HR & BCG Manual - Webydofiles.webydo.com/23/233199/UploadedFiles/8ecfafee-8c08... · Web viewHR & BCG Manual Alchemy solutions This document will be shared with every individual employee

HR & BCG Manual

Alchemy solutionsThis document will be shared with every individual employee of Alchemy Solutions and the same will be signed by each of the employees after thorough understanding of each of these polices.

Table of ContentsTopicsPERSONAL CONDUCTDress CodePersonal CommunicationsGifts & GratuitiesEQUAL EMPLOYMENT OPPORTUNITYSEXUAL HARASSMENTINDUCTIONHEALTH, SAFETY & ENVIRONMENTSmokingAlcohol, Drugs (& Other Substance Abuse)Manual HandlingLEAVE POLICYTypes of leaveTerms to avail sick LeaveTerms for availing privilege/ Earned LeaveLeave EncashmentAdvance PL/ELCompensatory OffMaternity LeaveLeave without payPending Leaves adjustment against Notice periodEMPLOYEE RELATIONS

Statutory CompliancesDisciplineDisciplinary AppealGrievanceINTELLECTUAL PROPERTY AND SECURITYCONFLICT OF INTERESTOrganisational Structure Manager Contact NumberPRIVACYTravel PolicyChild Labor & Minimum Wages PolicyPerformance & Reward PolicyExtra working Hours & Shift Allowance

BCGAlchemy Solutions’s CORE HR POLICIESForms Annexures(I,II,III)

1 Internal Document | Confidential

2012 – Ver1.0

Policy & Procedures Manual

The Alchemy Solutions Human Resources Policies, Procedures and BCG Manual have been developed to facilitate the implementation and clearly define Alchemy Solutions’ policies on human resource management.

The Manual provides guidelines to be followed in the administration of these policies, and assists all employees in defining who is responsible for each human resource management decision, and the correct procedure which is to be followed.

The policies specified within are consistent with those of best practice management principles. They have the full support and commitment of Alchemy Solutions management.

HR policies must be kept current and relevant. Therefore, from time to time it will be necessary to modify and amend some sections of the policies and procedures, or for new procedures to be added.

These policies and procedures apply to all areas of operations within Alchemy Solutions and related entities.


1. PERSONAL CONDUCT▌ Policy Statement

Alchemy Solutions expects its employees to achieve and maintain high standards of ethics, professional conduct and work performance to ensure Alchemy Solutions maintains its reputation with all internal and external stakeholders.

▌ ObjectiveTo enhance Alchemy Solution’s reputation as a quality service provider and an enjoyable, stimulating and challenging place to work.

▌ ApplicationThe policy will be seen to be successfully applied when all employees are seen to perform their duties professionally with skill, care and diligence. This includes:

▌ Observing Alchemy Solutions policies and procedures▌ Treating colleagues with courtesy and with respect for their rights, duties and

aspirations

▌ Employees who do not conform to this standard of conduct will be subject to disciplinary action as detailed in this manual

1.1 Dress CodeDress choice is a matter of personal discretion, taking into account requirements for any protective clothing, customer/supplier interaction and professional environment.Be aware that work attire will have an impact upon Alchemy Solutions’ image as well as your work colleagues.

As a minimum standard, dress should be clean, neat and professionally appropriate.

The following are examples of items that are not acceptable:

▌ ripped or torn clothing

▌ thongs or sports sandals

▌ sportswear or beachwear

Alchemy Solutions reserves the right to request a staff member to dress to an appropriate standard as a condition of employment.

If you are in a work environment with inappropriate clothing you may be sent home to change, before returning to work.


1.2 Personal Communications▌ Phone Calls [choose one of the following]

It is acknowledged that personal communication is inevitable and sometimes necessary. It is expected this will be kept to appropriate or reasonable levels.

▌ EmailEmail has legal status as a document and is accepted as evidence in a court of law. Even when it is used for private purposes, Alchemy Solutions can be held responsible for the contents of email messages, including any attachments. Access to emails can be demanded as part of legal action in some circumstances.It is therefore important that email is used within the following guidelines:

▌ E-mail should mainly be used for formal business correspondence and care should be taken to maintain the confidentiality of sensitive information. Formal memos, documents and letters for which signatures are important, should be issued on company letterhead regardless of whether a physical or electronic delivery method is used

▌ If electronic messages need to be preserved, they should be printed out and filed

▌ Limited private use of email is permitted, provided that such does not interfere with or distract from an employee’s work. However, management has the right to access incoming and outgoing email messages to determine whether staff usage or involvement is excessive or inappropriate

▌ Non-essential email, including personal messages, should be deleted regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion

▌ All emails sent should include the approved company disclaimer

In order to protect Alchemy Solutions from the potential effects of the misuse and abuse of email, the following instructions are to be observed by all users.

▌ No material is to be sent as email that is defamatory, in breach of copyright or business confidentiality, or prejudicial to the good standing of Alchemy Solutions in the community or to its relationship with staff, customers, suppliers and any other person or business with whom it has a relationship.

▌ E-mail is not to contain material that amounts to gossip about colleagues or that could be offensive, demeaning, persistently irritating, threatening, discriminatory, involves the harassment of others or concerns personal relationships.

▌ The e-mail records of other persons are not to be accessed except by management (or persons authorized by management) engaged in ensuring compliance with this policy, or by authorized staff who have been requested to attend to a fault, upgrade or similar situation. Access in each case will be limited to the minimum required to complete the task.

▌ When using e-mail a person must not pretend to be another person or use another person’s computer without permission.


▌ Excessive private use, including mass mailing, “reply to all” etc. that are not part of the person’s duties, is not permitted.

Failure to comply with these instructions is a disciplinary offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal. Staff need to be continually aware of some forms of e-mail conduct may also be open to criminal prosecution.

▌ InternetThe internet is a facility provided by Alchemy Solutions for business use. Access is authorized by managers on the basis of business needs. Limited private use is permitted provided the private use does not interfere with or distract from a person’s work. Management has the right to access the system to determine whether private use is excessive or inappropriate.

The following activities, using Alchemy Solution’s internet access are not permitted:

▌ Attending to personal activities of a business nature▌ Viewing, other than by accident, sites of incoming emails portraying

obscene, violent, defamatory and unlawful material and material that could cause Alchemy Solutions to be in breach of equal opportunity or anti-discrimination legislation, verbally, in writing or pictorially

▌ Downloading or printing material as described above▌ Showing to others, or allowing to be seen by others, items as described

above▌ Repeated or prolonged use that is not directly relevant to the user’s work▌ Introducing computer viruses by failing to follow company IT procedures▌ Downloading software from the internet or from unauthorized disks and CD

ROMs on to the internal networkFailure to comply with these instructions is a disciplinary offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal. Staff needs to be continually aware some forms of internet conduct may also be open to criminal prosecution.

1.3 Gifts & GratuitiesAlchemy Solutions is committed to ensuring all business relationships with suppliers and clients are legal and based on professional integrity.Managers should be notified when a gratuity has been received. If the gratuity has been received as a thank you for work performed then it should be noted on the employee’s personal file to ensure it is included in the employee’s next appraisal.No employee may give a gratuity to a client without prior approval from management, such gratuities must always be part of an approved program of customer relationship management and specific gifts will be purchased centrally in appropriate quantities with management approval.


2. EQUAL EMPLOYMENT OPPORTUNITY▌ Policy Statement

Alchemy Solutions provides equal employment opportunity to all qualified persons without discrimination on the basis of age, sex, race, disability, marital status or religion in accordance with applicable local, state and national laws and regulations. Alchemy Solutions will make reasonable job accommodation for persons with disabilities who can perform the essential functions of the position for which they are qualified and selected.All employment and promotion decisions will be based solely upon individuals’ qualifications, experience, and prior contribution and demonstrated capacity to perform at higher or improved levels of performance and will be in accordance with the principle of equal employment opportunity. Alchemy Solutions will take whatever affirmative action is necessary to attract and retain qualified persons.

▌ ObjectiveThe objective of the Equal Opportunity Policy is to support the attraction and retention of employees that contribute most to the development of the Alchemy Solutions business.

▌ ApplicationThe Equal Employment Opportunity policy will be successfully applied when all roles are filled by the best qualified and experienced candidates available regardless of personal circumstances.

▌ProcessThe Equal Opportunity Employment process is reflected throughout Alchemy Solutions’ staff recruitment and retention processes.

3. SEXUAL HARASSMENT▌ Policy Statement

Alchemy Solutions is committed to ensuring employees are treated fairly and equitably in an environment free of intimidation and sexual harassment. Sexual harassment is an unacceptable form of behavior which will not be tolerated under any circumstances. It is also unlawful. All complaints of sexual harassment will be treated seriously and promptly, with due regard to confidentiality. Disciplinary action will be taken against any employee who breaches the policy.Sexual harassment is any unwanted, unwelcome or uninvited behavior of a sexual nature which makes a person feel humiliated, intimidated or offended. Sexual harassment can take many different forms and may include physical contact, verbal comments, jokes, propositions, the displaying of offensive material or other behavior which creates a sexually tense or hostile working environment. Sexual harassment can occur between an employee and a co-worker, supervisor, manager, agent, consultant or contractor.Sexual harassment is not just unlawful during working hours or in the workplace itself. The behavior is unlawful in any work-related context, including conferences, work functions, business or field trips, and interactions with clients.Alchemy Solutions encourages any employee who feels they have been harassed to contact the committee. The company aims to provide a working environment which is free of workplace harassment or intimidation.


Any complaints or reports of sexual harassment will be treated promptly, seriously and sympathetically by the committee. They will be investigated thoroughly, impartially and confidentially.

Scope of the Committee:

To Prevent or deter the commission of acts of sexual harassment of working women of Alchemy Solution and to provide procedures for resolution, settlement or prosecution of facts of sexual harassment by taking all necessary steps required.For this purpose, Sexual harassment includes such unwelcome sexually determined behavior (whether directly or by implication) by male employees in line with the guidelines issued by the Hon’ble Supreme Court.

a. Physical Contacts and advances.b. A demand or request for sexual favors.c. Sexually colored remarks.d. Showing pornography.e. Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

The Report of the complaints committee shall be treated as an enquiry report and on the basis of which an erring employee will be liable for disciplinary action, if found guilty by the complaints committee.

INDUCTION ▌ Policy Statement

All new employees should complete an induction program upon their commencement. The induction period also refers to the three month probationary period during which it is recognized all staff may need ongoing familiarization with their role, the business, systems and processes.

▌ ObjectiveThe objective of the induction policy is to familiarize the employee with the company, their job, the industry, colleagues, company systems, processes and policies with a view to ensuring they can make a contribution to business outcomes as quickly as possible. The induction should be a combination of standard components as well as learning specifically tailored to the role.

4. HEALTH, SAFETY & ENVIRONMENT▌ Policy Statement

Alchemy Solutions is committed to providing and maintaining a safe work environment for the health, safety and welfare of our staff, contractors, visitors and members of the public who may be affected by our work.We undertake to provide resources in terms of personnel, time and financial outlay commensurate with the commitment we place on OHS to achieve these objectives.To do this, Alchemy Solutions will:

▌ Develop and maintain safe systems of work, and a safe working environment▌ Provide information and training at all levels in the organization to enable all

employees to support this policy


▌ Require all risks to be assessed prior to engaging in new areas of operation, purchasing new equipment, and implementing new work methods, and that these risks continue to be reviewed

All persons who are responsible for the work activities of other employees will be held accountable for:

▌ Identifying practices and conditions which could injure employees, clients, members of the public or our environment

▌ Implementing steps to control such situations▌ If unable to control such practices and conditions, reporting these to their

superiorsAlchemy Solutions demands a positive attitude and performance with respect to health, safety and the environment by all employees, irrespective of their position.

Fire Evacuation Drill:The fire drills will be conduct once in 12 months by the Karnataka State Fire and Emergency Department or Respective approved agency

First Aid Training:A set of 2-3 employees will be trained by the Indian Red Cross Society for First AID once in a year.

Office Maintenance: The complete office is divided in to 3 parts and is managed accordingly to keep the respective spaces neat and clean so that it gives a healthy atmosphere for the employees. Common Area: Once a day Work Space: Once a day Wash Rooms: Twice a day

Drinking Water:The employee drinking water is mineral water sourced from supplier , for which we will request for potable test report based on requirement

E Waste Management:We have tied up with a government approved agency for management of our e-Waste.

4.1 SmokingAlchemy Solutions employs a non-smoking policy. Smoking is not permitted on Alchemy Solutions property or offices at any time. Smoking is accepted to be harmful to the health of those who smoke and those around them (passive smokers). Consequently, smoking while on company premises will be considered as gross misconduct and will render an employee liable to instant dismissal.Smokers who need to take breaks should do so during their allotted breaks (no more than two per day in addition to their lunch break). These breaks must be limited to 15 minutes from leaving the workplace to recommencing work.


These breaks must not be taken at the entrance to Alchemy Solutions offices. This is a poor representation of the Company and people who may be visiting Alchemy Solutions; visitors do not want to be walking through a cloud of smoke.No special privileges will be afforded to smokers. Any additional breaks (outside of allotted breaks) must be approved by your manager - these must be limited to 10 minutes from leaving the workplace to recommencing work - and the time must be made up at the conclusion of the working day. Excessive smoking breaks will be regarded as absenteeism and disciplinary action may be taken.

4.2 Alcohol, Drugs (& Other Substance Abuse) This policy applies to all levels throughout Alchemy Solutions. The policy is not concerned with social drinking or the taking of prescribed drugs for medical purposes, the concern is directed to instances where alcohol or other drug dependence or abuse affects the job performance and or/safety of any employee(s).Alchemy Solutions is concerned by factors affecting an employee’s ability to safely and effectively perform work to a satisfactory standard. The Company recognizes alcohol or other drug abuse will cause short-term or long-term impairment to such work performance.Alchemy Solutions is committed to creating and maintaining a safe, healthy and productive workplace for all employees. Alchemy Solutions has a zero tolerance policy in regards to the use of illicit drugs on their premises or the attending of other business related premises (e.g. clients) while under the influence of illicit drugs. Contravening either of these points may lead to instant dismissal. Attending work under the influence of alcohol will not be tolerated and may result in disciplinary action or ultimately dismissal.

4.3 Manual HandlingIt is the policy of Alchemy Solutions to provide all employees with a safe and healthy working environment by identifying, assessing and controlling manual handling risks within the workplace.While managerial staff is ultimately responsible for ensuring the health, safety and welfare of all staff, all employees are expected to participate by reporting potential and actual manual handling hazards within the workplace.In all circumstances, do not lift or manually handle items larger or heavier than you can easily support. If you are in any doubt, ask for assistance.

5. LEAVE POLICY:6.1 Types of Leave:

1) Sick Leave (SL) – 06 days in a year. Casual Leave (CL) – 06 days in a year2) Privilege or Earned Leave (PL/EL) – For 20 Days working, one day leave will be

credited with max PL limit of balance 60 days PL retained by company till retire or resign.

3) Public Holidays: 10 days Mandatory in one year calendar. Latest Public Holiday list is available on request from HRD Manager and also listed at public notice board

4) Maternity Leave (ML) – not more than twelve weeks as applicable.


6.2 Terms to avail Sick Leave:1) Not more than 2 times continuous days of this category of leave will be granted for any reason at any given time.2) Any leave in this category not availed during calendar year would lapse and the same will not be en-cashed or carried forward for the next year.3) SL/CL can be availed in the following manner; In case of emergencies or if you fall sick, you have to call and inform your immediate reporting manager or HR that you will not be coming in for duties on that day. If you do not call and inform, the same will be treated as absence, and will be treated as leave without pay. Hence, as far as possible employees have to take approval before availing leave.4) Sundays can be prefixed or suffixed and will not be included as leave. Similarly holidays falling within the leave period will not be included as leave.

6.3 Terms for availing Privilege / Earned Leave (PL/EL):1) All leave will be granted at the sole discretion of the management, in view of Company’s work from time to time. The management will have full discretion to refuse / revoke / or curtail leave when required.2) Employees can avail PL/EL for not more than three times in a year. PL / EL should be availed for a minimum of continuous three days and to a maximum of not more than continuous 10 days at a given time.3) PL has to be approved 15 days before proceeding on leave.4) Sunday or holiday can either be prefixed or suffixed. Only one is allowed. I.e. either you can prefix or suffix a Sunday / holiday. Also any Sunday or holiday falling in between the leave period would be counted as leave.Example (a) If an employee applies for leave from Saturday (1st day of the month) till Sunday (9th day of the month ) and reports for duty on Monday 10th day of the month it will be considered as 8th days of PL/EL. Hence 9th day (Sunday) is allowed to be suffixed to the leave. In the above example, if the employee reports to duty on Tuesday (11th day of the month) then it will be considered as 10 days of PL/EL. Example (b) where an employee takes leave from Monday to Saturday, it will still be considered as only 6 days PL/EL. Example (c) Where an employee applies leave for Saturday and Monday 1st this would be considered under SL category. In case an employee has exhausted all leaves of this category, then it would be granted under PL/El considering it as 3 days of leave and not 2 days, but in such a case if leave is required under Pl employee should have applied 15 days in advance.

6.4 Leave Encashment:Leave encashment benefit would be available for employee completing one year at Service. PL/EL can be carried forward up to a maximum of 30 days for 2 Years. 30 (Thirty Days) PL would be mandatory to keep balance at company until you retire or resign from duty. Excess PL can been cashed, for all such employees who have more than 30 days of leave balance at the start of the year by the HR Department; for encashment of your PL please apply to HRD Manager. The basis for computing leave will be “Basic Salary” on a 30 days month basis.Example:


On Dec 31st if you have 26 days PL and on Jan 1st next year 15 more days of PL will be credited hence your total PL will be 26+15=41 days. Hence 11 days leave will be encashed and you will have only 30 days as PL/El in credit which will not be redeemed until retirement or resign.As the management encourages employees to go on leave for rest and recuperation, it is recommended that each employee plans and avails this facility but subject to exigencies of company’s work from time to time. If an employee has applied leave and the same cannot be sanctioned, the management would allow to encash such leave for the employees benefit at the end of the financial year or any other date as decided by the management.

6.5 Advance PL /EL:In case of genuine and extreme emergency, the management may at its sole discretion grant leave before it is earned and credited to an employee’s account. Such leave will be debited to an employee’s leave account (to be adjusted) as and when leave is actually credited. The COO may consider advance leave on a case to case basis. It is emphasized here that this is a deviation and will not be approved in the normal circumstances. In case the employee leaves the services of the company before this advance leave credit has been earned and ratified, the same shall be deducted / adjusted as a part of the full and final settlement of the employee.Note: If an employee has applied for leave on a particular day (PL/EL/SL) and that day as per Negotiable Instruments Act if we declare a holiday then for the person who have already applied for leave and has been sanctioned it would be continued as leave and not holiday. If an employee has taken certain days of leave and extends their leave with or without intimation the same could be counted as absent even if they have leave in their credit. Exceptions: If the COO would grant any, based on written explanation and request for example; if an employee takes 4 days leave and fails to report of the 5th day on the 6th day then the 5th day would be counted as absent.

6.6 Compensatory Off:

Employees working on Sundays and holidays as per holidays list to meet project deadlines approved by the project head shall be compensated with leave for every such day of work Employees in the management cadre are not eligible for compensatory off.

a) Rules for availing Compensatory Off:

Application for compensatory off should also be updated in the leave card and get it sanctioned by the respective manager. Approval for compensatory off should be obtained at least 2days in advance in writing and cannot be applied after resuming for duties. Compensatory off cannot be carried over / accumulated to the next year Maximum 2 compensatory off can be availed during any month. Compensatory off cannot be en cashed. Compensatory off cannot be considered for adjustment against notice period at the point an employee leaving the company’s service.


Employees coming under non-managerial category will get the leave credit for compensatory leave / off when working on designated weekly holidays / other declared holidays and a written permission is given by the concerned Manager.

6.7 Maternity Leave:

All the women employees who have worked not less than 80 days in twelve months immediately preceding the date of delivery are eligible for 12 weeks maternity leave of which 6 weeks before the delivery and 6 weeks after the delivery.The maximum period for which any women shall be entitled to maternity benefit shall be twelve weeks of which not more than 6 weeks shall precede the date of her extended delivery. A women suffering from illness arising out of pregnancy, delivery, premature birth of child (miscarriage, medical termination of pregnancy or tube tour operation shall on production of such proof as may be prescribed be entitled in addition to the period of absence allowed to her, as the case may be to leave with wages at the rate of maternity benefit for a maximum period of one month. The certificate of recognized surgeon of Government Hospital is valid to claim this leave.

6.8 LEAVE WITHOUT PAY :

Leave without pay is not normally permitted except in exceptional circumstances and when all other leave have been exhausted. Special prior permission for leave without pay must be obtained from the management. Such leave shall be inclusive of all holidays and shall be limited to a maximum of 180 days during the entire service of an employee.

6.9 Pending Leaves adjustment against Notice period:

Privilege leave normally cannot be considered for adjustment against notice period at the time of an employee leaving the services of the company. Further that time if an employee has PL balances in account the same will be calculated for the number of month worked and the same can however be en cashed by employee or can be adjusted with any notice not served, claims etc. by employer and be paid through final settlementFor example: If an employee resigns on 1st at March and has to be relieved on 31st March her leave encashment will be worked as under: No of days of PL /12*3 (3 months worked) which is 15/12*3=3.75.If he has not taken any leave then the 3.75 days for that calendar year plus any other PL which is in credit at the start of the year would be encashed on basis of the basic salary and paid.If she has taken more leave (i.e. more than 3.75+leave at credit at the start of the year) then the same would be deducted at the time final settlement.


7. EMPLOYEE RELATIONS

7.1 Statutory CompliancesESI: This is applicable for employees whose Gross pay is less than or equal to INR 15000/-Bonus: The bonus will be paid to employees as per the Indian Bonus Act 1965.

7.2 Discipline ▌Policy Statement

Alchemy Solutions has a human resources’ strategy that recognises the value of its people. Part of this strategy is the fair treatment of all employees. This requires a minimum standard of conduct and performance be agreed, set and communicated with all employees. If employees do not meet this standard, appropriate corrective action, such as training, should be undertaken. Discipline should only be engaged with an employee on a performance issue if all other corrective action has failed to achieve the desired result.Where an employee has deliberately breached a Company policy or procedure, or engaged in misconduct, disciplinary procedures should be initiated.Employees should be treated fairly and the proper procedures should be followed.Employees must be made aware of their responsibilities, counselled and given the opportunity to reach the standards expected of them and the chance to defend them before action is taken.It is a requirement to have a third party attend a disciplinary meeting, and notes taken be signed as a true record of discussions.For serious issues, employees must be advised in writing and such advice should be recorded on the employee’s personnel file.

▌ MisconductManagers are expected to investigate misconduct and proceed through the following steps:

▌ A verbal warning should be given to an employee for minor misconduct. A record of the warning must be kept by the manager and should be signed by the employee. The employee must be given the opportunity to respond

▌ If the unacceptable behaviour continues, a written warning will be issued, and signed by the employee as being received and understood. The employee must be given the opportunity to respond

▌ A second written warning should be given to an employee if he/she requires further discipline for the same or a related issue, and also signed by the employee as being received and understood. The employee must be given the opportunity to respond

▌ Employees who have been disciplined three times are subject to dismissal*


▌ Details of disciplinary actions should be recorded on the employee’s personnel file and removed after six months if further disciplinary action is not required

If a manager considers the allegation to be serious, and it requires further investigation, an employee should be suspended on base pay for a maximum of two weeks while an investigation takes place. The individual must be informed, in writing, of the details of the allegation and advised he/she is under investigation. The employee must sign this notice as being received and understood.This letter should invite the employee to present his/her version of events to the investigating officer and inform he/she may be accompanied by a representative. The only purpose of the representative’s visit is to observe – they are not participants.Should we consider an employee’s conduct likely to lead to a situation in which we may wish to dismiss without notice, a diary must be kept at all times to record incidents and conversations and associated matters which may be needed in subsequent proceedings. The relevant manager is responsible for keeping this diary. This manager should also issue a written warning that a continuance of such behaviour will lead to instant dismissal.

▌ Gross or Serious MisconductSummary (instant) dismissal for gross or very serious misconduct is possible (depending on the facts involved) for the following: insubordination, drunkenness, dishonesty, assault, deliberately endangering the safety of others, commission of a criminal offence on our site, and objectionable language**. Managers must, however, consult with senior management prior to taking this action*.In such cases follow the procedure below:▌ Investigate the alleged offence thoroughly, including talking to witnesses, if

any▌ Ask the employee for his/her response to the allegation (taking notes of this

discussion)▌ Consult with the next most senior manager regarding possible action▌ If still appropriate, following a thorough investigation, terminate/dismiss the

employee▌ Keep a file on all evidence collected and action taken in these circumstances

All procedures must be followed in accordance with employment equal opportunity/anti-discrimination legislation.

*Note: In all such cases ‘procedural fairness’ guidelines will apply. This means the warning and dismissal process must allow the employee to offer their view of the events concerned. The employee must have every chance to defend himself/herself and has the right to appeal a decision made. If this process


is not followed the dismissal may be overturned by an Industrial Relations authority.

**Note: For some offences Alchemy Solutions retains the right to report the matter to the police where charges may be laid. The police will be notified with regard to any criminal act against the Company or another member of staff. Management has a duty of care to staff and at all times will be subordinate to legal process.

7.3 Disciplinary Appeal▌ Policy Statement

During all stages of the disciplinary process employees have the right to appeal against any disciplinary action taken against them.An employee, who believes the disciplinary action taken against them is unfair, is able to appeal the process.An appeal will be treated fairly, dealt with discreetly and actioned promptly.This policy should be read in conjunction with the grievance policy.

▌ ProcessAn employee is entitled to lodge a written appeal to their supervisor’s manager detailing his/her objections to the disciplinary action within three working days of notification.

Managers should:▌ acknowledge receipt of the employee’s objection▌ investigate the matter thoroughly▌ report back to the employee within seven days

If the appeal is disallowed an employee is entitled to appeal to the next most senior manager.The next most senior manager should investigate the matter and report back to the employee within 10 working days.The employee has no further right of appeal under this process if the second appeal is disallowed.All procedures must be followed in accordance with employment equal opportunity/anti-discrimination legislation.

7.4 Grievance▌ Policy Statement

Alchemy Solutions supports the right of every employee to lodge a grievance with his/her manager if the individual believes a decision, behaviour or action that affects their employment is unfair. We aim to resolve problems and grievances promptly and as close to the source as possible with graduated steps for further discussions and resolution at higher levels of authority as necessary.Grievances should be actioned discreetly and promptly dealt with in an objective manner.


For any harassment either ethically /sexually, Alchemy Solutions forms an “Employee Grievance Committee “ for which your views will be heard. Harassment can either be emailed / written and dropped in Suggestion Box Available at front office. However, Ms. Jaya Ahuja @ 98441-08533 or Email id [email protected] contacted at any given point of time. ALL SUCH INCIDENTS WILL BE STRICTLY CONFIDENTIAL.

▌ ProcessThe employee should attempt to resolve the complaint as close to the source as possible. This can be at a quite informal and verbal level. If the matter is not resolved then further steps need to be taken.All available attempts to settle a grievance before starting the formal grievance process should be taken.For the formal grievance process to begin complainants must fully describe their grievance in writing, including dates and locations wherever possible and the remedies sought.The person(s) against whom the grievance/complaint is made should be given the full details of the allegation(s) against them and should have the opportunity and reasonable time to respond before resolution is attempted. The duration of this should not exceed one week.If resolution is still not reached, the matter will be referred to the COO for consideration and final decision. A grievance taken to this level must be in writing from the employee. The employee’s manager will forward to the COO any additional information thought relevant. The COO will provide a written response to the employee and also communicate with any other parties involved. If the matter is still not resolved, the employee will be advised of his/her rights to pursue the matter with external authorities if they wish.

In some circumstances, it may not be appropriate for an employee to discuss his/her grievance with the immediate manager. Grievances relating to harassment would fall into this category and an employee should be able to make their approach to a more senior manager.All procedures must be followed in accordance with employment equal opportunity/anti-discrimination legislation.The above procedure takes place for individual employee grievances. Whatever the final outcome, it will affect the attitudes of each party and their long-term relationship. The issues which sparked the grievance should be reviewed by management at executive level so the dispute does not reoccur.

8. INTELLECTUAL PROPERTY AND SECURITY


mailto:[email protected]

During your employment with Alchemy Solutions all intellectual property developed by you, discoveries or inventions made by you in the performance of your duties related in any way to the business of Alchemy Solutions or any related bodies corporate will be the property of Alchemy Solutions or its related bodies corporate. You will be required to do everything necessary to ensure Alchemy Solutions or its related bodies corporate has ownership of such intellectual property (including, if required assigning such intellectual property to Alchemy Solutions, a related body corporate or any entity that Alchemy Solutions nominates).From time to time during the course of your employment, you may be given access to sensitive information, data, company property, keys to premises or any other company related property/information. It is expected employees will treat this as intellectual property and therefore it should be stored securely either physically and/or electronically. Failure to properly look after company information or property will result in disciplinary proceedings including dismissal.

9. CONFLICT OF INTERESTPrior to your employment with Alchemy Solutions, you may be conducting business activities which potentially give rise to real or perceived conflict of interest with Alchemy Solutions’s objectives and future activities.In such circumstances, any business or other external interests that have a real or perceived conflict of interest should be declared to Alchemy Solutions. The Company will review the potential areas of conflict with the employee and mutually agree on practical, commercial arrangements, which may include, but is not limited to, the following:

▌ Alchemy Solutions purchases the intellectual property right of the business in question

▌ you combine your business into Alchemy Solutions business and you are compensated accordingly

▌ you cease your business or remove yourself from active involvement.

You will at all times advise management of any other interests you or any related bodies corporate in which you participate, have or are potentially entering into that could cause conflict with your employment, interests or commitment in Alchemy Solutions.

Where there are external involvements that do not represent a conflict of interest, these must not affect performance or attendance whilst working at Alchemy Solutions. If such involvement does affect performance or attendance it will be considered as a conflict of interest giving rise to the remedies described above or disciplinary proceedings including dismissal.


Approval must be given from management before approaching any customers for commercial or non-commercial external interests. This includes fund raising, sponsorship and similar activities.

10. ORGANISATIONAL STRUCTURE

DINESH AHUJA

COO9886409753

DIKSHA YASH MOLLY VINITHAAHUJA GANGOOLY SAJI JOSEPHA

MARKETING HUMAN FINANCE TRAINING

HEAD RESOURCE DEPARTMENT HEAD HEAD HEAD

9844108533 9901768047 9980349101 9986250060

STAFF STAFF STAFF STAFF





11. MANAGER CONTACT NO.

DINESH AHUJA 9886409753 DIKSHA AHUJA 9844108533 YASH GANGOOLY 9901768047 MOLLY SAJI 9980349101 VINITHA JOSEPH 9986250060

12. PRIVACYYou are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time.Collection, storage, access to and dissemination of employee personal information will be in accordance with the principles of the Privacy Amendment (Private Sector) Act 2000.

13. TRAVEL POLICY

Actual travelling expense and Hotel Expense will be reimbursed on production of supporting bills/vouchers

14. CHILD LABOUR & MINIMUM WAGESAlchemy Solutions is strictly against Child Labor and so doesn’t employee any personal with less than the age of 18 years and also does not work with any vendor who encourages Child Labor. At Alchemy Solutions we follow the Minimum Wages policy under the Shop and establishment act of India.

15. PERFORMANCE & REWARD POLICY The Performance appraisal of each of the employees will be done on

completion of every 12 months by the respective reporting manager. Employees would be rewarded in terms of incentives based on the

performance and birthday allowance would be provided for all permanent employees.

16. EXTRA WORKING HOURS & SHIFT ALLOWANCE

Alchemy Solutions follows working hours between 9.00 AM to 6.00 PM for a 8 hours, with a break of 1 hour for lunch.


No employee will work beyond stipulated working hours as per the policy. However we encourage flexible working hours but strictly not to exceed 8 working hours in a day.

Working Days – Monday to Saturday

17. BUSINESS CONDUCT GUIDELINES Integrity guides our conduct toward our business partners, colleagues, shareholders and the general public. This basic statement of our Corporate Principles constitutes the foundation of the Business Conduct Guidelines. Both our strategic considerations and our day-to-day business must always be based on high ethical and legal standards. To a substantial degree, our Company's public image is determined by our actions and by the way each and every one of us presents and conducts himself or herself. We all share the responsibility for having our Company meet its corporate social responsibility worldwide.The Business Conduct Guidelines are globally binding rules applicable to every employee. They shall help us meet ethical and legal challenges in our day-to-day work. Any employee who has questions and comments may contact his or her superior. This Resource Manual/HR Manual is also treated as BCG and hence will have to be read and signed by each and every employee.

18. CORE POLICIESSome of the following would have been repeated but the reason was only to reiterate that we strongly believe in the following policies and we have zero tolerance for any of these policies not getting implemented. 19. Forced or Involuntary Labor:Alchemy Solutions doesn’t use forced or involuntary labor of any type (e.g., forced, bonded, indentured or involuntary prison labor); employment is voluntary.

20. Child Labour:Alchemy Solutions doesn’t use child labor. The term “child “refers to any person employed under the age of 15 (or 14 where the law of the country permits), or under the age for completing compulsory education, or under the minimum age for employment in the country, whichever is greatest. We support the use of legitimate workplace apprenticeship programs which comply with all laws and regulations applicable to such apprenticeship programs.

21. Wages and Benefits:


Alchemy Solutions will, at a minimum, comply with all applicable wage and hour laws and regulations, including those relating to minimum wages, overtime hours, piece rates and other elements of compensation, and provide legally mandated benefits

22. Working Hours:Alchemy Solutions will not exceed prevailing local work hours and will appropriately compensate overtime. Workers shall not be required to work more than 48 hours per week, including overtime, except in extraordinary business circumstances with their consent. Employees should be allowed at least one day off per seven-day week

23. Nondiscrimination:Alchemy Solutions will not discriminate in hiring and employment practices on grounds of race, religion, age, nationality, social or ethnic origin, sexual orientation, gender, gender identity or expression, marital status, pregnancy, political affiliation, or disability.

24. Respect and Dignity:Alchemy Solutions will treat all employees with respect and will not use corporal punishment, threats of violence or other forms of physical coercion or harassment.

25. Environmental Policy

Our commitment to the environment originates from the corporate concern for the environment and society. Alchemy Solutions considers climate change to be a potential threat affecting vulnerable communities and the society at large.

We are in the business of providing IT solutions and services. Our environmental impacts result from our business operations through the services and solutions that we provide our customers with. We are committed to continuously benchmarking and enhancing our own environmental performance through the reduction of our carbon and ecological footprints with the involvement of our business associates and partners.

Our Environmental Policy: Alchemy Solutions is committed to reducing its environmental impact and continually improving its environmental performance as an integral and fundamental part of Alchemy Solutions business strategy and operating methods.

We aim to fulfill our environmental commitments ensuringIntegrate energy and environmental considerations in our infrastructural facilities Enhance resource efficiency in operations, especially for energy and water Adopt "3-R" (reduce, reuse and recycle) philosophy for all types of wastes Promote "green procurement" Manage and control objectives and targets on an ongoing basis Continue public reporting of our environmental performance


Communicate the environmental policy to all employees, business associates and other stakeholders (key suppliers) Review the environmental policy and allied management systems periodically

26. Waste Reduction PolicyAt Alchemy Solutions, we are committed to reducing the environmental impact of our operations through ongoing material management. This calls for a focused effort in the following areas:

Reduction of waste at source Printing documents (encouraging both side printing)Use of e-mail whenever appropriateGiving preferential purchasing consideration to products that are reusable and recyclable

Reuse of material wherever possible

All materials must be reused wherever possible.

Recycling It is the responsibility of every employee to separate identified recyclable materials and place them in appropriate recycling containers (like printing paper where re-printing is possible)

Purchasing products with recycled content

All offices across Alchemy Solutions must purchase and use products manufactured from recycled materials whenever feasible.

27. Green Procurement PolicyAs a part of Alchemy Solutions commitment to improve the environment, this policy seeks to reduce the environment impacts of our operations by integrating “environment performance considerations” in the procurement process.

A few ways to go by

Within Alchemy Solutions Alchemy Solutions shall encourage and prefer eco-friendly products, which are more power efficient.Alchemy Solutions shall encourage and prefer suppliers who use recycled packaging material.For software products, the preferred mode of


delivery shall be through the electronic method (download).

With key suppliers of Alchemy Solutions

Green Supply Chain: We hope to maximize the benefits by encouraging our suppliers to adopt Alchemy Solutions environment practices.

Focus AreasPromoting procurement from Energy Star equipments for infrastructure and development Procurement of low-energy consumption desktop configuration Procurement of blade servers Auto shut off of work stations and equipments at preset time Eco-friendly procurement considerations for consumables

28. Giving Back to the Community.Alchemy Solutions is committed to conducting its business operations ethically and profitably while responding beneficially towards society, community, employees, environment and stakeholders. Alchemy Solutions, therefore, believes in a strong social accountability and environmental management system, as an integral and fundamental part of its business strategy and operating methods.

29 Corporate Social ResponsibilityAlchemy Solutions shall promote and encourage social accountability by

Fair employment practices Maintaining work place health and safety Ethical business conduct (reference to Alchemy Solutions Business Conduct Guideline)

30. Health and SafetyAlchemy Solutions shall provide a safe and healthy workplace environment and shall take effective steps, as appropriate, to prevent potential accidents and injury to workers’ health arising out of, associated with, or occurring in the course of work, by minimising, so far as is reasonably practicable, the causes of hazards inherent in the workplace environment, and bearing in mind the prevailing knowledge of the industry and of any specific hazards.For implementing Health and Safety elements of this standard, Alchemy Solutions Head of Human Resource Group shall be responsible for engaging resources (as appropriate) and finally ensuring a safe and healthy workplace environment for all personnel.


If found appropriate, Alchemy Solutions shall provide to personnel “effective health and safety instructions“ (e.g. on-site instruction and job-specific instructions). Such instructions shall be repeated for new / reassigned personnel and in cases where accidents have occurred.As found necessary, Alchemy Solutions shall establish systems to detect, avoid, or respond to potential threats to the health and safety of personnel. Alchemy Solutions shall maintain written records of accidents (as appropriate) that occur in the workplace and in company-controlled residences / properties.Alchemy Solutions shall provide at its expense appropriate personal protective equipment to personnel, where such need is solicited. In the event of a work related injury, Alchemy Solutions shall provide first aid and assist the worker in obtaining follow-up medical treatment.As appropriate, Alchemy Solutions shall undertake to assess the risks to new and expectant mothers arising out of their work activity and to ensure that all reasonable steps are taken to remove or reduce any risks to their health and safety.Alchemy Solutions shall provide, for use by all personnel, access to clean toilet facilities, access to potable water, and, where applicable, sanitary facilities for food storage.If provided for personnel, Alchemy Solutions shall ensure that any dormitory facility is clean, safe, and finally meet the basic needs of the personnel.All personnel shall have the right to remove themselves from imminent serious danger without seeking permission from Alchemy Solutions.

31. Protection of EnvironmentAlchemy Solutions shall operate in a manner that is protective of the environment. At a minimum, Alchemy Solutions will comply with all applicable environmental laws, regulations and standards, such as requirements regarding

Chemical substancesWaste management and its disposalRecycling practicesIndustrial waste-water treatment and its dischargeAir emissions control mechanismEnvironmental permits and reportingNote: This has reference to Alchemy Solutions Environmental Management System EMS). As appropriate, Alchemy Solutions will comply with any environmental guidelines as laid down by the laws and regulations in the country (refer to Alchemy Solutions environmental policy, part of Environmental Management System EMS).

32. Laws, Including Regulations and Other Legal RequirementsAlchemy Solutions will comply with all applicable laws and regulations in all locations where they conduct business.


Ethical DealingsAlchemy Solutions shall conduct their business in accordance with the highest ethical standards.Alchemy Solutions shall strictly comply with all laws and regulations on bribery, corruption and prohibited business practices (refer to Alchemy Solutions Business Conduct Guideline).

33. Freedom of AssociationAll personnel shall have the right to form, join, and organize trade unions of their choice and to bargain collectively on their behalf with Alchemy Solutions.

Alchemy Solutions shall respect this right, and shall effectively inform personnel that they are free to join an organization of their choosing and that their doing so will not result in any negative consequences to them, or retaliation, from Alchemy Solutions.The company shall not in any way interfere with the establishment, functioning, or administration of such workers’ organizations or collective bargaining.In situations where the right to freedom of association and collective bargaining are restricted under law, Alchemy Solutions shall allow workers to freely elect their own representatives.Alchemy Solutions shall ensure that representatives of workers and any personnel engaged in organizing workers are not subjected to discrimination, harassment, intimidation, or retaliation for reason of their being members of a union or participating in trade union activities, and that such representatives have access to their members in the workplace.

34. Equality of TreatmentAlchemy Solutions shall maintain equality of treatment to all temporary and contractor staff (e.g. security personnel and other supplier engaged personnel) as working in the organizational premises, in connection with Alchemy Solutions business.

Alchemy Solutions Quality PolicyIt is the Company's policy to achieve continuous improvement of quality by setting measurable goals.Alchemy Solutions is committed to supplying products and services that fulfill our customers' stated requirements and expectations.Our Quality Management System is commitment to quality that is made by ALL company employees and as such is an integral part of their responsibilities.

35. Quality ObjectivesTo enhance the company's ability to consistently meet our customer's needs, by improving organizational and team effectiveness. Competent and dedicated


employees are the cornerstone for achieving and maintaining a quality oriented organization. Such workers will be recognized and rewarded accordingly.To realize our quality policy, daily improvements will be coupled with individual and team innovations in the following areas:

Continuous Improvement & LearningImprovement and learning are an integral part of Alchemy Solutions , such that each employee seeks to eliminate problems at the source and identifies opportunities for improvement.

Customer Driven QualityQuality is judged by the customer. The quality process must lead to services that contribute value and lead to customer satisfaction through capturing and implementing customer feedback on a regular basis.

Product Conformance & DeliverablesThe Company's activities in all areas stress non-conformity prevention, with an emphasis of building quality into our products and services that are delivered as per plan.

Quality Product and ServicesAlchemy Solutions’ quality process shall lead to products and services that contribute value, aim at zero defect and lead to customer delight.

Timely support to Customer & Customer complaints reductionWe meet customer expectations by understanding the business needs of customers through

Anticipating and working towards the future needs of customersConstantly improving and preventing errors from occurring

36. FormsRef the annexure I & II


Documents

HR & BCG Manual - Webydofiles.webydo.com/23/233199/UploadedFiles/8ecfafee-8c08... · Web viewHR & BCG Manual Alchemy solutions This document will be shared with every individual employee