompanied by a “Mahram”
at own expense.
Hajj Scheme Committee
The members of Hajj scheme committee include:
 President & CEO

 MANCOM Members
General Guidelines
 Draws for Hajj will be made well before starting the Islamic month of Zil-Hajj.
 The Hajj scheme is offered once during entire service with TCS.
 Four (4) employees will be selected for Hajj in a year through computerized balloting. One
from each region and one from Head Office.
 Eligible employees for Hajj scheme with poor/unsatisfactory record of service even if they
have completed three (3) years (or more) service with the Company are not eligible for Hajj
scheme.
 Three names are drawn from each region and Head Office and listed down in a sequence.
In case, the employee whose name is drawn first is unable to proceed to perform Hajj, the
employee second on the list will be eligible for Hajj. Likewise, if the second name is also not
in a position to undertake the holy pilgrimage, the third name on the list will be considered.
 The employees whose name is drawn in the Hajj balloting shall have to declare (on
undertaking form) that s/he has not performed Hajj before either at her/his own or on
Company’s expense.
Benefits offered by the Company

84
 All the Hajj expenses will be borne by the Company. However, expenses pertaining to
passport preparation will be borne by the selected employees. In addition to this, selected
employees will be given cash amount of PKR equivalent to 2,000 Saudi Riyals for their day-
to-day expenses for the whole period of Hajj.
 Selected employees will be responsible to complete the formalities of passport and its
expenses.
 The incentive couriers will receive payment on the basis of average incentive for the
duration of Hajj.
 The period of Hajj will be considered as Hajj paid leave.
Travel Risk
The Company does not undertake any responsibility for the personal/physical safety of the
employee proceeding on Hajj. In case of any material loss, injuries sustained or any illness
occurs while traveling, all expenses are to be borne and taken care of by the employee
herself/himself and the Company will not be liable for any compensation. Likewise, in case of
death of the employee (God forbid) due to any reason, whatsoever, the heir(s) and next of kin
of the employee have no right to claim any sort of compensation from the Company
85
TRAVEL POLICY
Purpose
This policy aims to establish a uniform and consistent basis for approval of expenses incurred
on all authorized travel necessitated by Company needs. It covers business travel, transfers
and/or training/orientation assignments, within or outside the country.
Scope
All permanent/full-time employees for business travel.
Approval Matrix
Approval of Visits/Tours
Grade
Allowance
Mancom Members President & CEO
Other than Mancom Member Functional Head
Domestic & International Travel

This policy is divided into following sections:
Domestic Travel International Travel
A. Travel by Air/Train/Road A. Travel by Air

B. Company provided Accommodation B. Company provided Accommodation
C. Own Accommodation/Private Stay C. Own Accommodation/Private Stay
Domestic Travel
Mode of Transportation
The entitlement of employees for domestic travel is as follows:
Mode of Transportation
Grade
Air Train Road
Chairman /
President & Business / First Class AC Sleeper Pool Car/Company approved rent-a-car
CEO
Mancom
Economy AC Sleeper *Pool Car/Company approved rent-a-car
Members
13 & above Economy AC Sleeper *Pool Car/Company approved rent-a-car
M to 12 Economy AC Sleeper Daewoo/AC Coach/Equivalent
86
U to S **N/A Business Class Daewoo/AC Coach/Equivalent
*In case of official travel to another city.
**Employees of grade S and below can be accommodated by air, keeping in view the nature of the tour (emergency/urgency)
and subject to the approval of respective Functional Head and CFO & Director Administration.
Pool Car Usage
 Pool cars are strictly for the use of official visits in Karachi, Lahore and Islamabad and are
entitled to grade 13 and above. They will not be provided in case the user(s) are in the city
of their residence. Pool car management is under Administration Department.
 Pool cars will not be used without drivers.
 Pool cars will not be used for personal visits.
 All requests for Pool Car usages has to be approved by Head of Admin, while any special
circumstances has to be approved by CFO & Director Administration in writing.
Note: Unit Heads will be entitled to pool car/company approved rent-a-car facility for road
travel regardless of grade.
Company Provided Accommodation

Following shall be the grade wise entitlement for Company provided accommodation:
Grade 13 and
S# Description Grade U4 to S1 Grade M4 to M3 Grade M2 to M1 Grade 10 to 12
above
Hotel - Marvel Hotel, Marvel Hotel, Days Inn, Best Avari, Crown Serena, PC,
Standard Sunfort, Mars, Sunfort, Mars, Savoy Western, Savoy Plaza, KHI Marriott, Ramada,
Room (per Savoy Inn & Inn, Days Inn & Inn & Private Guest House or KHI Guest House
1 day PKR) Private Guest Private Guest House Guest House or hotels of or hotels of similar
Inclusive of House or or hotels of similar hotels of similar similar cadre Cadre
Taxes hotels of Cadre cadre
similar cadre
Meal
Allowance
2 1,000 1,000 1,000 Actual Actual
(per day
PKR)
*Incidental
Expense
(per day
PKR)
3 Note: 500 500 500 Actual Actual
Applicable
only where
night stay is
involved
* Incidental expenses include laundry, soft drinks/water during travel, tips etc.
Note: Minibar expense will not be charged to the Company. However, if an employee wishes to use minibar, then s/he will use at
her/his own expense. Chairman, President & CEO and Mancom members are allowed to use minibar.
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Own Accommodation/Private Stay
Employee can also choose to arrange her/his own accommodation as per following
entitlement per diem allowance:
Entitlement
Grade (Flat Payment Package in lieu of Hotel + Meal
Allowance + Incidental Expense – in PKR)
10 to 12 4,000
M2 to M1 3,000
M4 to M3 2,500
S4 to S1 2,000
* 13 & above – mandatory to stay at company provided accommodation
TCS Guest House
TCS Guest House (KHI) reservations will be arranged by Administration Department. Private
stay is not encouraged. In case, any employee is using it for recreational purpose, s/he will
have to vacate on short notice in case booking is received for official use.
International Travel
Approving Authority
All international travel shall be approved by President & CEO.

1. Travel by Air
Grade Entitlement
Chairman/President & CEO Business/First Class
Mancom Members Economy
M & above Economy
2. Company provided Accommodation
Grade Hotel
Chairman/President & CEO 5 Star
Mancom Members 5 Star

13 & above 5 Star (Standard room)
M to 12 4 Star (Standard room)
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Daily/Per Diem Allowance in case of Company Arranged Accommodation
Grade *Daily/Per Diem Allowance

Chairman/President & CEO At actual
Mancom Members At actual
13 & above US$ 200 or equivalent
M to 12 US$ 150 or equivalent
* The per diem allowance would be provided to meet expenses on meals, laundry and personal calls. Taxi charges/visa/airport
charges will be reimbursed as per actual.
Note: Minibar expense will not be charged to the Company. However, if an employee wishes to use minibar, then s/he will use
at her/his own expense. Chairman, President & CEO and Mancom members are allowed to use minibar.
General Guidelines
For International Travel
 All employees are required to obtain prior approval for traveling on official visits from the
President & CEO for outside Pakistan.
 Request for visit/tour must be supported by tour program/purpose/agenda and travel
dates.
 Employee must submit duly approved Travel Authorization Form (Annexure O) and
Expense Claim Form (Annexure P) to Administration Department for reimbursement
(Forms Attached).
 The Company shall not bear the travel expenses for families accompanying employees
traveling on official duty.
 All international travel shall be undertaken in consultation with and prior approval of
President & CEO. In the absence of President & CEO, the Functional Head and Head of HR
shall approve.
 After approval of the visit plan, Administration Department will arrange air and train
reservations through Intiana etc. as per the entitlement.
 Where an employee travels above entitlement, the additional cost shall be borne by the
employee.
 All members traveling by air and staying at hotels will use taxi at actual, hotel pick & drop
facility and breakfast wherever available complimentary.
 All expenses incurred must be supported by original receipts except incidental expense and
will be submitted to Administration Department for reimbursement.
 Duly approved Expense Claim Form must be submitted within 15-days of conclusion of
tour/visit to the Administration Department, which will be forwarded to Finance
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Department for payment to the hotels or the employee. There will be no reimbursement in
case of late submission.
 International bookings shall be dealt through Administration Department.
For Domestic Travel

 All employees are required to obtain prior approval for traveling on official visits from
Functional Heads for within Pakistan.
 Request for visit/tour must be supported by approved tour program/purpose/agenda and
travel dates.
 Employee must submit duly approved Travel Authorization Form and Expense Claim Form
to Administration Department for reimbursement.
 All travel related expenses pertaining to employee training (travel and accommodation, cost
of trainers, management trainees etc.), to be approved by Head of HR.
 The Company shall not bear the travel expenses for families accompanying employees
traveling on official duty.
 After approval of the visit plan, Administration Department will arrange air and train
reservations through Intiana etc. as per the entitlement.
 In Central and North regions, air ticket requests will be forwarded to Administration
Department to arrange reservations, however, train bookings will be arranged by the
Regions through respective Administration Department.
 Where an employee travels above entitlement, the additional cost shall be borne by the
employee.
 All members traveling by air and staying at hotels will use the complimentary hotel pick &
drop facility and breakfast wherever available.
 Members who are entitled to car allowance, may use own vehicle from airport to residence
and vice versa. The claim will be reimbursed at Rs. 15/km as fuel charges. In all other cases,
Radio Cab (or any similar service) available at the airport will be used and charged at actual.
 All expenses incurred must be supported by original receipts except incidental expense and
will be submitted to Administration Department for reimbursement.
 Duly approved Expense Claim Form must be submitted within 7-days of conclusion of
tour/visit to the Administration Department, which will be forwarded to Finance
Department for payment to the hotels or the employee.
 Hotel Bookings countrywide shall be arranged through Administration Department.
 Visitors should communicate their prior visit approvals through Administration Department
to the respective regions/areas for transport and accommodations well in advance.
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Entertainment Policy
Purpose
This policy outlines the extent to which the Company may provide hospitality to customers and
employees as part of business or entertainment event.
 Customer Entertainment
Customer entertainment expenses include events with customers or other stakeholders for
dinners, lunches or events, whereby a business discussion takes place during, immediately
before, or immediately after the event.
The customer entertainment need not be lavish or extravagant and must be directly related to
or associated with potential or actual business relationship with TCS. Only relevant people will
be invited in such events/meetings. Prior approval from Business/Functional Heads is required
for arranging any such events.
 Employee Entertainment
Employee entertainment expenses include annual get-togethers, target/objective achievement

celebrations, employee picnics/excursions etc. These events should foster a sense of
community and strengthen a strong bond between team members. These events are
permissible if infrequent in nature. Only relevant people will be invited in such
events/meetings. Prior approval from Head of HR is required for arranging any such events.
General Guidelines
 Employee/Department must submit duly approved Entertainment Expense Form (Annexure
Q) to Administration Department.
 All entertainment expenses incurred must be supported by original receipts.
 No claims will be reimbursed for any kind of gifts etc. to customers and/or employees at all
except when prior approval is obtained from Head of HR.
 Payment of entertainment expenses is restricted to the most senior employee present at
the meeting/event.
 Combined dinner/lunch arranged during visit of Head Office or Regional Team to Areas
should be restricted to relevant people only. Larger gathering must be
pre-approved by Business/Functional Heads in advance.
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Annexure O: Travel Authorization Form
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Annexure P: Expense Claim Form
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Annexure Q: Entertainment Expense Form
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RESIGNATION POLICY
Purpose
This policy is designed to ensure that the prescribed process is followed when an employee
resigns from the Company.
Scope
Notice Period
 Employees on probation may resign with 24 hours’ notice.

 Permanent/full-time employees may resign from the services of the Company at any time,
in writing with a notice period as specified in their employment contract.
 Employee will be released from service only after her/his resignation is formally accepted
and the notice period applicable to her/him has elapsed after submission of resignation.
 If an employee wishes to be released immediately from her/his services (subject to Line
Manager’s approval), salary in-lieu of notice period will be deducted.
 The Company may at its sole discretion, waive or reduce the amount due by employee in
lieu of notice period.
Process
The following steps should be followed by employees and their Line Managers in the event of
resignation;
 All permanent employees wishing to resign must do so in writing by submitting a ‘letter of

resignation’ to their Line Managers.
 The Unit Head will in turn confirm acceptance of an employee’s resignation and will also
responsible for confirming an employee’s last day of work. This must be forwarded to HR
Operations within a week of the resignation being tendered, along with the employee’s
original resignation letter.
 Human Resources must be notified immediately of all separations in order to complete
necessary exit process.
 Employees will carry out their normal tasks and duties as set out in their job description
during the notice period.
 Employees must return any Company property, e.g. Laptop, keys, phone, Employee ID card
etc. in their possession to their Unit Head on their last day of work.
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 The separating employee’s Line Manager or Unit Head must certify that Company’s
property has been returned.
 The Employee or Unit Head should contact HR Operations, Head Office or their respective
Regional HR Offices if any assistance is required.
 Employee must ensure all department obligations/handing over etc. is met by the last day
of employment with the Company.
Clearance Procedure
 The Exit Clearance Form can be collected from HR.

 The Exit Clearance Form is to be completed by the separating employee on or before the
last day of employment.
 Duly filled Exit Clearance Form must be submitted to HR before last working day of an
employee.
 On satisfactory completion of full and final settlement, Company will issue a certificate of
service to the concerned employee.
Final Settlement
 The full and final settlement amount will be paid to the employee within 30 days from the
last working day, subject to completion of all formalities by the exiting employee.
 If there are any unpaid obligations to the Company, the final paycheck will reflect the
appropriate deductions. All temporary, permanent and incentive employees are eligible for
clearance.
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RETIREMENT POLICY
Purpose
This policy aims to provide standard guidelines on the retirement process for all permanent
employees.
Scope
Retirement Age
The age established for the employee at the time of her/his employment, as indicated by
her/his birth certificate, age estimation certificates, passport, or CNIC, will be entered in the
Company’s records. The birth date so recorded and registered will be deemed to be the
employee’s birth date for all purposes of her/his employment with the Company.
The retirement age in the Company will be 60 years for all employees (Male & Female).
Early Retirement
In the course of the employee’s service, if s/he suffers from a serious ailment or permanent
disability which is likely to impede the performance of the employee, the Management reserves
the right to offer an early retirement to the employee.
Retirement Benefits
In addition to the final dues, retired employees will be granted following additional benefits;
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Formalities to be completed on retirement
 Intimation letter to concerned employee

 Notification email to all concerned
 Surrender of all Company properties
 Cancellation of Computer Password/Authorization
 Cancellation of Power of attorney
 Payroll Deletion
 Any other asset/privileges provided to the employee
 Adjustment of Loans
 Settlement of Dues
 Final Settlement processing
 Issuance of final clearance/release letter
Employee Old Age Benefit Institution (EOBI) Pension
All retired employees are entitled to pension from EOBI in accordance with Employee Old Age
Benefits law of Pakistan. The employee may be eligible for pension after retirement from
Company's service (if applicable as per EOBI rules), however the employee will have to claim
and process her/his benefits from EOBI on its own and the Company is not responsible for
payment/processing of such benefits.
 Male employees on completion of 60 years and female employees on completion of 55

years of age are entitled to pension in accordance with Employees old age benefits law of
Pakistan.
 Regardless of retirement age, EOBI pension contribution for female employee will end at 55
years of age. For male employee, EOBI pension contribution will continue till the retirement
age of 60.
Post Retirement Employment
The Management may, at its discretion, re-employ a retired employee on contractual basis for a
defined period keeping in view her/his past performance, skills and health. Such re-
employment may include part time engagement, in such case, the remuneration package will
be worked out in consultation with Human Resources and respective Department Head. The
contract initially will be for a maximum period of 11 months, which may be renewed further at
the discretion of the Management.
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NO SMOKING POLICY
Purpose
TCS is committed to provide a smoke free work environment where every smoker/non-smoker
can work in good health. Accordingly, the employees are not allowed to smoke at the
workplace except at designated areas, even if the employees have their own cubicle, cabin or
room.
Scope
This applies to all TCS offices including Head Office, Regional Offices, Area Offices, Stations,
Branches and Express Centres.
Designated Places for Smoking
 At Head Office
1. Roof Top - Head Office building

2. Area adjacent to Executive Car Parking
3. Staircase area MMS/Print shop
4. Fleet workshop corner adjacent to nursery
5. Open Area opposite Cargo Lift MMS
 At Regional/Area Offices
Employees at Regional and Area offices who are smokers are advised to smoke in open areas
located in the office premises.
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GRIEVANCE HANDLING POLICY
Purpose
This policy provides fair, effective and efficient mechanism for resolving problems, concerns or
disputes raised by the employees in order to arrive at a satisfactory resolution.
Policy Principle
 Fair and consistent treatment and prompt consideration of complaints.

 To ensure grievances are taken seriously and dealt with in a professional manner.
 Handling of grievance in-line with the relevant management structure.
 Resolution of grievance within a general framework of cooperation.
 Quick resolution of grievance to avoid the negative effects.
Scope
Procedure
1. Informal Process
If an employee has a problem arising with her/him, s/he should discuss it directly with her/his
Line Manager/Department Head so that, if possible, it can be prevented from developing into a
grievance.
2. Formal Process
Step 1
Employees should first attempt to raise and discuss their grievance with their Line Manager
who shall make every effort to resolve it fairly and quickly. If grievance involves and relates
to Immediate Supervisor/Line Manager, then it shall be raised to the next higher level.
Step 2
If grievance remains unattended or remedial measures are not initiated within seven (07)
working days, then aggrieved employee shall formally forward it to their concerned HR
department.
It is not obligatory upon employees to inform their Immediate Supervisor/Line Manager if

grievance involves and relates to them. However, if they wish to do so, then they may
endorse copies to them.
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Investigation of Grievance
Upon receiving a grievance, HR shall decide whether the matter requires investigation or not.
Matters which do not require any investigation shall be taken up with relevant business Head
for the comments/feedback. If the raised grievance requires investigation, then the same shall
be initiated within five (5) working days through an independent executive/officer(s) of the
Company whose name shall be communicated to the aggrieved employee.
All other relevant parties, including the aggrieved employee, will be called upon to participate
into investigation in order to discuss matters surrounding alleged grievance in a separate or
joint sitting. Such investigation will also be meant for assembling the facts, to take on record
documentary evidences, if any and to acquire any relevant witness statements.
All employees involved in the grievance process will generally be made aware that an
investigation is being undertaken as soon as reasonably practicable, unless there are good
reasons not to do so. For instance, where there are genuine concerns that this would impede
the investigation or facilitate in manipulating or distortion of facts.
Depending upon the circumstances of case, Company may suspend services of any employee
(including aggrieved employee, if necessary) on full pay whilst investigation is being conducted.
Aggrieved employee’s identity shall not be disclosed if s/he specifically requests to this effect,
but under circumstances, where it is not possible then s/he shall be informed accordingly.
The investigating officer(s) shall carry out and conclude the investigation fairly and objectively
in the shortest possible time and thereafter, submit its report to the competent authority.
Resolution of Grievance
 Cases without investigation
Matters in which investigation was not necessitated and feedback was obtained from relevant
business function shall be placed before competent authority for final resolution.
 Cases with investigation
However, where grievances had been investigated, the findings of investigating officer(s) along
with details of the case shall be placed before a Panel comprised of following:
 Head of Human Resources

 Head of HR Governance & Legal
 Head of Safety Security & Vigilance
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 Relevant Business Head
The Panel may discuss the case either through a conference call (audio or video), via emails or
in a meeting. After taking into account findings of investigation as well as facts of the case, the
Panel shall give its decision which shall be communicated to all concerned employees.
However, if Panel observes that breaches of Company’s code of conduct or violation of

prescribed policies and procedures have taken place, then Company may initiate disciplinary
action against delinquent employee(s) depending upon nature of the case. It is not mandatory
upon the Company to take disciplinary action solely on the decision of Panel. Disciplinary action
can be initiated at an earlier stage if circumstances warrant to this effect based upon grievance
and evidence made available in relation thereto.
Review Process
If aggrieved employee is not satisfied with decision of Panel for redress of her/his grievance,
then s/he can submit a Review Application within seven (7) days of receiving the
communication from the HR. Review Applications received after lapse of seven (7) days shall
not be entertained.
The Review Application shall be submitted to HR, which shall be placed before Competent
Authority for reviewing the earlier decision. The decision of Competent Authority on review
application shall be final and binding upon all concerned employees and shall not be subject to
any further appeal or review.
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CONFLICT OF INTEREST POLICY
Purpose
This policy refers to any case where an employee’s personal interest might contradict with the
interest of TCS. This is an unwanted situation as it may have heavy implications on the
employee’s judgement and commitment to the Company, and by extension to the realization of
its goals.
To maintain Company’s integrity, it is imperative for employees to be alert, ethical and keep a
watchful eye to discourage any activity which they, in their best judgment, feel is in conflict
with TCS business and its interests.
Scope
What is Conflict of Interest?
‘A conflict of interest will arise in any situation where your position or responsibilities within the
Company present an opportunity for you, or any close relative, to obtain a personal gain or
benefit (apart from the normal rewards of employment), or where there is a scope for you to
prefer your personal interests, or those of any close relative, above your duties and
responsibilities to the Company.’
This situation may take many different forms. Examples may include, but not limited to:
a) Employees’ ability to use their position with the Company or an opportunity arising during
employment for their personal advantage.
b) Employees’ engagement in activities that may bring profit to a competitor directly or
indirectly.
c) Employees using Company equipment or means to support an external or personal
business.
d) Employees acting in ways that may compromise the Company’s reputation (e.g. taking
bribes from clients/customers/vendors etc.).
e) In situations where a close relative has applied for a position or is working in the company
and an existing employee has the authority to influence the hiring process or the career
advancement of another employee who is relative.
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f) Employees allocating work to a vendor or service provider who is also a close relative.
g) Employees working for a personal business for financial gains during her/his employment
with the Company.
h) Employees’ engagement in any of the following activities without the prior written approval
of the Management:
i. Becoming personally involved in any transaction of the Company.
ii. Negotiating or contracting on behalf of the Company with an entity in which an
employee of her/his relative/acquaintance has an interest.
iii. Accepting any employment whether part-time, temporary, consultancy assignment,
directorship or partnership etc. outside the Company.
Compliance with the Policy
The Company has outlined following guidelines to protect both the Company and employees
from any conflicts of interests and situations that create a perception of impropriety.
a) From time to time, situations may arise that are not clear-cut. If an employee is uncertain
about the propriety of her/his conduct or business relationships, s/he should consult her/his
Line Manager or HR.
b) Employees are advised to refrain from using their positions with the Company, or
information acquired during their employment, in a manner that may create a conflict or
the appearance of a conflict between employee’s personal interest and the interest of the
Company or its customers/clients.
c) Employees are advised to refrain from engaging in outside activities that may conflict with
the interest of the Company, interfere with the responsibilities of its employees or
damage/misuse the reputation, trademarks, relationships, confidential information or other
property of the Company.
d) In general, employees are advised to refrain from letting personal and/or financial interests
and external activities come into opposition with the Company’s fundamental interests.
e) In cases when a conflict of interest is deliberately concealed, disciplinary action may be
initiated against the responsible employee which may also lead to termination from service.
Declaration
a) Employees must report all conflicts immediately through attached ‘Declaration of Conflict of
Interest Form’ as soon as they become aware of the same to her/his Line Manager, who will
review and report the same to HR.
b) HR will take a decision along with the relevant Line Manger and convey the decision to the
employee.
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c) The ultimate authority to give a final decision on any conflict lies with the Chief People
Officer and the Managing Director. However, exceptions based on unusual circumstances
will be approved by President & CEO.
d) All conflicts will be recorded in HR ‘Conflict of Interest Register’ and decisions regarding the
placement of employees etc. will be taken keeping in consideration the recorded conflicts.
The conflicts of the employees will be shared with the relevant Line Manager from time to
time to protect the interest of the Company.
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Annexure R: Declaration of Conflict of Interest Form
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CODE OF CONDUCT
Purpose
To clarify the standards of behavior that are expected from an employee of TCS in the
performance of her/his duties and to give guidance in areas where employee needs to make
personal and ethical decisions.
Applicability of Code of Conduct

This code of conduct is applicable to all TCS employees (permanent/contractual)
Compliance with the Code of Conduct

The Code of Conduct is part of TCS strategy and therefore, its compliance is obligatory.
Appropriate disciplinary action can and will be taken against those who ignore it.
Key-note Standards
1. TCS’s Relationship with External Customers and Others
Employees should behave courteously and pay respect to local culture and traditions in a way
that sustains these cordial feelings whether, they are meeting in person, talking over the
telephone or when in writing or communicating electronically.
2. Behavior/Attitude towards Fellow Workers
Employees must be polite to fellow-workers and respect their dignity. Company is committed to
root out all forms of discrimination, ill-treatment and harassment from amongst its employees.
If an employee comes across an instance of injustice being done to any other person, it is
her/his moral duty to report the matter to the concerned Line Manager or Functional Head.
3. Compliance with the Laws and Regulations
Company is bound to comply with the law of the land thus; all actions should be within the
parameters of the laws and regulations. Any action which appears against the laws and
regulations, it should be reported to concerned Line Manager/Head of Department/Regional
and Area Heads who, if required, can obtain legal advice through HR Department.
4. Equal Opportunity
TCS is an equal opportunity employer and prohibits discrimination of employees. The Company
ensures equal recruitment, employment, compensation, development and advancement
opportunities for all qualified individuals, and prohibits deliberate discrimination based on
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categories of race, color, religion, sex, national origin, age, or disability. If an employee feels
these rules are not being adhered to, s/he can seek guidance from HR Department.
5. Confidentiality
Company’s rates, charging structure, business plans and all information pertaining to financial
management, clients, competitors and other contacts is Company’s sole property and very
important. This also applies to the company’s products, different solution concepts, marketing
campaigns, JVs, partnerships etc. till they are made public.
No hint or information with regard to the above and, for that matter, no other information of
sensitive nature, is to be passed on to any organization and/or individual outside TCS unless
employee has written permission (not for public consumption) from the management.
To ensure strict confidentiality even within the Company, any information of sensitive nature
should not be passed on to any unauthorized person barring of course those who, by virtue of
nature of their jobs, are allowed access to such sensitive information.
This applies to all confidential information, whether written or preserved in the computer
system. All employees are under obligation to maintain secrecy in respect of all confidential
information while they are the employees of the Company and even after their dissociation
from the Company.
6. Financial Management and Accountability
Ensuring accurate and complete business and financial records is everyone’s responsibility, not
just a role for accounting and finance personnel. Accurate recordkeeping and reporting reflects
on the Company’s reputation and credibility.
 Employees must always record and classify in the proper accounting period and in the
appropriate account head and cost/profit center. They must not delay or accelerate the
recording of revenue or expenses to meet budgetary goals.
 Estimates and accruals must be supported by appropriate documentation and be based on
the employee’s best judgment.
 Employees must ensure that all reports to regulatory authorities are full, fair,
accurate, timely and understandable.
 Employees should never falsify any document or distort the true nature of any transaction.
 All the financial records should adhere to and be in compliance with local & international
regulatory requirements as adopted by TCS Group for recording purposes like, International
Financial Reporting Framework (IFRS), Companies ordinance 1984, Income Tax Ordinance
2001 & Sales Tax Act, any other law applicable to the Group.
 All the records maintained by TCS Group should be kept confidential, and presented only to
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the authorized representative of relevant authorities on their demand (Tax Authorities,
SECP, Auditors) only after consultation with HoF/CFO.
7. Protection of Company Assets
Utmost care and caution is to be exercised to protect all TCS property and assets
(tangible/intangible) through appropriate and reasonable precautionary measures. This not
only includes ordinary loss or damage but also, from the security point of view, fire and terrorist
activities which are far more disastrous.
8. IT & Telecommunications Equipment & Systems
To ensure safety, security and integrity of computer data, compliance with TCS Standards for
Information Technology (mentioned below) and its equipment and systems is absolutely
necessary. These standards contain specific instructions as:
 Equipment handling and usage
 Centralized and decentralized data accessibility
 Data safety, security and integrity
 Internet and Intranet
 Electronic mailing systems
 And respective to specific requirement
 Any misuse/damage/alter of any IT asset (information/data, hardware, software) is not
allowed. Those who ignore this standing instruction, will be committing an offence and
hence be liable for disciplinary action.
 Employees should not use personal equipment/accessories/internet equipment (desktop,
notebook/laptop, printer, CD-ROM/CD-Writer, USB drives, hard disks, Modem, Wi-MAX,
Internet dongles, GPRS dongles etc.) in office premises without permission of the authorized
person from IT to do so. In any case, if the requirements directly meet business need or has
an impact on the business, IT reserves the right to audit the personal computing equipment
before the installation and on periodic basis to ensure compliance.
 Employees should not discard, disable or tamper with any software or hardware which is
the property of TCS.
 Employees should not copy any software without permission of the authorized person from
IT. They must know that software falls under the ambit of copyright.
 Use of any illegal software on IT asset is strictly prohibited. Such illegal software may
contain risks which can damage IT asset. However, use of any personal software on IT asset
is subject to prior approval from concerned Line Manager and IT department.
 Login credentials/asset and information’s “Passwords” are a private property and should be
treated as confidential. Employees must not use personal name, partner’s name, car
registration number, phone number etc. as password; such passwords are easy to guess and
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can jeopardize the intended secrecy. Employees are advised to keep changing their
passwords from time to time and never allow any unauthorized person to gain access to it.
In case of doubt that someone has made a note of password, employee should change it
immediately.
 Employees should lock their systems when they are away from their systems/workstations
during office hours. Employees are also advised to logout their systems once they finished
the job in hand.
 Employees should not try to gain access to any secured information (login names or data)
other than one’s own, unless have proper permission or business requirement with
appropriate approval to do so. Those who ignore this standing instruction, will be
committing an offence and hence be liable for disciplinary action.
 Employees are not allowed to use any other person’s account - with or without their
permission.
 Sending any unpleasant, disagreeable or junk mail to anyone within or outside the
organization is strictly prohibited. Employees should bear in mind that their mail may land
into the hands of unauthorized persons.
 Employees must use personal computer or other IT provided equipment in a rightful
manner and within the boundary lines of decency. It is necessary for employees to respect
others’ rights as well as their privacy. This means that using computer to hurt or annoy
someone, indulging in obscenity or any other immoral act is an offence.
 To ensure compliance with IT policy, TCS Group reserves the right to audit networks and
systems periodically for maintenance purpose. Authorized individuals within TCS Group may
monitor equipment, systems and network traffic at any time.
 Internet/Intranet/Extranet-related systems, including but not limited to computer
equipment, software, operating systems, storage media, network accounts providing
electronic mail, www browsing, and FTP, are the property of TCS Group. These systems are
to be used for business purposes in serving the interests of the company, and of Company’s
clients and customers in the course of normal operations.
 Employees should not post TCS material such as software, internal memos, or other non-
public information on any publicly – accessible computer or website unless first approved
by the appropriate authority.
 Effective security is a team effort involving the participation and support of every employee
and affiliate who deals with information and/or information systems. It is the responsibility
of every user to know these guidelines, and to conduct their activities accordingly.
 TCS Group’s network administration desires to provide a reasonable level of privacy;
however, users should be aware that the data they create on Company’s systems remains
the property of TCS Group. Because of the need to protect TCS Group's network,
management cannot guarantee the confidentiality of information stored on any network
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device belonging to TCS Group.
9. Gifts, Entertainment and Payments
While conducting any business transaction, TCS employees should not offer nor receive/accept
any improper gift/s, entertainment or payments, which may be suspected to be an inducement
to gain selfish motive or favor or by way of illegal gratification to/from TCS customers and
contacts.
9.1 Gifts
Nevertheless, because of cultural norms prevailing in Pakistan, exchange of gifts of no

commercial value and entertainment of modest level is permissible as follows:
a) Employees can exchange seasonal gifts like calendars, etc.
b) Traditional hospitality can be provided (not on a lavish scale)
c) Any gift of value not more than PKR. 5000 can be given or taken simply as a gesture of
thanks or gratitude.
In this context, employees may face a difficult situation for there still are people who offer gifts
purely to express their gratitude and are sincere in their intentions. Employees may hurt their
feelings by refusing to accept their gift which may in turn damage Company’s business
relationship with them. In a situation like this, to be on the safe side, employees can seek
guidance either from their Regional/Area Head or the HR Department.
9.2 Entertainment
Likewise, offering or accepting entertainment beyond conventional hospitality is also prohibited

while employees are conducting Company business. Here again, if the employees have any
doubt, they should seek guidance from HR or refer to Travel & Entertainment Policy.
9.3 Payment to Political Parties
It is contrary to TCS policy to make donations, directly or indirectly, to political parties or their
representatives.
9.4 Other Payments
Employees may face a situation where the guidelines provided in this section of TCS Code of
Conduct happened to be in conflict with local business practices. This is a serious matter and
employees have to be extremely careful. Please note the following guidelines:
a) Employees are expected to be fair and honest while dealing with commercial contacts or
government agencies/authorities.
b) Employees should not offer or make them any tips or payments.
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It is only the Head of Department who has the exclusive authority to take a decision in this
respect. In case of any doubt, employees should contact HR Department.
9.5 Loans & Voluntary Committees (Internal)
Guidelines are outlined to discourage following practices in order to reinforce ethical and moral
standards:
a) Formation of local Voluntary Committees (VC) among employees i.e. monthly pool of
money.
b) Borrowing and lending money to colleagues by way of illegal gratification.
Note: Formation of any fund should be with the approval of CFO.
10. Conflict of Interest
To maintain Company’s integrity, it is imperative for employees to keep a watchful eye on the
activities of their colleagues and discourage any activities on their part that conflict with TCS
business and its interests. Employees are advised not to take any undue advantage based on
their association with TCS or the positions they are holding. As and when the employee takes a
decision, s/he must make sure it is in the company’s interest. (For further detail please refer to
Conflict of Interest Policy)
10.1 Outside Business Interest
If an employee is holding any directorship (non-executive or otherwise), or a trusteeship of any

organization, or having a business partnership or any commercial relationship with any client,
competitor or supplier of TCS that may create a conflict of interest, s/he must notify full facts in
writing to the HR Department on prescribed documents. The management reserves the right to
ask that employee to desist from any such business activity, connection or association that it
deems to be in conflict with the interests of the Company or else restrict her/his dealings, or
involvement on behalf of TCS, with the party concerned. Likewise, if any, family member of the
employee or close relation holds a business interest with any client, competitor or supplier of
TCS that may cause a conflict of interest concerning TCS activity, that employee is to bring it to
the notice of the HR Department.
10.2 Outside Employment
If any employee intends to procure a part-time job outside TCS, or have plans to open up a
consultancy or if s/he wants to go for any other freelance activity, s/he must first approach HR
Department and find out if they have any objection to it. Permission may be granted to
employees for such additional employment/activity provided of course such employment or
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activity does not create a conflict of interest and, for that matter, impair their ability to
satisfactorily carry out their duties at TCS. HR with the consent of Department Head will finalize
the case.
10.3 Other Outside Activities
TCS generally encourages employees’ participation in social/charitable and sports activities. If

someone is playing a meritorious role in her/his local community, s/he is doing a fine job and in
a way, representing TCS. However, activities that may jeopardize Company’s reputation or in
any way harm its interests are not permissible. To be on the safe side, therefore, if an employee
expresses her/his views, orally or in writing, about any public or political issue, s/he must
declare that these are her/his personal views and not those of TCS.
In case s/he wishes to participate in active politics, it is necessary for her/him to first obtain
concurrence from HR Department to do so. HR Department should be fully informed of her/his
plans and the objective that’s/he has in mind.
10.4 Public Statements about TCS
No TCS Employee shall, except with the previous sanction of the competent authority (P&CEO,
or her/his nominee, HR and Marketing & Public Affairs Department) or those who are officially
assigned to carry out such duties, participate officially in radio/TV/Press/Seminar Program, or
release any information relating to the affairs of the TCS or its business areas to the print or
electronic media.
Any press release should be endorsed by the CEO or her/his nominee and Marketing & Public
Affairs Department before it is released to the print media.
10.5 Use of TCS Funds and Resources
Use of TCS’ name or its entities, equipment, material, computer systems, funds and other
resources for personal purpose is strictly prohibited. However, in case of urgency; employee
should consult with her/his Head of Department, Regional or Area Heads as the case may be.
Nevertheless, employee can occasionally use the Company e-mail, telephone, internet facility
for personal purposes but it should not be made a practice; any exceptions to these general
standing instructions must be authorized by Head of Department, Regional or Area Heads.
11. Recruitment of Business Partners, Relatives and Friends
TCS is an equal opportunity employer, therefore, upon receiving an application for employment
from any of the partners, relatives or friends, employees should not extend an offer to her/him
immediately without first consulting the HR Department; this would ensure equality of
opportunity and uphold TCS values.
114
The HR Department may heed to employee’s request provided the proposed employment does
not compromise the integrity and independence of the financial and other management control
systems in practice.
In case Line Managers receive such an application, they must obtain agreement from their
Supervisor who, if necessary, will seek advice from HR Department. Declaring relationship is
mandatory, and waiver should be given jointly i.e. Respective Departmental Head and HR
Department.
12. Whistle Blowing
TCS aims to develop and sustain a climate of transparency and honesty within the organization.
This policy is distinct from the organization’s grievance and discipline policy where an individual
is affected personally.
Employees, in accordance with the “Whistle Blow Policy” must disclose/escalate acts related to
prospective fraud, corruption, illegal and/or unethical conduct or malpractice or any other
misconduct that come to their attention/knowledge or of which they have genuine suspicion of
occurrence. (For further details please refer to Whistle Blow policy).
13. Duty of Disclosure:
13.1 Legal Proceedings

Employees are required to inform the management if:
 There is a criminal case proceeding against them.

 In the past, they have been indicted/awarded punishment by the court.
The TCS management reserves the right to ask the employee to produce complete
details of any case that s/he is involved or may have been involved with.
13.2 Clarification: Other Situations
If anyone has experienced an unpleasant incident in the past or is currently faced with a
situation that does not fall under clause/s but may still harm TCS interests, s/he must
discuss the matter with her/his Head of Department, Regional or the Area Heads, as the
case may be.
In case anyone has enough reason not to make the disclosure to the above authorities,
s/he can directly approach to HR Department.
13.3 Treatment of Disclosures
All Managers will treat the disclosures as confidential. HR Department, will keep and
treat the matter as confidential.
115
14. Sexual Harassment
To protect employees from sexual harassment and discrimination, TCS adopts the Code as
defined in ‘The Protection Against Harassment of Women at Workplace Act 2010’, which is
applicable to all employees of TCS.
Sexual harassment is a serious matter and is seen an unsolicited and unwanted verbal or
physical conduct of a sexual nature that offends a reasonable person and interferes with that
person’s professional activities and opportunities at the office. Any employee who engages in
such behavior is subject to formal punishment, including dismissal. (For further details please
refer to Harassment Policy).
Breach of Code of Conduct
The breach of this Code of Conduct will result in disciplinary action against the employee under
the Disciplinary Procedure. However, to ensure transparency, thorough investigations will be
made before taking any disciplinary action.
ACKNOWLEDGEMENT
116
I hereby confirm that I have received a copy of TCS most current Code of Conduct.
I further confirm that I have read and understood all of my obligations, duties, and
responsibilities under each provision of this Code of Conduct and will read and understand all of
my obligations, duties and responsibilities under all future amendments and modifications to
the Code of Conduct.
I hereby confirm that this Code of Conduct shall form integral part, terms and conditions of my
employment and violation shall construe misconduct attracting disciplinary action.
Name: _____________________________________________
Employee #: _____________________________________________
Designation: _____________________________________________
Department: _____________________________________________
Date: _____________________________________________
Signature: _____________________________________________
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THE FOUNDING VALUES..............................................................................................................................5

OUR VALUES AND SHARED VISION..............................................................................................................7

Annexure A: Employee Requisition Form..........................................................................................14

Annexure B: Transfer Request Form..................................................................................................15

Annexure C: Interview Assessment Form..........................................................................................16

Annexure D: Documents Checklist.....................................................................................................17

RELATIVES HIRING POLICY.........................................................................................................................18

Annexure E: Relative Disclosure Form...............................................................................................20

Annexure F: Probation Performance Evaluation Form......................................................................27

ATTENDANCE & WORK SCHEDULE POLICY................................................................................................28

LEARNING & DEVELOPMENT (L&D) POLICY...............................................................................................31

Annexure G: Attendance Sheet.........................................................................................................36

Annexure H: Training Evaluation Form..............................................................................................37

Annexure I: Training Evaluation Form - Observer..............................................................................38

Annexure J: Certificate of Participation.............................................................................................39

Annexure K: Training Needs Assessment Form.................................................................................40

COMPENSATION AND BENEFITS POLICY....................................................................................................41

MOBILE PHONE POLICY.............................................................................................................................44

FUEL ALLOWANCE POLICY.........................................................................................................................47

CAR ALLOWANCE POLICY..........................................................................................................................49

GROUP LIFE INSURANCE POLICY................................................................................................................54

Annexure L: Leave Application Form.................................................................................................66

Annexure M: Annual Leave Roster....................................................................................................67

PERFORMANCE MANAGEMENT POLICY....................................................................................................68

Annexure N: Performance Review Form...........................................................................................72

DISCIPLINARY ACTION POLICY...................................................................................................................75

WHISTLE BLOWING POLICY.......................................................................................................................80

Annexure O: Travel Authorization Form............................................................................................91

Annexure P: Expense Claim Form......................................................................................................92

Annexure Q: Entertainment Expense Form.......................................................................................93

GRIEVANCE HANDLING POLICY..................................................................................................................99

CONFLICT OF INTEREST POLICY...............................................................................................................102

Annexure R: Declaration of Conflict of Interest Form......................................................................105

This policy covers recruitment of external/internal candidates at all levels.

Annual Manpower Planning shall be conducted to analyze organization’s strategic objectives

Finance will provide approved manpower planning to TA to disseminate information to

2. Project Related Inductions

4. Employee Requisition Form (ERF)

5. Job Description & Job Advertisements

7. Hiring in Permanent Cadre

 Company Contract Employment

If a Company contract employee is being recommended for full-time employment, it

8. Outsourcing (Third Party Contract)

 Undergraduate candidates will be hired on 3 rd Party contract until they complete

 The minimum educational qualification for Grade O and above is Graduation or

10. Written Assessment

11. Minimum Interview Guidelines

13. Traveling Expenses for Interviews

15. Orientation Program

16. Waivers and Amendments

All permanent/full-time employees.

Close Relatives Definition

The following guidelines help us to avoid misunderstandings, conflict of interest, acts of

All permanent/full-time employees from Grade O above.

The orientation will be accomplished in a systematic manner using orientation checklists

Name of Employee _____________________________Employee #_________________

Designation ___________________________________Department ________________

 Welcome the employee.

 Explain the importance of following safe practices while at work.

4. Personal Hygiene – Appearance

Name of Employee _______________________________ Employee #_________________

 Provide an overview of the Department and Hierarchy.

Name of Employee _____________Employee #_

Designation ___________________Department

Name of Employee _______________ Employee #_