General Office Rules 2014

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GENERAL OFFICE RULES

Strategic HR Department

ISON GROUP

January 2 14



GENERAL OFFICE RULES PRACTICES(Effective from January, 2014)

EDISON SHR Jan 2014

Terminology:EL-

CL-SL-

LWP-

Calendaryear-

Earned Leave,

Casual Leave,Sick Leave,Leave w i t o u t Pay,

January to December 3 l .

Introduction

The purpose of this policy is to provide the guideline/ framework of office hours and leave management.

Authority

The ultimate authority for establishing this policy belongs to the Executive Management of Edison Group.

Scope

The scope of this policy is all the employees of Edison Group. Employees in grade S4 to SI are expected to

start work half an hour earlier. Many employees may need, by necessity to work on shift basis as per theirdepartmental job requirement. Essential employees may also be required to work for longer periods of

time as part of job requirement.

Edison Group January, 2014 Page 1



EDISON SHR Jan 2014

1 1 Dress Code:

The company expects employees should wear business casual dress and work comfortably. The company

needs their employees to project a professional image for their customers, potential employees, and

visitors.

All men employees should wear formal shirt tugged in trouser and shoes. Female employees can wear

decent salwar kamiz and/ or saree. Round T - shirt and Sandal is not allowed in any working days. Torn, or

dirty clothing is unacceptable. All seams must be finished. Any clothing that has words, terms, or picturesthat may be offensive to other employees is unacceptable. Front desk / customer care executive should

wear company defined dress at working hours.

No dress code can cover all contingencies so employees must exert a certain amount of judgment in their

choice of clothing to wear to work. Supervisors should also guide their team members regarding this.

1 2 Working Hours / Attendance:

The employee shall perform his/her duties during the working hours at the work location in accordance

with employment status and functional requirement. The standard official working hours wil l be

maintained as declared and changes may be implied from time to t i m e as notification wil l be given from

SHR. There would be a one hour break for lunch and prayer. Entrance after declared office time wil l be

considered as late attendance and early exit / leave the office w i t h o u t approval from

Supervisor/Department/Division head before the stipulated office time is not allowed. The employee may

be required to perform his duties in extensive working hours or other working locations subject to the

demand of work requirement. SHR wil l share monthly summary report of the corporate office and where

applicable, on late / early leave to Department/Division head and SHR wi l l update accordingly if no

feedback received within a stipulated t ime .

1 3 Hartals/Stril<es:

Certain external conditions affect employees attendances to some extend like hartal and/or strike.

Employees are not forced to attend the office on these circumstances where the office remains open like

regular official days. Strike / hartal day office wi l l be considered as regular working day but entrance

flexibility wil l be considered the time as declared and changes may be implied from time to time as

notification wi l l be given from SHR. If an employee remains absent in any of these days. Leave application

will have to be submitted through the practicing process. The working hours during hartals / strikes wil l be

maintained as declared and changes may be implied from time to time as notification wil l be given from

SHR.

1 4 Absenteeism and Tardiness:

It is the duty of every employee to avoid unnecessary absenteeism and tardiness. Employees are expected

to work on every workday, except for illness or approved absence. Employees are required to inform to

their Supervisor if they are unable to tu rn up for work or wil l be unduly delayed for a long period.

Repeated absences w i t h o u t informing supervisor shall constitute an offense and wil l result in disciplinary

action. This provision wil l include frequent late arrivals at work, or early leaving form work wi thout

permission. For every 3 (Three) days unauthorized late arrival at work or early departures from work in a

month wil l be counted as one day unauthorized absence. The employee needs to submit leave application

for 1-day leave through HR software for every 3 incidents in a month. In such case, 3 event date would be

the leave application date. Any absence from office wil l also be counted as leave. Such leave would be

adjusted from EL. If EL is not available it would be adjusted from CL or SL. Probationary and / or contractual

employee wil l consider Casual / Sick leave category for such leave application. If no leave category were

available then it would be considered as LWP that can not be more than 15 days. Frequent suchapplications would impact his/her performance negatively.



EDISON SHR Jan 2014

1.5 Leave Management:

Every permanent employee is having the right to avail leave as per the Group policy. Leave allow/s

employees to spend time away from work. The time away from work is expected to increase employee s

productivity, balancing of work and family life and reduce monotonous exhaustion. The following rules and

regulations have been fixed in respect of leave for all the employees of EDISON Group.

1.5.1 Leave Application Submission Approval:

Concern employee wi l l have to submit leave application through HR software and supervisor wi l l approve /

not approve through the same. The reason of leave and period of absence has to be specified in the

application. This form helps in maintaining the leave record of the individual employee. The form wi l l alsohelp the Department / Division head to distribute the responsibilities to other while an employee is on

leave. An employee must submit the leave application within 4 (four) working days of the leave avail or

resume the off ice, if not submitted the leave application earlier. Without approval or concern of the

supervisor, any leave would be considered as unauthorized leave and can be considered for disciplinary

action.

1.5.2 Prefix or Suffix:

An employee may enjoy either prefix or suffix w i t h weekly / declared holiday w i t h their Leave. He/ she

cannot claim the benefit of both suffixing and prefixing holidays w i t h their Leave. If any weekly or declared

holiday falls in between leave period then such holiday wi l l be considered as part of entire leave period.

For example, if leave is taken from Thursday to the following Sunday, then both Friday and Saturday would

also be counted as leave and the t o t l leave would be (04) four days leave

1.5.3 Earned Leave (EL):

Earned leave is only for the permanent employees of EDISON Group and who has rendered for a minimum

of 01 year from joining date. For the first year of the service, the employee w i l l not be entitled for any

earned leave. In the second year the employee wi l l be entitled for earned leave considering his length of

service in the first year. The calculation of earn leave would be 01 day for completing each 18 days. Earnleave wi l l be 20 days for the existing permanent employees who have rendered minimum 01 year service

considering December 3 1, 2013 from the joining date. Any un-availed earned leave in a calendar year

would be forfeited w i t h o u t any legal right to claim compensation. No accumulation of earn leave shall be

allowed. To avail earn leave, pre approval is must from concern supervisor at least 07 days earlier than the

leave applied for. Concern supervisor and employee are responsible to maintain such time / days to avail

earn leave. Any non-working day/days (National Holidays/Festival Holidays/ Week Ends) falling during the

period of earn leave (excluding the prefix and suffix) wi l l also be treated as part of that leave. For example,if leave is taken from Thursday to the following Sunday, then both Friday and Saturday would also be

counted as leave and the t o t l leave would be (04) four days leave.

1.5.4 Sick Leave (SU:Sick Leave is fixed at 14 days per year w i t h fu l l pay. No accumulation / carry forward of sick leave shall be

allowed to the next year. Supervisor / Department / Division head is to be informed about absence due to

illness on the same day. For the first year of permanentship the sick leave calculation wi l l be prorated

considering the permanentship date. Sick leave more than 14 days may be adjusted from earn leave

considering the availability. Employee wi l l have to submit w r i t t e n leave application if s/he requires leave

more than the allotted leave in each category. Department / division head and SHR wi l l approve such leave

adjustment.

Edison Group January, 2014 Pages



EDISON SHR Jan 2014

1.5.5 Casual Leave (CL):

Casual leave is granted for absence from duty due to emergency causes. 10 days Casual leave is allowed toeach employee per year w i t h fu l l pay. Casual leave cannot be taken for more than 3 days at a stretch. Morethan 3 days leave at a stretch wi l l be considered as Earn Leave. Leave cannot be accumulated or carried

forward to the next year. For the first year of permanentship the casual leave calculation wi l l be prorated

considering the permanentship date. Casual leave more than 10 days may be adjusted from earn leave

considering the availability. Employee wi l l have to submit w r i t t n leave application if s/he requires leave

more than the allotted leave in each category. Department / division head and SHR wi l l approve such leave

adjustment.

1.5.6 Festival / Government Holidays:

The company maintains the government declared holidays. SHR will notify the festival / governmentholidays from time to time as and when necessary.

1.5.7 Compensatory Leave:

Any employee deprived of any weekly/ festival holidays due to company work shall be allowed

compensatory Holidays w i t h prior approval of Divisional / Departmental Head.

1.5.8 Maternity Paternity Leave:

A female employee may be granted Maternity Leave wi th fu l l pay for a period of 120 days including

holidays) subject to the condition that the female employee has been in service of the Company for at least

01) one year preceding the date of commencement of such leave and leave application must be presented

2 Two) weeks before leave is due to begin. Maternity Leave wi l l only be granted maximum twice to an

eligible employee who has no living children and one to an eligible employee w i t h one child. No Maternity

Leave wi l l be granted to an employee w i t h two or more children.

Every permanent male employee shall be ent itled to have 03) three days paternity leave for up to 02children. To avail such leave concern employee wi l l have to submit necessary supporting documents w i t h

hard copy application.

1.5.9 Leave on Probation/Intern/Apprentice Period:

Leave on probation/Intern/Apprentice period is discouraged by the management. However employees are

allowed to take certain leaves for unforeseen events during such period.

Probation period: In each month of probation period employees are allowed to take leave not more than

02 two) days. Department / Division head may consider to allow more days leave w i t h o u t pay but that

should not exceed more than 07) seven days in a month. If the employee has a tendency to enjoy leavebeyond this, his/her performance would be negatively rated.

Intern period: In each month of probation period employees are allowed to take leave at best 02 two)

days. Department / Division head may consider to allow more days leave w i t h o u t

pay but that should notexceed more than 07) seven days in a month.

Apprentice period: In each month of probation period employees are allowed to take leave at best 03three) days. . Department / Division head may consider to allow more days leave w i t h o u t pay but that

should not exceed more than 07) seven days in a month. If the employee has a tendency to enjoy leave

beyond this, his/her performance would be negatively rated.

Contractual period: Contractual employee wi l l be entitled for leave for fixed twenty four 24) days for one

1) year starting from date of joining. But he/she cannot avail/enjoy more than three 3) days leave in a

single month. But on medical ground he/she can avail more leave subject to approval from Department /

Division Head. Leave proport ionate calculation wi l l be applied for Contractual employee w i t h less than 12twelve) months. Leave more than 03 days in a month or 24 days in 01 year. Department/ Division head

may decide to consider leave w i t h o u t pay.

Edison Group



EDISON SHR Jan 2014

1.5.10 Leave during separation:

If an employee wants to enjoy leave during notice period of separation s/he can enjoy not more than 10days subject to availability of earn leave. Department / division head wi l l approve such leave.

1.5.11 Leave without pay LWP):

Leave w i t h o u t pay is highly discouraged by the management. If the employee has a tendency to enjoy

leave beyond the available leave his/her performance would be negatively rated during performanceevaluation. Only for permanent employee due to sickness of severe disease of the employee / or hisimmediate family or parents LWP may be allowed but not more than 60 days in a calendar year. Employeewil l have to submit w r i t t n application mentioning the reason and necessary supporting of LWP and wi l l be

approved by department / division head and SHR. The position can be considered as vacant if the

employee requires more than 60 days of continuous leave w i t h o u t pay. The Company may take any

decision for LWP for more than 60 days and such. Employee wi l l not be entitled to enjoy mobile bill ceilingl imi t and PF contribution benefit during LWP. An employee wi l l avail the PF and mobile allowance upto 20days of LWP. The employee would not be enti tled of 1 month of these allowances for LWP from 21 to 50

days. For than 50 days 2 months allowances would not be considered as entitlement. Benefit adjustment

would be made according to availability on that si tuation / month.

1.5.12 Continuous Leave:

Employee can claim continuous leave due to sickness of severe disease of the employee / or his immediate

family or parents. Continuous leave cannot be taken for more than 30 days subject to availability of

allotted leave. Continuous leave more than 30 days wi l l be considered as LWP. Employee wi l l have to

submit wr i t t n application mentioning the reason for continuous leave w i t h necessary supporting and wil l

be approved by Department / Division head and SHR.

Edison Group January 2014 Pages

Documents

General Office Rules 2014