Upload
aabha-gaur
View
127
Download
8
Embed Size (px)
Citation preview
Employee Policy Hand Book 1
GTZ(INDIA)PVT. LTDGTZ(INDIA)PVT. LTD
Registered Office: Vill – Khariberia, Post- Bishnupur (S) Dist - 24 PGS (S)
Employee Policy Hand Book 2
Employee policy Handbook
Version No : 1
Approved By Managing Director
Signature:
Director
Signature:
Prepared By Personnel & Administration Dept
Signature:
Effectible Date
REVISION HISTORY
Employee Policy Hand Book 3
Sl No Date Of
Revision
Version
No
Page No Section/Line/Para Description Of Change
AD DRESS FROM THE HUMAN RESOURCE DESK
Employee Policy Hand Book 4
As a comprehensive resource this handbook is designed, covering
all the area wee feel are of significance to you, and your career with
GTZ group.
We firmly believe that all our associates are the champions of our
growth.
It is your capacity and commitment that will determine the success
of our company. We must keep our goals and values in perspective
at all time, and adopt a sense of ownership and with it the
responsibility.
We wish to build the ultimate human organisation, with a sense of
loyalty and high integrity.
Best Regards
Team HR
WELCOME NOTE
From MD’s Desk
Our goal at Business is simple -- extraordinary customer service as
we meet our customer's needs in the personal service industry. We
accomplish this by providing information and resources to them that
frees them up to address the core goals of their business, and by
Employee Policy Hand Book 5
partnering with organizations who are as committed to quality as
we are. Our goals are accomplished by the commitment of every
employee. Our values and beliefs require that we:
Treat each employee with respect and listen to their input on
how to continually improve our service goals.
Provide the most effective and efficient corrective action in
resolving customer service issues to ensure our customers'
satisfaction.
Have an open door policy which encourages interaction,
discussions and the exchange of ideas to improve the work
environment, and increase our productivity.
Deliver competitive, outstanding service to our customers
and, where required, partner our customers with vendors who
share our vision.
Make "Do It Right The First Time" our commitment as a team.
Thanking you
With Best Regards
Purpose of the policy Handbook
Welcome to the Company. This handbook was developed to
provide you with an information resource for common questions
and concerns. The information in this handbook is important to
all of our employees. Read the manual now and keep it in a
convenient place. You will want to refer to your handbook when
you have questions about company policies and benefits.
Employee Policy Hand Book 6
Naturally, you won’t find answers to all your questions in the
handbook. It is neither a law book nor a catalog of personnel
policies. In preparing this handbook, we have not tried to give
you the minute details of each policy. Instead, we have
attempted to present a summary of some of the more important
policies. No written statement, no matter how complete, can be a
substitute for direct daily contact with your immediate
supervisor.
Throughout your handbook, you will be able to check the
complete information on employee policies and benefits. This
advice is continually repeated because its importance can’t be
overemphasized.
If you have questions or concerns about the policies outlined
here, you should contact your manager or Human Resources.
Circumstances will obviously require that the policies, practices
and benefits described in the handbook change from time to
time. The company reserves the right to amend, modify, rescind,
delete, supplement or add to the provisions of this handbook as
it deems appropriate from time to time in it’s sole and absolute
discretion. company will attempt to provide you with notification
of any other changes as they occur.
FOREWORD
Our employee handbook is a tool to help promote a cooperative
and healthy atmosphere, to spell out policies relative to hours,
wages, conditions of employment and to provide for the
administration of these policies in the interests of all concerned,
in keeping with conditions in our area and industry.
Employee Policy Hand Book 7
We are presenting this employee handbook because we feel that
if you understand basically what is expected of you, and what
you may expect of the company, we shall have an organization
which better meets the needs of our customers.
The statements as set forth in this book have not been arbitrarily
established. Each of them has a sound background of common
sense based on the experiences of this company. Employees
have suggested many and we will further welcome suggestions
from you that will aid in maintaining a constructive and
harmonious relationship.
Our single most common goal must be to work together to
meet the needs of our customers, remembering our
customers are mutually our most important assets.
SCOPE
This policy applies to recruitment and placement, promotion,
training, transfer, retention, rate of pay and all other details and
conditions of employment.
COVERAGE
This policy applicable to all the employee of GTZ (India) Pvt. Ltd.
Company’s
Employee Policy Hand Book 8
Vision
GTZ (India) Pvt. Ltd. would like to be a knowledge-based
organization that achieves economic value for stakeholders by
optimizing resources through operational excellence, enabled by
technology and driven by continuous innovation to meet customer
satisfaction.
&
Mission
To attain and maintain market leadership through technological and
product superiority with maximum value-addition, at a competitive
cost.
About the Company
History of the Organization
GTZ (India) Pvt. Ltd. - once the Indian Branch of the USA based
business house, Getz Bros & Co. Inc. had started its operation in the
business of Chemicals way back 1936 before undertaking the
production of Metal Finishing Chemicals in 1985.
Employee Policy Hand Book 9
Collaborating with a USA based Fortune 500 company, a world
leader in Speciality Chemicals, GTZ has got off the block in 1985
and since then been finishing it better than others for the leaders
with its worldclass Metal Finishing Solutions.
Now A Days we are
Besides, leading the way in Indian subcontinent in Steel Mill and
Metal Finishing Chemical business with a major market share, GTZ
has also extended its foray in Export Market in several Afro Asian
Countries which includes Indonesia, Malaysia, Thailand, China,
Egypt, Ethiopia, Kenya, Nigeria, Uganda, Tanzania and many more.
Not to mention, GTZ is the first ISO-9001:2000 certified Indian
organization manufacturing Metal Finishing Chemicals for the
leaders.
Following its excellence from initiation to finish, GTZ has always
been superlatively placed on an infrastructure from its inception
that provides the leaders an ever-leading edge.
Driven by knowledge and technology GTZ is moving ahead with a
committed pool of over 400 personnel at Corporate & SBU,
Manufacturing Units, R&D Centre, Marketing & Service Centres
comprising Managers, Technocrats, Research Scientist, Engineers,
Product Specialist and well equipped state-of-the-art manufacturing
facility with 50,000 sq.ft. covered and 200,000 sq.ft. open area with
over 15,000 MT production capacity near Kolkata.
The experience and expertise of its human resources and the
bestowed technical know-how from WITCO, USA have played a
pivotal role in GTZ’s emergence as a leader in its field, where it
follows almost every need in Surface Treatment and Metal Finishing
with its comprehensive range of Specialty Chemicals.
Employee Policy Hand Book 10
We are associated with
When it matters most, its international partners have always
followed GTZ with their technical expertise and support, like its
leading customers who follow GTZ to sharpen their leading edge.
Allied Kelite Division of WITCO Chemicals Corporation, USA, a
Fortune 500 company and a world leader in Speciality Chemicals
has followed into a technical collaboration with GTZ in 1981 forging
the alliance, creating the leader.
The process of redefining technology continues in technical
togetherness with other techno leaders for high performance,
environment friendly Metal Finishing Solution.
Business Association with
Major Plant Manufacturers
in Steel Mill Chemical
Business.
Bronx International,
Australia.
SMS-DEMAG, Germany.
Flat Products Equipment
(I) Limited
MECON Limited
Magadh Precision
Equipment Limited
Business Association with
Dow Chemicals,
Germany.
Akzo Chemie,
Employee Policy Hand Book 11
leading Chemical
Manufacturers in the
world for the finest raw
materials.
Netherland
BASF, Germany
3M Inc., USA.
BAYER, Germany.
Air Products, USA.
Bergische
Elektrochemie
GmbH, Germany
Association with leading
professional bodies /
institutes.
Institute of Metal
Finishing, Birmingham,
UK.
South East Asia Iron &
Steel Institute,
Kualalampur, Malaysia.
Indian Hot Dip
Galvanisers’ Association
Main Product of the Company
Steel Mill Chemicals
Electroplating Chemicals
Pretreatment and Phosphate Chemicals
Aluminum Treatment Chemicals
Employee Policy Hand Book 12
Hexavalent & Trivalent Chrome Passivation Chemicals
Polymer / Thin Organic Coating Chemicals
Industrial Cleaners
Bottle Washing Chemicals
Galvanizing Fluxes
Pickling Inhibitors
Water Treatment Chemicals
CONDITION OF SERVICES
Employee Policy Hand Book 13
PURPOSE
To maintain harmonies working culture that will enable the
employees to understand the GTZ (India) Pvt. Ltd values and
culture thereby streamlining the process within the departments
to ensure that employee satisfaction is inclined with the values
of the company.
SCOPE
This policy applies to recruitment and placement, promotion,
training, transfer, retention, rate of pay and all other details and
conditions of employment.
TERMS OF EMPLOYMENT
The terms of employment will be as per the details contained in
your Appointment letter. The Company shall reserve the right to
amend, alter and change any or all the terms and conditions
governing employment. The Company will also be the sole judge
of the meaning and interpretation of all or any of these terms
and conditions and its decisions there on shall be binding on all
employees. The employment contract is contract between the
individual employee and the company and the terms of contract
with others, including your fellow associates. Any disciplinary
procedures or company rules, standards of conduct or
regulations, your employment is “at will” which means “the
relationship between employer and employee may be terminated
by either party ‘unilaterally’ at any time, with or without notice,
for any reason, or for no reason at all”. This handbook contains
the entire agreement between you and the company as to the
Employee Policy Hand Book 14
duration of employment and the circumstances under which
employment may be terminated.
Further, the company can demote, transfer, suspend or
otherwise discipline an employee in its sole and absolute
discretion. Nothing in this handbook, or any other personnel
document, including benefit plan descriptions, creates or is
intended to create a promise or representation of continued
employment, or for continued or indefinite employment at a
specific position or rate of pay.
EMPLOYEE CLASSIFICATIONS
All employees are hired for an unspecified duration; assignment
to any of these classifications does not guarantee employment
for any specific length of time. Regardless of classification,
employment is at the mutual consent of you and the company.
Accordingly, either you or the company can terminate the
employment relationship at will, at any time, with or without
notice.
Full -Time Employees - are those normally scheduled for 48
hours of work per week.
Part - Time Employees - are those normally scheduled to work
less than 48 hours of work per week. Part-time employees are
not eligible for company fringe benefits available to full-time
employees.
Casual Employees - are those who are hired on that basis and
work for a special job and/or period of time. Such employees are
not eligible for company fringe benefits available to full-time
employees.
POLICY FOR TEMPORARY EMPLOYEES
Employee Policy Hand Book 15
Introduction
Temporary staffs are various persons who fill one-time positions
established to undertake a particular piece of work or assist with a
particular administrative matter, whose skills will not be needed by
GTZ(INDIA) PVT. LTD on a continuing basis
This category includes part-time, casual workers and short-term
consultants.
Appointment
Appointment of temporary staff shall be effected by signing of a
contract specifying terms and
condition of the employment, the duration and the remuneration
thereof.
The CEO on the recommendation of the department managers shall
hire temporary employees.
Temporary staff shall not be entitled to any other benefits or
overtime.
Terms of Service
Temporary employees shall enter into a contract with GTZ(INDIA)
PVT. LTD, which shall specify the terms of reference, duration of
the assignment and fee. The contract shall also have disclaimers
from GTZ(INDIA) PVT. LTD regarding insurance, medical and other
benefits. It shall place the onus of reporting income to the tax
authorities on the temporary staff. The contract will not be valid
unless signed by both the CEO and the contracted temporary
employee.
Short-term consultants
Consultants to undertake and provide services to GTZ(INDIA) PVT.
LTD shall be hired by the CEO, and approved by the Board of
Trustees.
Employee Policy Hand Book 16
The Consultants shall enter into a contract with GTZ(INDIA) PVT.
LTD for the services to be provided as stated in the Terms of
Reference.
EMPLOYMENT ON RELATIONS
Our company permits employment of relatives. However, the
employment of relatives in the same department can create a
conflict of interest. Therefore, immediate family members (see
definition below) should not work in the same department for the
same supervisor, or for a supervisor who is an immediate family
member. Working in the same department for a different
supervisor is permitted.
Immediate family members include spouse, in-laws, step
relatives, domestic partner, parent, child or stepchild, sister or
brother.
WORK DAYS
GTZ(India) Pvt. Ltd. Follow the work days as follows:
Manufacturing Facility( Khariberia)
Wednesday to Monday --- Full working
Tuesday ---- Weekly off day
Employee Policy Hand Book 17
Head Office & Sales –Marketing division (Kolkataand Regional)
Monday to Friday--- Full day working
Saturday--- Half Day working
Sun day--- Weekly off day
Holidays list consists of 12 Holidays in a year including National Holidays.
During emergencies such as weather, fires or power failures can disrupt company
operations. The decision to close the office will be made by the Human Resource
Department. When the decision is made to close the office, employees will
receive official notification from their functional heads.
EQUAL OPPERTUNITY
GTZ (India) Pvt. Ltd. Is committed to a policy on equal
employment and advancement opportunities for all qualified
individuals without regards to race, colours, religion, sex age
marital status, national origin or handicap. This is to ensure that
equal consideration is extended to all staffs and applicants. All
decisions with respect to recruitment and promotions are made
solely on the basis of qualifications, viewed in relation to the
recruitments of the position. All managers and functional heads
are directly responsible for the application of this policy and for
ensuring the every one in their department understands and
adheres to this policy and for ensuring that every one in their
department understands and adheres to this policy. Employees
with questions or concerns about discrimination in the workplace
are encouraged to bring these issues to the attention of their
manager. Employees can raise concerns and make reports
without fear of reprisal.
NON-HARASSMENT POLICY
Employee Policy Hand Book 18
Harassment in employment, including sexual, racial, and ethnic
harassment, as well as any other harassment forbidden by law, is
strictly prohibited by the Company. Employees who violate this
policy are subject to discipline, including possible termination.
Racial, ethnic and other forms of prohibited harassment include,
but is not limited to:
1. Visual conduct, including displaying of derogatory objects
or pictures, cartoons, or posters;
2. Verbal conduct, including making or using derogatory
comments, epithets, slurs, and jokes;
In addition, sexual harassment is defined by the regulations of
the Fair Employment and Housing Commission as unwanted
sexual advances, or visual, verbal or physical conduct of a sexual
nature. Sexual harassment includes gender harassment and
harassment on the basis of pregnancy, childbirth, or related
medical conditions, and also includes sexual harassment of an
employee of the same gender as the harasser. This includes, but
is not limited to, the following types of offensive behavior:
1. Unwanted sexual advances;
2. Offering employment benefits in exchange for sexual
favors;
3. Making or threatening reprisals after a negative response
to sexual advances;
4. Visual conduct, including leering, making sexual gestures,
displaying of sexually suggestive objects or pictures,
Employee Policy Hand Book 19
cartoons, or posters;
5. Verbal conduct, including making or using derogatory
comments, epithets, slurs, and jokes;
6. Verbal sexual advances or propositions;
7. Verbal abuse of a sexual nature, graphic verbal
commentaries about an individual's body, sexually
degrading words used to describe an individual, suggestive
or obscene letters, notes, or invitations;
8. Physical conduct, including touching, assault, impeding or
blocking movements.
Examples of sexual harassment include (a) an employee being
fired or denied a job or an employment benefit because the
employee refused to grant sexual favors or because he or she
complained about the harassment; (b) an employee reasonably
quitting his or her job to escape harassment; or (c) an employee
being exposed to a hostile work environment.
The Company will take all reasonable steps to prevent
harassment from occurring and will take immediate and
appropriate action when the Company knows that unlawful
harassment has occurred.
If you have been harassed by a co-worker, supervisor, agent,
vendor or customer, or if you believe that another employee has
been harassed, you have a duty to promptly report the facts of
the incident or incidents, and names of the individuals involved,
to (Option: (1) Department Heads Option: (2) P&A
Department)
Employee Policy Hand Book 20
The matter will be immediately and thoroughly investigated,
and confidentiality will be maintained to the extent possible.
After reviewing the evidence, a determination will be made
concerning whether reasonable grounds exist to believe that
harassment has occurred. It is the obligation of all employees
to cooperate fully in the investigation process. The Company
considers any harassing conduct to be a major offense which
can result in disciplinary action for the offender, up to and
including discharge.
The Company will take action to deter any future harassment.
In addition, disciplinary action will be taken against any
employee who attempts to discourage or prevent another
employee from bringing harassment to the attention of
management. The persons involved will be advised of the
determination if appropriate.
The Company wants to assure all of its employees that
measures will be undertaken to protect those who complain
about harassment from any further acts of harassment,
coercion or intimidation, and from retaliation due to their
reporting an incident or participating in an investigation or
proceeding concerning the alleged harassment.
LOSS ON COMPANY PROPERTY
Company property including cash is at time entrusted to an
employee as a part of Normal duties. The employee concern is
wholly responsible for the safe custody /handling of company
property / cash entrusted to the employee. An employee entrusted
with such company property / cash has to ensure the safe return /
Employee Policy Hand Book 21
handling of such property / cash. In the unlikely event of loss of
such property / cash, while the Company may empathize with the
employee such loss cannot be made good / reimbursement to the
employee. Employees should treat Company property / cash
entrusted to him with the same caution, as they would treat
property / cash belongings to them. In case of high value item such
as computer / laptop / etc. employee must ensure that the Company
insure such expensive equipment against loss / theft / damage,
besides ensuring the safe custody of such items
DATA PROTECTION POLICY
The protection of confidential business information and trade
secrets is vital to interest and success of GTZ(India) Ltd. All
employees are required to sign a non disclosure agreement as a
condition of employment. Employees who improperly use or
disclose trade secrets or confidential business information will
be subject to disciplinary action, including termination of
employment and legal action, even if they such do not actually
benefit from the disclosed information.
Such confidential information include to, the following examples:
a) Compensation data
b) Financial Information
c) Marketing Strategies.
d) Pending projectsand proposals
e) Proprietary production process
f) Personnel / payroll records
g) Conversation between any persons associated
with the company.
h) Security related information
Employee Policy Hand Book 22
INTERNET
Visit internet sites that contains obscene, hateful or other
objectionable materials. Make or post indecent, racial or sexist
remarks, proposals or materials on the internet. Place indecent,
confidential or defamatory remarks about any third party, and in
particulars competitors, customers, suppliers, collaborators,
investors or any other business associate of GTZ (India) Pvt.
Ltd. On chat sites or bulletin boards.
Downloads any software or electronic files without implementing
virus protection measures that have been approved by the
company.
MEDIA ENQUIRIES
Any enquiries from the media are to be referred directly to the
Directors or Managing Directors. Under no circumstances are any
other members of staff authorized to discuss company matters
with any person from the media.
The Managing Director must approve all press release.
Any one found to be engaging in unlawful discrimination will be
subject to disciplinary action, including termination of
employment.
INFORMATION SECURITY POLICY
User & Access privileges
Every user is given only user access privileges. The user cannot
change the desktop background; install/uninstall software or any
programs, change IP Address of the machine, etc. The user is not
given any privileges to change the desktop background on
Employee Policy Hand Book 23
his/her machine. The desktop background on every machine is
GTZ company logo. This is applicable to all the domain users in
the network. Every user is allowed a maximum download limit of
20mb, above which permissions are denied. Increased
downloads may cause the server to be busy and might create
other problems.
Whenever there is a change in role of an individual, the access
rights will be reviewed and new access rights will be provided
depending upon new role and responsibilities as determined by
the role being played by the person.
All changes will be made on the intimation of the concerned
HOD.
Whenever the user forgets the password, the system
administrator shall change the password for the user through the
System Administration log in based on a request from the user
via email. The Regional Service Delivery Manager/System
administrator receives a mail from the HR Department for
deletion of e-mail ID. Also, the RSDM has to acknowledge the
NDC after which the user login ID & password are deleted from
the server.
Creation of e-mail id
The HR Department sends a request to the System Administrator
for creation of new e-mail id through mail. Only upon intimation
from the HR Department the system administrator creates the e-
mail id & configures outlook/outlook express on the user’s
machine. All new users shall be created by the System
Employee Policy Hand Book 24
Administrator based on the communication issued by the HR
department.
At the time of creation of User, a login ID and a password will be
given. The Login ID will be permanent but the password would
have to be changed by the user at first logon. A password will be
valid for a limited period as determined by the system
administrator in the password policy after which it will have to be
changed.
Auto-lock or screen saver
If the user desktop/laptop is inactive for 7 or more minutes the
machine is automatically locked (Ctrl+Alt+Del screen) & the
owner of that machine has to re-login to start his/her work. At
the same time there is a screen saver running at the background
as part of awareness to the employees with security precaution
catch lines & pictures.
In an effort to reduce risks to IT assets, the physical security of
GTZ (India) Pvt. Ltd. computing resources ensured. Physical
security involves providing environmental safeguards as well as
controlling access to equipment and data. For example, server
rooms must remain safe, secure, and inaccessible unauthorized
individuals and storage cabinets containing critical business
records must always locked and secured. Be aware of those
areas with restricted access. Make sure that individuals are
displaying proper GTZ (India) Pvt. Ltd identification.
Tailgating is a term used in the context Physical Security to mean,
“Gaining access to a restricted space by
following an authorized individual through an access controlled
door”. Be aware of people who follow you into restricted building
Employee Policy Hand Book 25
who do not display proper employee identification. If they do not,
you should tell them to report GTZ (India) Pvt. Ltd Information
Security Cell through a public access door.
Even if you think you recognize someone as an employee, you
CANNOT simply let them in the door. You have no way of
knowing they have been recently suspended or terminated.
Proper security must also be maintained outside doors and
windows to prevent unauthorized entry, which could cause
damage to GTZ (India) Pvt. Ltd. For example, make sure doors
and/or windows are not propped open with cardboard
obstructions.
Internet Usage
Internet access is for the purpose of increasing productivity.
Surfing the internet or wandering away from your business
objective is not a productive or acceptable use of this tool. This
misuse can connect you to web sites that may contain programs
that appear harmless, but could cause damage to GTZ (India)
Pvt. Ltd systems. Because it is plain text, most information
transmitted over the Internet is subject to interception, reading,
and copying by other people.
Encryption, which scrambles information during transmission,
reduces this vulnerability. Be aware that all
Internet use is subject to monitoring and you should have no
expectation of privacy while using GTZ (India) Pvt. Ltd -provided
equipment.
E-mail Usage
IS Policy, E-mail Guidelines and Requirements, states that
“employees must use GTZ (India) Pvt. Ltd e-mail system for all e-
Employee Policy Hand Book 26
mail correspondence”. All messages sent or received using these
e-mail resources are owned by the GTZ (India) Pvt. Ltd and may
be considered Departmental records. This means you should
have no expectation of privacy in the use of the e-mail system. It
is your responsibility to be aware of important issues such as the
rules regarding personal use, passwords, and attachments; when
and how to send mass mailings and group messages; and the list
of unacceptable activities. This information can be found in IS
policy statement. An important issue with regard to e-mail is
attachments, which in some cases could contain a virus or other
malicious code. If you receive an unexpected e-mail attachment,
it is important that you do not open it - even if it is from someone
you know. Attachments must not be opened for the virus to
infect your computer.
The easiest way to find out if the attachment is valid is to make
sure the e-mail really came from the sender. If you have
questions, contact the Help Desk and/or the ISO. More
information can be found in IS policy Manual, Virus Prevention,
Detection, and Removal.
FOOD & BEVERAGES AT WORK STATIONS
You are advised not to consume food or beverages at your work
station. (Except tea / coffee) We seek your cooperation to keep
your work areas as neat as possible. Employees are allowed a
half an hour lunch break once in a day and 15 minutes tea break
twice a day. No body will allow entering the premises in
intoxicating conditions.
Employee Policy Hand Book 27
Employees who don’t adhere to the break policy will subject to
disciplinary action, including termination.
VISITORS AT WORK PLACE
To provide for safety and security of employees, visitors and the
facilities at GTZ(India) Pvt. Ltd. ,only authorize visitors are
allowed in workplace. Restricting unauthorized visitors helps
ensure security, decrease insurance liability, protect confidential
information, safeguard employees welfare and avoid potential
distraction and disturbance. All visitors must enter through main
reception are receive a “visitors pass” at the front desk (Security
post) Authorized visitors will be escorted to their destinations
and must be accompanied by an employee at all times. The
visitor pass is issued by the security officers. Every employee
should ensure to restrict their personal visitors to the reception
area and would not allow inside the office for any reason. It is
necessary for every employee to keep in mind that office is
meant to run company’s business.
ACCOUNTABILITY
A senior person cannot pass the buck to his juniors for the
failure of work or delay. He has to have his control systems for
jobs he gets done for his juniors and also make them
accountable to himself. Their failure, so far as his seniors are
concerned, is his own failure and HOD should accept his normal
responsibility.
APPEARANCE AND COURTESY
Employee Policy Hand Book 28
Neatness and good taste in dress, care in personal cleanliness,
interest in your work, and a willing, cooperative attitude toward
associates, customers and visitors are recognized and
appreciated business assets.
No matter what your position might be, it’s important to
remember that good manners give a good impression. Being
pleasant and courteous to customers, visitors, and your co-
workers is an important part of your job.
OPEN DOOR POLICY
Our company recognizes that in any employee group, problems,
difficulties, and misunderstandings may arise. It is the desire of
the company to see that every problem is handled promptly. To
this end, the company will endeavor:
1. To invite employees to talk frankly with their supervisor
or to anyone else in authority, when they have a
problem of any kind, with the assurance that it will not
be held against them by their supervisor or anyone else
in authority.
2. To provide an open door at all times for employees to
discuss with upper
management any decision they feel to be unfair.
The company is most sincere in encouraging any employee who
feels he or she has not been treated properly, or who has a
problem of any kind, to make it known to management through
the “open door policy”.
Employee Policy Hand Book 29
PURPOSE
The main objective behind this policy is to control the internal
cost or wastage by using the internal communication devices
(Internet and telephone) and office equipments (scanner, printer,
photocopier). The purpose of this policy is to protect the
information assets of GTZ (India) Pvt. Ltd.
SCOPE
The policy provides guidance on the use of mobile and desk
telephone, the circumstances and conditions for the usage and
the criteria for the provision of Mobile Reimbursement to the
employees.
PERSONAL TELEPHONE CALLS
Telephones are intend for the use of serving our customers and
in conducting the Company’s business. Personal usage during
business hours is discouraged except for extreme emergencies.
All personal telephone calls should be kept brief to avoid
congestion on the telephone line. Long time conversation of
personal calls should be brief to ensure that there would not be
any disruption to the other employees’ work. It is advised to all
the employees to ensure that the mobile ring tone should be to
an extent where it is audible to self and not to the whole
company. Since it is a disturbance to other employees and this
become a practice by others to follow on. Therefore it is strictly
OFFICE EQUIPMENTS AND USAGE POLICY
Employee Policy Hand Book 30
instructed to the employees to minimize the volume of the ring
tones and ensure it is not a disturbance to the other employees.
INTERNET USAGE
Company provided system, computer files, the email system,
internet access and the software furnished to employees are
company property and are to be used for company business only,
and not for personal use to communicate with friends for family or
to access the Internet for personal purpose.
Employees may access the internet for studying and update
knowledge to wither complete their certification or to retrieve the
information that is useful for the individual growth and also for the
growth of the company. Any employee is restricted from attempting
to elicit information which is not relevant and is not eligible for its
access. If any employee is found to do the same then it is
considered violating of the policy.
In order to enforce these policies, computers, internet email usage
may be monitored by GTZ(India) Pvt. Ltd. Including retrieving and
reading e-mail message and other computer files and monitoring of
Internet Traffic.
PRINTER AND PHOTOCOPIER USAGE
All the employees should understand the importance of using the
office equipments economically. Letter heads to be used with the
permission of the Reporting Managers only. Letter heads are to be
utilized for official purpose only and not to be left around work
station un attended. Also when not in use, letter heads to be kept
under lock and key.
Please follow ethics while using printers and photocopier.
Employee Policy Hand Book 31
a) Allow others to use these machines at times of emergency
provided the stationary (paper) are brought by self.
b) Don’t disturb or enforce the printer owners to take print while
they are amidst of important task or while they are taking the
prints.
c) Ensure there are no letter heads placed in the printer while
taking a print if it is not required to take on the same.
d) Ensure to handle the machines smoothly and rough handling
may cause to spoilt the system.
e) In case of cartridge shortage or any other trouble please
inform the personnel concerned about the same.
f) For rough usage or for informal usage, photocopy or print can
be taken on one sided papers too.
g) Personal usage of printer or photocopier can be restricted to
certain documents like certificates, passport or driving license
or maximum of 3 page.
PURPOSE
The main purpose of this policies is to set guidelines for manpower
planning maintenance and accuracy of personal records, employee
occurrences, absence and tardiness.
SCOPE
The HR policies are implemented across the locations irrespective of
levels as mentioned accordingly in the policies. This creates a
systematic process in the organisation without any chaos.
HUMAN RESOURCE POLICIES
Employee Policy Hand Book 32
HOURS OF WORK & ATTENDANCE AND PUNCTUALITY
For attendance monitoring we maintains Anglo Swiss Clock
punching attendance system.
At the time of joining Personnel dept will provide attendance card
to each of the employee. Employees enter in the factory by
punching his attendance card at the main gate. Individual’s shift
timing will be recorded in the attendance card.
At the time of punching if the punching clock not responded
properly immediately contact with the personnel dept. and
authorized your card. Otherwise your attendance may not be
considered as valid.
Shift Working Hours:
(Manufacturing Facility at Khariberia)
SHIFT STARTING
TIME
CLOSING
TIME
TEA BREAK LUNCH / TIFFIN
BREAK
A 06-00 A.M. 02 – 00 P.M. 08-00 AM TO
08-10 AM
10-10 AM TO
10-30 AM
G 09-30 A.M. 06 - 00 P.M. 11-20 AM TO
11-30 AM
1-30 PM TO
1-50 PM
B 02 – 00 P.M. 10 – 00 P.
M.
05-30 PM TO
5-40 PM
09-30 PM TO
09-50 PM
(For Head Office & Sales – Marketing Division, Kolkata and Regionals)
SHIFT STARTING
TIME
CLOSING
TIME
TEA BREAK LUNCH / TIFFIN
BREAK
G 09-30 A.M. 06-00 P.M. 11-20 AM
TO 11-30
AM
1-30 PM TO
1-50 PM
Employee Policy Hand Book 33
Note: Tea will be provided once in every shift (except general shift)
Grace Period :
Management allows 15 minutes grace period after the normal shift
starting time as per the existing policy and practice of the
Company.
Late attendance:
Employees comes late, has to regularize his attendance by the
approval of HOD. (Pease see the ANNEXURE – A – Late Attendance
Approval Form) For consecutive 3 late attendances (after 15
minutes of shift timing) in a month ½ CL will be deducted
automatically.
After half an hour from the normal shift timings employees will not
be allowed to join duty without the approval of superior.
SHIF
T
ACTUAL SHIFT
STARTING TIME
GRACE PERIOD
UP TO
ATTENDANCE WILL BE TREATED AS
LATE
FROM TO
A 06-00 AM 06-15 AM 06-16
AM
06-30AM
G 09-30 AM 09-45 AM 09-46
AM
10-00
AM
B 02-00 PM 02-15 PM 02-16
PM
02-30
PM
Employee Policy Hand Book 34
Note: You may be required to work different work hours under
special circumstances. Your immediate / reporting manager is to
be consulted if there are any questions about hours of work or if
any variations is required. If at client’s / customer site , there
working hours should be adhere to.
POLICY ON LEAVE
LEAVE STRUCTURE OF THE COMPANY ( Applicable for across the location)
LEAVE FOR
THE WHOLE
YEAR
MAXIMUM
PERMISSIBLE
ACCUMULATION
CASUAL LEAVE
(CL)
3 0
SICK LEAVE 7 15
PRIVILEGE LEAVE 25 80
A) CASUAL LEAVE
Casual Leave (CL) can’t be granted for more than three (3)
days at a stretch. Casual Leave application shall be submitted
to the personnel department within 2 days after joining in
duty. CL can’t be carry forwarded to the next year. Casual
leave can be allowed for fraction of the days but minimum .5
days.
B) SICK LEAVE
Employee Policy Hand Book 35
Sick Leave (SL) for more than 2 days shall be submitted along
with fitness certificate of any recognize doctor. (ESI Covered
employees has to submit the fitness certificate from ESI Panel
doctor) The leave application along with fitness corticated
shall be submitted within 2 days after joining in duty.
Maximum 15 unused SL can be forwarded to the next
calendar year.
Only Sick Leave (SL) can be taken with Casual Leave (CL) or
Earn Leave (EL) at extreme Emergency.
An employee can avail SL after successful completion of
probation period.
B) PRIVILEGE LEAVE
Privilege Leave is encashble. An employee will be eligible to
apply for encashment of Earn Leave as per the policy and
practice of the organization. Employee has to submit
application to the HR department. (E-Mail application shall not
be applicable). Earn leave will be encashed once in a year
within the month of December. Beyond the permissible limit
earn leave will be automatically lapsed. (EL will be calculated
as per the Act.)
COMPENSATORY OFF
Compensatory off is applicable for staff members only. If any
employee working in his off day, he is entitled to get a
compensatory off within two months from the date of schedule off
day.
Employee Policy Hand Book 36
MATERNITY LEAVE
Female employees who have been working with the company
for not less than 90 days will be eligible for 90 days of paid
maternity leave, up to two confinements To facilitate
arrangements for cover of duties, application for maternity
leave will have to be made not less than two months prior to
the date of commencement of leave.
Absence from work due to miscarriage or any other illness
arising out of pregnancy will not be considered as maternity
leave, but as normal medical leave. Employees covered under
ESI, shall govern as per the ESI guidelines.
PATERNITY LEAVE
Male Employees will be granted paternity leave for 5 working
days. The leave should be availed within three weeks time of
the birth of the child. This will be applicable up to a maximum
of two confinements.
HOLIDAYS
Holidays commemorating events of national, social and
religious significance are offered to employees. Apart from
scheduled weekend/ earned & casual leaves there are 10days
declared as paid holidays every year.
Holidays list will be put up every year in January and
accordingly applicable.
LEAVE PROCESS & PROCEDURE
Before proceeding on leave (EL) employee has to authorize
and approved his leave card.
Employee Policy Hand Book 37
Casual Leave (CL) can’t be granted more than two (2) days at
a stretch. Casual Leave application shall be submitted to the
HR department within 3 days after joining in duty.
For Sick Leave (SL) more than two days (2) shall be submitted
fitness certificate of any recognize doctor. (ESI Covered
employees has to submit the fitness certificate from ESI Panel
doctor) The leave application along with fitness corticated
shall be submitted with 3 days after joining in duty.
Only Sick Leave (SL) can be taken with Casual Leave (CL) or
Earn Leave (EL) at extreme Emergency.
At the end of the year SL & EL will carry forward to the next
calendar year as per the permissible limit mentioned in above
table.
Earn Leave is encashbale. After 80 days accumulation an
employee will be eligible to apply for encashment of Earn
Leave.
Prefixing & Suffixing of Leaves:
Both prefixing & suffixing of leaves is not permissible.
Special Note:
Illustration: 1
Saturda
y
: Leave
Sunday : Off day
Monday : Leave
Tuesday : Working day
Employee Policy Hand Book 38
In the aforesaid event employee has taken 2 days leave, but 3
days leave will be counted, Saturday – Sunday – Monday.
In intervening Holiday: Intervening holidays except the National
Holidays between leave viz casual / earned leave will be treated as
leave
Illustration: 2
In the aforesaid event, if an employee avails leave on Monday and
Thurs day then four leaves will be counted instead of two.
Note: The Management reserves its right to amend the aforesaid as
demanded appropriate at any time.
OVER TIME DUTY POLICY
Objective:
To utilize the man-hours in best effective manner, and to prevent
the unnecessary overstay of the employees and workmen.
Scope:
All permanent workmen and all staff up to Executive level who has
already completed the probationary period.
General Rules:
Sunday : Holiday
Monday : Working day, but leave taken
Tuesday : Holiday
Wednesday : Weekly off day
Thurs day : Working day, but leave taken
Friday : Present
Employee Policy Hand Book 39
An employee or workmen can overstay in utmost emergency only.
HOD has to ensure the utilization the potential of the manpower in
best possible manner.
Entitlement:
For Workmen: As per the rules prescribed in Factory Act.
For Staff: Overstay duty will calculate if the employee
overstay for more than 2 hours in any working day. He will be
eligible to get a paid leave after accumulating 8 hours duty.
Date of Commencement :
With Immediate effect.
Administrative Procedure:
HOD has to raise the OT requisition form (Attached) with
proper justification of Overstay.
OT requisition form shall be approved by the Works head.
Approved OT requisition form will come to P & A Dept. and
P&A dept. will keep the necessary records.
Paid leave against 8 hours duty has to avail within 2 months
from the completion of 8 hours. These leave cannot be
clubbed with any other leave. (Except some special cases)
Workmen will get the OT payment with monthly wages.
BUDDY REFERRAL POLICY
The company encourages you to refer candidates for all positions.
Periodically, P&A dept. will announce positions vacant in the
organisation to team by way of mail or internal communication.
The associate needs to inform P&A about the candidates that match
the position before he / she appears for 1st round of interview.
However in the event there is any misconduct on behalf of the
Employee Policy Hand Book 40
employee, the person who referred the candidate can also be sent a
notice.
RECRUITMENT POLICY
Introduction
Recruitment and Selection aim to search and hire suitable
candidate to fill vacancies in GTZ (INDIA) PVT. LTD. with the view to
satisfying human resources needs. The search may be internal
and/or external.
Any position within GTZ (INDIA) PVT. LTD that become vacant will
be filled, on completion of a requisition form by the immediate
supervisor. Restructured on newly created positions will only be
activated upon approval from the board.
The success and adaptability of a Company depends upon the
recruitment of employees who are flexible, adaptable and
committed to the success of the GTZ (INDIA) PVT. LTD.
Objectives
This section aims to promote and maintain high standards of
professional recruitment practice by encouraging recruiters to
adhere to best practices. Its purposes are to:
a) Ensure that recruitment is considered an essential part of the
human resource
b) Strategy and consequently an integral part of the overall
business strategy;
c) Ensure and explain best practice for all types of recruitment;
d) Maintain professional standards whether recruits are easy to find;
e) Ensure that equality of opportunity is considered an integral part
of good recruitment practices and procedure;
Employee Policy Hand Book 41
Recruitment Authorization Procedure
Authorization
All authorization procedure detailed below must be completed prior
to the commencement on any recruitment procedure.
a) Prior to the employment of any employee the Manpower Indent n
Form must be completed.
b) The employment of all individuals for budgeted positions within
GTZ (INDIA) PVT. LTD must be authorized by the Department Head
and Chief Executive Officer.
c) Employment of Personnel to the position of Manager of
Departments will require the authorization of the Chief Executive
Officer.
Procedure
a) The Department Manager will complete the Employment
Authorization form.
b) The Department Manager is responsible to ensure correct
authorization procedures have been complied with.
c) The Department Head will provide the Human Resources Officer
with a fully authorized Employment Authority Form and instruct
commencement of Recruitment.
d) The Human Resources Officer will control that the correct
authorization has been obtained. When all is in order they shall
commence the recruitment process.
Newly Created or Restructured Positions
Authority shall be vested in the Board to consider request
for the activation of a newly created or restructured
position.
Employee Policy Hand Book 42
a) Activation of a position shall be allowed by the submission of an
Employment
Authorization Form by the Department Manager to the Human
Resources
Officer.
b) Once the need to fill a vacancy has been identified, the
Department Manager will submit a motivated recommendation to
the Board for the activation of the position.
c) Internal Advertisements shall be sent via e-mail or other means
to all employees by the Human Resources Officer, while external
advertisements shall be placed
in specified local newspapers.
Employment Procedure
a) The Human Resources Officer shall receive all applications for
employment and
shall acknowledge receipt thereof in writing. All applicants for
employment shall be addressed to the Human Resources Officer.
b) The Human Resources Officer shall sort all applications that meet
the minimum appointment requirements as advertised, and then
forward these applications to the Department Manager concerned,
together with a full list of all applications received.
c) The Department Manager, in consultation with the Human
Resources Officer, shall draw up the shortlist of candidates for
interviewing.
d) The Human Resources Officer shall invite the short listed
candidates for interviews, and will ultimately make a
recommendation to the Chief Executive Officer for appointment.
e) GTZ (INDIA) PVT. LTD shall bear subsistence and travel and travel
expenses of short listed candidates from places other than the duty
Employee Policy Hand Book 43
station. A summary of the interviews shall be prepared by the
Human Resources Officer and kept for record purposes.
f) The Human Resources Officer shall ensure that Reference Check
on shortlist candidates is done, and then the employment offer in
consultation with the relevant Department Manager to the selected
candidate which upon acceptance shall be followed by an
appointment letter signed by the Chief Executive
Officer or his/her delegate. Once the selected candidate has
accepted the employment offer, the Human Resources Officer shall
send regret letters to all the unsuccessful candidates.
Employment Interview Panel
The Employment Interview Panel shall be provided with the ground
rules of and procedures for interviewing (by the Human Resources
Officer) prior to the actual commencement of interviews.
The Panel shall consist of the following persons:
a) The Department Manager concerned
b) The Human Resources Officer
c) For Management Positions the Director as well as a selected
Board Member shall attend.
Age
GTZ (INDIA) PVT. LTD shall, in terms of the Labour Act, not employ
any person under the age of (16) years.
Applicants of sixty (60) years and older can only be appointed on
approval by the Chief Executive Officer or by the Board. Employees
so appointed can only be appointed can only be appointed in a
temporary capacity, and such cannot become members of the
pension Fund.
Employee Policy Hand Book 44
Appointment
All staff will be appointed by the GTZ (INDIA) PVT. LTD of Trustees
or as delegated Letters of Appointment: The formal letter of
appointment will bear the signature of the Chief Executive Officer or
as delegated. The letter shall require the signature of the appointee
before the appointment is considered effective.
Job Description: On appointment, an employee shall be given a job
description. This shall
specify the scope and terms of reference for their position. Each
member of staff is expected to devote their time and attention to
their work and not engage in activities that may conflict with
GTZ (INDIA) PVT. LTD’s interests or negatively affect their
performance. Job Descriptions shall be reviewed yearly.
employee’s immediate supervisor shall make an appraisal report
recommending a confirmation or termination of the employee’s
services. Where necessary, the probation period may be extended
as considered necessary by GTZ (INDIA) PVT. LTD. An employee
who is on probation may have his appointment terminated at any
time without notice. In the event of such termination, the
employee is paid for the period worked up to the time of
termination Confirmation of appointment. On recommendation from
the immediate supervisor, the Chief Executive Officer shall in
writing, confirm the appointment.
Duration of employment: Unless otherwise stated, employment for
all staff shall be on permanent basis subject to satisfactory
completion of the probation period and availability of funds.
Personal Data
Employee Policy Hand Book 45
On acceptance of an appointment, the new staff member is
required to complete the Employee Personal Data form - (See
Appendix 3). New employees must also furnish GTZ (INDIA) PVT.
LTD with declaration of dependants, that is spouse and own
children; next of kin and provide photocopies of certificates and
other testimonials.
Any changes in personal status shall be reported promptly to the
Human Resources Officer by completing a fresh Personal Data
Form. Staff records and related correspondence shall be
treated confidentially at all times.
Induction
All new staff shall undergo induction training to assist them in the
process of becoming integrated to the institution within the shortest
time possible. The respective immediate supervisor in collaboration
with the HR Officer shall conduct induction training. See checklist
for induction as Annexure:
PERSONNEL RECORDS & PRIVACY
Every employee is bound to submit their documents either on the
day of joining or within a week of joining failing which their salary
for the month would not be processed. Personal files are the
property of GTZ(India) Pvt. Ltd. And access to the information is
restricted.
Employee who wish to review their own file should contact their
Manager or P&A representative with reasonable justification.
Employee records maintained by the company will contain only
information that is relevant and necessary to meet various legal
requirements and to ensure efficient Personnel Administration.
Employee Policy Hand Book 46
Please inform P&A department of changes in personal data and the
person to be notified in case of emergency.
Employee personal File should contain the following Documents:
1) Details bio data of the Employee.
2) At least two copies of self Photo
3) Duly filled Employment form of the company.
4) Date of Birth proof.
5) Copy of all testimonials regarding General & professional
qualification.
6) Identity proof (Voter Card / PAN card/ Passport / D. License)
7) Accepted copy of resignation letter and release letter of
the last organisation.
8) Proof of compensation & benefits of last organisation.
9) Accepted copy of offer letter / Appoint letter of GTZ.
10) All communication with the company (GTZ)
Up to date records have to be maintained for emergencies and
benefit plan in the GTZ. It is the responsibility of the employee to
notify any changes in personal data to his immediate manager or
P&A department to update his personal records. Personal data such
as:
1) Mailing address
2) Telephone number
3) Name & number of dependent
4) Individuals to be conducted in the event of an emergency.
All employees personal data should be accurate and correct at all
time.
EMPLOYEE ORIENTATION
Employee Policy Hand Book 47
Orientation is a formal process that is designed to welcome the new
employees to be informed about the policies & procedures of the
company. Employees are presented with all the requires source and
procedure needed to navigate within the workplace.
Induction for the employee is conducted by the P&A department,
other administrative procedure of Induction & Orientation is as
follows:
All department heads or the authorized person of him will
spare time as per the program sheet and help the new joinee
to understand the process
Personnel department will prepare the Induction & Orientation
Program (Annexed) for the new joinee and send it to all
department heads.
P&A dept. will inform the concern dept. heads at least one day
before to spare the time for Induction of New employee.
After giving induction Dept. head will put his signature in the
forms.
End of the Induction program works head will seat with the new
employee and evaluate the whole process. If he feels satisfied,
advise him (new employee) to join for Training. If required he can
extended the Induction program for certain department.
PROBATIONARY PERIOD
As a new associate, the new employee will go through a
probationary period. The length of probationary period will be
specified in your letter of appointment, it is generally or 6 months.
During this time you will have the first opportunity to evaluate the
Employee Policy Hand Book 48
company as a place to work, and we will have our first opportunity
to evaluate you as an associate.
When performance warrants it and at the discretion of
Management, your probation period may be extended. Upon
satisfactory completion of the probation period, you will become a
full time regular employee of the company, we will confirm you by
writing. All associates regardless of classification, status or length of
serviced are expected to meet and maintain company standards for
job performance & behavior.
STAFF MOVEMENT POLICY (TRANSFER)
There may be situations during your employment with the company
that may require you to be transferred from one work group to
another. Should such a need arise, your reporting Manager and
Company Head will strive to accommodate the needs of the
department and your interest.
In order to facilitate your movement from one place to another in
the event of job transfer and to alleviate the financial strain on you
at such a time the following policy has been framed. A transfer
could be to any office in India. Transfer can be affected could be a
result of management decision – In which case the following policy
is followed. In the event of transfer being on request, the policy may
not be applicable.
1) Travel Fare: Third AC train fare for self and family
(Spouse & dependent children) for movement form
present location to transferred location.
2) Relocation / Transfer expenses: Rs. 1500/- to take care
of various sundry expenses related to shifting will be
reimbursed.
Employee Policy Hand Book 49
3) Transportation of luggage: GTZ (India) Ltd. Will
reimbursed the actual expenses incurred by you
towards the transportation to your belongings from the
current place of posting to the new place of posting
subject to the bill being attached with the claim. Before
selecting a transporter for packing, unpacking, loading,
unloading and transfer including insurance of all goods,
you need to send three quotations from a reputed
packer & movers to P&A department fro prior approval.
A list of all item to be transported should be attached as
annexure. You may then go ahead with the transport of
personal effects on the basis of the approved quote.
Five days leave will be granted as special leave to the
employee, for packing un packing and related matters.
4) Transportation of Vehicles: In the event where an
employee has to transfer his vehicles (Registered in
his / her name only) the same has to be done by the
employee and the amount will be reimbursed by the
company.
5) Request Transfer: Management may consider your
request for transfer, based on factors such as
availability of the vacancy, employees past records,
utility to company etc. No entitlement are applicable.
Request transfer are not a matter of right; these will be
solely at the discretion of the Management.
General Notes: Personnel department through the respective
Manager will issue a letter of Transfer. Before a request transfer is
affected, a fresh set of KRA’s will be given to the member at least
15 days in advance. The employee must submit the clearance /
transfer certificate (to be filed in by the new Reporting Head and
the present Reporting Head allowing transfer) prior to movement.
Employee Policy Hand Book 50
SALARY ADVANCES & LOAN
Main objective of staff advance is to provide a support to the
employees at their extreme emergency such as Marriage of self /
Sister/Son /daughter, Hospitalization of Self/ family members/
dependent parents / widow sister, Self education/ child education.
Eligibility:
All employees from Asstt. Officer to Manager Level Are covered
under this policy. The applicant should be confirm employee of GTZ
(India) Pvt. Ltd
Interest rate & processing fees:
Zero
Loan Amount
The loan amount will be Maximum ten (10) months basic salary.
Recovery of Loan
The loan amount to be recovered in 20 equal monthly Installment.
The EMI will be deducted from the salary of the employee in every
month.
Administrative Procedure:
COMPENSATION AND BENEFIT
Employee Policy Hand Book 51
Application in a prescribed format (Annexed) along with the
documentary proof of the loan requirement to Personnel
Dept.
Personnel Dept. Process the Application and send it to higher
authority for necessary approvals.
After getting the approval personnel dept will send it to
Finance dept for payment.
Employee will be required to sign a Promissory note to the
value of the loan sanction to him.
In the event of the employees separation from the Company,
the employee will repay the out standing loan amount with
interest against him, otherwise the due amount will be
adjusted with his full & final settlement.
TAX COMPLIANCES
You shall be expected to comply with tax, exchange control and
other legal requirements applicable, at all times. The company
reserves the right to deduct the Income Tax at source/other
statutory contributions as required by law on a monthly basis, from
your salary.
PROVIDENT FUND
The employees provident fund provides social security benefit to
you. The Provident fund maintained in GTZ is under the trustee
board. The company will contribute an amount equivalent to your
own contribution to the fund. PF interest rate is same as RPFC. End
of the financial year, individual will get the PF slip which will show
the your annual contribution, interest and total accumulated
amount up to date.
Employee Policy Hand Book 52
GRATUITY POLICY
Payable:
At the time of separation (Minimum 5 years of uninterrupted
Service)
Retirement date shall be finalized with consideration of date
of birth documents produced at the time of Joining.
In case of death or disablement, the gratuity is payable, even
if he has not completed 5 years of uninterrupted service.
Maximum amount Payable as Gratuity:
Max. Gratuity payable under the Act is Rs. 3,50,000/- (w.e.f. 24-9-
1997)
Calculation of Gratuity:
(Last drawn Basic Salary x No of years of service x 15) / 26
Contribution: As per the Payment of Gratuity Act 1972 (4.81 % of
Basic Salary)
Penalty:
Nonpayment of gratuity payable under the Act is punishable with
imprisonment up to 2 years (minimum 6 months) and/or fine up to
RS 20,000/-. Other contravention/offenses attract imprisonment up
to 1 year and/or fine up to RS 10,000.
Employee Policy Hand Book 53
This policy is applicable to all full time employees. In GTZ travel
policy divided in to 2 different policies.
a) Local Conveyance policy: This policy can be
implemented only if the travel travel is within the city
with a radius of 100 Kms and if the tour period is less
than 12 hours
b) b) Domestic Travel policy: This policy can be
implemented only if the travel is outside the city or is in
the outskirts and if the tour period is more than 12
hours.
LOCAL CONVEYANCE POLICY
If you have to travel for official purpose within the same city, you
are entitled to local conveyance reimbursement. No reimbursement
for routine travel from residence to place of work would be allowed.
For those employees deputed to a client site for a project, the client
site constitutes the place of work. In such cases visit from a client
site to the office will be eligible for as reimbursement as local travel.
The reimbursement shall be done based on the following guidelines:
I. Travel expenses may be reimbursed only where the purpose
of travel performed is only for the conduct of business of
GTZ(India) Pvt. Ltd.
II. It is the responsibility of each employee who seek
reimbursement for travel to ascertain that such claim is in
accordance with the rules and regulations will result in delay
of payment and may lead to total rejection of the claim.
TRAVEL POLICY
Employee Policy Hand Book 54
III. When two or more employees travel in a single private
conveyance, only one shall receive the reimbursement under
the following circumstances:
The vehicle on which the employee is traveling should
either be their own or if hired from any local travel
agent would receive the reimbursement.
If the employees are not using only of their own hired
vehicles and traveling by private mode of transport like
auto rickshaw or bus or any local train or sharing
services then one of them would receive the
reimbursement.
Traveling reimbursement claim must be submitted
within 20 working days to his Reporting Manager for
approval.
Reporting Manager’s are to plan the travel of all
employees under their authority to achieve maximum
economy and efficiency
Reporting Manager has the right to limit the amount of
reimbursements given for specific trips; however, the
reporting manager cannot limit the reimbursement
beyond the eligibility but would understand the level of
expenses and accordingly judge to provide the same.
The claim would be reimbursed only after receiving
authorization from the reporting manager.
In case of unavailability, reimbursement would be done
against cash. The reimbursement would be done as
decided by your reporting manager. The same will be
conveyed on the day of joining.
Eligibility for the local conveyance reimbursement is as follows:
Applicable to Mode of Travel Rate
Employee Policy Hand Book 55
(In Rs. Per KM) (In Rs. Per KM)
Dy. Manger & Above Car 8.50
Asstt. Manager & Below Personal Motor Cycle 6.50
Only in case of carrying
Heavy items
Taxi Actual
Note:
1. The policy is Not Applicable for those who have been given
Company Car
DOMESTIC TRAVEL POLICY
Objectives: The purpose of policy is to provide rules, guidelines,
and entitlements etc. for expenses incurred by employees while
traveling in India and to Nepal on Company’s business purpose and
for attending training programs. It covers domestic travel part of
overseas travel also.
Scope: The policy shall be applicable to all employees of GTZ
(India) Pvt. Ltd.
Date of Commencement: This guideline shall come in to force
with immediate effects.
Travel:
1. Irrespective of eligibility, employee should prefer to travel by
train where there are overnight trains available.
2. Any deviation from the entitlement must be clearly justified
and should be approved by the immediate superior as wee as
by the ED.
Employee Policy Hand Book 56
3. As far as possible, booking of air /Train travel should be made
through the company by filling up the prescribed forms.
(Forms attached in Annexure – 1)
4. Frequent traveler should by Air tickets through super saver
scheme/ Frequent flyer scheme.
5. As far as possible, employee should opt for late night flights /
train to get the befit of low fares offered by Airlines / Rail, and
to prevent the loss of whole working days. Employee should
also plan their trips in advance and opt for Apex fares.
6. Where the schedule train journey is more than 14 hours,
employees in work level Deputy Managers & Managers can
travel by Air with the prior approval of their superior not
below the General Manager level. (Emil approval is also
acceptable)
7. Employees must preserve bus / Train / Air tickets (If arrange
personally) which should be attached with the expenses
statement. For reimbursement of expenses of Air tickets,
claim should be supported by the counter foil jackets &
boarding pass. In case due to any reason, employee is not
able to retain the original tickets. Photocopy of the same duly
approved by the HOD has to be attached.
8. Where there is a fix limit of local conveyance (while on tour),
employee can additionally claim actual conveyance for
economic mode of transport for Residence / Hotel to Railway
Station / Airport / Bus stand and vice versa.
Travel Risk: Not more than 3 employee should generally travel
together in the same Aircraft / Train in same coach. Additionally, a
Managers should avoid being accompanied by more than three of
his direct reportees.
Employee Policy Hand Book 57
Lodging & Boarding:
1. Employees are required to stay in the approved Hotels. This is
to take advantage of concessional tariffs offered and to
ensure continued availability of such benefits. The rates are
negotiated /being negotiated with the various hotels and as
an when changes are made, the same would be include.
2. Employees are advice to suggest the adequacy of hotel and
make recommendation for inclusion of any specific hotel for
inclusion in the list of approved hotels.
3. Employees are advised to check whether the building is in line
with the negotiated rates.
4. Employees are requested also to indicate the hotels, which do
not accept the terms of the Company or Credit Card etc. for
appropriate corrective action.
5. The Hotel tariff may vary from time to time. Employees may
clime actual expenditure incurred provided they stay at the
specified hotels.
6. If the employee could not stay in the specified Hotels, he / she
may be permitted to stay at any other place of choise,
provided the employee does not exceed the daily entitlement
as listed as Annexure
7. A listing from the hotel and their official nature certified by
the concerned employee must substantiate official long
distance call.
8. Employees are advised, to extent, not to make STD calls from
hotels in view of its high cost.
9. Decisions pertaining to situations where employees are
traveling in Groups or traveling for the purpose of residential
training or on tour extending over two weeks are left to the
discretion of the respective approving authorities.
Employee Policy Hand Book 58
10. Where private taxies
have been engaged, employees are not to retain in the taxis
for overnight stays unless it is absolutely essential to retain
the Taxi.
11. Lodging includes actual
expenses for stay in hotels / guesthouse. Under no
circumstances cost of Liquor, tobacco, private STD calls or
any incidental expenses of personal nature shall be
reimbursed. The limit prescribed for lodging includes laundry
expenses but it exclusive of all applicable taxes.
Entertainment:
Based on business requirement reasonable expenses on liquor may
be permitted for employees in the GM & above levels with the prior
approval of ED. The name of the person entertained and his position
should be mentioned in the Travel Expenses Report.
1. Entertainment expenses should be kept to a minimum
depending on the business needs. To claim the
reimbursement over & above entitlement, guest
entertained must be identified (Name. Company,
Designation) in the travel expenses statement.
2. If a person leaves his station on official work and return to
his headquarters the same day, no amount on account of
lodging shall be reimbursed.
3. In case any meal (Breakfast/Lunch/Dinner) is free /
complimentary paid for as conference / seminar / hotel/
guest house cost, a prorata deduction at the rate of 1/3rd of
per diem allowances, per meal shall be made. It is
expected that in case of stay at hotels offering
complimentary foods this shall be declared in the travel
expenses statement.
Employee Policy Hand Book 59
4. For reimbursement of Taxi / Auto / Own Car fare, an
employee must submit full details (i.e date, travel point &
fare paid for every trip) of the journey undertaken as per
Traveling Statement form.
5. Reimbursement on account of Boarding shall be inclusive
of proterage and tips.
6. The employees stay at same outstation on official duties
for a period of more than 15 days, he / she will be entitled
to only 75% of the DA which will be inclusive of lodging &
Boarding, both. The claim will have to be supported by bills
and no reimbursement will be made in case bills are not
submitted. It is more than 30 days or more , he / she will
not be entitled to any DA but the individual cases may be
considered by the Management on its own merit as per the
discretion of the Management.
Own Arrangements:
1. If an employee (GM & Above) chooses not to avail of
hotel facilities while on tour and makes his / her own
lodging and boarding arrangements, he / she will be
entitled for lodging expenses without bills and actual
expenses incurred on food and reimbursement subject
to the Boarding limits out line Grade wise.
2. For better market coverage, cost effectiveness and in
view of practical problems faced by the employees,
Taxi/own car is also allowed for outstation travel with
prior approval of the appropriate authority. Journey
cycle in such cases will be worked out such that travel
by Taxi / own car is economically and business wise
more efficient than any other mode of travel.
3. If an employees is away on official work within a radius
of 60 km from his place of posting during meal interval
Employee Policy Hand Book 60
and the time span including journey period is more than
4 hours, he will be entitled to meal expenses only as per
the entitlement, subject to production of bills.
4. Employees traveling to Kathmandu will be entitled to
25% extra on lodging and boarding as applicable in their
Grade.
5. Employees traveling to Mumbai will be entitled to 15%
extra on lodging & boarding as applicable in their
Grade.
6. Employees traveling to any Hill station as per the list
will be entitled to 20% extra on lodging & boarding as
applicable in their Grade.
7. Employees traveling to any Bangalore will be entitled to
25% extra on lodging & boarding as applicable in their
Grade.
Claiming Travel Expenses:
1. The expenses on account of Traveling, duly approved
by the departmental heads should be submitted
within 7 days of the date of Return from journey on a
specified form. Time & date of commencement &
return of journey shall be clearly recorded on the
form.
2. The number of days shall be calculated by dividing
hours covered by the journey and if there is a
fraction of a day the calculation should be Made as
stated below:
14 – 23 hours One full day
06 – 14 hours Half day
If the fraction of the day is less than 6 hours, it
will be ignored.
Employee Policy Hand Book 61
3. Expenses claimed for purchase of Materials
/Stationary / PR expenses / photocopy cost should
not be permissible. These should be claimed
separately as per delegation for approving such
expenses / purchase.
4. Any deviation from this policy will have to be
highlighted by the Traveler in the travel expenses –
cum- voucher and should be specifically approved by
the bill passing authority with justification. Any
exception not highlighted by the traveler will be
automatically disallowed.
5. Any balance cash advance should be returned with
the expenses statement within 7 working days of
reporting to the HQ, failing which, the same will be
deducted from next month’s salary.
6. When an employee is visiting a place / other unit of
the company a reasonable amount of Travel Advance
can be withdrawn from the base office before going
on tours with prior approval of appropriate authority.
These advance shall be cleared within 3 working
days of return from the completion on Travel.
7. If any body use his / her personal credit card while on
tour, any service charges levied by the credit card
company arising out of delay in getting approvals will
have to be born by the employee.
8. Reimbursement on Travel shall be made strictly as
per the entitled class. In case of exceptional
circumstances where an employee is not able to
travel by the entitled class, and then with prior
approval of appropriate authority, he can travel by a
higher class, subject to ceiling of entitlement in next
Employee Policy Hand Book 62
Grade. However as a matter of organizational
discipline and including the right values, deviations
must be dissuaded.
Cancellation of Tickets:
1. In case of last minute alteration of Travel Plans, it is the
responsibility of the employee to cancel the tickets and
return them to the travel desk. However employees are
requested to carefully plan their plan their travel and avoid
such last minutes cancellation.
2. All the unused air / Train tickets should be surrendered to the
appropriate authorities and it is the responsibility of the
employee to ensure that the relevant refunds / credit notes
have been accrued to the company in time.
Classification of Cities
A Class
(Metros)
B Class (State Capital & Other Major
Cities)
C Class
(Other
Cities)
Delhi (NCR)
Mumbai
Chennai
Kolkata
Bangalore
Ahamedaba
d
Hyderbad
Kathmandu
Pune
Allhabad, Agra, Kanpur, Varanasi,
Jalandhar, Jammu, Ludhiana, Jodhpur,
Udaipur, Lucknow,Chandigarh, Gurgaon,
Jaipur
Other Than
A & B Class
cities.
Jamshedpur, Dhanbad, Cuttack
Indore, Jabalpur, Pune, Nagpur, Surat,
Vadodara, Raipur, Gwalior, Panjim
Vishakhapatnam, Maduri, Trichiapali,
Coimbatore, Cochin, Calicut, Mysore,
Mangalore, Pondicherry
Hill Station
East West South North
Employee Policy Hand Book 63
Darjeeling
Kalingpong
Gangtok
Entire North
Entire East
Thimpu
(Bhutan)
Maharashtra
Mahabaleswar
Lonawala
Khandala
Matheran
Madhya Pradesh
Panchmandi
Tirupati
Madikeri
(Mercara)
Munnar
Wynad
Ooty
Coodalur
Kodaikanal
Yercaud
Mount Abu, Nainital,
Mussouri
Kashmir (+Jammu proper)
Uttar Kashi, tehri Garwhal
Pauri Garwahal
Chamoli, Almora,
Pithoragarh, Dehradoon,
Laddakh all of Himachal
Pradesh
Entitlements:
Consolidated (Sr. GM to AGM)
Particulars
with Bill
City Sr. GM General
Manager
DGM AGM
Lodging A
B
C
Actual
Actual
Actual
5500
5000
3500
5000
4500
3500
4500
4000
3000
Boarding A Actual 1500 1300 1100
Employee Policy Hand Book 64
B
C
Actual
Actual
1300
1100
1100
900 900
700
Without Bills
A
B
C
2000 1700 1500 1200
Lodging
Boarding A
B
C
Actual Actual
1200
1000
800
1000
850
700
Same Day
Return
(Boarding
Only)
Actual Actual Up to Rs.
500/-
Up to Rs.
400/-
Travel Mode
(While on
Tours)
Air (Eco) Air (Eco) Train
(ACII)
Train
(AC II)
Conveyance
(While on
Tours)
A
B
C
Actual
(Bill to be
submitted)
Actual
(Bill to be
submitted)
Actual
(Bill to be
submitted)
Actual
(Bill to be submitted)
Local
Conveyance
Mode up to 60
KM
Own Car /
Esteem/Ikon
Own Car /
Esteem/Ikon
Own Car /
Indigo
Own Car /
Indica
Meal
Expenses
Actual Actual Actual Actual
Consolidated (Manager to Asstt. Manager)
Employee Policy Hand Book 65
Particulars with
Bill
City Manager Dy.
Manager
Asstt.
Manage
r
Lodging A
B
C
3500
3000
2000
3000
2500
1500
2500
2000
1000
Boarding A
B
C
900
800
650
700
600
450
500
400
300
Without Bills
A
B
C
950 900 800
Lodging
Boarding A
B
C
800
750
600
650
550
450
500
450
400
Same Day Return
(Boarding Only) 350 200 250
Travel Mode
(While on Tours)
Train (AC II) Train
(ACIII)
Train
(AC III)
Conveyance
(While on Tours)
A
B
C
650
500
450
550
450
350
500
400
300
Local
Conveyance
Mode up to 60
KM **
Own Car /
Taxi
Own Car / Taxi
Auto / Local Bus
Meal Expenses
(Local)
200 175 150
Employee Policy Hand Book 66
** Not applicable for sales employee
Consolidated (Executive to Asstt. Officer)
Particulars with
Bill
City Executive Officer Asstt.
Officer
Lodging A
B
C
1750
1400
1200
1500
1200
1000
1200
100
900
Boarding A
B
C
450
350
300
375
300
275
325
250
225
Without Bills
A
B
C
650 450 350
Lodging
Boarding A
B
C
225 200 175
Same Day Return
(Boarding Only) 225 200 180
Travel Mode
(While on Tours)
Train (AC
III)
Train
(Sleeper
Class)/ Bus
Train
(Sleeper
Class)/ Bus
Conveyance
(While on Tours)
A
B
C
450
400
350
400
350
300
250
200
150
Local Conveyance
Mode up to 60 KM
**
Auto / Local Bus
Auto / Local Bus
Auto / Local Bus
Meal Expenses
(Local)
125 125 100
Employee Policy Hand Book 67
In case of two or more employees are accompanying each other on
tour and are required to stay in a hotel, they should share a Room.
Similarly, in such cases, only one person should claim the common
expenses. While submitting the Travel Expense Report, employee
should give reference to the second person’s expense report. In that
case second person will be allowed to claim only food allowance
maximum up to eligibility. Employees in grade AVP and above may
occupy separate room, if required.
Combining leave with tour is allowed, as an exception, with prior
approval of the Project/Department Head.
If an employee exceeds his entitlement as per the Travel rules on a tour, the
exceptions have to be approved by the Director, failing which deductions will be
made from salary.
REIMBURSABLE EXPENSES
Reimbursable expenses include
but are not limited to the
following:
Baggage handling and storage
expenses
Parking and tolls
Business office expenses (copy
services, postage, etc.)
Business-related phone calls and
faxes
Conference fees
Costs of obtaining required visas
and passports
Currency conversion fees
Overseas Travel Insurance
NON-REIMBURSABLE EXPENSES
Non-reimbursable expenses
include but are not limited to the
following:
Clothing or toiletry items
Commuting between home and
office
Magazines, newspapers,
personal reading materials
Personal entertainment
(including Cost of Alcohol, Liquor,
Cigarette etc.)
Charge incurred for failure to
cancel hotel / train / air
reservation
Employee Policy Hand Book 68
POLICY ON LEAVE TRAVEL ALLOWANCES (LTA)
Eligibility:
All Employees (Except Trainees)
Entitlement:
As mentioned in the respective compensation sheet
General Rule:
The LTA amount will cover travel for the employees, Employee’s spouse, Dependent Children and dependent parents.
Procedure:
Dully filled application form (Annexed Herewith) approved by
the HOD should be to the Personnel Department.
The Personnel Dept. will process the Application and inform
the applicant about the sanction of the LTA.
Any body can take the LTA in advance but it should not
exceed 50% of the total dues.
LTA granted to an employee would be recoverable if the
employee postpones / cancel his / her Earned Leave for any
reason.
An employee joining / resigning from the service of the
Company during the financial year will be eligible for LTC on
pro-rata basis.
Leave:
To avail the LTA, an employee has to avail Earned Leave
Employee Policy Hand Book 69
----- For a minimum period of three days.
Promotion:
On promotion, employee will be entitled to LTA based on his
revised grade on pro rata basis depending on the month of
promotion in the financial year.
Carry Forward of LTA:
An employee can carry forward the LTC due to him in year 1
to year 2. No carry forward beyond year 2 would be
permissible. Exemption is allowed twice in the block of four
years.
An employee who is eligible for LTA but not wish to go on LTA,
may avail the financial benefits by raising a request to
Personnel Dept. through his / her manager to this effects so
that the accumulated amount under his / her entitlement
under LTA is released a Taxable Salary.
Tax will be applicable in the year the employee avails of LTC,
as per Income Tax Laws.
Separation:
In the event of separation from the company, an employee’s
LTC account will be settled on a pro –rata basis.
Tax Implication:
Any tax liability on account of LTC will be borne by the
employee.
TELEPHONE /CELL PHONE REIMBURSEMENT POLICY
Eligibility:
All Employees (Except Trainees)
Employee Policy Hand Book 70
Entitlement:
As mentioned in the respective compensation sheet.
General Rule:
Employee has to Apply for reimbursement through the
prescribed form. (Annexed)
Employee will submit the forms along with bills to Personnel
dept.
P&A dept. will process the application and forward it to
finance dept. for payment.
The Telephone / cell phone expenses reimbursement amount
will cover the Rental & call charges for Land line telephone,
cell phone and cash cards subject to ceiling, for the
employees, Employee’s spouse, Dependent Children and
dependent parents.
For claiming reimbursement, landline(S) should be at
residence address as per company records.
For claiming reimbursement, cell phone connection should be
in the name of the employee or family members as mentioned
above.
The entitlements are all inclusive of reimbursement of calls
(local / STD).
The policy is not applicable for those who have been given
company provided landline telephone or cell phone.
In case where the balance remains and the employee do not
submit the bills, the amount will be paid as part of April Salary
after deduction of necessary Tax.
POLICY ON MEDICAL EXPENSES REIMBURSEMENT
Employee Policy Hand Book 71
Eligibility:
All Employees (Except Trainees)
Entitlement:
As mentioned in the respective compensation sheet
General Rule:
The medical expenses reimbursement amount will cover Doctor’s fees/ medicine cost/ pathological examination charges / hospitalization charges for the employees, Employee’s spouse, Dependent Children and dependent parents.
Procedure:
Dully filled application form (Annexed Herewith) approved by
the HOD should be sent to the Personnel Department.
The Personnel Dept. will process the Application and inform
the applicant about the sanction of the medical expenses
reimbursement.
An employee joining / resigning from the service of the
Company during the financial year will be eligible for MEDICAL
EXPENSES REIMBURSEMENT on pro-rata basis.
Promotion:
On promotion, employee will be entitled to MEDICAL
EXPENSES REIMBURSEMENT based on his revised grade on
pro rata basis depending on the month of promotion in the
financial year.
Separation:
In the event of separation from the company, an employee’s
MEDICAL EXPENSES REIMBURSEMENT account will be settled
on a pro –rata basis.
Employee Policy Hand Book 72
Tax Implication:
Any tax liability on account of MEDICAL EXPENSES
REIMBURSEMENT will be borne by the employee.
RETIRENENT
The normal retirement age is 60 years. As per the requirements of
the company, retirement age of any employee can be extended and
the same needs to be accepted by the employee
RESIGNATION
If you wish to leave the services of the company after the
completion of the Minimum Commitment Period (MCP) given in the
Service Agreement at the time of joining, you will have to submit a
resignation letter giving 1 month’s notice.
Your resignation letter will have to be handed over to your reporting
manager and a copy of the same
forwarded to the P&A Department. Once an employee resigns,
he/she will not be covered under any ongoing review.
Upon separation from the company, you are required to return all
property, equipment, materials, records and documents that have
been borrowed from the company. You should also obtain clearance
of all outstanding dues (NDC) to/from the company.
SEPERATION POLICY
Employee Policy Hand Book 73
ACCEPTANCE OF RESIGNATION
Reporting Manager or Regional Manager can grant acceptance of a
resignation. This is to be done after the Reporting Manager has had
a meeting with the employee who wishes to resign. No
commitments will be made orally to an employee who has resigned.
A note must accompany the letter of resignation from the Reporting
Manager elaborating the reasons for the resignation and the date of
relieving. Resignations are accepted taking into consideration the
replacement plans for the position and planned for an effective
handover.
NOTICE PERIOD
All employees irrespective of rank are bound to give 1 month’s
working notice. This overrules anything to the contrary said in your
Offer, and Appointment letter etc. Leave cannot be taken /granted
when an associate is serving the notice period. The notice period for
Trainee’s/Interns is also 1 month.
The notice period starts from the day the written resignation is
accepted by the immediate Reporting Manager/ Regional Manager.
For this reason, the heads are requested to inform P&A as soon as
the first intimation is received.
WAIVING OF NOTICE PERIOD
In certain cases, the notice period agreement term can be waived.
This decision can be taken by the Reporting Manager if and only if
he obtains written endorsement from the General Manager /
Director with a copy to P&A.
This decision is at the discretion of management.
Comparisons/precedence’s may neither be quoted, nor will be
Employee Policy Hand Book 74
entertained. In event employee has failed to complete the working
notice period, the Company will view it very seriously and reserves
the right to seek any legal measures.
CLEARANCE PROCEDURE
A resignation acceptance / acknowledgement letter shall be sent to
the employee from the Reporting Manager along with the necessary
No Dues Certificate for obtaining clearance from relevant
Departments.
The latest form can be received from HR. Obtaining the necessary
clearances from all departments is the employee’s responsibility.
Employee should begin this procedure about 3 days in advance to
his last date in the organization and send it to P&A for generation of
relieving documents.
If you are in possession of Company assets, (for example Cell
phone/Laptop/Corporate Credit Card/ Data Cards) full & final
settlement will be initiated only after you hand them back in perfect
condition to the Company, along with the duly filled “No Dues
Certificate”.
EXIT INTERVIEW
An exit interview will be conducted by P&A before the employee
leaves the company. The exit interview will provide us with
information on the continuation or cessation of your benefits.
It will also provide the company with information, which may form
the basis for improving the work
Employee Policy Hand Book 75
environment. Except in cases of business necessity, the anonymity
of the source of information obtained during an exit interview will
remain strictly confidential.
FULL & FINAL SETTLEMENTS OF INDIVIDUAL ACCOUNTS
Full & Final settlements will be done only through cheque from Head
Office. The full and final settlements will be done within 30 working
days of the employee leaving the organization.
However, the Provident Fund process will take longer up to 4
months. In full and final settlements any dues payable by the
employee to the employer by way of advances taken, notice period
compensation amount, non-serving of Minimum Commitment
period, any training fee incurred during the past 6 months of
leaving etc will be deducted and if any amount payable / receivable
to / from employee has to settled and only then the F & F Cheque
will be settled.
PF dues accrued will be transferred to future employer on
submission of specific Forms to P&A, or you can withdraw the whole
amount from where it will be processed.
In case the employee is not taking up any employment, an
application is to be submitted in the prescribed Form 19 for
settlement/ withdrawal of PF Account.
TERMINATION
In the event when the management decides to terminate the
services of an employee, the company will pay notice salary to the
employee based on his status with the company.
Trainee/Probation - 1 Month’s Pay
Employee Policy Hand Book 76
Others - 1 Month’s Pay
PURPOSE
The purpose of this policy is to inform all employees that they are to
project a clean and professional personal appearance.
GTZ (India) Pvt. Ltd. recognizes application of this policy may be
necessary for customer contact, nature of work and other safety
issues.
SCOPE
Employees are expected to maintain high standards of personal
cleanliness and to present a neat, professional appearance at all
times.
PROFESSIONAL APPERANCE POLICY
Employee Policy Hand Book 77
This policy is intended to define appropriate “business attire” during
normal business operations and “casual attire” on weekends.
COVERAGE
Applicable to all the employees of GTZ (India) Pvt. Ltd
DRESS CODE
GTZ(INDIA) Pvt. Ltd. has adopted a “business formals” dress code.
“Smart casuals” will be allowed on Saturdays (for Sales & HO) and
on Sunday (Manufacturing Facility) and in case an employee is
required to work on a weekly / public holiday. Employees belonging
to the direct force team should exercise discretion and caution
keeping in mind with all appointments with company customers,
clients, suppliers and vendors. Female employees are allowed to
wear Sarees / Churidars/Punjabi Suits etc.
It is mandatory to wear shoes on all days and also to ensure that a
collar less T-shirt is not allowed on weekends as part of casual wear.
Employees irrespective of gender should ensure that they dressed
in a decent wear to appear professional to internal as well as
external customers.
The Company maintains a business casual working environment. All
employees should use discretion in wearing attire that is
appropriate for the office and customer interaction. Work attire
should compliment an environment that reflects an efficient, orderly
and professionally operated organization.
The Company reserves the right to continue, extend, revise or
revoke this policy at its discretion.
Employee Policy Hand Book 78
In the manufacturing facility workmen are required to wear
company provided uniform and safety PPEs at the time of work
throughout the week.
ENFORCEMENT
Managers and supervisors are responsible for monitoring and
enforcing this policy. The policy will be administered according to
the following action steps:
1. If questionable attire is worn in the office, the respective
manager will hold a personal, private discussion with the employee
to advice and counsel the employee regarding the
inappropriateness of the attire.
2. If an obvious policy violation occurs, the manager will hold a
private discussion with the employee and ask the employee to go
home and change his/her attire immediately.
3. Repeated policy violations will result in disciplinary action, up to
and including termination.
REMEMBER HOW WE LOOK IS HOW OUTSIDERS WILL PERCEIVE
ABOUT GTZ(INDAI) LTD.
PURPOSE
GTZ (India) Pvt. Ltd. is committed to the highest standards of
business ethics and personal integrity. As a staff member of GTZ
(India) Pvt. Ltd, each one of us play an important role in influencing
our image through conduct and dealings with others. Therefore it is
DICIPLINARY CODE
Employee Policy Hand Book 79
very much necessary for everyone to understand and implement
this policy.
SCOPE
Accordingly, it is important that all of us are aware of our
responsibility towards the company and also towards our fellow
colleagues. This policy will help to create a professional
environment in the company.
COVERAGE
This policy is applicable to all the GTZ (India) Pvt. Ltd which include
employees from F1 to F5 and Management.
VIOLATION OF COMPANY POLICY
It is important that all our employees conduct themselves in a
professional, mature and responsible manner. If behavior continues
to fall below expectations after informal and/or formal counseling,
then termination of employee may result. GTZ (India) Pvt. Ltd may
also immediately terminate the employment of an employee
without progressive discipline if it deemed necessary in the
judgment of management, including but not limited to the following:
Engaging in fraud, embezzlement, defalcations, or
other dishonest practices
Records Falsification
Company policies and/or laws Violated.
Threatening, intimidating or insubordinate behavior or
physical violence.
Employee Policy Hand Book 80
Removing or destroying company records or property,
releasing confidential or proprietary information
without appropriate approval.
Within company premises influence of or use,
possession, or sale of intoxicating substance or illegal
drugs in Company premises.
Within company premises possessing weapons or
firearms or gambling.
Engaging in other acts, this would be contrary to the
best interest of the Company.
Improper use of Company equipment and systems.
Violations of government laws and regulations of our
Industry type.
Breach of Customer and/ or Company confidentiality.
Conduct similar to but not limited to the following may result in
disciplinary proceedings up to and including termination:
Gambling/ consuming alcohol on company premises.
Sexual Harassment.
Dishonesty.
Taking drugs / smoking marijuana (any harmful
intoxicating substances) in the premises or coming in to
work under the influence of substances
Theft
Failure to meet performance goals
Excessive absenteeism
Violation of safety rules
Excessive tardiness
Inappropriate dress
Unauthorized absence
Excessive unauthorized personal phone calls
Employee Policy Hand Book 81
Unkempt work area
Profanity in the work place
Discrimination based on caste, creed, colour, religion etc.
Termination decisions will be made in consideration of all the facts
in consultation with HR and all such incidents will be placed in the
employee’s personnel file.
INDIVIDUAL RESPONSIBILITY
All Employees are responsible for performing at a level that is
consistent with expectations and adhering to the work
rules/procedures, and complying with all laws. If an employee is
unclear about any of these procedures, it is the employee’s
responsibility to consult a manager/process owner or HR. An
employee noticing any behavior inconsistent with expectations or
the needs of the organization must bring it to the attention of the
appropriate person (i.e., individual team, Manager, HR)
CONFLICT OF INTEREST
Due to the demands and the competitive nature of the business, we
have a special concern with regard to potential conflict of interest
that arises out of additional employment. The company expects you
to devote your full working time and best efforts to our situation.
You should also avoid any situation where your personal interests
conflict or appear to conflict with the interest of the company.
CONFIDENTIAL & PROPRIETARY INFORMATION
Employee Policy Hand Book 82
To ensure the security of confidential information, you are
requested to ensure that your desk is cleared of al business related
material after office hours. You should not at any time, during your
employment or after the termination of your services with the
company, disclose to any party any information relating to the
practices, business dealings or affairs of the company, including the
terms of your employment.
No staff member should make use of any official information,
position or name of the company to directly or directly further
his/her private interests.
USE OF COMPANY’S LOGOS, TRADEMARKS & STATIONERY
We seek your cooperation in protecting the company’s interest by
ensuring that GTZ (India) Pvt. Ltd Group logos are used only with
the formal consent of the company. The company’s letterheads,
business cards and other stationery are to be used only by GTZ
(India) Pvt. Ltd Group staff and only for officially sanctioned
business correspondence.
COMPANY’S ASSETS/SERVICES
You are accountable for all assets/services allocated to you. The
following set of guidelines will govern the usage of various assets:
LAPTOP
This facility may be available to some employees. This is not an
entitlement and is dependent on the nature of the job assigned by
the management. In case of loss of laptop, you are expected to
register FIR with the police; complete the necessary insurance
Employee Policy Hand Book 83
formalities and follow-up on the same. A copy of the FIR should be
handed over to the HR Department. In such case, where the cost of
the laptop is more than the cost of the insurance receivable, the
difference amount will be deducted from the employee’s salary. If
the allotted laptop is damaged and the circumstances/sequence of
events displays malafide intentions, the cost of the
damage/replacement may be recovered from the employee’s
salary.
You are expected to return the laptop in good condition on
cessation of your service. The company reserves the right to make
deductions from your salary for any damages based on the
evaluation rate determined by the Finance Department.
Software
You are restricted from loading and utilizing pirated/unlicensed
software on the laptops.
SMOKING IN THE OFFICE
In response to the preference of our staff and with regard to health
concerns, our office premises are designated as Non-smoking areas.
We seek your cooperation in refraining from smoking in any of our
offices.
RECEIPT AND GIVING OF GIFTS
Employee Policy Hand Book 84
The receipt of any inappropriate gifts or excessive entertainment
from any company with which GTZ (India) Pvt. Ltd Group has (or will
have) business dealings are against the business principles and
prohibited.
DISCIPLINARY PROCEDURE
In the event of misconduct by an employee and/or other such
circumstances, the Management can decide on suitable disciplinary
action up to and including termination of employment. As a result,
we have developed a system referred to as the “Disciplinary
System”, which enables us to deal effectively and consistently with
these issues in a fair and just manner, as they may arise. The policy
has been established so that you understand what course of action
may be taken to assist you if your job related performance/
behavior falls below Management expectations.
The following is intended to be a guideline and is not intended to be
all-inclusive, as circumstances and incidents vary. This guideline is
not intended to limit the right of GTZ (India) Pvt. Ltd Group to
discipline or terminate employees at any time, at its sole discretion.
GTZ (India) Pvt. Ltd Group reserves the right to change or modify
the terms set forth below at its discretion and without prior notice to
the employee. This policy is not intended to, and does not
constitute a contract of employment. Employment with GTZ (India)
Pvt. Ltd is on an “at will” basis. GTZ (India) Pvt. Ltd Group may
terminate an employee’s services with, or without cause at any
time.
DISCIPLINARY SITUATIONS
Employee Policy Hand Book 85
Situations requiring some form of disciplinary action shall be
classified as:
• Job performance far below required standards as outlined
in the Key Result Areas (KRA).
• Attendance Punctuality or Working Hours
• Violation of a company policy (i.e., gross misconduct,
abysmal failure to adhere to schedule, inappropriate
behavior in the workplace, inordinate/frequent
absenteeism, falsification/suppression of records,
insubordination, theft, fraud and the like.
When a disciplinary situation exists, Managers must take prompt
action that is fair and consistent and takes into account the
performance history of the employee.
The leave system is designed to provide sufficient time off during
the year to cover contingencies such as sickness or for planning
holidays. In the event that you are forced to be absent or late due
to illness, accident or any other personal reasons or circumstances
an employee must notify the reporting Manager no later than 3
hours before the scheduled shift starting time.
A Manager may request verification of absence. Failure to provide
proper notification, verification of updates may result in disciplinary
action including termination of employment. An unreported,
unplanned absence from work for more than 2 days is considered a
serious offence and can invoke disciplinary action.
STANDARDS OF CONDUCT
Employee Policy Hand Book 86
The work rules and standards of conduct for GTZ(INDIA) PVT. LTD.
are important, and the Company regards them seriously.
All employees are urged to become familiar with these rules and
standards. In addition, employees are expected to follow the rules
and standards faithfully in doing their own jobs and conducting the
Company’s business.
Please note that any employee who deviates from these rules and
standards will be subject to corrective action, up to and including
termination of employment
CORRECTIVE ACTION
GTZ(INDIA) PVT. LTD holds each of its employees to certain work
rules and standards of conduct. When an employee deviates from
these rules and standards, GTZ(INDIA) PVT. LTD expects the
employee’s reporting manager to take corrective action.
Corrective action at GTZ(INDIA) PVT. LTD is progressive. That is,
the action taken in response to a rule infraction or violation of
standards typically follows a pattern increasing in seriousness until
the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral warning, a
written warning, probation, and finally termination of employment.
In deciding which initial corrective action would be appropriate, a
supervisor will consider the seriousness of the infraction, the
circumstances surrounding the matter, and the employee’s previous
record. Though committed to a progressive approach to corrective
action, GTZ(INDIA) PVT. LTD considers certain rule infractions and
violations of standards as grounds for immediate termination of
employment.
Employee Policy Hand Book 87
These include but are not limited to: theft in any form,
insubordinate behavior, vandalism or destruction of company
property, being on company property during non-business hours,
the use of company equipment and/or company vehicles without
prior authorization by Administration Staff, untruthfulness about
personal work history, skills, or training, divulging Company
business practices, and misrepresentations of GTZ(INDIA) PVT. LTD
to a customer, a prospective customer, the general public, or an
employee.
While not intended to list all the forms of behavior that are
considered unacceptable in the workplace, the following are
examples of rule infractions or misconduct that may result in
disciplinary action, including termination of employment:
• Sexual or other unlawful or unwelcome harassment
• Theft or inappropriate removal or possession of
property;
• Falsification of timekeeping records;
• Unauthorized disclosure of business “secrets” or
confidential information;
• Violation of personnel policies; and
• Unauthorized use of telephones, or other company-
owned equipment;
• Smoking in the workplace;
• Possession, distribution, sale, transfer, or use of alcohol
or illegal drugs in the workplace;
This instruction shall be administered as follows:
1st Unscheduled Absenteeism
2nd Unscheduled Absenteeism
Employee Policy Hand Book 88
3rd Unscheduled Absenteeism
Initial Warning by Reporting Manager/HR, Verbal or written
Second Warning – written by HR
Review to terminate employment
Failure to follow this instruction will result in disciplinary action up to
and including termination of employment. Disciplinary action, up to
and including termination of employment, may be administered
depending on following:
• Nature of absences, number of incidents and absence
patterns (how often, on which days, monthly/yearly
number of absences)
• Length of service.
• Previous informal counseling, adherence to action plans
and previous allowances given to the employee.
• Employee initiative to address and correct absence
patterns.
• Overall performance and any additional formal/ informal
counseling.
ASSOCIATE GRIEVANCE PROCEDURE
GTZ (India) Pvt. Ltd. seeks to foster a quality work environment for
all its associates and encourages a high level of individual and team
contribution in support of business goals. Inevitably, however from,
time to time you may have some questions, concerns or problems.
If you encounter such difficulties, you are encouraged to discuss
them with your immediate manager. If for, some reason, this is not
feasible or appropriate, the issue(s) should be raised with Human
Resources at the below mentioned mail ID.
Employee Policy Hand Book 89
Grievances may be real or imagined, but in either case, it is
essential that the grievance is brought to light, discussed and the
matter resolved to the satisfaction of all concerned. Failure to do so
will only result in the grievance becoming a worsening source of
conflict and eventually ending in a far more serious problem.
GTZ (INDIA) PVT. LTD. regards it important that all it’s employees
will have sufficient knowledge of such procedure and easy access to
it. To this effect GTZ(INDIA) PVT. LTD has formulated a grievance
procedure, which has as its main objective the speedy resolution of
shop floor grievances and thereby eliminating possible and
unnecessary causes of conflict.
Objectives
a) The Grievance Procedure is aimed at resolving work related
grievances within GTZ(INDIA) PVT. LTD as fairly and as swiftly as
possible. Grievances are feelings of injustice or dissatisfaction
affecting an employee.
b) This Procedure is not used for appeals against disciplinary action.
Such are to be carried out in accordance with Disciplinary and
Appeal Procedure and Code.
c) This Procedure is neither used for the resolution of collective
grievances related
to wages or salaries as these form part of the collective bargaining
system.
d) Employees may lodge grievances without fear of victimization.
e) Grievances should be resolved at the lowest possible level within
GTZ (INDIA) PVT. LTD.
Employee Policy Hand Book 90
f) Employees lodging grievances have the right to be represented
by fellow employee of his/her choice.
g) Records will be kept of all statements and decisions.
h) Any Union member acting as a witness has the right to be
accompanied by a representative of his/her choice.
Procedure and Guideline
The Grievance Procedure will be implemented as follows:
Step 1 - Immediate Superior
In step 1
the employee must discuss his grievance with his immediate
superior or the latter’s superior in the event of a grievance against
an immediate superior.
2. The superior must endeavor to solve the problem within two (2)
working days and inform the employee.
3. Should the employee not be satisfied with the outcome, he may
proceed to Step 2.
Step 2 - Department Manager
1. The employee completes a grievance form with all relevant
details. (See Appendix 9).
He may be assisted by the Human Resources Officer in completing
the form. The form is
handed to the Department Manager.
2. The Department Manager shall endeavor to solve the problem
within two (2) working days and inform the employee.
3. Should the employee not be satisfied with the outcome, he may
proceed to step 3.
Step 3 - Grievance Hearing
1. The matter is referred to the Chief Executive Officer by handing
him the grievance form
Employee Policy Hand Book 91
together with any other further relevant written information.
2. The CEO shall convene a grievance hearing and attempt to
resolve the matter within a
period of ten (10) working days. His decision shall be final.
Procedure to be followed by a Group of Employees
If a grievance to be raised affects not one employee, but a group
then a spokesman for the
Group, accompanied (if he so wishes) by a delegation of not more
than ten (10) of the
employees concerned, should proceed with Step 2 as for an
individual grievance.
Introduction
GTZ (INDIA) PVT. LTD shall take all such steps as prescribed by the
Regulations made under the Labour Act, in order to ensure the
health, safety and welfare of all the employees in the employment
of GTZ (India)Pv. Ltd.
Objectives
a) To prevent all downgrading incidents, which could result in
personal injuries, fire, property damage and waste, and to create
and maintain a safe and healthy working environment for all our
employees;
b) To promote and maintain the highest possible degree of mental
and social well being of all our employees;
c) To promote and maintain good working conditions so as to
safeguard our employees against injuries and occupational health
HEALTH & SAFETY POLICY
Employee Policy Hand Book 92
and safety hazards, and to conduct our operations with due
consideration to the protection of the environment;
d) To train employees at the workplace so that they are well
equipped to participate fully in the identification, reporting and
management of unsafe acts and conditions;
e) To strive for maximum employee participation in creating a
healthy and safe working environment at all hierarchical levels
through effective communication.
Management shall:
a) At all times provide the correct attitude for safety consciousness
and leadership;
b) Supply materials, tools and all requirements for safe practices
and operations, within reasonable limits;
c) Encourage all employees at all levels within GTZ (INDIA) PVT. LTD
to make suggestions for the improvement of health and safety,
through the appropriate managers, and supervisors.
d) Publicise, praise and criticise safety practices and initiatives
wherever warranted.
First Aid
GTZ (India)Pvt. Ltd. will provide a first aid kid and ensure that at
least two staff members are trained on how to use the aid
adequate.
Visitors
All visitors should report to the reception
Smoking
Smoking shall not be allowed inside the building. All employees are
urged to make sure that their visitors adhere to this.
Emergencies
In the event of an emergency, e.g. fire:
Employee Policy Hand Book 93
Raise the alarm
Inform the relevant authority e.g. in the case of fire, inform
the Fire Brigade or the
Police explaining what kind of fire it is;
Disconnect all machinery and close all the windows;
Evacuate the building. DO NOT LEAP OUT OF THE WINDOWS;
AND If the situation is life threatening;
Raise the alarm;
Evacuate the building immediately. DO NOT STOP TO CLEAR
YOUR DESK OR
Employee Policy Hand Book 94
•
• Organizational User IDs, websites and e-mail accounts may
only be used for organizationally sanctioned
Communications
• Use of Internet/intranet/e-mail/instant messaging may be
subject to monitoring for reasons of security and network
management and users may have their usage of these
resources subjected to limitations by the Organization.
• Users may not visit Internet sites that contain obscene,
hateful or other objectionable material, shall not attempt to
bypass Organizational surf control technology and shall not
make or post indecent remarks, proposals or materials on
the Internet.
• Users shall not solicit e-mails that are unrelated to
business activity or which are for personal gain, shall not
send or receive any material which is obscene or
defamatory or which is intended to annoy, harass or
intimidate another person and shall not present personal
opinions as those of the company and the use of
organizational e-mail facilities.
• Users may not upload, download or otherwise transmit
commercial software or any copyrighted materials
belonging to the company or any third parties, may not
reveal or publicize confidential information, and will not
send confidential e-mails without the level of protection
required.
• Users may not download software from the Internet or
execute or accept any software programs or other code on
DO S & DON’T S
Employee Policy Hand Book 95
the Internet unless it is in accordance with the
Organization’s policies and procedures.
• Users are not supposed to download bandwidth intensive
content such as streaming video and MP3 music files,
sharing digital photographs, etc.
• GTZ (India)Pvt. Ltd. Group Pvt. Ltd. reserves the right to
audit networks and systems on a periodic basis to ensure
compliance with this policy
• Keep passwords secure and do not share accounts.
Authorized users are responsible for security of their
passwords and accounts. System-level passwords should
be changed every 42 days.
• All PC’s, laptops, and workstations should be secured with
a password-protected screensaver with the automatic
activation feature set at ten minutes or less, or by logging
off when the host will be unattended.
• Because information contained on portable computers is
especially vulnerable, special care should be exercised.
Protect laptop’s security.
• Postings by employees from a GTZ (India)Pvt. Ltd.
Enterprise Solutions Ltd. e-mail address to newsgroups
should contain a disclaimer string that the opinion
expressed are strictly their own and not necessarily those
of GTZ (India)Pvt. Ltd. Group, unless posting is made in the
course of business duties.
• All hosts used by the employee that are connected to the
GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd.
• Internet/intranet/extranet, whether owned by the
employee or GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd.,
shall be continually executing approved virus-scanning
Employee Policy Hand Book 96
software with a current virus database, unless overridden
by departmental or group policy.
• Employees must use extreme caution when opening e-mail
attachments received from unknown senders; these may
contain viruses, e-mail bombs, or Trojan horse code.
• Any form of harassment via e-mail, telephone, or paging,
either through language, frequency, or size of messages is
not allowed
• Unauthorized use or forging of e-mail header information is
not acceptable
• Escalate any incident or suspicious activity to Information
Security Cell.
• Delete any message that refers to groups or organizations
that you are not a part of GTZ (India)Pvt. Ltd.
• Create a password for your files in order to protect file
sharing activities.
• Regularly update Operating System, web browser, and
other major software, using the manufacturers' update
features, preferably using the auto update functionality.
(Consult System Administrator for this activity)
• Save attachments to disk before opening them. Symantec
Antivirus 'Auto-Protect' will automatically scan your
attachments if you save them to disk.
• Don't write down your password. Especially on a Post-It
note stuck to your computer! Or don’t give out your
password to anyone, whether you know them or not. &
Don't select the "Remember My Password" option. Many
applications do not store them securely.
Employee Policy Hand Book 97
• Don't purchase anything promoted in a SPAM message.
Even if the offer isn't a scam, you are only helping to
finance and encourage SPAM.
• Don't reply to SPAM or click on its "unsubscribe" link. That
only informs the sender that your e-mail address is valid.
• Don't create common passwords such as your name, credit
card number, debit card PIN number, etc.
• Don't leave your laptop unattended, even for a few
minutes.
• Don't reply to e-mail(s) requesting financial or personal
information.
• Don't install or use pirated copies of software.
• Don't install P2P file sharing programs which can increase
the vulnerability of your system.
• Don't set your e-mail program to "auto-open" attachments.
• Don't run any internet servers. Running web, mail, ftp (etc)
servers from your desktop leaves your data vulnerable
Employee Policy Hand Book 98
Frequently Asked
Questions?
Employee Policy Hand Book 99
What are the WORKING HOURS?
The working hours of Khariberia Plant is as follows:
06-00 Am – 02-00 PM A Shift
02-00 Pm – 10-00 PM B Shift
09-30 Am – 06-00 PM G Shift
The Working Hours of HO is as follows:
10-00 AM – 06-00 PM G Shift
with no flexi timings and lunch break of half an hour as per the
Rules.
What are the WORKING DAYS
For Khariberia plant
Wedness Day to Monday Full working Day
Tuesday off
For Head Office
Employee Policy Hand Book 100
Monday to Friday Full Working Days
Saturday: Half Working Days
Sun Day Off
It is once again reiterated that the office timings, as mentioned
above, are sacrosanct and we expect all to adhere to the same
without exception. However to provide for emergencies, grace
period of 15 minutes beyond the schedule duty hours is allowed for
a maximum period of 5 days in a month. Any late coming beyond
this limit will entail deduction of half day leave for such late coming.
How will I get my identity card / attendance card?
After completion of joining formalities and receipt of
Appointment letter, your employment code number will be
generated. After that the same day of joining you will get the
attendance punch card. For any queries contact the concern
person of Personnel & Administration department.
Who should I contact for information on payroll, salary A/cs
and other related queries.
Information regarding payroll can be addressed to the Personnel
& Administration department at your base location or the
concern of the HO.
What is the system of attendance tracking:
Your attendance is tracked by the Punch Card Attendance system.
You are expected to punch your attendance cards as you enter and
leave the premises. You need to start doing the same from the
working day next to the day of receipt of your employee code and
Employee Policy Hand Book 101
access card. Attendance period for any month is the 26th Day to
25th Day.
In case of emergencies or meeting out side the premises, if any
employee comes late, he should informed the Department Head
and has to submit the approved OD forms to P&A department.
What is the system of expenses reimbursement of
employees visiting other units / offices.
Employee traveling should carry sufficient cash for expenses with
them as no cash will be given by the visited Unit / Zone/Office in the
normal course. The expenses will be reimbursed later at the base
location of employee after he fills and submits reimbursement
claim form.
However in extreme situations cash may be paid after the same has
been approved by the unit heads (for Units), CFO (for HO). In this
case the debit may be raised and sent giving full details to the
home base of the employee within 2 days of cash advance.
What is the system of Performance Management ?
The system of performance Management is Called “Performance
Improvement Plan” (PIP) It is a process, will enable GTZ to improve
organizational contribution through enhanced contribution of
Individual. It aims to establish formal individual objectives