THE {COLLABOR}

Associate's
Hand Book
Collabor Software Solutions Pvt. Ltd
www.collabor.com
1. RECRUITMENT POLICIES 05-06

1.1 RELOCATION POLICY 06

2. GENERAL POLICIES 07-21

2.1 DRESS CODE POLICY 08

2.2 LEAVE POLICY 9-11

2.3 NIGHT SHIFT WORKING POLICY 12

2.4 FOOD EXPENSE REIMBURSEMENT POLICY 13

2.5 MOBILE PHONE POLICY 14

2.6 SPORTS & RECREATION POLICY 15

POLICY ON DEALING WITH SEXUAL

2.7 16-17
HARASSMENT
ELECTRONIC COMMUNICATION SYSTEMS
2.8 18-21
POLICY
3. COMPENSATATION POLICIES 22-23

3.1 PAYROLL POLICY 23

4. TRAVEL POLICIES 24-27

5.1 LOCAL CONVEYANCE POLICY 25

5.2 BUSINESS TRAVEL POLICY 26-27

5. SEPARATION POLICIES 28-29

6.1 SEPARATION POLICY 29

 A warm welcome from {collabor}

Collabor’s mission is

“To put mind over matter, using technology to the end benefit of serving a
real need that transforms the society for better”

It wishes to share with you, a vision

“To create an energetic and technology oriented business unit, where highly
satisfied customers or users of the company’s products and services, are
the only testimony to our collective existence and goals.”

Towards this end, let us genuinely belong to each other, sans all prejudices
and doubts, and with a razor sharp focus of creating value FOR ALL WHO
INTERACT WITH US.

Collabor has chosen you because you were found to be having “ IT ” in you
to make that big difference.

Once a Collabor'ator , we hope you will always remain one.. Wear it on your
sleeve and be proud of it.

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 Guiding thoughts for {collobor} and {you}

Collabor is guided by the following principles for ensuring a healthy environment to all its
associates (All the Kings, their men and their horses included)

To maintain a harmonious balance between the social and professional dimensions of

all associates working for Collabor

Protect and preserve the dignity of each of its members by maintaining utmost
confidentiality where relevant

Provide active support for ensuring the good health of all associates and their family
members .

Create an open communications policy without boundaries of hierarchy to enable all

Collabor'ators to express themselves without fear or doubt.

Create a team of individuals who are conscious about the need for the existence of a
civil society, where its denizens are responsible for preserving the environment. All
this, in a manner that builds sustainable habits of preservation and judicious usage of
resources at the workplace.

Collabor expects the following from all its associates at the minimum

Actively participate in, and promote a culture of treating our colleagues, customers,
users, vendors and all visitors / callers with respect and care. Remember “Collabor” is
what “You” are.

Develop a strong sense of teamwork and belonging to each other irrespective of grade,
seniority or gender. You would agree that we are collectively only as good as the
weakest link in the fold. Collabor expects you to develop an attitude of providing
assistance to the needy.

Be able to accept and respect the inconsistencies of behavior at workplace and utilizing
the right channel to resolve any differences.

Above all, take the initiative in improving Collabor's guiding thoughts and principles as a
collective force.

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 1
RECRUITMENT RELATED POLICIES

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1.1. Employee Relocation Policy
Objective: To provide guidelines on Relocation Expense Reimbursement Policy to all the eligible
candidates and the policy administrators.

Policy:

 This policy is applicable to the candidates, who relocate to join the company from a
different city either with family or without family. Family for this purpose includes spouse,
2 children and dependent parents of the Employee

 All the expense reimbursements are done at actual subject to a maximum limit as per the
eligibility criteria given in the under mentioned expense reimbursement schedule and
when such applicability is clearly mentioned in the Letter of Appointment

Category Eligible Amount (Below Eligible Amount (Above

1,000 Km) 1,000 Km)
Relocation of Single Rs. 5,000/- Rs. 7,500/-
Relocation of Family Rs. 12,500/- Rs. 20,000/-

 All expense reimbursements are subject to submission of valid proofs

 Relocation Reimbursement includes expenses incurred for shifting the logistics and Travel
expenses.

 Travel expenses claimed under relocation reimbursement shall be governed, as per the
guidelines mentioned in the Business Travel Policy.

 Relocation expense reimbursement is done immediately on submission of expense proofs.

In case the associate leaves the company before the six month from the date of joining,
such reimbursement is recoverable from the associates full and final settlement

 Recruiter concerned for the selection of the associate, shall submit the reimbursement
form filled by the associate to Accounts department.

Effective Date : 15.12.2006

Next Review : 31.06.2008

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 2

GENERAL POLICIES

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2.1. Dress Code
Objective:

To provide guidelines to associates regarding dress code while in office.

Policy:

• Hurrah…..There are no fixed standards or criterion for the dress code. Just ensure that
when you have to deal with a particular set of Customers or visitors which require a
certain standard, you adopt a dress code which suits the occasion.

• Let us make Fridays colorful and fun.

Effective Date : 15/12/2006

Next Review : 31/6/2008

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2.2. Leave
Objective: To provide a policy to Associates and Policy Administrators regarding sanctioning of leave
under various categories.

Policy: All associates are entitled for leave as under:

Entitlement No. Of days Accumulation upto Minimum Usage

Casual Leave(CL) 5 Nil 2

Sick Leave (SL) 5 30 -

Earned Leave(PL) 12 45 4

1. All leaves must be sanctioned by the reporting officer, except in case of medical
emergencies where the associate can apply through their family members by a phone
intimation or e mail within 7 days of absence from the office owing to the emergency

2. Leave for Associates up to Team Lead is sanctioned by respective reporting managers.

Leave for positions above Team Lead shall be sanctioned by the Functional Head.

3. Associates shall take a minimum of 2 Casual Leaves and 4 Earned Leaves in a year. You
deserve a break.

4. Intervening Holidays will not be treated as leaves.

5. Associate proceeding on leave is required to intimate the address/contact details during

the leave period in case the associate is going out of station.
6. After proceeding on leave, Associate can extend the same by writing to the superior
sufficiently in advance and obtaining approval.

7. An associate is not eligible for Privilege or Casual Leaves during the probation period,
except unless the reporting officer authorizes it with a special mention.

8. Proceeding on unauthorized leave or extending the approved leave beyond the requested
days without further authorization is viewed as an act of indiscipline and may amount to
disciplinary action up to termination of employment, which shall be at the discretion of
the management.

Casual Leave

9. Casual leave cannot be taken for more than 3 days at a stretch at any one instance.

10. Casual Leave will be calculated prorate, based on an associate’s stay in the company
during a leave year (January – December).

11. Casual leave cannot be carried over to the next year. This leave cannot be encashed.

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Sick Leave

12. Sick leave can be availed for a maximum of one day without prior permission. Extended
sick leave shall be informed to the reporting Manager either in person or through a family
member.

13. Sick Leave will be calculated prorate, based on an associate’s stay in the company during
a leave year (January – December).

14. In case of extended sickness beyond the available sick leave balance, privilege leave and
Casual leave shall be considered respectively to benefit the associate for avoiding Loss Of
Pay.

15. In case the associate is availing benefit under mediclaim and personal accident insurance,
the period of absence shall be considered as LOP.

16. Sick leave can be accumulated up to 30 days. It cannot be en-cashed.

Privilege Leave

17. Associate will be credited with the eligible prorated PL on completion of the probation
period for availing the leave.

18. In order to avail Privilege leave, application should be made at least 5 days in advance. In
unforeseen circumstances, application for Privilege leave can be approved by Functional
head or above with shorter notice.

19. Duration of Privilege leave per instance shall not be less than three days. In case CL/SL
leave balance is zero, leaves shall be debited from PL even it is for one day.

20. If an associate leaves the company without completing 240 days of continuous service,
the associate is not eligible for PL encashment, and all the PLs used by the associate are
recoverable during the full & final settlement.

21. Continuous service for this purpose includes Saturdays, Sundays and Public holidays.

22. Privilege Leave may be accumulated up to a maximum period of 60 days.

23. Privilege Leave is encashed at the time of associate leaving the company through full and
final settlement. Calculation of PL encashment will be based on 85% of the average gross
salary without benefits of the year.

Example: If an associate has 27 PLs balance and relieving date is in 2009. The PL
encashment calculation will be as follows.

Leave Accrual Calculation Method

Year 2009 – PL Accrued: 3 3*(85% of Average Gross salary without Benefits for CY 2009)/30
Year 2008 – PL Accrued: 12 12*(85% of Average Gross salary without Benefits for CY 2008)/30
Year 2007 – PL Accrued: 12 12*(85% of Average Gross salary without Benefits for CY 2007)/30
PL Encashment Amount Sum of the above three rows

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Special Leave for Marriage

24. A special leave with pay for 5 days is granted to all associates, whether on probation or
permanent, on occasion of their marriage.

Maternity Leave

25. Maternity leave provides leave with pay to a female associate prior to and after the
maternity period.

26. Each female associate, on application is granted maternity leave for 8 weeks during
confinement. The leave application shall be supported by a certificate issued by a
gynecologist / obstetrician.

27. This leave is paid in an encashable format, only if the associate continues in employment
with the company for atleast 12 months after returning from the maternity leave. The
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encashment can be availed in the 12 month of service after returning from the maternity
leave.

Paternal Leave

28. All the male associates who have completed the probation period successfully and are
blessed with a baby are eligible for paternal leave of 3 working days per month for the first
three months after the birth of the baby. Who said Dad's don't have a responsibility.

29. Intervening holidays will not be counted for this purpose.

30. Associates are eligible to avail with this benefit for a maximum of two children only.

31. A birth certificate has to be produced in support of their claim for availing this benefit.

Compensatory Offs

32. There are no Compensatory Offs

Holidays

33. There shall be atleast nine National & Festival Holidays in a calendar year.

34. At the beginning of the calendar year list of holidays shall be published and displayed on
the notice board.

35. Associates working at client locations will have client company holidays applicable to
them.

Effective Date : 15.12.2006

Next Review : 31.06.2008

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2.3. Night Shifts
Objective: To provide guidelines on Night Shift Working Policy to all the eligible associates and
the policy administrators.

Policy:

 All associates are eligible for Night Shift Allowance.

 Associates, who are in general shift and are required to work in the night shift due to
exigency of the work, are eligible for Night Shift Allowance.

 Associate shall be communicated in writing about the change of work timings and
eligibility for Night Shift Allowance thereon by the reporting authority. The same shall be
communicated to HR and Accounts department at least 2 working days in advance.

 To be eligible for Night Shift Allowance there shall be a requirement of Associate working
in the night shift for a minimum of 5 working days continuously upto 10:30 P.M. everyday.

 The Night Shift Allowance accrued in a month will be deposited directly into the bank
account at the beginning of the next month. Night Shift Allowance is paid @ Rs. 200/- per
shift.

Effective Date: 15.12.2006

Next Review: 31.06.2008

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2.4. Food Expense Reimbursement
Objective To provide guidelines to all the eligible for claiming the Food Expenses
Reimbursement

Policy

 All associates up to Team Leaders and Asst. Managers level are eligible for Food Expense
reimbursement.

 Associates, who are in general shift and whose work schedules stretch beyond 9.00 pm
due to exigency of the work, are eligible for this reimbursement.

 The reimbursement claims shall be processed by accounts at the end of every month.

 The eligible amount against the reimbursement will be processed at the end of the month
upon production of bills by the associate.

 Purpose of the associate’s over stay need to be approved by respective reporting

authority when required by the Accounts.

 Eligible associates will have to submit food expenses bills as soon as possible to the
accounts department against the eligible amount along with the Expense reimbursement
form.

 Associates need to make sure that the bills are approved by their reporting authority
before submitting the same to accounts department.

 The food expenses will be reimbursed at actual amount of the bills and up to a maximum
of Rs. 100/- per instance.

 After approval by the reporting authority bills may be submitted directly to accounts
department by the associate

Effective Date : 15/12/2006

Next Review : 31/06/2008

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2.5. Mobile Phone Reimbursement
Objective: To provide guidelines on Mobile Phone reimbursement policy to all the eligible
Associates and the policy administrators.

Policy:

 The following is the eligibility schedule for mobile connection and usage when such usage
is pre approved under the Letter of Appointment issued to associates

Category Handset Eligible Bill Amount

Sr. Managers, Directors,
Divisional Heads and above
Team Lead / Project Manager,
and Manager designates
Support Staff (Case to Case
basis)
Provided by the Company Actual Bill Amount
Not Provided by the Actual Bill Amount or Rs. 1,200/-, whichever is
Company less
Case to Case Basis Case to Case Basis.

 Provision of Handset is based on the connection taken and at the discretion of the
Management

 Mobile phone connection facility is given based on the operational requirement rather
than based on the position, which shall be decided by the President and COO.

 To keep the costs of communication to the minimal it is suggested to use the facility
provided judiciously.

 Bills may be submitted directly to accounts department by the associate

Effective Date: 15/12/2006

Next Review : 31/06/2008

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2.6. Sports, Fitness & Recreation
Objective To encourage sports and recreation activities among the associates to motivate them and
keep them refreshed

Policy:

1. Colla bor encourages you to participate in inter company events and tournaments like
table tennis, chess, cricket, quizzing, etc.,

2. The tournament could be held within the organization or with other companies

3. The initiative to be taken by associates from within the organization with prior permission
from the reporting manager / functional head.

4. Performance is noticed and duly accounted for in appraisal sessions.

5. Any remarkable achievement by an associate during a sports meet initiated by the

company will be given a letter of appreciation.

Effective Date : 15/12/2006

Next Review : 31/06/2008

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2.7. Policy on Dealing with Sexual Harassment
at workplace
Objective:

Provide guidelines to associates and policy administrators in dealing with cases of inappropriate
behavior with opposite sex.

Policy:
Collabor is committed to maintaining a work environment in which all associates are treated with
mutual respect for each other. Each associate has the right to a workplace that provides equal
opportunities and prohibits discriminatory practices, such as sexual harassment. At Collabor
sexual harassment, whether verbal, physical or arising from the display of suggestive items, and
whether at our offices, on business trips or at Company organized functions, is unacceptable and
will not be tolerated.

A. What Is Sexual Harassment?

 Sexual harassment generally may consist of unwelcome sexual advances, requests for
sexual favors or other verbal or physical conduct of a sexual nature where:

 An applicant or associate loses some tangible job benefit (e.g., a job, a promotion or a
preferred assignment) due to a refusal to acquiesce in the sexual overture ("quid pro
quo"), or

 An applicant or associate is subjected to a sexually offensive work environment that

interferes with the associate’s ability to perform his or her job, even if the applicant or
associate loses no tangible job benefit ("offensive atmosphere").

 Examples of conduct that may constitute sexual harassment are:

 Unwelcome sexual flirtations, advances or propositions.

 Physical or verbal abuse of a sexual nature.

 Graphic verbal comments about an individual’s body

 Sexually degrading words used to describe an individual.

 The display in the workplace of sexually suggestive objects and/or pictures.

 Making unwelcome sexual comments in business communications or at meetings.

• To File a Complaint

 If you feel you have been subjected to sexual harassment, you must report it immediately
to your manager, the Directors or to the President and Coo. You also have the option of
addressing your concerns to the person you believe is harassing you. In any case, you are
still required to report the matter to your manager, the Director of Human Resources or to
the President, you should do so by means of a formal letter or e mail followed by an in
person complaint.

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  In such situations, it is important that you feel comfortable reporting such occurrences,
without the concern that your career at the Company will suffer as a result. Accordingly,
no retaliation of any kind in response to a report of sexual harassment will be permitted or
tolerated at any level

• Response to a Complaint

 All complaints will be investigated promptly. The Company has an obligation to

investigate any credible claim of sexual harassment that is brought to its attention, with
the aim of protecting not only the associate filing the complaint, but also other associates
who might later be subjected to sexual harassment by the same offender. While this
obligation may make it impossible to maintain absolute confidentiality under all
circumstances, the Company will attempt to treat such investigations with utmost
confidentiality as is feasible under the circumstances.

 The company will setup a 2 member commission having a representation of each sexes at
the minimum to ensure a recorded hearing of the complaint.

 Prompt, appropriate corrective action will be taken if any associate is found to have
engaged in sexual harassment. This action may include termination of employment and
filing a report with law enforcement agencies.

 The Company depends on your help to keep it free of unwanted social behavior at the
workplace.

 It is also equally important that the issue is handled with delicateness and discretion till
such time there is a conclusive evidence from the 2 member commission

Effective Date : 15/12/2006

Next Review : 31/06/2008

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2.8. Electronic Communication
Systems Policy
Objective:

Provide guidelines to associates and policy administrators regarding usage of Intranet, e-mail and
internet in the office.

Policy:

Collabor encourages the creative and innovative use of information technology to enhance its
learning, teaching and communications environment. The ability to send and receive electronic
communications (e-mail), as well as the ability to access Collabor’s Intranet and the Internet, are
important business enablers.

Nevertheless, there are also significant legal, security and productivity issues related to the use of
these technologies that require a common understanding of what is -- and is not -- acceptable
use. The purpose of this policy is to establish a common understanding of acceptable use.

The Electronic Communication Systems Policy specifically applies to:

• E-mail sent or received, information posted on Collabor‘s intranet and internet sites
accessed while utilizing Collabor’s computer equipment, or while the user is representing
him or herself as, or can be identified as a Collabor associate. This includes dialing into
Collabor systems and networks from privately owned computer equipment.

This policy does not constitute a contract; collabor reserves the right to amend this policy at any
time.

II. E-Mail, Intranet and Internet Policy

A. E-mail content, intranet postings and Internet access must strictly adhere to the following
parameters:

1. No e-mail content, or intranet postings or Internet access that involves pornographic, obscene,
sexually related, profane or offensive material or language.

2. No e-mail content or Intranet postings or Internet access that violates or may be construed to
violate any collabor policy or Central, state and/or local laws, regulations or standards relating to
pornography, harassment, discrimination, defamation, copyright infringement, security and
privacy rights, solicitation, and/or statutes relating to electronic media.

3. No electronic communication messages should be created or sent that may constitute

intimidating, hostile or offensive material on the basis of race, color, creed, religion, national
origin, age, sex, marital status, lawful alien status, non job related physical or mental disability,
veteran status, sexual orientation, or any other basis prohibited by law. Collabor policy against
misconduct, applies fully to electronic communications.

4. No e-mail content, Intranet postings or Internet access that violates any Collabor policy
including, but not limited to, Collabor policies regarding proprietary or confidential information.

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5. All associates should compulsorily use their electronic signatures while sending official mails as
per the following standards

o The font size of the content in the email should be Whitney 11.
o The electronic signature should include the details as per the following order
Name, Designation, Company name, Phone number extension number and fax
number.

Please use the assistance of the I.T. helpdesk to help you enable your electronic signature format.

6. No posting of messages on chat room and stock message boards.

7. No use of Collabor address lists to transmit personal messages . Non- Collabor sponsored
charitable endeavors, solicitations, baby announcements, or any other message of this type.

B. All messages transmitted through systems of Collabor, including back-up copies, are the
property of Collabor and may be monitored, viewed and/or used at any time by a supervisor or
other authorized individual. Associates do not have an expectation of privacy or a personal
privacy right in e-mail messages transmitted through Systems of Collabor or through in sites
accessed or material transmitted over the Internet. Accordingly, associates should not use
Collabor electronic communication systems to send, receive or store any information that they
wish to keep private.

C. Security-related incidents (e.g., computer files are stolen or tampered with) must be reported
to the appropriate management personnel (immediate supervisor, IT, Information Security or
Human Resources) immediately upon discovery.

D. In accordance with Collabor Confidentiality and conduct Policy, the use of Collabor's electronic
communication systems for solicitation of any kind, unless company sponsored, is expressly
prohibited.

III. E-Mail Usage Guidelines

In addition to the E-Mail, Internet and Intranet Policy, the following guidelines apply to the use of
e-mail:

A. Collabor understands that e-mail is an effective and common means of communication for
both business and non-business use. Accordingly, non-business use of the e-mail system is
acceptable but only if the level of use is occasional, does not interfere with an associate's
professional responsibilities or diminish productivity, and does not violate this Policy.

B. Outgoing e-mail messages going to an Internet address can be intercepted and should not be
considered secure. Accordingly, careful consideration must be given to encryption, similar
technologies, or alternative means of communicating the information before sending e-mail
messages containing Collabor's confidential or proprietary information to Internet addresses. For
more information, consult with your IT SUPPORT TEAM.

C. Associates must take precautions to prevent the spread of viruses within Collabor's
communication systems as the result of information received via e-mail or retrieved from the
Internet. Incoming e-mail items with attachments must be scanned for viruses before opening.
(Contact the IT Support team for directions.)

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D. Incoming e-mail messages that violate the provisions of this Policy must be deleted
immediately.

E. If incoming e-mail contains information that violates this Policy, the recipient is required to
send an e-mail requesting the sender to cease sending such mail to the recipient's address. If the
recipient is having difficulty getting someone to stop sending inappropriate e-mail, the recipient
should immediately notify a supervisor or Human Resources.

IV. Internet Access Guidelines

In addition to the E-Mail, Internet and Intranet Policy, the following guidelines apply to the use of
the Internet:

A. The Internet is an important tool for research and other information gathering. Accordingly,
access to the Internet for non-business use is acceptable if the level of use is occasional, does not
interfere with an associate's professional responsibilities or diminish productivity, and does not
violate this Policy.

B. Unauthorized downloading of the software from the Internet is strictly prohibited.

C. Internet access is a privilege and not an entitlement. Accordingly, once granted, Internet access
can be removed at the request of a supervisor if it is being abused, used improperly, or otherwise
interferes with the performance of an associate's responsibilities.

D. Remote access is very expensive and must be limited to business uses only.

V. Intranet Guidelines

Access to Collabor's intranets is provided for business purposes only.

VI. Computer-Property Guidelines

A. Associates are responsible for safeguarding Collabor's property from misuse, loss or theft.
Collabor’s property includes, but is not limited to, all:

1. Associates are required to keep their screen clear with a plain back ground (as per the
Specifications set by the IT Team while allotting the system.

2. Electronic and printed Collabor’s, client and/or vendor information available through the
use of computer equipment.

3. Files and records contained on PC or laptop issued by Collabor

4. Passwords and related security codes.

5. If an associate wants to download anything then he has to get business approval from his
Manager first and then proceed with the intimation to IT-Support team.

B. Individual passwords must never be shared or revealed to anyone else besides the authorized
user. To do so will expose the authorized user to responsibility for actions taken by the other

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party with the password.

VII. For any breach in the policy, depending upon its seriousness, the company may initiate either
one or all the under mentioned steps as a disciplinary action.

1. Counseling by a team consisting of his Project Manager and a representative from HR

Team.

2. Issue of Memo

3. Termination from employment.

Effective Date : 15/12/2006

Next Review : 31/06/2008

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 3
COMPENSATION POLICIES

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3.1. Payroll
Objective:

Provide guidelines to associates directly employed with Collabor and policy administrators
regarding the monthly payroll processed by the company.

Policy:

• The salary will be credited to the associate’s bank account before the first working day of
the next month.

• All the associates are requested to sign the attendance register and in case of leave they
are requested to update their leave cards with necessary approvals to avoid any loss of
pay.

• The salary is structured in a manner that is beneficial to the associates in terms of availing
all benefits available under Income Tax exemptions and to promote a culture of saving
amongst the associates. Any change in the Salary Structure from time to time will be
discussed with the associates and such changes explained before effecting such change.
The decision of the management on the salary structure is however, final.

• All those associates who are coming under taxable income need to furnish relevant
documents in support of tax declaration for investments made, to avail the tax exemption
benefits. Failure to do so may result in the accounts deducting applicable taxes from the
monthly payroll.

Effective Date : 15/12/2006

Next Review : 31/06/2008

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 4
TRAVEL POLICIES

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5.1. Local Conveyance
Objective To provide guidelines to all the eligible for claiming the local conveyance
reimbursement

Policy

 All associates are eligible for reimbursement for the local conveyance expenses incurred
by them on official duty.

 Associates below managerial level are eligible to travel by auto or two-wheeler.

Conveyance Mode Eligibility Amount Applicable to

Car Rs. 8/- per KM Sr. Managers & Above
Auto Actual Amount All Associates
Two-Wheeler Rs.3/- per KM All Associates

 Associates need to make sure that the bills are approved by their reporting authority
before submitting the same to accounts department.

 After approval by the reporting authority bills may be submitted directly to accounts
department by the associate.

 The condition of notional extension (journey from place of stay to office and vice versa), is
not considered as on duty for the purpose of administering this policy.

Effective Date : 15/12/2006

Next Review : 31/06/2008

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4. Business Travel Policy
Objective To provide guidelines on expense reimbursement to the associates who carry out
travel for business purpose.

Policy

Domestic Business Travel

 Eligibility for domestic business travel

Level Travel Lodging Expense Per Day Boarding Expense Per Day
Expense (Exclusive of taxes)
Limit
METROS STATE OTHERS METROS STATE OTHERS
CAPITAL CAPITAL
Senior Managers IIA/C or Rs. 4500/- Rs.3500/- Rs.2500/- Rs. 750/- Rs.500/- Rs.400/-
and above except Flight
for President and (Eco)
Chairman
Managers/PM/TA III A/C or Rs. 3000/- Rs. 3000/- Rs.1750/- Rs. 500/- Rs.300/- Rs.250/-
/ATA/ II A/C
Asst. Managers
TLs and below/Sr. III A/C Rs. 2500/- Rs.1500/- Rs.1300/- Rs. 400/- Rs.250/- Rs.200/-
Executive/Executiv
e

 Mode of travel may be decided on case to case basis based on importance/Urgency of the
travel

Foreign Business Travel

 Eligibility for foreign business travel

Allowance Type Expense Limit Period/ Remarks

Recurrence
Winter Clothing US $ 150 Once in 2 years If traveling during winter months of the visiting
country. Bills can be claimed only for the clothing
details as mentioned in the Annexture-A
Transit Expense US $ 200 Each Trip Bills to be produced
Per Diem US $ 40 Per Day
Accommodation - - Organized by onsite team
Local Transport - - Organized by onsite team
Medical Insurance Actual Premium for Entire Period of Arranged by the company
Cover Reimbursements Foreign Travel
upto USD 500000

 Associates need to make sure that the bills are approved by their reporting authority
before submitting the same to accounts department.

 After approval by the reporting authority bills may be submitted to accounts department
by the associate.

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Annexture-A
Warm Clothing & Luggage Allowance (WCLA)
1 Overcoat
2 Warm thick pullover
3 Warm thin pullover
4 Warm windproof jacket
5 Thermal under pants
6 Thermal vest / warm full T-Shirts
7 Broken – in- pair of ankle high walking boots
8 Warm woolen socks
9 Light cotton or silk scarf
10 Large cotton or silk scarf
11 Warm gloves
12 Monkey cap
13 Muffler
14 Formal Suits/ Blazers
15 Turtlenecks
16 Shawl
17 Soft Luggage
18 Travel Bags

Effective Date : 15/12/2006

Next Review : 31/06/2008

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SEPERATION POLICY
5

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5.1. Separation from Payroll
Objective:

Provide guidelines to associates regarding the procedure at the time of separation from the
company.

Policy:
• Notice Period:

o One month notice period as required in the Letter of appointment

o Availing of leaves during notice period is subject to satisfactory transition

of work and proper approvals from the reporting Authority.

o For Associates on probation either side (Company and Associate) has to

give One Week notice period i.e. 5 working days or pay in lieu of notice
period.

o In the event of termination on disciplinary grounds, the associate shall not

be eligible for any notice period.

• No Dues:

o Associate has to get no due form signed by the departments concerned

for preparing the Full and Final settlement

• Service Certificate:

o Experience and Relieving letter is issued upon submission of no due

clearance form

• FFS:

o Full and final settlement amount will be credited in to the resigned

associate bank account.

o If the last working day falls on a Friday then the associate is eligible to get
full salary for the week end holidays also i.e. Saturday and Sunday.

• Form 16:

o Associate is required to collect the form 16 from Accounts department

personally within 60 days of separation.

• PF:

o Transfer of PF account, where applicable, has to be done by the employer

where the resigned associate is joining. In case associate wants to
withdraw the PF money, it shall be possible only after 2 months of
relieving

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