Operational Document for Staffing Services

HCF Tech Services Private Limited & Xpheno Pvt. Ltd.

Agreed on 6th June 2023

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 Table of Contents
I. DOCUMENT PURPOSE ............................................................................................................ 3
II. CLIENT COMPANY INFORMATION........................................................................................... 3
III. PAYROLL CALENDAR MILESTONES .......................................................................................... 5
IV. RECRUITMENT AND ALLIED PROCESSES .................................................................................. 7
V. HR PROCESS SERVICE LEVEL AGREEMENTS ............................................................................. 8
VI. XPRO NOTICE PERIOD ............................................................................................................. 9
VII. LEAVE POLICY ......................................................................................................................... 9
VIII. WORK WEEK/TIMINGS ..........................................................................................................10
IX. REIMBURSEMENTS ................................................................................................................10
X. INCENTIVES ...........................................................................................................................10
XI. CONTRACT EXTENSION – SALARY REVISION / RE-DESIGNATION ............................................10
XII. INCIDENT REPORTING............................................................................................................10
XIII. INVOICE PROCESS ..................................................................................................................10
XIV. POINT OF CONTACT & ESCALATION MATRIX..........................................................................11
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 I. Document Purpose
a) The purpose of this document is to create an operational alignment between HCF Tech Services
Private Limited herein after referred to “Client”) and Xpheno on the operational scope and
aspects of the staffing engagement – the Human Resources, Administrative and Payroll aspects.
b) This document would be the reference document for the agreement executed between Client and
Xpheno dated : 6th June 2023 and any changes requested for should first be aligned through this
document (versioned).

II. Client Company Information

Client Name HCF Tech Services Private Limited

Client’s Billing Office Address in Full
(If Multiple Billing addresses, please share all
Billing and GST address)
SNO. 125,HNO.7 FLAT -02, SAI ANGAN
BLD.B, PIM. SAUDAGAR, Pimple Gurav,
Pimpri Chinchwad, Pune, Maharashtra,
411027

Client Industry Type for Minimum Wages and S&E

Statutory.

Client PAN Number (doc reqd) AAECH2384M

Client TAN Number (doc reqd)

Client GSTIN Number (doc reqd) 27AAECH2384M2Z6

TDS Deduction U/S

Client Covered under which Industry Act for S&E
Minimum Wages & Statutory Compliance

Profile of resources

Document Version V.1

Date of Alignment 6TH JULY 2023

Approved by (Name & Designation) MELIND DESHPANDE - MD

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 Xpheno Pvt. Ltd. Company Information

Name in Full Xpheno Private Limited

Xpheno PAN No. AAGCT0362H

Xpheno TAN No. BLRT12769B

Xpheno GSTIN No. 29AAGCT0362H1ZA

Bank Details : State Bank of India

Bank Account No 41485592293

Account Type Cash Credit

Bank IFSC Code SBIN0008577

Bank Address SME, KUMARA PARK, Bangalore 560020

ESIC Code No. 50000489830000999

PF Code No. BGBNG1648990000

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III. Payroll Calendar Milestones - Standard

TABLE 1 A : PAYROLL CALENDAR : MILESTONES - COLLECT & PAY MODEL

Freezing
New Credit
Payroll Attendance Assumed Input Cut of Payroll Invoice Stop Pay Salary
Mile-stones Joiner Reflection
cycle cycle Attendance off inputs @ to Client inputs Release
Data Date
Xpheno
1st to 30th / 1st to 30th /
Option 0 31st 31st 1st 3rd 6th 5th 7th
31st 31st
Note:
1. In the event of the payout date being a holiday, the payroll calendar timelines will be advanced, request client support
2. All inputs of the employee should come along with the Ecode. This is mandatory New joiners after input cut-off will be processed in next month only, unless
requested for by client.
3. Leaves / LOP after the attendance cycle (in the assumed attendance period
4. Payment advise required for all payments from client along with UTR No. Full payment against invoice, minus TDS is acceptable. Client should not without
any other payable dues against the invoice
5. Salary to be processed on or before 7th of the month
6. For all Stop Pay instances, Xpheno will proceed and remit statutory based on Earned Basic and Gross Salary. In the event of any Credit Notes to be issued, it
will be issued on Net Pay only
7. All salary revisions to be planned in a timely manner. Back dated revisions require PF and ESIC arrears to be paid out, which attracts Penalty. This will be
passed on to client.

8. Understanding and Dealing with Explanation on Attendance Cycle : Payroll Cycle Variation
a) For alternate months of 30 and 31 days, variation between attendance cycle and Payroll Cycle will always be + 1 day or -1 day
Example: Payroll Cycle of October with Attendance Cycle of September 26th to October 25th will have 30 days in the attendance sheet. While the base calendar
month of october will be 31 days. Similarly, Payroll Cycle of November will have 31 days in the attendance sheet.
In the event, there is a 1 day LOP in the October payroll cycle, the calculation will be as follows: 30 Days Attendance cycle + 1 day of October base month
Minus 1 day LOP = 31 days - 1 LOP = 30 days payable
Similarly For Nov Payroll it will be 31 Days cycle of October Minus 1 day for November base month, Minus LOP = 31-1 = 30 days - 1 day LOP = 29 days payable
A simpler way of adjusting LOP is Current payroll month days Minus LOP ie. 31-1 for October and 30-1 for November
This logic is universally followed across all companies, in India

b). The above Scenario will be slightly different when we have February month. Depending on Leap or Non Leap Year the base month will have +2 or + 3 while
processing for March month
Non Leap Year : Base Attendance Report will have 28 days. If employee has 2 days LOP, then in March the attendance should have 3 days added (31-28 =
3days then 2 days LOP = 28+3 days for March base Minus 2 days LOP = 31-2 = 28 payable days
For Leap Year of 29 Days it will be as follows: If employee has 2 days LOP, then in March the attendance should have 3 days added (31-29 = 2days then 2 days
LOP = 29+2 days for March base Minus 2 days LOP = 31-2 = 29 payable days
A simpler way of adjusting LOP in March is
For Both Leap and Non Leap Year = 31 days in March - 2 Days LOP = 29 days Payable
 IV. Recruitment and Allied processes
Sl.
No. Activity -1 Stakeholder 1 TAT

Client to Share Req (Requirement) with

the Job description, interview process,
job locations, with Xpheno account lead
1 Comp: Please indicate at NTH level Client 1 day (Along with JD)
Sourcing plan, Line up, plan to be Within 2 days after receiving
2 shared by Xpheno Xpheno JD
6-8 working days after
receiving JD or depending on
3 CV Submission Xpheno agreed TATs as per the roles.
Within 2 days of CV
4 Feedback on CVs Client submission
Based on interview dates given
5 Line up Coordination Xpheno by client
Within 2 Days, from client
along with DOJ/Salary to be
6 Post interview feedback Client offered
To be triggered by Recruiter on
the day of candidate selection
for candidate to complete basic
7 E-Offer Document Link Xpheno documentation process
As per the Date of Joining
Joining Coordination, Joining (DOJ) indicated by client and
8 documents Xpheno agreed to, by candidate.
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 V. HR Process Service Level Agreements

Sl. Deliverable/s TAT & Details Stakeholder

No.

1. Offer Letter Process & Client to communicate salary bands role-wise and Client/Xpheno
Roll out location-wise. If Offered salary adheres to Minimum
wages and is within the range, Xpheno to proceed to
release the offer. ed to release the offer.

All offers will be released only after formal approval by

client. Offer Letter to be first shared with client and then
to candidate.

Aadhar is a mandatory document to release offer letter.

Dependency is on candidate to submit documentation
for releasing offer letter Offer roll out (soft copy) to
candidate within 48 hours .
Joining Formalities & Pre-joining at Xpheno Office Xpheno
2.
Induction If in large Numbers (15 nos. or more) at Client’s office (with
If outstation: Tele or e-Induction information to
Client)

3. Xpro (Employee) Query 2-day TAT for complete resolution through Xpheno
askhr@xpheno.com

4. Payroll Calendar As Below Table (1A) Client &

Milestones Xpheno

5. Cost to Company (CTC) Will be governed by applicable wage laws – Applicable Client &
Guidelines Minimum Wages Act of the State and Payment of Xpheno
Bonus Act.

As Per Structure Below Table (1B)

6. Stop Pay Scenarios 1. Any Employee going on Stop Pay after Payroll is Client &
processed, due to absconding and other reasons, stop Xpheno
pay status should be confirmed by next payroll. Note,
For such employees, Statutory payments will be
remitted by Xpheno. Any recovery will only be on Net
Pay

2. Employees whose PF authentication has failed due

to demographic data mismatch will have to mandatorily
give us the updated Aadhaar data. Failing which
Xpheno will place the employee on stop pay (PF
authentication failure attracts penalty for employers).
Client co-operation is solicited.

3. Employees not completing their documentation

before next payroll, and is unresponsive to calls / mails
will be billed, but salary payout will be placed on hold to
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avoid statutory Penalty. Salary will be released on

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completion of documents.
 7. Full & Final Settlements Full and Final Settlement will be processed along with Client &
salary or latest by 10th of every month (since PF / ESIC Xpheno
remittances have to be made).

Those employees who are getting terminated, all

settlement related confirmations should be given on the
day of termination so that settlements can be made
within 3 working days.

If employee was eligible for Sales incentives, data will

be shared for F&FS.

8. Back Dated Revisions Any Backdated revisions will require PF/ESIC arrears Client &
to be processed. PF/ESIC arrears accrue Penalty for Xpheno
delayed payment. Any such scenario, the Penalty
amount will be billed to Client by Xpheno

9. ESIC Registrations As per the October 2019 guidelines by ESIC Dept, all Client &
new employees under ESIC will have to be registered Xpheno
10 days from Date of Joining. Any employee, post
registration, absconding and not pay rolled will need to
be pay rolled only for statutory for at least one day –
ESIC and PF. This will be billed to and payable by
client.

ESIC will not allow for back dated remittances beyond

42 days from due date, hence all back dated exits
should be confirmed within 10 working days

VI. Xpro Notice period

a) Xpros will have to serve 30 Days’ notice period in voluntary separation (Resignation) cases. Any
exception on notice period waiver will be basis discussion with the Client. For any termination
cases, client will have to either give 30 Days Notice or 30 Days notice pay (In lieu of notice
period)

VII. Leave Policy

Leave Calendar Jan to Dec

No. of Days Leave / Client to Specify

Leave Type
21 Days Per annum. (6 Days, SL, 6 Days CL, 9 Days PL)

Leave, Carry Forward NA

Leave Encashment NA

Leave Approval Process By Manager Approval

to be followed by Xpro /
employee
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 VIII. Work Week/Timings
a) Timings : General Shift
b) Week Off Days : Sunday
c) BGV: No
d) Any asset giving to employees: No
e) Attendance: Client will share the attendance in our excel format.
f) Holiday: As per client,

IX. Reimbursements
Client will, on a case to case basis indicate reimbursement applicability to the various roles. This
will be communicated at the time of confirming the resource. Client to share the reimbursement
policy and guidelines to Xpheno. Subsequent to which reimbursement input template will be
agreed upon. Reimbursements, if any will be paid out separately, outside salary. Client to share
invoice copies for audits, if any.

X. Incentives
Client will indicate those roles for whom periodic incentives will have to be paid out along with the
criteria and other guidelines for payout. Incentives, if any will be paid out along with salary.
Monthly Incentives, will attract ESIC. Some roles, such as store managers will be eligible for
monthly incentives. For F&FS incentive data up to previous month will be shared by client.

Any periodic Performance based variable pay to be specified

XI. Contract Extension – Salary Revision / Re-designation

a) All Xpro contract extensions, salary revisions (if any), re-designations will be based on client
approval only.
b) Inputs for re-designation or salary revision, if any, should be indicated at least 3 weeks before the
payroll date.
c) Backdated Salary revisions to be avoided. All salary revisions to be planned in a timely manner.
Back dated revisions require PF and ESIC arrears to be paid out, which attracts Penalty. This will be
passed on to client.

XII. Incident Reporting

a) Instances of Absenteeism, misconduct, Performance to be reported to Xpheno with details of
incident. Xpheno will issue a warning letter to employee with an opportunity to course correct
behaviour / Performance. In the event of no improvement or recurring incident/s, employee will be
placed under termination. No employee will be directly placed under termination
b) Employees indulging in acts of theft / burglary to be immediately reported. Xpheno will place such
employees on suspension, pending or termination as per incident reported.
c) Accident : Any employee who has met with an accident/death while at work to be immediately
reported to Xpheno HR or to the client manager for ESIC / Medical insurance assistance (if
applicable)

XIII. Invoice Process

• Invoices will be shared as soft copy, Digitally Signed (DSC embedded)
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• Any specific processes to be followed for invoice submission by Xpheno to be detailed by

client.
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 XIV. Point of Contact & Escalation Matrix
1. For Client @ Xpheno

Sl.
Name Mail ID Phone No. POC Type
No.

1 Vikas Sanas vikas.s@xpheno.com 9833072375 Recruitment POC

2 Raj Dubey Raj.d@xpheno.com 8591304127 Recruitment Level 1

3 Neetha BG neetha.bg@xpheno.com 99646 19389 HR POC

4 Rajeswari SM Rajeswari.sm@xpheno.com 99169-69059 HR Level 1 Lead

5 Subrato K subrato.k@xpheno.com 99722 00228 Hr Level 2

6 Account Manager BD
Indrajeet G Indrajeet.g@xpheno.com 9702667723
7 Account Lead BD
Roche M Roche.m@xpheno.com 9830146940

2. For Xpheno @ Client:

Sl. Name Mail ID Phone No. POC Type

No.
(HR/Fin/Recr POC

1 Shewta Gaikwad shweta@ebikego.in 7208953739 Hr

2 Melind Deshpande md@bhoomiseva.in 8830324809 MD

NOTE: Client managers are requested to NOT write to HR SPOC copying employee. Any issue to be
addressed on priority may be raised to HR POC or account manager without marking the employee.
Concerned HR will get in touch with the employee and address the issue.

3. For Employees: For queries on salary, deduction, Personal Data – This mail ID to be used
ONLY by employee.

Sl. Name Mail ID Phone No. POC Type

No.

1 Neetha askhr@xpheno.com 9964619389 HR POC

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 TABLE 1B : CTC Indicative Guidelines, For Reference Only
Basic 50 % of CTC for Metros or 40% for non-metros OR Basic equal to Minimum Wages, or up
to PF threshold of 15K whichever is higher or as per the prevailing statutory laws
Note: Basic includes DA & VDA.
HRA 50 - 40% of Basic wherever applicable, or balancing figure

Statutory Bonus Applicable on Basic up to 21,000 - 8.33% of Rs. 7000/- or Minimum Wages, whichever is
higher – Advised to be paid monthly. (Stat Bonus may change whenever act is modified)

Special Balancing figure. Where basic is over Basic PF threshold, we may use other
Allowance components in salary break up such as Medical /Conveyance allowance

GROSS Sum of above

Provident Fund 12% on Basic or PF Capping, as applicable

ESIC** 3.25% of Gross – (Applicable if Monthly Gross salary is less than 21,000/-)

Employee For resources outside ESIC or in Non-implemented areas. This is an employer liability
Compensation insurance. And covers all resources not covered under EISC or in ESIC non-implemented
areas. Premium ranges based on monthly gross, designation, job location, industry type.

Insurance 1 Lacs Group Medical Coverage and 2 Lacs Group Personal Accident Insurance Coverage
@ Rs. 217/- per employee/month. This is configured as part of CTC. Note: This premium is
effective till 28 August, 2020. Premium is based on the claims ratio and may change year on
Year.

Monthly CTC Sum of Gross + Employer Contributions (PF + ESIC (or EC) + Insurance)

Agreed by:

Signature

NAME: Melind Deshpande

Designation: MD
Company: HCF Tech Services Private Limited
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