HR Manual III 147
HR Manual III 147
HR Manual III 147
The Chairman may, by an order and subject to such conditions as he may deem necessary and
specify in the order, delegate to any other authority the power to make such appointments.
All other authority other than appointment is reflected on Annexure 017(1)
2. General :
Every employee shall at all times :
Every employee holding a supervisory post shall take all possible steps to ensure the integrity and
devotion to duty of all employees for the time being under his control and authority.
An employee shall not absent himself from duty without having obtained permission of the
competent authority.
No employee shall leave the station where he is posted without obtaining previous permission
from his immediate Superior Officer unless so authorised by the competent authority.
5.2 resort to or in any way abet any form of strike or physical duress in connection with any
matter pertaining to his service or the service of any other employee of the Company.
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SUBJECT CONDUCT & DISCIPLINE RULES
6. Secrecy :
6.1 No employee shall disclose to any unauthorized or unconcerned person any information
regarding the set-up of the Company, special equipment, confidential matters, secret
information or other information belonging to the Company, either by way of lectures,
models, or writing in any news papers, magazines, pamphlets, literature etc. or in any
other way.
6.2 No employee shall carry with him outside the premises of the Company any papers,
books, photos, instruments, documents or any other property of the Company or relating
to the Company’s affairs, without prior permission of the Management, in writing :
6.3 Any books, sheets, diagrams, photos and other similar papers etc. containing notes or
information relating to the affairs of the company shall be treated as Company’s property,
whether prepared by the employees or otherwise, and shall, on demand, at any time, be
returned to the Company. All such diagrams, charts, books, photos etc., shall be handed
over by the employee to the Management no sooner he ceases to be the employee of the
Company.
Further, no employee shall, except with the previous written permission of the Chairman, engage
himself, directly or indirectly, in any trade or business or profession or vocation.
8.1 As soon as any member of an employee’s family, or any of his relation, joins a post in
this Company, the employee shall inform in writing the Personnel Department, through
the Head of the Department.
8.2 No employee shall use his position or influence, directly or indirectly, to secure
employment for any member of his family in any Company or firm enjoining patronage
of this Company.
8.3 No employee shall, except with the previous sanction of the competent authority, permit
any member of his family to accept employment with any Company or firm with which
he has official dealings or with Company or firm having official dealings with this
Company.
In cases where acceptance of the employment cannot await the prior sanction of the
competent authority, employment may be accepted provisionally subject to ultimate
sanction of the competent authority to which the matter shall be reported forthwith.
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SUBJECT CONDUCT & DISCIPLINE RULES
8.4 No employee shall, in the discharge of his official duties, deal in any matter with or give
or sanction any contract to any Company or firm or any other person, if any member of
his family is employed in that Company or if he or any member of his family is interested
in such matter or contract and the employee shall refer every matter or contract to the
competent authority and the matter or the contract shall thereafter be disposed of
according to the instructions of the said authority.
8.5 The Company has no policy of discouraging the employment of relatives of Site
Personnel, however as a policy no two blood relative will be allowed to work at the same
site. However if such situation arises then prior permission from the Chairman should be
obtained.
9. Smoking :
No employee shall smoke in the premises of the Company, except in places where smoking is
expressly permitted.
10. Safety :
All employees shall strictly abide by the Safety and Personal Safe Conduct Rules, framed from
time to time. All cases of injury to self or colleagues during the course of discharge of official
duties shall be immediately reported to the immediate Superior / Head of the Department.
11.1 strictly abide by any law relating to intoxicating Drinks or Drugs in force in any area in
which he happens to be for the time being;
11.2 not be under the influence of any Intoxicating Drink or Drug during the course of his
duty;
11.3 refrain from consuming any Intoxicating drinks or drug in a public place; and
Every employee shall display this Identity Card on his / her person, while on duty. non-display of
the Identity Card, on person, while on duty, shall render an employee liable for disciplinary action.
Loss of the Identity Card shall be reported by the employee to the Head of the Department, who
shall inform the Personnel Department accordingly, immediately and also to the Police.
A duplicate Identity Card, in such a case, will be issued on payment of Rs.50/- towards the cost
and other incidental charges thereon.
Employees, while leaving the Site, may be searched at the point of exit by the Gateman or any
other person; nominated by the Management.
Female employees shall be searched by a female searcher or any other female person nominated
by the Management; however, a female employee will not be searched in the presence of any male
person, except with her consent.
The cost of property, equipment and tools not returned, shall be liable to be deducted from the
dues payable to him.
The Supervisor shall talk with the employees working under his supervision about the work and
conduct and try to answer employees’ question, solve their problem and take not of the
suggestions.
In case where the immediate Supervisor is not able to solve an employee’s problem or redress his
grievance, the employee concerned may approach the Head of the Department concerned and if
the employee is still not satisfied, he may approach the Head of the Personnel Department with an
application, in writing, addressed to the Chairman so that his grievance is redressed speedily. The
head of the Personnel Department shall examine the matter and submit facts of the case, comments
of the Head of the Department concerned and position of rules, with his recommendations, to the
Chairman within 10 working days from the date of receipt of the application. Decision of the
Chairman shall be final.
The Management may, according to the convenience of its clientele, or for any other reason,
change the working hours of the Establishment, from time to time.
20. Attendance :
Employees must be at the place of work by the fixed / notified time.
Employees attending late shall be liable to be shut-out and treated absent for the particular day;
however, an employee who reaches site within 15 minutes of the fixed / notified starting time may
be allowed to perform his / her duties.
Further, an employee coming late to work or found absent from his station / place of work during
working hours, without sufficient reasons or without authorisation from his / her Supervisors, shall
be treated absent for the duration of his / her absence and shall not be entitled to wages for the
period. In addition, the competent authority may, at its discretion, also take suitable disciplinary
action against the employee concerned.
The Company may, at its discretion, start an additional shift or alter or discontinue existing shift ( s
) or restart a shift.
Save in emergencies, a notice of 48 hours shall be displayed, in such cases, on the Notice Board or
the Company.
If as a result of discontinuance of a working shift, some employees are rendered surplus and their
services have to be dispensed with, it shall be done in accordance with the law, in force, for the
time being.
In case a shift is to be re-started, notice thereof shall be given either in a newspaper having wide
local circulation or by letters sent by registered post to individual employee ( s ) concerned at his /
her / their last known address and the employees whose services were dispensed with as a result of
discontinuance of the shift, shall, if they present themselves within 7 days from the date of
publication of notice or posting of letters, be given preference for re-employment according to
length of their service in the respective category, except in cases of employees with history of
misdemeanour, misconduct, inefficiency or who have been punished, tolerated or condemned.
The Management may, at its discretion, also close down any Department or Section of the
Company. If as a result of such closure, any regular employee is affected, the concerned employee
shall be given 30 consecutive days notice, in writing, or one month’s wages in lieu of such notice.
Before re-opening such Department or Section, as the case may be, seven days’ notice thereof
shall be given either in a newspaper having wide local circulation, or by letters sent by Registered
Post to individual employees concerned at the last known address.
On reopening of a closed department or section of the Company, as the case may be, preference
for employment will be given to employees, whose services were dispensed with on account of the
closure, according to the length of their service, in the category concerned, provided that they
present themselves for service at the latest by the day of re-opening except in cases of employees
with history of past misdemeanour, misconduct, inefficiency, or who were punished, tolerated or
condemned.
23.2 In the event of closure under Clause ( 23.1 ) above, during working hours, employees
affected shall be notified, as soon as practicable, when work will be resumed and whether
they have to remain or leave the Company. Wherever practicable, a reasonable notice
shall be given of the resumption of the normal work. Notice required to be given under
this rule shall be displayed in English on the Notice Board of the Company.
Employees may be laid off without wages for reasons beyond the control of the
Management or for any other reasons where the Management finds it necessary to do so,
in the interest of the Company.
24.2 A employee other than on contract, training or probation desirous of leaving the service
of the Company may do so by giving the Management 30 days’ notice, in writing, or
payment of the one month’s wage in lieu of such notice. If a regular employee leaves
service without giving notice, as required under this rule, deductions equivalent to one
month’s wages can be made from the legal dues payable to the employee concerned.
24.3 Notice of resignation and leave of any kind cannot run concurrently.
24.4 All workmen, other than employees, may leave their service or their service may be
terminated without notice at any time.
24.5 An order of termination of service shall be in writing and shall be signed by Director,
Manager or any Officer so nominated. In case of general retrenchment, closing down of
department or section for the Company or termination of service, as a result of strike, no
such order shall be given.
25.4 Theft, fraud, or dishonesty in connection with the employer’s property or business or theft
of property of another workman within the premises of the Company.
25.6 Habitual absence without leave or absence without sufficient cause from the appointed
place of work or overstaying the sanctioned leave or absence from work without prior
permission, for over eight consecutive days.
25.7 Late attendance on more than three occasions for more than ten minutes within a month.
25.8 Habitual breach of any rule or any law applicable to the Company or any rules made
thereunder.
25.9 Collection or canvassing for collection without permission of the Manager any money
within the premises of the Company.
25.10 Carrying on money lending business or any trade or private business of sale or canvassing
for the sale of ticket or chances in any lotteries or raffles or the sale of any commodity
within the premises of the Company.
25.11 Drunkenness, being under the influence of narcotics or intoxication while on the premises
of the Company or the introduction or possession or consumption of alcoholic drinks or
narcotic drugs on the premises of the Company except when specifically prescribed for
medical purpose by the authorised Medical Attendant.
25.12 Commission of any act subversive of discipline or good behaviour on the premises of the
Company or outside the premises of the Company which directly or indirectly affects the
discipline of the Company or connected with the work in the Company.
25.14 Habitual breach of any rules or instructions for the maintenance and running of any
department, or the maintenance of cleanliness of any portion of the Company.
25.15 Habitual omission or commission of any act for which a fine may be imposed under the
Payment of Wage Act, 1936.
25.16 Canvassing for Union of Party Membership or the collection of Union or Party dues
within the premises of the Company.
25.17 Willful damage to work in progress or to any property of the Company or the property of
any other workman.
25.18 Organising, holding or attending or taking part in any meeting inside the premises of the
Company without previous written sanction of the Management.
25.19 Disclosing to any unauthorized person any information in regard to the processes of the
Company which may come into the possession of the employee in the course of work.
25.21 Smoking within the premises of the Company where it is prohibited by the Management.
25.22 Failure to observe safety instructions or failure to make use of safety equipment provided
by the Company or failure to take or negligence to take safety measures duly notified for
protection of the employee or employee’s own person and / or fellow employees as well
as any safety device or equipment installed on the premises of the Company.
25.23 Distributing or exhibiting within the premises of the establishment and / or its precincts
handbills, pamphlets, posters, effigies and such other things or causing to be displayed by
means of signs or writing of other visible representation or any matter without previous
written sanction of the Management.
25.24 Refusal to accept a charge-sheet, any order or other communications served in accordance
with the rules.
25.26 Loitering or idling away time in the premises of the Company during or after working
hours without prior written permission.
25.29 Deliberate interfering in work of another employee or person within the premises of the
Company while on duty.
25.31 Refusal to work on any other equivalent job anywhere in the Company.
25.32 Making false or malicious statements, public or otherwise, against the Company, the
Manager or any Officer or any employee of the Company.
25.33 Engaging in any civil, political or trade union activities during the working hours except
permitted by lay or Management.
25.34 Taking up any work, detrimental to the service of the Company, without the written
permission of the Manager.
25.36 Failure to report contagious or infectious disease affecting the Company’s own person, a
member of his family or any other employee.
25.38 Abuse of any leave, privileges, or concessions or benefits given to employees by the
Company.
25.39 Fighting, riotous, indecent or disorderly behaviour, use of abusive language, threatening,
intimidating, coercing any employee or person, any act involving moral turpitude
committed within the premises of the Company.
25.40 Aiding, abetting and any attempt at any of the above acts of misconduct.
25.42 Serious negligence or serious carelessness in the performance of duties or serious neglect
of duty.
25.45 Sabotage, willful damage in connection with the business or property of the Company.
25.46 Giving false information regarding one’s name, age, qualifications or previous service at
the time of employment.
Explanation :
1. No act of misconduct which is committed on less than three occasions within a span of
one year shall be treated as habitual.
2. The mis-conducts enumerated in this rule are only illustrative and not exhaustive and an
employee can be punished for an act of misconduct which is not included in this rule.
3. An employee may be served with charge-sheet and / or punished for any misconduct,
though it may be committed outside the premises, which directly or indirectly affects the
discipline of the Company or connected with the work of the Company.
26.1.1 Censure;
26.1.2 Suspension without wages for a period not exceeding four days;
26.1.5 Recovery from pay or such other amount as may be due to him of the whole or
part of any pecuniary loss caused to the Company by his negligence or breach of
orders.
26.2.1 Reduction to a lower stage in the time scale of pay for a specific period with
further direction as to whether or not the employee will earn increments of pay
during the period of such reduction, and whether on the expiry of such reduction,
the reduction will or will not have the effect of postponing future increments of
his pay;
26.2.2 Reduction to a lower time scale of pay, grade, post or service which shall
ordinarily be a bar to promotion of the employee to the time scale of pay, grade,
post or service from which he was reduced, with or without further direction
regarding condition of restoration to the grade or post or service from which the
employee was reduced and fixation of his seniority and pay on such restoration
to that grade, post or service;
26.2.3 Discharged from service without notice which may not be a disqualification for
future employment; and
26.2.4 Dismissed from service without notice which shall be a disqualification for
future employment.
27.1 The Management may impose on an employee any of the penalties specified in rule 26
above.
27.2 Without prejudice to rule ( 27.1 ) above, any of the penalties specified in rule ( 26.1 )
above, may be imposed on any employee by the appointing authority or by any other
authority empowered in this behalf by a general or special order of the Chairman.
However, no major penalty specified in Clause ( 26.2.1 to 26.2.4 ) above shall be imposed
by any authority lower than the appointing authority.
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SUBJECT CONDUCT & DISCIPLINE RULES
28. Procedure :
28.1 No order imposing any of the penalties specified in clause 26.1 shall be made except after
holding an enquiry against the employee concerned in respect of the alleged misconduct
in the manner set forth in Clause ( 28.3 ) below.
28.2 Any employee against whom any action specified in clause 26 is proposed to be taken for
misconduct may be suspended without any wages or allowances till such time the
Management may deem fit. The order of suspension shall take effect immediately on its
communication to the employee and the employee will not be permitted to work in the
Company during the period of suspension. Provided that if, as a result of the enquiry held
or explanation tendered, it is decided not to take any action under these rules, then the
employee shall be deemed to have been on duty and shall be entitled to full wages and all
privileges for the period of suspension.
28.3 An employee, against whom an enquiry is to be held, shall be given a charge-sheet clearly
setting forth the circumstances appearing against him and requiring explanation. He shall
be given an opportunity to reply to the charges and shall also be permitted to be defended
by a representative who must be a co-employee or as may be permitted by law. Except
for the reason, to be recorded in writing by an Enquiry Officer, the employee shall be
permitted to produce witnesses in his defense and cross-examine any witnesses on whose
evidence the charge rests. A concise summary of the evidence by either side and the plea
of the employee shall be recorded in English. The Management may, in its sole
discretion, appoint an outsider as an Enquiry Officer.
28.5 In case of a strike or a lock-out or under other circumstances when an employee is not
available in the premises for the service of charge-sheet, a display of the charge-sheet in
the name of the employee on the Main Gate of the Company and the copy sent by
Registered A.D. to the last known address available with the Company. It shall be
deemed to be proper and adequate service even the Registered A.D. letter returned un-
served by the postal authority for any reason whatsoever and if he fails to attend the
enquiry at the appointed time and place, the enquiry will be concluded exparte and
punishment imposed.
28.6 In imposing any penalty under these rules, the Management shall take into account the
gravity of the misconduct, previous record of the employee and any other extenuating or
aggravating circumstances that may exist.
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SUBJECT CONDUCT & DISCIPLINE RULES
30.1 Any order, notice, communication, letter or other document or process made or issued
under these rules to be served on an employee shall be served on such employee :
30.1.1 by delivering it to that employee; or
30.1.3 by forwarding it by registered post addressed to the employee at the place where
he ordinarily resides.
30.2 An endorsement by the serving officer that the employee refused to accept
service or an endorsement by a postal employee that the employee refused to
take delivery or not claimed or that he could not be found or that he was absent
shall be deemed to be prima facie proof of such service.
31. Interpretation :
If any doubt arises regarding interpretation of any provisions of these rules, the matter shall be
preferred to the Head of Site Personnel Dept., for decision.
Every employee provided with uniforms shall wear uniforms at all the times of duty. The uniforms shall be
maintained and worn in clean and presentable condition. Any employee, provided with the uniforms, if
found while on duty in order attire, or wearing uniforms in dirty and un-presentable conditions, he shall be
sent out and shall be treated as absent for the day and he shall render himself liable for disciplinary action.
Highest standard of cleanliness should be maintained at all the times as we are in the Catering Industry. For
the convenience of employee change room and locker facility are made available. However employees are
advised not to keep any valuable in the locker and if so kept it shall be at the sole risk of the
employee.
Units will have their respective Uniform code as per the Operational requirements, and will have to
maintain their own uniform stock including buffer stock for the number of Catering Personnel present in
their Unit. If a Unit does not have any specific uniform code then uniform will be issued on default
basis as per attached Annexure 018(1)
Employees will have to keep Security Deposit to cover the cost of the uniform which shall be refunded to
the employee at the time of completion of service on surrendering the uniform. However in cases if
uniform is lost or damaged on or after 6 months after issue of uniforms then deduction will be made as per
the Annexure 018(2)
If Uniform is lost or damaged during the washing process by the Dhobi or Company Laundry it will be the
responsibility of the Company to replace / repair the same at the Company Cost. In such cases utmost care
should be taken by the Unit In-charge so as to avoid such type of problem.
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SUBJECT UNIFORMS
Annexure 018(1)
Dietitian -White Lab Coat + Black Shoe Dietitian - White Lab Coat + Black Shoe
F & B Supervisory Service Staff - White Shirt + Black F & B Supervisory Service Staff-White Shirt + Black Trouser
Trouser + Black Tie + Black shoe + Grey Coat + Black Tie + Black shoe + Grey Coat
Uniform will be issued on the following basis( Annually) :- Uniform will be issued on the following basis( Annually) :-
Three White Shirt + Three Black Trouser + Two Black Tie + Three White Shirt + Three Black Trouser + Two Black Tie +
Two Black shoe + Two Grey Coat Two Black shoe + Two Grey Coat
Employees of the Company may have to go out of base station on account of official work. Traveling
allowance, in such cases shall be regulated as under :
1. Travel by Railways :
Employees shall be entitled to the class of railway accommodation according to the following
scales :
If available , return tickets at reduced rates, should always be purchased when the employee
expects to perform the return journey by rail within the period for which return ticket is available.
ii) Reimbursement of cancellation charges, where ticket is canceled in the interest of the
Company ; and
iii) Reimbursement of telegram expenses charged by the Railways in connection with the
reservation of accommodation in trains for onward and/or return journeys.
Note :
When a particular class of accommodation by which an employee is entitled to travel is not
available in a train, the employee should travel by the next lower class of accommodation.
However, if he travels by an higher class of accommodation than he is entitled to, his claim should
be restricted to the rail fare of the class by which he is entitled to travel.
2. Travel by Air :
Travel by Air will be only need based. Prior to such travel approval of the Business Unit
Manager / State General Manager is required.
3 Travel by Road :
3.1 For journeys by road, the employee shall be paid actual fare by public bus. For E-1 Junior
Executives and above luxury bus service can be availed.
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SUBJECT TRAVELING ALLOWANCES RULES
3.2 For journeys in any public transport from a bus stand / taxi stand/ railway station, airport
to place of duty or residence/temporary residence where tour commences, or from a place
of duty or residence/temporary residence where tour terminates to such bus stand or taxi
stand or railway; station or airport, the employee concerned shall be paid actual fare paid
by him for each such journey.
3.3 For Manager & Sr. Managers if need be Journey can be commenced on car hire Service /
Taxi service prior with approval of the Business Unit Manager / State General Manager.
Hotel bill, cash memos etc., will have to be submitted along with the claim, for reimbursement.
7. General :
Unless otherwise stated in any individual case, no traveling allowance shall be admissible for
joining the Company on first appointment.
Similarly, no traveling allowance shall be admissible for going to home town on retirement.
8. T.A. Advance :
T.A. advance may be sanctioned to an employee of the Company under these rules.
Such advance shall not exceed the actual amount of fare of the entitled mode/class plus 80 % of
the amount of daily allowance and such other allowances to which the employee may be entitled to
in consequence of his journey.
A second advance shall not be granted until an account of the first advance has been submitted for
adjustment immediately or at the earliest possible.
9. Procedure :
An employee going out of base station on official work shall fill in “Request for duty travel
sanction”, Annexure 019(2) for domestic travel, and Annexure 019(1), for international travel, in
triplicate, and submit it to his immediate supervisor / head of the department.
The head of the department shall approve the tour and sanction the amount of advance.
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SUBJECT TRAVELING ALLOWANCES RULES
First copy of the “Request for duty travel sanction” shall be forwarded to Accounts Department for
payment of the advance.
Second copy will be forwarded to the Head of the Department / Unit In-Charge for arranging
tickets, (only on need base) or making others arrangements. Third copy will be retained by the
individual concerned for submission along with the T.A. adjustment bill.
The T.A. adjustment bill shall be submitted by the employee to the Head of the Department
immediately on return and, in any case, not later than 15 days from date of return to Base Station,
along with :
Amount of T.A. Advance un-spent, if any, shall be deposited with the Cashier immediately on
return to Base Station and receipt obtained.
The Head of the Department shall certify whether the purpose for which the individual was sent on
temporary duty has been accomplished and then pass on the bill to the Accounts Department.
Any bill submitted after 15 days of the date of return to Base Station shall become time-barred and
amount of advance paid shall be recovered from the individual.
Notes :-
1. Please ensure that each column is filled in before the requisition slip is handed over to the
Administration Department.
2. Requisition slip should be authorised by the Head of the Department concerned.
3. Account code will be filled in by Accounts Department.
4. Proper information in the column cost of Ticket to be debited to’ should be given where cost of
ticket is recoverable from third party or personnel account of staff member or Company’s account.
5. Remarks should be given where person traveling is not entitled for Air Journey / 1st Class
Rail Ticket as per Company’s Rules but his under taken journey as such.
6. In case of cancellation, the ticket should be handed over immediately to the Accounts / Head of the
Department.
===========================================================================
FOR USE IN UNIT IN-CHARGE.
Date & Time of receipt of Requisition :.........................................................................
Date & Time of Booking : ..........................................................................
Date & Time of Receipt of Ticket : ...........................................................................
Name of Travel Agent : ............................................................................
Ticket Number : ............................................................................
Booking Made by : ..............................................................................
Date & Time of Cancellation : ................................................................................
(if any)
Cancellation Charges : Rs. ............................................................................
Balance Amount refunded : Rs..............................................................................
Reason for Cancellation : ...................................................................................
---------------------------------------------------------------------------------------------------------------------------------
-----
Circulation : -
1. Accounts 2. Site
(RK/SPO/ /96)
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SUBJECT TRAVELING ALLOWANCES RULES
(Specimen) Annexure 019(2)
Please book Air / Train ticket (s) as per details given below :-
1. Name of person traveling :
2. Designation :
3. Employee Code No. :
4. Unit :
5. Department / Project :
6. Route / Sector :
7. Cost of ticket to be debited to :
8. Accounts Code :
9. Place (s) of visit :
10. Flight No. / Train No. :
11. Date of Travel :
12. Class of Ticket :
13. Details of other Routes / Sectors :
(if any) with date of Journey
14. Purpose of Journey :
15. Remarks :
1. Eligibility :
All officers and employees from E-1 Junior Executive & above other than those who are employed
on Contract, Casual and Apprenticeship basis, shall be entitled to Leave Travel Assistance
provided they have put in one year’s service, including the period on probation.
2. Other Conditions :
This assistance shall be paid once in a financial year. This assistance shall be equal to one month’s
Basic salary only.
To avail this assistance, an employee will have to take at least 6 days’ Privilege Leave.
In cases, where leave is applied for but is refused in the exigencies of work of the Company, the
assistance shall be allowed to be carried over for availing in the next financial year.
This assistance shall not be allowed to be encashed by an employee who has submitted his
resignation.
3. Procedure :
To ensure that leave and LTA applied for sanctioned and work of the Company also does not
suffer, employees be advised to make a tentative program of availing leave at the beginning of
every calendar year, and submit it to the Head of their Department, on Form attached as Annexure
020(1), in triplicate, who will forward it to the Site In-charge for making a roster and processing
the case for sanction at the appropriate time.
The Site In-charge will check the records and if leave and Leave Travel Assistance applied for are
due and admissible, sanction the same under intimation to the individual through the Head of his
Department. necessary entries will also be made in the service records and a copy of it will be
forwarded to Site Personnel Department for records
4. Drawl of Assistance :
The amount of Leave Travel Assistance sanctioned can be drawn 15 days in advance or on
completion of the journey performed, as may be desired by the employee.
5. Residuary Powers :
Cases requiring any relaxation of these Rules shall be referred to the Personnel Department who
shall examine the same and submit it to the Chairman for orders, which shall be final.
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SUBJECT LEAVE TRAVEL ASSISTANCE RULES
(Specimen) Annexure 020(1)
Note :- Intimation to Accounts Department will not be issued earlier than 15 days from the date of commencement of Privilege
Leave.
(RK/SPO/ /96)
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Ref : 228 IMM 001
SUBJECT WEDDING
In the event of a Employee’s marriage a token gift of Rs.501/- will be presented along with a
letter of congratulations by the Site In-charge, and in his absence the Area Manager.
If the wedding timings coincide with the company’s working hours, representatives not exceeding
20% or 5 members of the Department whichever is lower, will be allowed to attend the function
provided the venue is near the Site.
Prior permission is required from the Site In--charge to attend such a function.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 022
Control No. Effective Replace Page
Ref : 229 IMM 001
SUBJECT VISITING CARDS
Visiting Cards will be issued to all confirmed Management staff, i.e. above E 3 - Sr. Executive Level on
discretion basis.
The concerned employee will initiate his requirement. The Department Head along with the Unit In-charge
and Area Manager / State General Manager, will approve and organise the same through the Purchase
Department.
The Visiting Card will bear the employee’s name, designation, Company address and telephone number.
All visiting card should be presented in a standard format as per the Annexure 022(1)
Issued by Approved By Date Chapter 022
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 230 IMM 002
SUBJECT VISITING CARD
Annexure 022(1)
VISITING CARD SPECIMEN FORMAT
--------------------------------------------------------------------------------------------------------------------------------
Name of Employee
Designation of Employee
An employee may require a certificate of employment on his leaving the services of the Company or for any
other specific purpose.
Only the Chairman or his appointed Authority / Personnel Manager will issue such a certificate which will
include :
- Name
- Designation
- Time of leaving
- Purpose of certificate
In case a reference is made to the Company, the Chairman or his appointed Authority / Personnel Manager
will provide such information.
1. Name in Full :
6. Job Knowledge :
7. Conduct / Behaviour :
NAME :
DESIGNATION :
DATE :
(RK/SPO/ /96)
Issued by Approved By Date Chapter
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Control No. Effective Replace Page 003
Ref : 233 IMM
SUBJECT CERTIFICATE
(Specimen)
This certificate is being issued to him / her for the explicit purpose of obtaining a Passport / Ration Card.
NAME
DESIGNATION :
DATE :
(RK/SPO/ /96)
Issued by Approved By Date Chapter
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Control No. Effective Replace Page 004
Ref : 234 IMM
SUBJECT CERTIFICATE
(Specimen)
The last salary drawn by him / her was Rs. ____________ (Rupees __________________________ only )
per month inclusive of all allowances.
NAME
DESIGNATION :
DATE :
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 024
Control No. Effective Replace Page
Ref : 235 IMM 001
SUBJECT FAREWELL
On Retirement :-
The Unit Manager / Area Manager will organise a farewell for retiring Staff, Preferably during the last hour
of the day’s work. The cost of the function, viz. snacks and tea from the kitchen, will be borne by the
Company but will not exceed Rs.1,000/-.
On Resignation :-
The Unit Manager / Area Manager will organise a farewell after working hours for the employee who has
resigned after minimum completion of 5 years of service with the Company. The cost of the function, viz.
snacks and tea from the Kitchen will be borne by the Company but will not exceed Rs.500/- .
Issued by Approved By Date Chapter
SPO JWH CMO 960401 025
Control No. Effective Replace Page 001
Ref : 236 IMM
SUBJECT CHANGES IN PERSONAL DATA
Staff have a personnal responsibility and an obligation towards himself and the company in providing
accurate information on Personal Data.
Any change in Personal Data relating to name, marital status, children, address, awards, distinctions or
professional qualifications should be correctly and promptly communicated to Personnel Department for
records.
Absence of information can lead to an inconvenience to you and a handicap in administration of benefits
which are sometimes time bound and may get time barred.
5 Permanent Address
_____________________
Signature of Unit Manager
Date forwarded to Site Personnel Department on .........................
(RK/SPO/ /96)
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 238 IMM 001
SUBJECT VEHICLE
As a policy there will be no vehicle provided to a Site employee in their individual capacity. All
vehicles wherever required will be either owned / leased / hired by the Company for the specific
purpose of usage at the Site itself.
The number and type of vehicle required for the Site will be determined at the time of signing the
contract and will be notified in the Contract information / recruitment notification.
Vehicles provided by the Company are to be used by Executives and staff only while on duty and for
official purposes only. The Vehicles will not be used for personal use by any Executive or staff.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 027
Control No. Effective Replace Page
Ref : 239 IMM 001
SUBJECT TELEPHONE
Executives who have been designated as Site In-charge and who have been provided with off site
accommodation will be entitled to a residential telephone on a need basis. The Company shall
reimburse cost of rental / official local calls and official long distance calls. The concerned
Executives will maintain a log for all official long distance calls made by him. Executives on other
levels shall be given this facility on a need basis.
Issued by Approved By Date Chapter 028
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 240 IMM 001
SUBJECT SECURITY DEPOSIT
Site Personnel may be required from time to time to keep a Security Deposit for item such as tools,
specified kitchen implement, uniform, pager, Walkie-talkie, Mobile phone etc. that may be issued to
them for carrying out their duties and which are in their custody. The amount to be retained as
Security Deposit will be equivalent to one months gross wages or Rs.2,500/- whichever is high. This
amount may be recovered from the individuals monthly wage in a maximum of 5 installments.
The employee will be issued a receipt for all deductions made from wages towards Security Deposit.
Three copies of these receipts will be maintained of which the original will be given to the
employee, second copy to be retained at site and third copy to be forwarded to Accounts
Department.
It will be the responsibility of the employee to preserve all receipts in good conditions and produce
the same whenever he is returning the item. Both the employee and the Site In-charge must ensure
that all Security Deposit is refunded on completion of the employee contract period or on resignation
or termination of the employee services.
Under no circumstances will an employee will be allowed to carry forward Security Deposit from
one Site to another. Recovery for loss or damage of items for which the Security Deposit was levied
will effected from the concerned employee Security Deposit amount after an enquiry and as per the
discretion of the Area Manager / State General Manager. Specimen copy attached.
Implementation of Security Deposit will be totally at the discretion of the State General Manager / Area
Manager.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 241 IMM 002
SUBJECT SECURITY DEPOSIT
(Specimen)
Voucher No.:
Date :
(RK/SPO/ /96).
Issued by Approved By Date Chapter
SPO JWH CMO 960401 029
Control No. Effective Replace Page
Ref : 242 IMM 001
SUBJECT INJURY ACCIDENT REPORT
Injury Accident Report is maintained by the Site In-charge whenever there occurs an injury /
accident at site.
Injury accident report form is duly filled by the Site In-charge or by the Medical Officer
The report is maintained in 4 copies of which the original is forwarded to the Site Personnel Office
by the first available means, the second copy is to be given to patient for his reference, 3rd copy goes
to client if required , 4th copy to be maintained in site for site record.
The Site In-charge should consider the following points in case of Injury Accident Report :
1. Minor Injury Accident :- If the nature of injury is minor, then treatment should be done
with registered ESIC Doctor or with the Doctor attached to the Local Government Hospital
(where ESIC is not applicable). Detail report of the same should be sent out to Site
Personnel Office as soon as possible.
2. Major Injury Accident :- If the nature of the accident is major type the person should be
immediately admitted to ESIC Hospital or to the Local Government Hospital (in case where
ESIC is not applicable). The next of kin of the patient should be informed immediately about
the accident. Site Personnel Office / Area Manager’s Office should be contacted immediately
and should be informed about the same. Detailed report should be sent out to Site Personnel
Office as soon as possible.
3 All Site In-charge should have the addresses with telephone Nos. of the ESIC Doctor /
Government Hospital closest to their Site. .
Issued by Approved By Date Chapter
SPO JWH CMO 960401 029
Control No. Effective Replace Page
Ref : 243 IMM 002
SUBJECT INJURY ACCIDENT REPORT
(Specimen)
*****
Issued by Approved By Date Chapter
SPO JWH CMO 960401 029
Control No. Effective Replace Page
Ref : 244 IMM 003
SUBJECT INJURY ACCIDENT REPORT
D. WITNESS TO ACCIDENT :
NAME :____________________________________________
ADDRESS : ____________________________________________
: ____________________________________________
: ____________________________________________
SIGNATURE : __________________________________________
Certified that Mr. ___________________________ was not under the influence of intoxicant and that
it was not his willful act.
1. Applicability :
Employees employed on wages not exceeding Rs.3,500/- per month shall be paid Gratuity or
Superannuation on Retirement or Resignation or on death or disablement due to accident under the
Payment of Gratuity Act, 1972 ( No. 39 of 1972 ), as amended from time to time.
2. Wages’ Definition :
Wages, for this purpose, shall mean all emoluments which are earned by an employee while on
duty or on leave in accordance with the terms and conditions of his employment and which are
paid or are payable to him in cash and include Dearness Allowance but does not include any
Bonus, Commission, House Rent Allowance, Overtime wages and any other allowance.
3. Employee’s Definition :
Employee shall mean any person ( other than an apprentice ) employed as wages not exceeding
Rs.3,500/- per month or such higher amount as the Central Government may, having regard to the
general level of wages, by notifications specify, to do any skilled, semi-skilled or unskilled,
manual, supervisory, technical or clerical work, whether the terms of such employment are express
or implied, and whether or not such person is employed in a Managerial or Administrative
capacity.
4. Payment of Gratuity :
Gratuity shall be payable to an employee on termination of his employment after he has rendered
continuous service for not less than five years :
4.4 on his death or disablement due to accident or disease; provided that the completion of
continuous service of 5 years shall not be necessary where the termination of the
employment of any employee is due to death or disablement.
5. Extent of Gratuity :
Gratuity shall be payable at the rate of fifteen days wages, based on the rate of wages last drawn by
the employee concerned, for every completed year of service or part thereof in excess of six
months, subject to a maximum of twenty months’ wages.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 030
Control No. Effective Replace Page
Ref : 246 IMM 002
SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES
5.1 The Gratuity of an employee, whose service have been terminated for any act, willful
omission or negligence causing any damage or loss to, or destruction of property
belonging to the Company, shall be forfeited to the extent of the damage or loss so
caused.
5.2.2 If the services of such an employee have been terminated for any act which
constitutes an offense involving moral turpitude, provided that such offense is
committed by him in the course of his employment.
6. Gratuity Payable to Other Employees / Executives not covered under the Act :
Employees and Executives, who are not covered under the Payment of Gratuity Act, 1972, since
their wages exceed Rs.3,500/- per month. Shall also be paid Gratuity, at such rates and under such
terms and conditions, as are laid down in the said Act, presuming that the said Act is also
applicable to them. The maximum amount of Gratuity payable in their case shall not, however,
exceed Rupees One Lakh.
7. Nomination :
Each employee, shall make nomination for Payment of Gratuity due to him, in case of his death, in
the form attached as Annexure - 030(1).
8. Interpretation :
Case where doubt has arisen regarding the interpretation of these rules or requiring any relaxation
thereof, shall be referred to the Personnel Department and the Personnel Department shall consider
the case on its merits and submit it to the Chairman, whose decision in such cases shall be final.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 030
Control No. Effective Replace Page 003
Ref : 247 IMM
SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES
Annexure 030(1)
Name & Relationship with Age Contingencies Name & Address & Amount of the
Address of the the Employee on the relationship of the Share of gratuity
Nominee happenings of persons(s), if any, to payable to each.
which the whom the right
nomination conferred on the
shall becomes nominee shall pass in
invalid the event of the
nominee predeceasing
the employee to the
nominee dying after
the death of the
employee but before
receiving the payment
of gratuity.
(Signature of Employee)
Name :
Designation :
Employee Code No. :
Issued by Approved By Date Chapter
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Control No. Effective Replace Page 004
Ref : 248 IMM
SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES
Signature of Witnesses :
1. _______________________
Name :
Designation :
Employee Code No. :
2. _______________________
Name :
Designation :
Employee Code No. :
Accepted
Name :
Designation :
Issued by Approved By Date Chapter
SPO JWH CMO 960401 031
Control No. Effective Replace Page
Ref : 249 IMM 001
SUBJECT CONDOLENCES
A condolence meeting, when an employee expires, will be held by the Department concerned and the other
Departments will observe two minutes silence.
An official delegation of the Management Staff will represent the company at the funeral and pay homage.
An immediate assistance of Rs.2,000/- will be offered towards funeral expenses, as contribution from the
company. The Area Manager / Head of the Site Personnel Department will later provide a list of dues and
explain the procedures to be followed to the family members of deceased.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 032
Control No. Effective Replace Page
Ref : 250 IMM 001
SUBJECT SUGGESTION SCHEME
Preface :
In today’s competitive environment, employees’ participation is essential for achieving cost effectiveness,
efficiency, overall improvement in productivity and in quality of life. Through employees participation, we
can have frequent constructive critical appraisal and evaluation of various activities which will enable us to
take corrective measures in time, leading to sustained growth of the organisation.
Each employee, at whatever level he may be, can contribute towards improving efficiency of the Company
through creative, constructive and innovative ideas.
Keeping in view the above, a Suggestion Scheme has been evolved with the expectation that it will
stimulate employees to think creatively and offer sound, simple and practical suggestions.
1. Success is the difference between entertaining an idea and implementing the same;
2. Great minds discuss ideas, average minds discuss events and small minds discuss people; and
3. Suggestion are like tender plants and any criticism of suggestions made will stop the flow of
suggestions altogether. Therefore, all suggestions should be treated sympathetically.
All employees may please participate whole-heartedly by sending suggestions on on-going basis. It is not
necessary for them to wait for the “Best Suggestion”; they may forward the “Better one”.
Scheme :
The Suggestion Scheme plays a very important role in promoting “Idea Power” which lies un-tapped and
un-nurtured. It encourages creative thinking within the organisation, inculcates sense of belongingness to
the Company amongst the employees and gives them a feeling of involvement in the affairs of the
Company.
2.7 Safety;
3. What to Suggest :
Any idea which, it is felt, can contribute to effective and efficient functioning of the Company can
be put forward.
Such an idea can come when we try and inculcate within us a spirit of constructive criticism. In
such a situation, we can ponder to find out :
3.6 Can there be another way to perform the same job efficiently, effectively and
economically;
3.10 Can something new be introduced to improve existing systems / procedures, etc.
6.1 Name
6.2 Designation
This committee will meat at least once in three months to evaluate the suggestions received and
make recommendations to the Chairman for his approval, whose decision shall be final.
Suggestions found acceptable shall be forwarded to the concerned Department for implementation.
8. Prizes :
An employee, whose valuable idea is accepted, may get prize :
8.2 Cash Award ranging from Rs.250/- to Rs.2,500/- depending upon the advantage to the
Company; or
9. Publicity :
The prizes will be awarded by the Chairman at a formal function.
An entry, to this effect, will also be made in the confidential report of the recipient concerned.
The prize list, with the relevant Suggestions as accepted and photograph of the Winners, will be
given wide publicity by exhibiting the same on notice boards and also publishing the same in the
House Journal of the Company.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 033
Control No. Effective Replace Page
Ref : 254 IMM 001
SUBJECT SCHEME FOR RECOGNITION OF
MERITORIOUS WORK
Normally, every employee tries to give his best to the Company, but there are some employees who give
still better. Better efforts of such employees need to be recognised.
2. To create amongst employees a sense of healthy competition for betterment of the Company; and
Procedure :
Such awards will be given once in a year in April each year. Head of the Department / Region concerned
will send his recommendations in respect of each employee he wants to be rewarded in the following
format :
2. Designation
3. Office of Posting
6. Award recommended
Such recommendations should be sent to the Head of the Personnel Department at Headquarters, so as to
reach him by January 31, each year.
This Committee will finalise its recommendations and submit the same to the Chairman by March 15, each
year for his approval. Decision of the Chairman shall be final.
Awards :
Employees selected for such recognition may be rewarded as follows :
1. Certificate of Merit; or
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 255 IMM 002
SUBJECT SCHEME FOR RECOGNITION OF
MERITORIOUS WORK
3. Advance increments ( s ), or
5. A combination of Sr. 1 and any other one of the rest Sr. nos. mentioned above.
Publicity :
These awards will be given by the Chairman at Headquarters and by the Regional Managers at their
respective Regions at a formal function.
An entry, to this effect, will also be made in the confidential report of the awardee.
The list of awardees will be given wide publicity by exhibiting the same on notice boards and also
publishing the same with photographs in the House Journal of the Company.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 034
Control No. Effective Replace Page
Ref : 256 IMM 001
SUBJECT SCHEME FOR GRANT OF INCENTIVE TO
PROMOTE FAMILY PLANNING ON
VOLUNTARY BASIS
3. Amount of Incentive :
A lump sum amount of Rs.500/- will be paid as incentive for promoting family planning.
4. Procedure :
4.1 Employee must be within the reproductive age group, i.e., male should be between 25 and
50 years age and female should be between 20 and 45 years age;
4.2 Employee should not have more than 2 living children; and
5. Procedure :
The employee concerned should submit his application, through the Head of Department, in the
form attached as Annexure - 034(1).
Issued by Approved By Date Chapter
SPO JWH CMO 960401 034
Control No. Effective Replace Page 002
Ref : 257 IMM
SUBJECT SCHEME FOR GRANT OF INCENTIVE TO
PROMOTE FAMILY PLANNING ON
VOLUNTARY BASIS
(Specimen) Annexure 034(1)
For every individual employee, his own grievance is most important. Secondly, even if the employee have
the best, they would still like to have better. It is, therefore but natural that the employees will sometimes
have a grievance, which may be real or imaginary also.
For effective and efficient functioning of the Department, it is desirable that the grievance of an employee,
whether real or imaginary, is settled immediately. With this end in view, following procedure is laid down :
1. Informal Channel :
1.1 Counseling :
Head of each Department will nominate a Counselor in his Department. An aggrieved employee
of the Department could discuss his grievance with the Counselor who will try to settle
the grievance, with the guidance of the Head of his Department, if necessary.
Head of each Unit will specify a day in each month when an aggrieved employee could meet him
and discuss his / her problem in person. The Head of the Department will try and settle
the grievance.
2. Formal Channel :
This channel will consist of following three stages :
State General Manager, so that his grievance is redressed speedily. The head of the Personnel
Department shall examine the grievance and submit facts of the case, with comments of the Head
of the Department concerned, position of rules on the subject and his recommendations, to the
State General Manager within 10 working days of the receipt of the application and the decision of
the State General Manager shall be conveyed to the applicant within 15 working days from the
date of receipt of the application. Decision of the State General Manager shall be final.
The present system of preparation and maintenance of Appraisal Forms has been reviewed in the light of
experience gained and keeping in view the doubts expressed and difficulties faced by various authorities,
from time to time.
Following guidelines are laid down; all concerned are requested to follow the same :
In all cases, where the work of an appraisee has been graded as “Outstanding”, the particular
features of work of the appraisee, standard must be applied before “Outstanding” grading is given
to any appraisee.
Similarly, examples should be given in case of those appraisee whose performance has been
graded as “Fair” or “Poor”.
Appraisal should also be recorded when either the Reporting Officer or the Appraisee is
transferred within the period of the appraisal. In such cases, each appraisal report should indicate
precisely the period to which it relates. The appraisal for the earlier part / parts of the year should
be recorded at the time of transfer or immediately thereafter and should not be deferred till the end
of the year. No Appraisal Report should, however be recorded unless a Reporting Officer has at
least three months experience about the work and conduct of the appraisee to base his report on.
The Reviewing Officer should also have three months experience on which to base review of the
Appraisal Report.
4. Objectivity in Appraisal :
In order to minimise the operation of the subjective human element of conscious or unconscious
bias, the Appraisal Report of every appraisee should contain the assessment of more than one
Appraiser, the only exception being in cases in which there is only one level above the appraisee,
such as J1,J2 Junior Staff.
6.2 All ratings should be done at one sitting and in a relaxed frame of mind.
6.3 Appraisee should be assessed for his / her performance for the entire year.
6.4 Appraisal should be based on one’s own Judgement and not on hearsay.
6.8 The appraisee should be given the kind of indulgence the appraiser would like for
himself.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page
Ref : 262 IMM 003
SUBJECT APPRAISAL SYSTEM
No adverse remarks relating to an alleged failing will be made in the Appraisal Report of any
employee unless the same has been earlier brought to his notice. As soon as a defect / failing is
noticed in an employee by the Reporting Officer, the same should be brought to the employee’s
notice verbally and, in more serious cases, the same should be conveyed in writing, with the copy
of the same, duly signed by the employee concerned, to be placed on the personal file. Such
warning on the personal file of the employee will be sufficient justification for recording adverse
remarks in his / her Annual Appraisal Report.
8.1 All representations against adverse remarks shall be examined by an authority superior to
the Reviewing Officer, in consultation, if necessary, with the Reporting and Reviewing
Officers. This Superior Authority shall be regarded as the Competent Authority to deal
with such representations.
8.2 If it is found that the remarks are justified and the representation was frivolous, a note
will be made in the Appraisal Report of the representationist that he did not take the
correction in good spirit.
8.3 If the Competent Authority feels that there is not sufficient ground for interference, the
representation shall be rejected and the appraisee informed accordingly.
8.4 If the Competent Authority, however, feels that the remarks should be toned down, he
should make the necessary entry separately with proper attestation at the appropriate
place of the Appraisal Report; the correction should not be made in the earlier entries
themselves.
8.5 In the rare event of the Competent Authority coming to the conclusion that the adverse
remarks were inspired by malice or were entirely incorrect or unfounded and, therefore,
deserve expunction, he should score through the remarks, paste them over, or obliterate
them and should make an entry with his signature and date, stating that he had done so.
But before taking such an action, he should bring it to the notice of the Head of the
Department, if he himself does not occupy that position.
Issued by Approved By Date Chapter 036
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 263 IMM 004
SUBJECT APPRAISAL SYSTEM
8.6 Representations or explanations against entries shall not be added to the Appraisal Report
dossiers.
9.3 M 1 Managers
CONFIDENTIAL
RADHAKRISHNA
APPRAISAL REPORT FORM FOR E 1 EXECUTIVES
PERSONNEL INFORMATION
(To be filled in by Personnel Department)
1. Name : ________________________________________
2. Designation : ________________________________________
3. Grade : ________________________________________
4. Employee Code No. : ________________________________________
5. Date of Birth : ________________________________________
6. Educational Qualifications : ________________________________________
7. Date of Joining the Company :________________________________________
8. Date of Appointment to : ________________________________________
Present Post
9. Department / Office of Posting :________________________________________
10. Place of Posting :________________________________________
11. Length of Service under : ________________________________________
Reporting Officer
GUIDELINES FOR REPORTING OFFICER
Date :
Name of the Employee :
Designation :
Employee Code No. :
Period : Form ___________ to _________
RADHAKRISHNA
APPRAISAL REPORT FORM FOR E 2 - E 3 EXECUTIVES
1. Name : _______________________________________
2. Designation : ________________________________________
3. Scale of Pay : ________________________________________
4. Employee Code No. : ________________________________________
5. Date of Birth : ________________________________________
6. Educational & Professional : ________________________________________
Qualifications
7. Date of Joining the Company :________________________________________
8. Date of Appointment to Present :______________________________________
Post
9. Department / Office of Posting :________________________________________
10. Place of Posting :________________________________________
11. Length of Service under the : ________________________________________
Reporting Officer
***************
GUIDELINES FOR REPORTING OFFICER
REGULARITY INITIATIVE
Very Regular Self - starter
Satisfactory Occasionally takes initiative
Irregular Wants to be guided
PUNCTUALITY JOB KNOWLEDGE
Always Punctual Has through job knowledge
Mostly punctual Has reasonable job knowledge
Always late Has limited knowledge
QUALITY OF WORK QUANTITY OF WORK
Very through & accurate work Output more than expected
Generally good Average output
Inaccurate in work Limited Output
RESPONSIBILITY DEPENDABILITY
Seeks and accepts responsibility Highly dependable
Accepts responsibility as it comes Conscientious; follows instructions
Shrike responsibility Requires constant supervision
LEADERSHIP CO-OPERATION
Commands Confidence amongst Colleagues Very anxious to cooperate
Satisfactory Works reasonably well with others
Poor Indifferent, usually un-cooperative.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page 010
Ref : 269 IMM
SUBJECT APPRAISAL SYSTEM
SUMMARY APPRAISAL
(In case of Outstanding / Poor, specify instances / give reasons)
Outstanding Very Good Good Fair Poor
Signature
Name : Place :
Designation : Date :
Note :- Reviewing Officer will show the Report to the Assessee and take his / her signatures.
Issued by Approved By Date Chapter 036
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 271 IMM 012
SUBJECT APPRAISAL SYSTEM
CONFIDENTIAL
RADHAKRISHNA
PERSONNEL INFORMATION
(To be filled in by Personnel Department)
1. Name : ______________________________________
2. Designation : ______________________________________
3. Scales of Pay : _______________________________________
4. Employee Code No. : _______________________________________
5. Date of Birth : ________________________________________
6. Qualification : ________________________________________
Exam Passed Year University Division
Obtained
Academic
Professional
7. Date of Joining the Company : _______________________________________
8. Date of Appointment of Present Post: ________________________________
9. Department / Office of Posting : _______________________________________
10. Place of Posting : _______________________________________
11. Length of service under the : _______________________________________
Reporting Officer
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Control No. Effective Replace Page 013
Ref : 272 IMM
SUBJECT APPRAISAL SYSTEM
13. Briefly describe your job assignment and major activities during the year
14. Briefly describe any specific problems / constraints faced by you during the year
15. Would you like a change in your present assignment ? If answer is ‘Yes’, please state details,
preferences and reasons.
3. Assess the assessee for his / her performance for the entire year
8. Give the assessee the kind of indulgence you would like for yourself.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page 015
Ref : 274 IMM
SUBJECT APPRAISAL SYSTEM
ASSESSMENT OF REPORTING / REVIEWING OFFICER
(To be filled in by the Reporting / Reviewing Officer)
Please indicate gradation number with reference to table below :-
Outstanding 10 Very Good Good Fair Poor
9 8 7 6 5 4 3 2 1
SUMMARY APPRAISAL
15 - 44 Poor
45 - 74 Fair
75 - 89 Good
90 - 119 Very Good
120 - 150 Outstanding
___________________________ ________________________
Signature of the Reporting Officer Signature of Reviewing Officer
Name : Name :
Designation : Designation :
GENERAL ASSESSMENT
(To be filled in by the Reporting Officer)
1. Any special work undertaken by the Appraisee during the year
___________________________
Signature of the Reviewing Officer
Name : Place :
Designation : Date :
_____________________ Place :
Signature of the Assessee Date :
Name :
__________________________________________________________________________
ASSESSMENT BY THE HEAD OF THE DEPARTMENT
WHEREVER HE IS NOT THE REVIEWING OFFICER.
________
Signature
Name : Place :
Designation : Date :
__________________________________________________________________________
REVIEW BY THE CHAIRMAN, WHEREVER NECESSARY
________ ______
Signature Date
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page
Ref : 277 IMM 018
SUBJECT APPRAISAL SYSTEM
CONFIDENTIAL
RADHAKRISHNA
APPRAISAL REPORT FORM FOR M 2 SENIOR MANAGERS
Period of Report : ____________________
PERSONNEL INFORMATION
(To be filled in by Personnel Department)
1. Name : ______________________________________
2. Designation : ______________________________________
3. Scales of Pay : _______________________________________
4. Employee Code No. : _______________________________________
5. Date of Birth : ________________________________________
6. Qualification : ________________________________________
Academic
Professional
13. Briefly describe your job assignment and major activities during the year
14. Briefly describe any specific problems / constraints faced by you during the year
15. Would you like a change in your present assignment ? If answer is ‘Yes’, please state details,
preferences and reasons.
I Assessment
___________________________
Signature of the Reporting Officer
Name : Place :
Designation : Date :
--------------------------------------------------------------------------------------------------------------------------
REVIEW BY THE CHAIRMAN, WHEREVER NECESSARY
________ ______
Signature Date
Issued by Approved By Date Chapter
SPO JWH CMO 960401 037
Control No. Effective Replace Page 001
Ref : 281 IMM
SUBJECT RECORDS
Different records are to be maintained by respective Units, Site Personnel Department, and in
respective personnel file of the candidates as mentioned in annexure attached.
RESIDUARY POWER :-
Cases not covered by or requiring relaxation of these records shall be referred to the Personnel
Department for consideration and submission to the Chairman or his appointed authority for
decision.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 037
Control No. Effective Replace Page
Ref : 285 IMM 005
SUBJECT RECORDS
Note :- All other records which are maintained by Units will be maintained in parallel sequence with
Site Personnel Department for updation. (Please refer to records maintained by Unit)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 037
Control No. Effective Replace Page 006
Ref : 286 IMM
SUBJECT RECORDS
UNIT : MONTH :
CODING
All employee files are to be coded from regions mentioned below with the starting Code No. as
listed. In the event of operation of their been minor operation in adjoining to those specified in the
Code No. listed, the Code No. of the nearest adjoining state will apply. However this No. will be
determined at the time of commencement of operation.
Maharashtra 0001 to 1000
Gujarat 1001 to 2000
Delhi 2001 to 3000
Karnataka 3001 to 4000
West Bengal 4001 to 5000
Tamil Nadu 5001 to 6000
Andhra Pradesh 6001 to 7000
Rajasthan 7001 to 8000
Coding will be given in the sequence of designation as mentioned below :-
CODE DESIGNATION
MA - MANAGERS
CA - FOOD PRODUCTION
HA - HOUSEKEEPING STAFF
FA - FOOD & BEVERAGE SERVICE STAFF
AA - ADMINISTRATIVE / BACK OFFICE AND ALL OTHER STAFF
All Site will have auditing of the personnel file or records of the employees working in their Unit.
This auditing will be carried out by an Internal / External Auditor or any Senior Executive visiting
the Unit from State Office / Site Office or Head Office. It will be mandatory for the personnel audit
to be conducted at least once every quarter for each year. Recommendation specify as per the Audit
Report will have to be completed within 30 days of the report submission.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 040
Control No. Effective Replace Page
Ref : 294 IMM 001
SUBJECT WAGE PROCESSING AND PAYMENT
Wage processing is carried out by Site Personnel Department every month on receipt of Monthly
Site Muster with Monthly Attendance Advice. The following procedure is adopted for the wage
processing and payment.
1. Cost Centre Code Nos. of respective Units are allotted to different sites
2. Monthly Site Muster with Monthly Site Advice reaches to Site Personnel Department by
26th of every month.
3. Advance Authorisation form (2nd copy), if any paid to the employee during the month for
recovery and records is forwarded to Site Personnel Department.
4. Salary slip is generated in copy of two Original copy of salary slip is given to the employee
and the 2nd copy after duly signed by employees is maintained by Accounts for records.
5. Statutory deduction such as Provident fund, Profession Tax and ESIC applicable is made
6. Three copy of Salary Summary sheet is generated which after been audited by auditors is
approved by Head of the Site Personnel Department and Operations Manager. Original
copy is forwarded to Site for record, 2nd copy is forwarded to Accounts for record, last
copy is retained at Site Personnel Department Wages are paid to all employee by the
seventh of every month.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 040
Control No. Effective Replace Page
Ref : IMM 001
SUBJECT LEAVE RULES
(Specimen Copy)
Name :
Designation :
Employee Code No :
Year for which Annual Leave encashment is sought
to be sanctioned . :
Number of days of Annual Leave for which
encashment is sought to be sanctioned :
__________________
Signature of Employee
_____________________________________________________________________________________________________
Approved / Not Approved
Signature
(Site In-Charge / Unit Manager )
Name :
Date :
______________________________________________________________________________________________________
Advice to Accounts Department (Applicable / Not Applicable)
Mr./ Ms. ____________________________ has completed ........... month / year contract. The amount of Rs. ______ has been
granted encashment of Annual Leave of _____ Month / Year . The balance days of annual leave left to his credit is _____.
Signature
(Unit Manager / Site-In-Charge)
Date
____________________________________________________________________________
Copy forwarded to Site Personnel Department for record on __________
Received by Site Personnel Department on _______
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 013
Control No. Effective Replace Page
Ref : 177 IMM 006
SUBJECT LEAVE RULES
(Specimen Copy) Annexure 013 (1)
___________________
(Signature of Employee)
________________________________________________________________________________
Remarks of the Head of the Department
Leave applied for ( ) days from _________ to ________ is granted / not granted.
Mr. / Ms. ............................................................................ will look after work of Mr. / Ms. ................................................. during his /
her absence on leave.
OR
Annual Leave encashment is approved / Not approved.
( )
Signature of the Dept. Head / Unit Manager
Name :
Date :
_______________________________________________________________________________
Advice to Accounts Department
Mr./ Ms. ____________________________ has completed ........... month / year contract. The amount of Rs. ______ (Rupees
_______________) is to be paid towards leave wages / encashment of leave wages for ____ Month / Year.
Signature
(Unit Manager / Site-In-Charge)
Date
__________________________________________________________________________
Circulation : 1. Original to be sent to Accounts Department for processing payment
2. 2nd Copy to maintained at Site
3. 3rd Copy to be forwarded to Site Personnel Department for record along with
photo copy of payment voucher after disbursement.
(RK/SPO/ /96)