New Employee

Quick Reference Guide(QRG)

2020

Welcome!

Congratulations on your new journey and a warm welcome to the Alembic family.

To make your new employment experience the best it can be, this QRG will guide you on

- General guidelines,
- About My Alembic’s intranet and
- Other attractive plans and benefits for employees.

This QRG is just one part of your Onboarding experience. You will also attend Onboarding sessions
where we will explain most of these topics and your manager or supervisor will also help you along the
way.

We recognize the value of our employees towards our success. Employment at Alembic offers much
more than competitive pay – the Alembic employment experience includes excellent benefits and
wellness programs, comprehensive training and career development services, best in class events,
social activities and much more. We encourage you to explore the many opportunities that await you.
QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

Your FIRST DAY!

General Guidelines

1. Forms to be filled

On day of joining at Corporate

 Employee Data Form
 PF Nomination
 Gratuity Nomination
 Insurance Nomination
 Bank Account

Forms to be filled / submitted on day of joining at Manufacturing Sites (Plants)

 Induction Form (Annexure 1 & 2)
 Form No 33(Medical Fitness form)
 Submission of Pre-Employment Medical Form
 Specimen Signature record
 2 Photographs

2. Guest House Accommodation:

 All outstation new joiners are provided guest house accommodation for 7 days.
 Employees on certain exceptions may be granted extended stay for a limited period at a cost.
 For guest house accommodation please contact with respective recruiter’s :

Contact person Contact details E-mail IDs

Kalpit Pandya 7471 [email protected]
Yash Trivedi 8114 [email protected]
Bhavna Kadam 7237 [email protected]
Banita Rawat 7929 [email protected]
Sweety Chauhan 7174 [email protected]
Samiksha Upadhyay 8105 [email protected]

3. About My Alembic Intranet

 My Alembic is Alembic’s Intranet portal for all employees of Alembic Pharmaceuticals and Group companies.
 On the day of joining your employee code will be generated. User id for My Alembic will be your employee
code and password will be your date of birth (DDMMYYYY) which is registered with Human Resources.

4. Policies

All HR Policies pertaining to Employment, Benefits, Compensation, Training and Development and
Conveyance can be viewed on My Alembic.

Path: My Alembic>Company Policies

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

5. Bank Accounts (Salary Account)

 On the day of joining your bank accounts will be opened with our banking partners HDFC Bank / Axis Bank &
Kotak Mahindra Bank as per your choice.
 Please visit My Alembic to enter your bank account number which will be registered with us.
Path: My Alembic>Employee Services>Forms>Update Bank / Salary Account

For any query or information you may get in touch with our corporate bank representatives

Bank Names of Corporate Bank Representatives Contact Details

HDFC Bank Vishal Verma – 9377767009 [email protected]
Axis Bank Jitendra Rajput - 8511161368 [email protected]
Amit Prajapati - 9904478026 [email protected]
Kotak Mahindra Bank
Krushna Mahapatra - 7069460089 [email protected]

6. Email Id:

 Email ids for new employees (need based, if applicable) shall be configured at their respective locations,
following approval from function heads.
 External email access is not provided at Alembic Research Center/ Manufacturing locations (exceptions-
subject to approval)
 For any assistance please contact the local Plant HR
 Please refer to the details in the policy on Email, on My Alembic
Path: My Alembic>Company Policies>Policy on IT infrastructure / Services

7. Business Cards

 Employees will seek prior sanction from function head through their reporting authority and send the request
for business cards to their respective site HR.
 For Head, they do not require a prior approval and will receive their Business Cards shortly after joining.

8. Office Attire

 For Men: Full sleeved / half sleeved shirts with formal trousers belts & formal shoes.
 For Women: Indian formals –Saris & Salwar Kurta /Western Wear - Formal Trousers, Shirts/Straight Skirts &
formal footwear.
 Refer to the details in Attire Policy on My Alembic.

Employees may come in casual attire as mentioned below on last working day of week.

 All employees based at Manufacturing Sites have to wear Safety shoes on all days at work.
 For Men - Casual Shirts/Collared T-shirts/Jeans/Casual trousers/sports shoes/semiformal shoes.
 For Female – Long Collared T-shirts/Casual Collared Shirts/Jeans/Long skirts/sports shoes/sandals.

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

9. Group Mediclaim policy:

 All employees (Alembic Pharmaceuticals & Group companies) & their dependent family members are covered.
 Family members: Spouse, unmarried and unemployed children below the age of 27 years.
Employees must first intimate through My Alembic (Employee Services>Forms>Mediclaim/Hospitalization
Intimation) or Plant HR or Corporate Employee Services Team if there is any exigencies/hospitalization within
hours of incident. For any assistance please contact Sandip Talati - (Contact Ext: #265-600 7859, Mob:
9978338689 Email: [email protected]) or Pranav Mohite - (Contact Ext: #265-600 7470, Mob:
9725752132 Email: [email protected]) or Krunal Kansara – (Mob: 9099492546, Email:
[email protected])
 For claim refunds: Employees must provide the details in writing so that insurance company is notified.
 The policy allows cashless benefits at predetermined hospitals; list of which is available on My Alembic.
 In order to avail Mediclaim benefits for your family members, their date of birth needs to be uploaded in the
system. You can update the same through (My Alembic>Employee Services>Forms>Update Family Detail)

Classification Coverage Limit [In Rs.] Designation

Cat-I 1000000 Heads
Cat-II 700000 Deputy General Manager
Cat-III 400000 Assistant General Manager to Manager
Cat-IV 250000 Deputy Manager to Technical Officer
Cat-V 200000 Staff
Cat-VI 100000 Trainee

10. Salary

 Salary is credited on the last day of the month.

 Employees joining on or before 25th of the current month are eligible to receive the salary same month.
 Employees joining after 25th of the current month will be paid salary next month with arrears.
 Note: More than 5 days of uninformed leave/ Absenteeism will result in salary to be put on hold. Leaves
needs to be approved; in case of insufficient Leave Balance you need to apply LWP.

Path: Monthly salary slip can be viewed on My Alembic>Employee Services>Financial Information>Pay Slip

11. Income Tax

 Declaration of investment should be submitted on My Alembic upon joining and at the end of each financial
year. New joiners must submit their Form 16 for taxes already paid at their previous employment with
Finance/payroll.
 It is essential that new employees declare their planned investment within one month of joining to avoid tax
deduction.
 For any assistance please contact Hiren Patel - (contact Ext: #265-300 7380) or mail
[email protected]

Path: My Alembic> Employee Services>Financial Information>IT Declaration.

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

12. Attendance

 Employees can view their attendance through My Alembic.

Path: My Alembic>Employee Services>Leave/Attendance>Attendance

Early Going/Late Coming

 Prior approval from reporting heads is mandatory for any early goings & late comings (not exceeding 2 hours)
 At manufacturing units gate pass to be filled.

Missed Forgot Attendance:

 Process: In case of missed attendance, regularize your attendance within a week via My Alembic> Employee
Services>Leave/Attendance>Missed / Forgot Punch.

On Duty Attendance:

 Employees visiting other other locations, department of Alembic Pharmaceuticals or its group companies will
regularize their attendance by showing On-duty card. On-duty card is available at all locations.
 In case of outstation travel, employees are required to obtain On-duty approval from their superiors.

13. Leaves

Employees are eligible to the following leave benefits

Annual Availability Half Day Treatment Max

Leave Encashment
Entitlement from Permissible? at Year End Accumulation
Max 7 from
60
Contingency 14 Days Pro- Date of balance
Y (excess No
Leave rated Joining carries
lapses)
forward
Max 14
Jan 1st of from 120 May be encashed
Privilege 21 Days Pro-
following Y balance (excess at Final
Leave rated
Year carries lapses) Settlement
forward

Guidelines
 Immediate superior should be informed and prior approval is required about leave in advance.
 Weekly offs / holidays falling within the period of leave will not be considered as part of leave for 6 days
working employees (Manufacturing Units).
 Weekly offs and holidays falling in between the leave period will be considered as leave or absence for 5 days
working employees (Corporate, ARC, BE & Injectable R&D)
 All leaves must be applied online through My Alembic. For further details My Alembic > HR Policy
 Privilege Leaves should be applied in advance.

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 QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

Holiday List 2020:

Baroda
Date Day Hyderabad
5 Day Establishments 6 Day Establishments
14-Jan-20 Tuesday Makar Sankranti Makar Sankranti
15-Jan-20 Wednesday Makar Sankranti
21-Feb-20 Friday Mahashivaratri Mahashivaratri
10-Mar-20 Tuesday Holi (2nd day-Dhuleti) Holi (2nd day-Dhuleti) Holi (2nd day-Dhuleti)
25-Mar-20 Wednesday Ugadi/Telugu New Year Day
01-May-20 Friday May Day
03-Aug-20 Monday Raksha Bandhan Raksha Bandhan
12-Aug-20 Wednesday Janmashtami
15-Aug-20 Saturday Independence Day
22-Aug-20 Saturday Ganesh Chaturthi
02-Oct-20 Friday Gandhi Jayanti Gandhi Jayanti
13-Nov-20 Friday Dhanteras Dhanteras Dhanteras
14-Nov-20 Saturday Kali Puja
16-Nov-20 Monday Gujarati New Year/Bhai Dooj Gujarati New Year/Bhai Dooj Bhai Dooj

API1, API2, API3, F1, F2, F3,

Date Day
F4
14-Jan-20 Tuesday Makar Sankranti
10-Mar-20 Tuesday Holi (2nd day-Dhuleti)
03-Aug-20 Monday Raksha Bandhan
15-Aug-20 Saturday Independence Day
22-Aug-20 Saturday Ganesh Chaturthi
13-Nov-20 Friday Dhanteras
14-Nov-20 Saturday Kali Puja
16-Nov-20 Monday Gujarati New Year/Bhai Dooj

14. Working Hours and Bus Timings:

Based at Panelav / Karakhadi (Non-Flexi Timing)

Shift In Time Out Time Pick-up Drop
First Shift 7:00 AM 3:00 PM 5:45 AM 15:15 PM
General Shift 8:30 AM 5:00 PM 6:55 AM 17:15, 17:30, 17:45, 19:00 PM
Second Shift 3:00 PM 11:00 PM 13:45 PM 23:15 PM
Third Shift 11:00 PM 7:00 AM 21:45 PM 7:15 AM

Based at Jarod (Non-Flexi Timing)

Shift In Time Out Time Pick-up Drop
First Shift 7:00 AM 3:30 PM 5:50 AM 15:45 PM
General Shift 8:30 AM 5:00 PM 7:25 AM 17:20 PM
Second Shift 3:00 PM 11:30 PM 13:50 PM 23:45 PM
Third Shift 11:00 PM 7:30 AM 21:50 PM 7:45 AM

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

Corporate office (Flexi Timing)

Shift In Time Out Time Lunch Time
08:30 AM 6:00 PM
General Shift 1:00 PM to 1:30 PM
10:00 AM 7:30 PM

Alembic Research Center / Bioequivalence / Injectable R&D (Flexi Timing)

Shift In Time Out Time Lunch Time
08:30 AM 6:00 PM
General Shift 1:00 PM to 1:30 PM
09:30 AM 7:00 PM

ARC Hyderabad (City Office) – Kukatpally

Shift In Time (Flexitime) Out Time (Flexitime) Lunch Time
08:30 AM 6:00 PM
General Shift 1:00 PM to 1:30 PM
09:30 AM 7:00 PM

ARC Hyderabad – Shameerpet

Shift In Time (Non-Flexi Timing) Out Time (Non-Flexi Timing) Lunch Time
General Shift 08:30 AM 5:30 PM 1:00 PM to 1:30 PM

Bus Number Destination

11 , 12 API 1 - Panelav
10 API 2 - Panelav
1 - Karakhadi API 3 - Karakhadi
1 - Panelav Formulation 1 - Panelav
7 Formulation 2 - Panelav
1 - Karakhadi Formulation 3 - Karakhadi
1 - Jarod Formulation 4 - Jarod

Bus Routes
 Jarod & Panelav Bus Route:
 PanchwatiSahyogGorwa ITIBapu DargaGorwa HBAlembic P.OGenda CircleFatehgunj
Post Office L&T Circle Bright School, KarelibaugAirportGada CircleGolden Chokdi
Jarod / Panelav.
 Karakhadi Bus Route:
 PanchwatiSahyogGorwa ITIBapu DargaAlembic P.OGenda CircleRace Course
CircleManisha ChowkdiMujmaudha CircleAtladra Petrol PumpPadraKarakhadi.
 ARC Hyderabad:
 UppalHabsigudaKarkhanaLalbazarLothkuntaAlwal HDFCR&D Centre.
 Y JunctionIDPLChintalSuchitra CircleLayola CollegeAlwal HeritageR&D Centre.
 BHELAllwyn ColonyKukatpallyNizampet ‘X’RoadMiyapurMedchalR&D Centre.

15. Meal Booking:

 Meal can be booked through My Alembic > Employee Services > Meal Reservation
 Meal is available at subsidized cost in all canteens.
 Employees based at corporate office and research center need to book meal before 11:00 am.

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

Employees based at Manufacturing Sites needs to follow below mentioned schedule:

 First Shift and General Shift can book meal before 9:50 AM.
 Tea and snacks coupon to be collected during the month end from respective canteen.
 Tea is available for free of cost.

16. Details about Vadodara City: Vadodara city are available on My Alembic > New Joinee Hub > Vadodara City

17. Local HR contact details: For any assistance or queries you may contact local HR

Unit/Location Name Contact Details

Corporate office / ARC/ BE/ Inj. R&D Pranav Mohite / Rhea Fernandes 7470 / 7563
API Unit I , Panelav Dharmesh Shah / Vikas Rawat 4179
API Unit II, Panelav Piyush Parikh 4333
API Unit III, Karakhadi Amit Tamhankar / Hardik Dabhi 2711 / 2718
Formulation I, Panelav Shina Patel / Kamlesh Rohit 4312 / 4226
Formulation II, Panelav Nayan Trivedi / Juhi Gothwal 5072 / 5157
Formulation III, Karakhadi Jacky Desai / Maulik Pandya 2855 / 2532
Formulation IV, Jarod Bhavin Desai / Kunal Karachiwala 6100 / 6111

18. IT Help Desk Contact details:

 For IT related queries you may contact on Ext. No.: 8888

19. Local property Broker contact details for rented accommodation :

Sr.no Name of the Broker Mobile No Sr.no Name of the Broker Mobile No
9824092310 9825788717
1 Mr. Himanshu Jagani 4 Mr. Lalit Parmar
9712929310 9824470008
9825414812 9510662358
2 Mr. Shivram 5 Mr. Naimesh Desai
9723814812 9898507841
3 Mr. Mitesh Bhatt 8153044175

20. Local Hospitals & Medical care:

Hospital Name Contact Number

Bhai Lal Amin General Hospital 0265 - 2285555,9925005972
Balaji Hospital, Ellora park 0265 - 2282111/2282112
Pooja Clinic, Race course (on appointment) 0265 - 2311023
Sparsh Occupational Health Centre, Gorwa 9558804701
Welcare Multi Speciality Hospital, Atladara 0265 - 2337172
Narhari Hospital, Fatehgunj 0265 - 2794413, 2794414

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

New Joiners Frequently Asked Question

1. Can I carry my cell phone inside the plant?

Cell Phones are not allowed inside the plant and need to be deposited at the security cabin at the plant

In case if one needs to carry a cell phone inside the plant (for work related purpose) Plant In-charge’s approval is
required for the same.

2. How do I make call to someone? (Family, Friends etc...)

In case of an emergency, employees based at Panelav facilities can dial 9 from any extension at the plant and
request the operator for an outcall.

Employees based at Karakhadi can dial 2703, 2702 (Reception) and request for the same.

3. What are the Emergency numbers at the Plants?

Location Emergency Number

API 1 4109
API 2 4334
API 3 2800
Formulation 1 & 2 4281
Formulation 4 6060

4. How do I get lockers and safety equipment’s?

You need to connect with the below respective SPOCs:

UNIT SPOC Extension

Rakesh Patel/Mukesh Patel (Safety Shoes & Helmet) 4110
API 1
GR Panchal – (Apron) 4178
Kashyap Raval (Safety Shoes & Helmet) 4333
API 2
Piyush Parikh / Shana Parmar (Apron) 4344
API 3 Sailesh Patel 2783
Formulation 1 & 2 Manish Thapa / Paresh Dalal 4227
Formulation 3 Gopal Sen / Darshan Trivedi 2857
Formulation 4 Bhoopendra Yadav 6132

 For Lockers contact local HR for assistance.

5. Where to get snacks coupon from?

Each meal is offered at a subsidized rate and for the snacks you need to contact the local Admin representative.
First Shift and General Shift can book meal before 9:50 am. Second Shift can book dinner before 4:00 pm;
Corporate ARC & B.E can book their meal before 11.00 am.

 For API 1 & 2 – Respective Canteen Representatives

 For Formulations (Panelav) – Mr. Manish Thapa (Ext: 4227)
 For API 3 – To be book by the My Alembic
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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

 For Formulation (Karakhadi) – To be book by the My Alembic

 For Formulation (Jarod) – To be book by the My Alembic

Shifts Formulation API 1 API 2 API 3

Breakfast 08.15 – 08.45 AM 8.00 – 08.30 AM 08.00 - 08.30 AM 07:45 - 8:15 AM
1st Shift
Lunch 12: 30 - 02:00 PM 12.00 –12.30 PM 12.00 – 12.30 PM 12:30 - 2:00 PM
Snacks 05:30 - 06:00 PM 05:30 - 06:00 PM 05:30 - 06:00 PM 03:00 - 3:30 PM
2nd Shift
Dinner 07:30 - 09:00 PM 7.00 – 08.15 PM 07.00 – 08.15 PM 07:00 - 9:00 PM
Snacks 01:00 - 01:30 AM 01:00 - 01:30 AM 01:00 - 01:30 AM 12:00 -12:30 AM
3rd Shift
Snacks 04:00 - 04:30 AM 3.00 – 04.00 AM 03.00 – 04.00 AM 05:00 - 5:30 AM
General Breakfast 09:30 - 10:30 AM 09:30 - 10:30 AM 09:30 - 10:30 AM 08:30 - 9:00 AM
Shift Lunch 12: 30 - 02:00 PM 12: 30 - 02:00 PM 12: 30 - 02:00 PM 12:30 - 2:00 PM

6. Are parents covered under the group mediclaim policy?

Only Family members consisting of Spouse, unmarried and unemployed children below the age of 25 years are
covered under the group mediclaim policy and not the parents.

7. How do I get company accommodation?

Company accommodation is subject to availability. Check with the respected SPOC on availability status
Submit a duly filled Colony Accommodation form to the respected SPOC
Path - (My Alembic>Employee Services>Forms>Colony Accommodation)

For Location SPOC Extension

Alembic Colony (Bachelor & Family) Haridas Veliyath 7918
Halol Manish Thapa 4227

8. How to avail hospitalized benefit under group mediclaim policy?

An employee or their prescribed family members need to be hospitalized for a minimum period of 24hrs in order
to avail the mediclaim policy.

9. How do I make changes to my Personal Info on My Alembic?

Drop a mail to [email protected] / [email protected] requesting him to make the

necessary changes.

10. What other HR services can I avail through My Alembic?

 Address Proof Certificate
 Address Proof with Spouse Name
 No Objection Certificate for Passport
(The above mentioned documents can be collected from the Local HR)

11. How can I get my Form 16?

Path: My Alembic>Employee Services>Financial Information

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QRG for New Joiners at Corporate Office, Manufacturing Sites & Research Center

Organizational Code of Conduct

Background and Objectives

The management in view of establishing the organization’s “Image and internalizing the culture of Alembic”, HR has
intervened to formulate an organizational code of conduct that will govern employees to act in acceptable business-like
manner at the workplace while prohibiting unacceptable behaviour at all level.

Code of Conduct

 Employees will help foster a culture of mutual respect which will manifest itself in being good mentors,
coaches, peers and assistants, displaying readiness to help each other and showing deference to protocol.

 Employees will not use their position of authority to recruit or promote anyone in a manner that construes
personal preferences / bias towards provincialism, nepotism, favouritism or discrimination of any kind, either
gender or racial or regional or community, or selectively on the basis of institutions where candidates have
studied or organizations they have previously worked for or worked along with or in return for any personal
favours. The selection, promotion will be only on the Protocol & on Merit.

 Superiors will be neutral and impartial in allocation of work and assignments, rewards, and will not unduly
protect less competent favourites by giving preferential treatment.

 Employees will treat their female colleagues professionally and equally, and will not indulge in any undesirable
explicit or implicit behaviour, unwelcome personal comments or remarks of a sexual or discriminating nature,
or act in any manner, verbal or physical, that undermines self-respect or compromises the decorum of a
professional workplace including keeping or forwarding harmful or unacceptable material such as
pornography, lewd messages or jokes, etc.

 Superiors will provide negative feedback if necessary in private without use of any profanity or violent
outbursts. While giving negative feedback either verbally or on telephone or personally or via e-mail,
employees will treat each other with dignity and will not provide negative feedback, criticism or reprimand team
members in front of another. Copies of E-mail of reprimands will not be marked to subordinates.

 Visitors, Suppliers or Vendors are not allowed inside the office premises/work station. The talks will be
conducted only in the meeting rooms.

 Employees can’t receive any form of gifts from vendors or suppliers, including Diwali, New Year etc.

 Employees dealing with external agencies, suppliers, business associates or the public or media will act
responsibly so as not to express personal views or comments on any matter that could be construed or
misunderstood as those of the organization or jeopardize its reputation or business.

 No personal favour / communication / job order for any agencies. This has to be only done by the authorized
departments. This includes Vendors, Suppliers, Travel Agents - Domestic/International, Advertising Agencies,
and Placement Agencies etc. The selection of the vendors will be strictly on basis of Merit & SOP and not on
favouritism.

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