HR Manual III 147

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Issued by Approved By Date Chapter

SPO JWH CMO 960401 017


Control No. Effective Replace Page
Ref : 201 IMM 001
SUBJECT CONDUCT & DISCIPLINE RULES

1. Authority to make Appointment :


All appointments to posts in the Company shall be made by the Chairman.

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 :

2.1 maintain absolute integrity;

2.2 maintain devotion to duty; and

2.3 do nothing which is unbecoming of an employee.

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.

3. Absence from Station :


Whole time of an employee shall be at the disposal of the Company and he shall serve the
Company in its business in such capacity and at such places, as he may, from time to time, be
required and directed by his superior.

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.

4. Joining of Associations by Employees :


No employee shall join or continue to be a member of an Association the objects or activities of
which are Prejudicial to the interests of this Company as also of the sovereignty and integrity of
India, public order or morality.

5. Demonstration and Strikes :


No employee shall :

5.1 engage himself or participate in any demonstration which involves incitement to an


offense; and

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.
Issued by Approved By Date Chapter 017
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 202 IMM 002
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.

7. Private Employment / Trading :


No employee shall take up any other employment, whether for gain or not, without prior written
permission of the Chairman.

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. Employment of near relatives of employees in this Company as well as in any Company or


Firm enjoying patronage of this Company :

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.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 017
Control No. Effective Replace Page
Ref : 203 IMM 003
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. Consumption of Intoxicating Drinks and Drugs :


An employee of the Company shall :

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

11.4 not appear in a public place in a state of intoxication.

12. Connection with Press :


No employee shall publish or cause to be published any article written by him on any matter
whatsoever in any journal, newspaper or any other publication, without the previous written
permission of the Chairman.

13. Private Telephone Calls :


No employee shall, except with prior permission, use Company’s / Client’s telephone, telex and
fax facilities for private purposes. In case, in emergencies, such a use is permitted, charges thereof
may be recovered from the employee through his salary.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 017
Control No. Effective Replace Page
Ref : 204 IMM 004
SUBJECT CONDUCT & DISCIPLINE RULES

14. Identity Cards :


Every employee, irrespective of the position he holds, shall be issued an Identity Card as per
Annexure 017(2) with his photograph duly affixed therein and containing name, designation, and
office / place of posting of the employee. The authorised Signatory for issue of Identity Card will
be decided at the time of commencement of every contract. No change in signatory will be
permitted unless authorisation is given by the Chairman or his appointed authority. Every Identity
Card will have a rubber stamp of the Company affixed on the right hand corned of the photograph
of Identity Card.

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.

15. Entry & Search :


Employees shall enter or leave the Site through the gate ( s ) meant for the purpose.

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.

16. Return of Company’s Property, Equipment, Tools etc. :


Every employee shall, before leaving the service of the Company, return any property, or
equipment, or tools belonging to the Company, issued or lent to him in connection with his
employment in the Company.

The cost of property, equipment and tools not returned, shall be liable to be deducted from the
dues payable to him.

17. Conviction or arrest of an employee :


An employee convicted by a court of law or arrested shall report promptly the facts of his
conviction or arrest to his Department Superiors. Failure to do so shall render him liable to
disciplinary action.

18. Pressing of claim or seeking redress of a grievance in service matters :


An employee shall approach in person or address, in writing, his immediate Supervisor and seek
re-dressal of his grievance, as the immediate Supervisor is the first source of information, help,
advice, encouragement and training, and is the person directly responsible for assigning, directing
and reviewing the employee’s work.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 205 IMM 005
SUBJECT CONDUCT & DISCIPLINE RULES

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.

19. Publication of Working Hours :


Periods and working hours for all classes of employee may be displayed, in English, on the Notice
Board of the Company located at the site.

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.

21. Publication of Holidays / Weekly Off Days :


Festivals, National and other Holidays and Weekly Off days under the provisions of the relevant
Shops & Establishment Act, to be observed during the particular calendar year, shall be displayed,
in English, on the Notice Board of the Company, in January each year.

22. Shift Working & Closure of Department of Company :


All Department, Establishment or Section may work in more than one shifts and employees
working therein may be rotated from one shift to another, in the interest of work of the Company.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 206 IMM 006
SUBJECT CONDUCT & DISCIPLINE RULES

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. Stoppage of Work :


23.1 The Chairman, or any officer nominated by him may, at any time, in the event of natural
calamities, fire, catastrophe, breakdown of machinery, stoppage of power supply,
epidemic, civil commotion, riots, heavy absenteeism, strike in any form, go-slow on part
of the employees, hartal, bandh and other causes beyond his control, close any Section,
Department, Machinery or the Company, wholly or partially, for any period, without
notice or compensation in lieu of such notice. In such case, the employees affected by the
closure of any Section, Department, Machine or the Company shall not get any wages for
the period of such closure.
Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 207 IMM 007
SUBJECT CONDUCT & DISCIPLINE RULES

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. Termination of Service :


24.1 Services of the employee other than on conrtact, training or probation may be terminated
by giving him 30 days’ notice or payment of one month’s wage in lieu of such notice.

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. Acts & Commission Constituting Misconduct :


The following Acts and Commissions on the part of an employee shall amount to misconduct:

25.1 Willful insubordination or disobedience, whether or not in combination with another, of


any lawful and reasonable order of a Superior.

25.2 Going on strike or abetting, inciting, instigating or acting in furtherance thereof.

25.3 Willful slowing down in performance of work or abatement or instigation thereof;


causing deliberate delay in carrying out orders.

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.

25.5 Taking or giving bribe or any illegal gratification.


Issued by Approved By Date Chapter
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Control No. Effective Replace Page
Ref : 208 IMM 008
SUBJECT CONDUCT & DISCIPLINE RULES

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.

25.13 Neglect of work, habitual neglect of work, or gross or habitual negligence.

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.

25.20 Gambling within the premises of the Company.


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Control No. Effective Replace Page
Ref : 209 IMM 009
SUBJECT CONDUCT & DISCIPLINE RULES

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.

25.25 Unauthorized possession of any lethal weapon in the Company.

25.26 Loitering or idling away time in the premises of the Company during or after working
hours without prior written permission.

25.27 Willful falsification, defacement or destruction of or tampering of personnel records or


any records of the Company.

25.28 Not obeying instructions relating to fire precautions.

25.29 Deliberate interfering in work of another employee or person within the premises of the
Company while on duty.

25.30 Sleeping whilst 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.

25.35 Unauthorized loan or transfer of a ticket, pass, identification badge, equipment or


property of the Company to another person.

25.36 Failure to report contagious or infectious disease affecting the Company’s own person, a
member of his family or any other employee.

25.37 Engaging in any other employment which results in double employment.


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Ref : 210 IMM 010
SUBJECT CONDUCT & DISCIPLINE RULES

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.

25.41 Habitual late attendance.

25.42 Serious negligence or serious carelessness in the performance of duties or serious neglect
of duty.

25.43 Conviction by any court of law for any criminal offense.

25.44 Use of insolent or impertinent or un-parliamentary language in any official


correspondence, or application, or representation.

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.

25.47 Spreading false rumours or giving any false information.

25.48 Writing of anonymous or pseudonymous letters or associating oneself in writing such


letters.

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. Nature of Penalties :


The Management, at its sole discretion, may impose on an employee any of the following penalties
for the misconduct connected by him :
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SUBJECT CONDUCT & DISCIPLINE RULES

26.1 Minor Penalties :

26.1.1 Censure;

26.1.2 Suspension without wages for a period not exceeding four days;

26.1.3 Withholding of increment ( s ) of pay with or without cumulative effect;

26.1.4 Withholding of promotion; and

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 Major Penalties :

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. Disciplinary Authority :

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.

28.4 If an employee refuses to accept charge-sheet, order or other communication served in


accordance with these rules and provided that he has been asked to accept the charge-
sheet in the presence of at least one witness, he shall be told verbally the time and place at
which the enquiry into his alleged misconduct is to be held and if he refuses or fails to
attend at that time, the enquiry shall be concluded exparte and the punishment imposed.

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

29. Special Procedure in Certain Cases :


Where the disciplinary authority is satisfied, for reasons to be recorded in writing, that it is not
reasonably practicable to hold an enquiry in the manner provided in these rules, the disciplinary
authority may consider circumstances of the case and pass such orders as it may deem fit.

30. Service of Notice, Orders, etc. :

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

30.1.2 if it cannot be so delivered or tendered, by affixing a copy on the outer door or


some other conspicuous part of the house in which that employee ordinarily
resides and the serving officer shall then return the original to the authority from
which it was issued with a report endorsed thereon or annexed thereto starting
that he has affixed the copy and the name and address of the person ( if any ) in
whose presence the copy was so affixed; 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.

32. Residuary Power :


Every case which is not covered by these rules or which requires relaxation of all or any of the
provisions of these rules shall be referred to the Head of Site Personnel Dept., who shall examine it
and submit it to the Chairman for decision.
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SUBJECT UNIFORMS

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.
Issued by Approved By Date Chapter 018
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 218 IMM 002
SUBJECT UNIFORMS
Annexure 018(1)

REMOTE SITE CATERING INDUSTRIAL & INSTITUTIONAL


CATERING
Unit Incharge :-
Camp Boss - White Shirt + Grey Trousers + Maroon Tie + Navy Blue
Fawn colour overall + Black Shoe Blazer + Black Shoe
Uniform will be issued on the following basis (Annually) -
2 Fawn colour overall + 1 Black Shoe For VIP Service -
Uniform code is- White Shirt + Black Trouser + Black Tie +
Black Jacket + Black Shoe.

Uniform will be issued on the following basis (Annually) :-


Three White Shirt + Two Grey Trouser + One Black Trouser +
Two Maroon Tie + Two Blue Blazer + One Black Jacket +
One Black shoe

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

Steward - White Shirt + Black Trouser + Moron Bow + Black


shoe
For VIP Service -
Uniform code is :- White Shirt + Black Trouser + Maroon
Bow + Maroon Waist Coat + Black Shoe
Uniform will be issued on the following basis :- Three White
Shirt + Three Black Trouser + Two Maroon Bow + Waist Coat
+ Two Black shoes.
Housekeeper / Utility Hand - Housekeeper / Utility Hand -
Blue Shirt + Blue Trouser + Blue Cap + Black Shoe. Blue Shirt + Blue Trouser + Blue Cap + Black Shoe.
Uniform will be issued on the following Basis Uniform will be issued on the following Basis
(Annually) - Three Blue Shirt + Three Blue trouser + Three (Annually) - Three Blue Shirt + Three Blue trouser + Three
Blue Cap + Two Black Shoes Blue Cap + Two Black Shoes
Cook / Chef - Cook / Chef -
Chef Coat + Chef Trouser + Scarf + White Apron + Black Chef Coat + Chef Trouser + Scarf + White Apron + Black
Shoe. Shoe.
The following colour scarf will be worn by the following The following colour scarf will be worn by the following
category _ category _
J2 Junior staff & S1 Senior staff-White Scarf J2 Junior staff & S1 Senior staff-White Scarf
E1 - E 2 Executive - Red Checked Scarf E1 - E 2 Executive - Red Checked Scarf
E 3 and above - Black Checked Scarf E 3 and above - Black Checked Scarf
Uniform will be issued on the following basis - Annually. - Uniform will be issued on the following basis - Annually. -
3 Chef Coat + 3 Chef Pant + 3 Scarf + 3 White Apron + 2 3 Chef Coat + 3 Chef Pant + 3 Scarf + 3 White Apron + 2
Black Shoe Black Shoe
Maintenance - Maintenance -
Dark Blue Overall + Black Shoe. Dark Blue Overall + Black Shoe.
Uniform will be issued on the following basis (Annually) - Uniform will be issued on the following basis (Annually) -
Three Dark Blue Overall + 2 Black Shoe Three Dark Blue Overall + 2 Black Shoe
Back Office / Administration - Back Office / Administration -
Black Trouser + White Shirt + Black Shoe Black Trouser + White Shirt + Black Shoe
Uniform will be issued on the following basis (Annually) - Uniform will be issued on the following basis (Annually) -
3 Black trouser + 3 White Shirt + 2 Black Shoe 3 Black trouser + 3 White Shirt + 2 Black Shoe
Front Office Staff - Black Trouser + Beige Nehru Jacket
(Jodhpuri)+ Black Shoe
Uniform will be issued on the following basis (Annually):-
Three Black Trouser + 2 Beige Nehru Jacket + 2 Black Shoes.
Issued by Approved By Date Chapter 019
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 220 IMM 001
SUBJECT TRAVELING ALLOWANCES RULES

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 :

1.1 E-1 Junior Executives & below IInd Class

1.2 E - 2 Executives 1st Class

1.3 E - 3 Sr. Executives to M-1 Manager A/c IInd class


or
1st Class( Non A/C)

1.4 M 2 - Sr. Manager As Above

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.

The employees will also be entitled to :

I) Reimbursement of reservation charges for seats/berths in addition to the fare of their


entitled class;

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.
Issued by Approved By Date Chapter 019
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 221 IMM 002
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.

4. Boarding, Lodging, Laundry & Local Conveyance Expenses :


Employees on tour, will be entitled for daily boarding, lodging, laundry and local conveyance
expenditure as under :

Hotel bill, cash memos etc., will have to be submitted along with the claim, for reimbursement.

5. Trunk Calls, Fax & Telex Charges :


Charges for trunk calls, fax and telex messages in connection with office work, shall be
reimbursed, in full. For this purpose, details of calls made and messages sent such as person
called, place to which call was made, duration of call and purpose, in brief, and copies of fax and
telex messages shall be furnished.

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.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 019
Control No. Effective Replace Page
Ref : 222 IMM 003
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 :

9.1 3rd copy of the “Request for Duty Travel Sanction” :

9.2 relevant vouchers; and

9.3 counterfoil of air tickets / railway receipt, if any.

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.

The Accounts Department will scrutinize the bill and check :

I) The mode / class of travel ;

ii) Whether all expenses incurred are supported by vouchers ;

iii) Whether rates claimed are proper and reasonable; and

iv) Advance, if any, taken has been accounted for.

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.

10. Residuary Powers :


Cases not covered under these rules or which require relaxation of all or any of these rules shall be
referred to the Head of the Site Personnel and Administration Department, who will examine each
cases, on merits, and submit the same to the Chairman or his appointed Authority for his decision.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 019
Control No. Effective Replace Page 004
Ref : 223 IMM
SUBJECT TRAVELING ALLOWANCES RULES
(Specimen) Annexure 019(1)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


REQUEST FOR DUTY TRAVEL SANCTION
(For International Travel)

Please book Air ticket (s) as per details given below :-

1. Name of person traveling :


2. Designation :
3. Employee Code No. :
4. Unit :
5. Department / Project :
6. Sector :
7. Cost of ticket to be debited to :
8. Accounts Code :
9. Place (s) of Visit :
10. Flight No. :
11. Date of Travel :
12. Class of ticket :
13. Details of other Sectors with date :
(If any)
14. Purpose of Journey :
15. Whether Immigration Check required ? :
16. Whether Visa required ? :
17. If yes, name the countries and type :
18. Whether FTS required ? :
19. If yes, whom to be debited ? :
20. Whether RBI permit required ? :
21. Remarks :

____________ _____________ _____________________


Signature Authorised By Signature of Requisitionist
(Requisitionist) Chairman/ GM/AM token of receipt of ticket(s)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 019
Control No. Effective Replace Page
Ref : 224 IMM 005
SUBJECT TRAVELING ALLOWANCES RULES

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)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 019
Control No. Effective Replace Page 006
Ref : 225 IMM
SUBJECT TRAVELING ALLOWANCES RULES
(Specimen) Annexure 019(2)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD


REQUEST FOR DUTY TRAVEL SANCTION
(For Domestic Travel)

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 :

____________ _____________ _____________________


Signature Authorised By Signature of Requisitionist
(Requisitionist) Chairman/ GM/AM token of receipt of ticket(s)

Circulation : - 1. Accounts 2. Site


Issued by Approved By Date Chapter
SPO JWH CMO 960401 020
Control No. Effective Replace Page
Ref : 226 IMM 001
SUBJECT LEAVE TRAVEL ASSISTANCE RULES

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.
Issued by Approved By Date Chapter 020
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 227 IMM 002
SUBJECT LEAVE TRAVEL ASSISTANCE RULES
(Specimen) Annexure 020(1)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


L T A APPLICATION FORM
Name :
Designation :
Employee Code No. :
Unit :
Date of Joining the Company :
Date of LTA last taken :
Privilege leave sanctioned from __________ to ____________
(Leave application attached) for ______________ days

Signature of the employee


Date :
REMARKS OF THE UNIT IN-CHARGE
L T A Sanctioned / Not Sanctioned

Signature of the Site Manager


Name :
Date :
---------------------------------------------------------------------------------------------------------------------------------
Advice to Accounts Department

An Amount of Rs. _________ (Rupees __________________________________________)


may please be paid to Mr. / Mrs./Ms. ____________________________________________
towards Leave Travel Allowance for the Calendar year ____________.

Signature of Site In-charge / Unit Manager


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
alongwith photo copy of payment voucher after disbursement.

Note :- Intimation to Accounts Department will not be issued earlier than 15 days from the date of commencement of Privilege
Leave.

(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 021
Control No. Effective Replace Page
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

--------------------------------------------------------------------------------------------------------------------------------

Co Logo Company’s Name

Name of Employee

Designation of Employee

Address of the employee station (Company’s Address)


Tel.No. Fax No. :
Telex No. :

Regd. Office / Head Office of Company / State Office


------------------------------------------------------------------------------------------------------------------------------
Issued by Approved By Date Chapter
SPO JWH CMO 960401 023
Control No. Effective Replace Page 001
Ref : 231 IMM
SUBJECT CERTIFICATE

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

- Reason for leaving

- Salary and allowances (if specifically requested)

- Purpose of certificate

In case a reference is made to the Company, the Chairman or his appointed Authority / Personnel Manager
will provide such information.

Certificates relating to income tax, will be provided by the Accounts Department.

Specimen copy regarding the same is attached as per Annexure 023(1)


Issued by Approved By Date Chapter
SPO JWH CMO 960401 023
Control No. Effective Replace Page 002
Ref : 232 IMM
SUBJECT CERTIFICATE
(Specimen) Annexure 023(1)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


SERVICE CERTIFICATE

1. Name in Full :

2. Designation of the time of leaving the :


services

3. Date of Joining the service :

4. Date of leaving the service :

5. Reason for leaving :

6. Job Knowledge :

7. Conduct / Behaviour :

8. Provident Fund No. :

For RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.

NAME :
DESIGNATION :
DATE :
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 023
Control No. Effective Replace Page 003
Ref : 233 IMM
SUBJECT CERTIFICATE
(Specimen)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr. / Mrs. / Ms. __________________________________ is in the employment of


our Company since ___________ as a ____________.

This certificate is being issued to him / her for the explicit purpose of obtaining a Passport / Ration Card.

For RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.

NAME
DESIGNATION :
DATE :
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 023
Control No. Effective Replace Page 004
Ref : 234 IMM
SUBJECT CERTIFICATE
(Specimen)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr. / Mrs. /Ms. ________________________________________ was in the


employment of our Company from __________ to ___________ . The last position held by him / her was “
_____________”

The last salary drawn by him / her was Rs. ____________ (Rupees __________________________ only )
per month inclusive of all allowances.

For RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.

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.

Utmost care should be taken to pass on such information on time

Format regarding the same is attached in Annexure 025(1)


Issued by Approved By Date Chapter 025
SPO JWH CMO 960401
Control No. Effective Replace Page
Ref : 237 IMM 002
SUBJECT CHANGES IN PERSONAL DATA
(Specimen) Annexure 025(1)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


CHANGES IN PERSONAL DATA
1 Name
2 Employee’s Code No
3 Designation
4 Residential Address

5 Permanent Address

6 Residential Phone No.


7 Contact No.
8 Passport No. & Date of expiry
9 Marital Status
10 Whether any educational qualification acquired
recently. If yes, please specify
10 Whether any change in name of nominee for
Statutory Payment. If yes, Please state
11 Whether contracted any major disease recently or
whether undergone any major operation recently.
If yes, please state

_____________________
Signature of Unit Manager
Date forwarded to Site Personnel Department on .........................
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 026
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
SPO JWH CMO 960401 028
Control No. Effective Replace Page
Ref : 241 IMM 002
SUBJECT SECURITY DEPOSIT

(Specimen)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


SECURITY DEPOSIT RECEIPT VOUCHER

Voucher No.:

Date :

COST CENTER / UNIT :__________________________________________________________

Received from :__________________________________________________________


the sum of Rs. __________(Rupees __________________________________________) as safety deposit
for ______________________________kit issued to him on _______ date.

_____ ______ ___________


Payer Cashier Authorized in

Circulation : 1. Employee 2. Site 3. Accounts

(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)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


INJURY ACCIDENT REPORT

A. NAME IN FULL : _________________________________________________


DESIGNATION : __________________________________________________
UNIT : _________________________________________________
LOCATION : _________________________________________________
NAME OF NEXT OF KIN: _________________________________________________
ADDRESS : _________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
---------------------------------------------------------------------------------------------------------------------------------

B. TIME AND DATE OF OCCURRENCE : _____________________________________


PLACE OF OCCURRENCE : _____________________________________
CAUSE OF OCCURRENCE : _____________________________________
NATURE OF INJURY / ACCIDENT : _____________________________________
FIRST AID GIVEN : ______________________________________
______________________________________
______________________________________
INITIAL TREATMENT : TIME :___________ DATE : ____________
DOCTOR’S REPORT / DIAGNOSIS : ________________________________________
______________________________________________________________________
TREATMENT RECOMMENDED : ______________________________________
---------------------------------------------------------------------------------------------------------------------------------
-----

C. EVACUATION : TIME : __________________ DATE : ___________________


MODE OF EVACUATION : _____________________________________________
NAME & DESIGNATION OF : __________________________________________
ESCORTS (IF ANY)
________________________________________________________________________________

*****
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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.

________________ ____________________ ______________


MEDICAL OFFICER AUTHORISED OFFICER SITE IN-CHARGE

________________ ____________________ ___________________


NAME NAME NAME

Instructions for distribution of copies :


1. Original to RKHS Site Personnel Office
2. Copy with patient for reference
3. Copy to client (if required)
4. Copy for Unit Manager for Site record.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 030
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Ref : 245 IMM 001
SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES

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.

Salient features of this Act are indicated in ( 2 ), ( 3 ) and ( 4 ) hereinafter.

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 :

4.1 on his Superannuation; or

4.2 on his retirement; or

4.3 on his resignation, or

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.
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SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES

Notwithstanding anything contained in Rule ( 4 ) above :

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 The Gratuity payable to an employee may be wholly or partially forfeited :


5.2.1 If the services of such an employee have been terminated for his riotous or
disorderly conduct or any other act of violence on his part; or

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.
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SUBJECT DEATH, RETIREMENT & TERMINAL
GRATUITY RULES
Annexure 030(1)

NOMINATION FORM IN RESPECT OF DEATH / RETIREMENT / TERMINAL


GRATUITY PAYABLE TO THE EMPLOYEES OF THE COMPANY.
---------------------------------------------------------------------------------------------------------------------------
I hereby nominate the person mentioned below and confer on him the right to receive any death / retirement
gratuity that may be sanctioned by the Company in the event of my death while in service and the right to
receive on my death, any gratuity which having become admissible to me on retirement may remain
unpaid at my death:

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.

Dated this ________________ day of _________________, 19 at ___________

(Signature of Employee)

Name :
Designation :
Employee Code No. :
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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

(Signature of the Head of the Department)

Name :
Designation :
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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
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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.

For successful implementation of the Scheme, it may please to remembered that :

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.

1. Aims of the Scheme :


1.1 to Create in the employees a sense of involvement in and belongingness to the Company,
its activities and its performance;

1.2 to encourage employees to contribute their creative best;

1.3 to bring about substantial improvement in every activity of the Company;

1.4 to create, develop and sustain a culture of excellence; and

1.5 to develop a two-way communication of understanding between management and


employees.
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SUBJECT SUGGESTION SCHEME

2. Scope of the Scheme :


The Suggestion Scheme is intended to cover all activities of the Company, its structure, working
systems and procedures, customers’ satisfaction, economy in expenditure, safety etc. Some of the
possible areas are given below :

2.1 Customers’ satisfaction;

2.2 Business Development;

2.3 Optimum utility of space, equipment and vehicles;

2.4 Cost reduction / economy in expenditure;

2.5 Systems, procedures and structure of the Company;

2.6 Hygiene and cleanliness;

2.7 Safety;

2.8 Accident prevention;

2.9 Staff Training & Development;

2.10 Work re-organisation and job enrichment;

2.11 Working conditions;

2.12 Discipline; and

2.13 Effective security, etc.

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 :

3.1 Can working procedures be simplified;

3.2 Can hazardous operations be made safer;

3.3 Can fatigue in the jobs be reduced;

3.4 Can unnecessary / avoidable work be avoided;

3.5 Can more than one jobs be combined;

3.6 Can there be another way to perform the same job efficiently, effectively and
economically;

3.7 Can it be possible to reduce cost / expenditure;


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SUBJECT SUGGESTION SCHEME

3.8 Can the structure of the Company be made more effective;

3.9 Can working conditions be improved; and

3.10 Can something new be introduced to improve existing systems / procedures, etc.

4. What will normally not be entertained :


4.1 Suggestions in the garb of complaints, grievance or criticism;

4.2 Sample statement without any solution; and

4.3 Request for new demands.

5. Who can make a Suggestion :


All employees of the Company can make a Suggestion pertaining not only to their area of work
but also to other areas of Company’s operations.

6. How to submit Suggestion :


An employee, who want to make a Suggestion, may sent the same, in writing, in Marathi or Hindi
or English, through the Head of his Department to :
The Secretary,
Suggestion Evaluation Committee
6/7, Jyoti Wire House, 1 st Floor,
23 - A, Shah Industrial Estate
Post Office Azad Nagar,
Opp Veera Desai Road
Andheri (West)
Mumbai :- 400 058.

Following details should invariably be given :

6.1 Name

6.2 Designation

6.3 Department / Office of Posting

6.4 Proposed Idea / Suggestion / Solution and its Advantage ( s )

7. Suggestion Evaluation Committee :


All Suggestions received will be considered by a Committee consisting of :

7.1 General Manager ( Operations )

7.2 Head of the Marketing Department

7.3 Head of the Site Personnel Department


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SUBJECT SUGGESTION SCHEME

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 :

8.1 Certificate of Merit; or

8.2 Cash Award ranging from Rs.250/- to Rs.2,500/- depending upon the advantage to the
Company; or

8.3 Certificate of Merit plus Cash Awards, as above.

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.
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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.

Aims of the Scheme :


1. To encourage employees to contribute their best to the company;

2. To create amongst employees a sense of healthy competition for betterment of the Company; and

3. To inculcate amongst employees a sense of belongingness to the Company.


Scope of the Scheme :

The Scheme will cover all cases of :

1. sustained good work;

2. outstanding performance in the discharge of one’s duties;

3. notable performance which brings repute to the Company.

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 :

1. Name of the Employee

2. Designation

3. Office of Posting

4. Nature of duties allotted to the employee

5. Details of meritorious work performed by the employee

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
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SUBJECT SCHEME FOR RECOGNITION OF
MERITORIOUS WORK

2. Cash reward ranging between Rs.301/- to Rs.751/- on being declared as :

2.1 “Best Employee” of the Department - Where Department Comprises of


minimum 10 people.

2.2 “Best Employee” of the Unit

3. Advance increments ( s ), or

4. Out of turn promotion; 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.
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SUBJECT SCHEME FOR GRANT OF INCENTIVE TO
PROMOTE FAMILY PLANNING ON
VOLUNTARY BASIS

1. Aims of the Scheme :


Aim of the Scheme is to promote Family Planning on a voluntary basis.

2. Scope of the Scheme :


The Scheme will cover all regular employees and officers of the Company or their spouse, who
undergo Family Planning Operation.

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

4.3 Sterilization Operation must be conducted in a Government / Municipal / Nursing Home


of repute and the Certificate must be signed by a Registered Medical practitioner of
repute.

5. Procedure :
The employee concerned should submit his application, through the Head of Department, in the
form attached as Annexure - 034(1).
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Ref : 257 IMM
SUBJECT SCHEME FOR GRANT OF INCENTIVE TO
PROMOTE FAMILY PLANNING ON
VOLUNTARY BASIS
(Specimen) Annexure 034(1)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


APPLICATION FORM FOR GRANT OF INCENTIVE FOR PROMOTING FAMILY PLANNING
ON VOLUNTARY BASIS
Name of the Employee :
Designation :
Employee Code No. :
Department / Unit in which posted :
Whether operation has been undergone
by the
a) Employee or : Yes / No
b) His / Her spouse : Yes / No
Name & Address of the nursing home / :
Govt. / Municipal Hospital
Following documents attached :
a) Certificate, in original, from the
Registered Medical Practitioner
who has performed the operation :
b) Proof of Age of Employee :
c) Proof of Age of spouse :
(Municipal Birth Certificate or
Matriculation Certificate to be
attached)
_________
Signature
Name :
Date :
Remarks of the Unit Manager / Site In-Charge.
Recommended / Not Recommended :
Signature :
Name :
Date :
(RK/SPO/ /96)
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Ref : 258 IMM 001
SUBJECT GRIEVANCE MANAGEMENT SYSTEM

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.

1.2 Open Hearing Day :

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 :

2.1 Stage - I : Immediate Supervisor


An aggrieved individual shall approach in person, or address in writing, his immediate Supervisor
and seek redressal of his / her grievance as the immediate Supervisor is the first source of
information, help, advice, encouragement and training and is the person directly responsible for
assigning, directing and reviewing the employee’s work. The Supervisor shall talk with the
employee working under his supervision about the grievance and try to redress the same.

2.2 Stage - II : Head of the Department / Unit Concerned


If the aggrieved individual is not satisfied with the decision of his immediate Supervisor, he may
approach the Head of his Department, either in person or with an application. The Head of the
Department concerned will try to solve the grievance within 7 working days from the date of
meeting with the individual concerned or receipt of his application.

2.3 Stage - III : State General Manager


In case, the aggrieved individual is still not satisfied, he may approach the State General Manager,
with an application, in writing, addressed to the
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SUBJECT GRIEVANCE MANAGEMENT SYSTEM

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.

2.3 Stage - IV : Chairman


In case the aggrieved individual is still not satisfied, then he may immediately approach the
Chairman. This may be done by a written application. The Chairman will review the case after
verifying the facts with the concerned State General Manager, If required the aggrieved
individual may be called for a personal interview with the Chairman. Decision of the Chairman
shall be final and binding and will be supersede all previous decisions made by concerned
executives.
Issued by Approved By Date Chapter 036
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Ref : 260 IMM 001
SUBJECT APPRAISAL SYSTEM

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 :

1. Importance of Annual Appraisal :


It is in the interest of the Company as also of the employee that the value of a proper Appraisal
System is recognised by all concerned.

Three main purposes of appraisals are as under :

1.1 Career Progression;

1.2 Placement; and

1.3 Training and Development.

Appraisals are also used for :

1.1 Regularisation after probation;

1.2 Manpower Planning;

1.3 Succession Planning;

1.4 Salary Progression;

1.5 Merit Awards; and

1.6 Discharge, Demotion, Early Retirement and Termination.

2. Form and Content of Appraisal Report :


Appraisal is to be recorded on the form laid down by the Company, from time to time.

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”.

3. Period and Frequency of Appraisal Report :


Appraisal should be recorded bianually, for the financial year i.e. from April 1 to March 31 next
year.
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SUBJECT APPRAISAL SYSTEM

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.

5. Channel of Appraisal Report :


Appraisal Report will be recorded by the Site Incharge for the J1, J2, S1,S2. All appraisal report
above the site incharge will be done by the Area Manager \ State General Manager.

6. Guidelines for Recording Appraisal Reports :


6.1 Each factor should be weighed on its own.

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.

6.5 Qualities should be judge with fairness.

6.6 Isolated instances should not be allowed to influence the rating.

6.7 Assessment should be made objectively.

6.8 The appraisee should be given the kind of indulgence the appraiser would like for
himself.
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SUBJECT APPRAISAL SYSTEM

7. Communication of Adverse Remarks :


Every Reporting Officer must realise that it is his duty not only to make an objective assessment of
his subordinate’s work and qualities but also to give him at all times, necessary advice, guidance
and assistance to correct his faults and deficiencies. If this part of duty is properly performed by
the Reporting Officer, there should be no difficulty about recording adverse entries because these
would only refer to defects which have persisted despite efforts on the part of the Reporting
Officer to have them corrected. Accordingly, in mentioning any defects / faults, the Reporting
Officer should also give an indication of the efforts he has made by way of guidance, advice,
admonition etc. to get the defects removed and the result of such efforts.

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. Representation against Adverse Remarks :


Following procedure shall be adopted in dealing with representations from employees against
remarks communicated to them :

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.
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SUBJECT APPRAISAL SYSTEM

8.6 Representations or explanations against entries shall not be added to the Appraisal Report
dossiers.

9. Appraisal Report Forms :


Appraisal Report Form for :

9.1 J 1,J 2 Junior Staff, S 1 and S 2 Senior Staff

9.2 E 1 - Junior Executive / E 2 - Executive / E 3 Senior Executive

9.3 M 1 Managers

9.4 M 2 Sr. Managers


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SUBJECT APPRAISAL SYSTEM

CONFIDENTIAL

RADHAKRISHNA
APPRAISAL REPORT FORM FOR E 1 EXECUTIVES

Period of Report : ____________________

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

1. Consider one factor at a time


2. Do all your rating at one sitting in a relaxed state of mind.
3. Base your judgement on full period.
4. Do not let an isolated instance influence your rating
5. Judge qualities with fairness.
6. Be objective in your assessment.
7. Do rating yourself, Do not discuss it with others.
8. Remember your opinion is used to evaluate your judgement.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 007
Ref : 266 IMM
SUBJECT APPRAISAL SYSTEM

Date :
Name of the Employee :
Designation :
Employee Code No. :
Period : Form ___________ to _________

(TICK MART (V) APPROPRIATE COLUMN )


FACTORS APPRAISAL
Outstanding Very Good Good Fair Poor
1. Regularity
2. Punctuality
3. Health
a) Physique
b) Alterness/ Activeness
4. Attitude towards work
5. Work Habit
6. Work Output
7. Initiative
8. Intelligence
9. Reliability
10. Discipline & Conduct
11. Integrity
12. Cooperation
13. Behaviour
a) With Superiors
b) With Colleagues
c) With Public
14. Capacity of Higher Work

Signature of Unit Manger / Site In-charge


Name :
Date :
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page
Ref : 267 IMM 008
SUBJECT APPRAISAL SYSTEM
CONFIDENTIAL

RADHAKRISHNA
APPRAISAL REPORT FORM FOR E 2 - E 3 EXECUTIVES

Period of Report : ____________________


PERSONNEL INFORMATION
(To be filled in by Personnel Department)

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

1. Weigh each factor of assessment on its own.


2. Do all your rating at one sitting in a relaxed frame of mind.
3. Assess the employee for his / her performance for the entire year.
4. Ensure judgement is your own and not hearsay
5. Judge qualities with fairness
6. Be objective in your assessment.
7. Do not let isolated instances influence your rating.
8. Give the employee the kind of indulgence you would like for yourself.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 009
Ref : 268 IMM
SUBJECT APPRAISAL SYSTEM

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
SPO JWH CMO 960401 036
Control No. Effective Replace Page 010
Ref : 269 IMM
SUBJECT APPRAISAL SYSTEM

HEALTH SOCIABILITY(SENSE OF MUTUAL


RELATION AND FRIENDLINESS)
Very good Exceptional
Satisfactory Satisfactory
Poor Isolated, Secluded
INTELLIGENCE INTEGRITY
Highly intelligent High
Tolerably intelligent Satisfactory
Lacks intelligence Not strong
CAPACITY FOR FUTURE DEVELOPMENT AWARD / CERTIFICATES
RECEIVED DURING THE YEAR
Shows indication of promising future Chairman’s Award
Should develop beyond present job Director’s Award
Seems to have reached limit No Award
Any Special work undertaken by the appraisee during the year :
1
2
3
Special recommendations for further development, if any, (Give Justification) :
1
2
3
Advice for improvement / adverse remarks, if any (Quote instances) :-
1
2
3
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 011
Ref : 270 IMM
SUBJECT APPRAISAL SYSTEM

SUMMARY APPRAISAL
(In case of Outstanding / Poor, specify instances / give reasons)
Outstanding Very Good Good Fair Poor

Signature of Reporting Officer


Name : Place :
Designation : Date :

Remarks of the Reviewing Officer

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

APPRAISAL REPORT FORM FOR M 1 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 : ________________________________________
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
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 013
Ref : 272 IMM
SUBJECT APPRAISAL SYSTEM

PERSONAL PERCEPTION FORM


(Tick the column which describes best your perception of yourself in relation
to your job, environment and the Organisation )
Sr. Factor PERCEPTION
No
Good Adequate Less than Adequate
1 Awareness of role within the Organisation
2 Job Satisfaction
3 Clarity of objectives in relation to job
4 Achievement of objectives
5 Quality of support from subordinates
6 Encouragement, guidance and counseling from
Supervisors / Senior colleagues
7. Work environment and infrastructural facilities .
8 Availability of job-related information and
access thereto.
9 Professional freedom to accomplish tasks.
10 Participation in decision making .
11 Opportunity for training and development
12 Prospects for self-growth within the
Organisation

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.

Signature of the Assessee


Name : Place :
Designation : Date :
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 014
Ref : 273 IMM
SUBJECT APPRAISAL SYSTEM

GUIDELINES TO REPORTING OFFICER

1. Weigh each factor of assessment on its own

2. Do all your rating at one setting in a relaxed frame of mind

3. Assess the assessee for his / her performance for the entire year

4. Ensure judgement is your own and not hearsay.

5. Judge qualities with fairness

6. Be objective in your assessment.

7. Do not let isolated instances influence your rating

8. Give the assessee the kind of indulgence you would like for yourself.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
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

Access the individual in terms of each of the following factors :-


Reporting Reviewing
Officer Officer
1 Understanding & knowledge of job
2 Guidance, training & supervision to subordinates to
accomplish given job
3 Ability to produce desired results of required quality in
time
4 Seeking alternative effective courses of action for job
accomplishment.
5. Ability to take correct decision under stress, in time .
6 Extent to which individual functions as an effective
member of the team.
7. Extent to which individual commands confidence
amongst his colleagues.
8 Extent to which the individual is open to change and
accepts new ideas / suggestion.
9 Extent to which individual expresses himself clearly,
both in speech and in writing
10 Ability to delegate
11 Adherence to safety regulation
12 Inclination for maintaining neat and clean working
environment.
13 Degree of self - motivation and desire for excellence.
14 Neatness in personal habits and appearance
15 Integrity
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 016
Ref : 275 IMM
SUBJECT APPRAISAL SYSTEM

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

2. Special recommendation, if any, for further development (Give justifications)

3. Advice for improvement / adverse remarks, if any. (Give instances).

Signature of the Reporting Officer


Name : Place :
Designation : Date :
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 017
Ref : 276 IMM
SUBJECT APPRAISAL SYSTEM

REMARKS BY THE REVIEWING OFFICER


(Please indicate salient points where you do not agree with the reporting Officer.)

___________________________
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 : ________________________________________

Exam Passed Year University Division


Obtained

Academic

Professional

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
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 019
Ref : 278 IMM
SUBJECT APPRAISAL SYSTEM

PERSONAL PERCEPTION FORM


(Tick the column which describes best your perception of yourself in relation
to your job, environment and the Organisation )

Sr. Factor PERCEPTION


No
Good Adequate Less than Adequate
1 Awareness of role within the Organisation
2 Job Satisfaction
3 Clarity of objectives in relation to job
4 Achievement of objectives
5 Quality of support from subordinates
6 Encouragement, guidance and counseling from
Supervisors / Senior colleagues
7. Work environment and infrastructural facilities .
8 Availability of job-related information and access
thereto.
9 Professional freedom to accomplish tasks.
10 Participation in decision making .
11 Opportunity for training and development
12 Prospects for self-growth within the Organisation

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.

Signature of the Assessee


Name : Place :
Designation : Date :
Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 020
Ref : 279 IMM
SUBJECT APPRAISAL SYSTEM

ASSESSMENT BY THE REPORTING OFFICER

I Assessment

II Recommendations, if any, for further development (Give justifications)


Issued by Approved By Date Chapter
SPO JWH CMO 960401 036
Control No. Effective Replace Page 021
Ref : 280 IMM
SUBJECT APPRAISAL SYSTEM

ASSESSMENT OF REPORTING / REVIEWING OFFICER


(To be filled in by the Reporting / Reviewing Officer)

In case of Outstanding / Poor, specify instances / give reasons)


Outstanding Very Good Good Fair Poor

___________________________
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

RECORDS CREATED & MAINTAINED AT SITE PERSONNEL DEPARTMENT


DOCUMENTS WEEKLY FORTNIGHTLY MONTHLY QUARTERLY AS & YEAR
WHEN ENDING
Required

Personnel File Yes


ESIC Form Yes
Workmen Compensation Yes
Medical Yes
Provident Fund Yes
Gratuity Yes
Service Certificate Yes
Appointment Letter Yes
Accident Record Yes

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

PERSONNEL FILE RECORDS PRIOR DEPLOYMENT / APPOINTMENT OF NEW CANDIDATE

RECORDS YES NO REMARKS


Application Letter
Candidate Bio-data
Copies of Educational Qualification
Copies of Experience Certificate
Date of Birth Certificate / School Leaving Certificate
Medical
Filled Company Bio-data
Police Clearance Certificate
Trade Test
Introduction Letter to Site In-charge
Induction / Training Letter
Kit Issued (if any) from Site Personnel
Copy of Appointment Letter
Reference Check Letter
Issued by Approved By Date Chapter
SPO JWH CMO 960401 035
Control No. Effective Replace Page
Ref : 287 IMM 007
SUBJECT RECORDS
(Specimen)
RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.

FORTNIGHTLY STAFF POSITION


AS ON DATE : LOCATION :

UNIT : MONTH :

LIST OF CATERING STAFF AT UNIT


SR. NAME OF EMPLOYEE DESIGNATION DATE. OF REMARKS
NO. JOINING
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30

Copy to Site Personnel Office forwarded on :...........................................


Through Mr....................................................................... ..........................
UNIT MANAGER
(RK/SPO/ /96)
Issued by Approved By Date Chapter
SPO JWH CMO 960401 038
Control No. Effective Replace Page
Ref : 290 IMM 0 01
SUBJECT CODING

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

Initial Code No, will start in the sequence as mentioned below :-


For example - if Mr. A is recruited as Unit Manager in Gujarat, he will be allotted a Code No :
MA1001. Mr.B joining as Assistant Unit Manager will be allotted Code No. MA002 and hence
will follow the preceding sequences of all other Managerial Category recruited in Gujarat. If Mr.
A Resign from service his Code No. will be stored in Ex-employee data file in the Computer /
Book and the new Code No. in the sequence of reverse of Alphabetic i.e. from Z to B will be
allotted on resigned employee. i.e. if Mr.C is recruited as Health Club Manager after Mr. A’s
resign then Mr. C will allotted a Code No. MZ1001.
Issued by Approved By Date Chapter
SPO JWH CMO 960401 039
Control No. Effective Replace Page
Ref : 291 IMM 001
SUBJECT PERSONNEL AUDIT CHECKLIST

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)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


Application for Sanction of Annual Leave Encashment cum Advice
Unit : Date :

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)

RAMAKRISHNA HOSPITALITY SERVICES PVT. LTD.


PRIVILEGE LEAVE APPLICATION / ANNUAL LEAVE ENCASHMENT CUM ADVICE
Unit : Date :
Name :
Designation :
Employee Code No :
Leave requested for ( ) days from ............... to ......................
Grounds on which leave sought :
Address during leave period :
Leave last availed for ........ days from ................ to .............
OR
Number of days of Annual Leave for which
encashment is sought tio be santioned.

___________________
(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)

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