hr -policies

LEAVE POLICY

LEAVE POLICY

In addition to public holidays, all employees are entitled to certain leave privileges. These are credited to the employees record, on completion of the probation period. Only employees confirmed in the services of the Company are entitled to obtain leave. Employees on probation are not entitled to any kind of leave. Leave eligibility is calculated on the basis of your completion of a month in the company as mentioned below. All leave must be applied for in writing in the prescribed forms and prior approval must be sought from the concerned manager/supervisor. The forms are available with HR Department. The Leave Policy is given in detail below:

1. For every 1 month completed, an employee is eligible for 1.25 days of leave which is earned at the end of the month. ( accumulates to 15 days a year ) The first credit (of leaves) happens only after the completion of 6 months, and the equivalent no. of leaves is 7 days. For the first 6 months, after joining, an employee is in probation during which he is not eligible for leaves2. Leaves that have not been availed in the present year would be carried forward to the next year. This happens on the 31st of December, every year. The maximum number of leaves that can be carried forward is 30 days.3. Leaves taken for more than 3 days, without prior notice / approval and incase of medical reasons have to be substantiated with a medical certificate.4. Employees are allowed to avail leaves in block for not more than 3 times a year. A block would refer to 7 days or more. The period between two consecutive blocks should be at least 30 days. Notice Period for a block leave is minimum 15 days Notice period for any other planned leave is minimum 3 days.5. Any leave (full or half day) taken, has to be documented in the leave application form and approved by the respective head of department.Procedure (Planned leave)

An employee who is planning a leave has to: Obtain a leave form and its copy from HR and fill in both the copies. Get the HR comments on it Get the approval of the person, whom he is reporting to, on the application form and the copy.

Submit the original form to HR while retaining the duplicate copy.Procedure (Unplanned leave)

In the event of an unplanned leave an employee has to:

Inform HR and HOD about his absence citing the reason. Applies for the leave taken, once he resumes work.

Maternity Leave

Women employees who have worked for a minimum period of 80 days, in the 12 months preceding the date of expected delivery, are eligible for maternity leave, as per the Maternity Benefits Act. This leave amounts to 12 weeks. The leave should be continuous without any break. All holidays and weekly-offs will be considered as part of the leave. Travel Policy

This covers the entitlements of employees for travel within and outside Bangalore. Unless specified these entitlements are not allowances, but indicate the maximum limits to which employees can incur expenses under a specified head. Also, all claims and expenses incurred must be duly filled in by the employees in the prescribed claim forms / vouchers and authorized by their respective managers / heads of department and submitted to the Finance department.

Travel within Bangalore

Quetzel will reimburse all travel expenses incurred by employees, other than expenses incurred to / from their residence from / to their designated place of work.

The travel expense has to be approved by the respective HOD / manager he is reporting to.a. StaffManagers are entitled to claim auto fare for any official travel within Bangalore City. Those managers who have their own two-wheelers / four wheeler and do not wish to use autos may claim Rs. 2/- for two wheelers and Rs 4/- for four wheeler per km traveled. The claim should be done in the specific format available with HR ( as described in Annexure 1)b. Workers

Workers will be entitled to claim bus fare to and from their residence to an installation site or any other place that they may be required to go to on official work.

However workers may be given auto fare in the following situations: If buses are not available If cases of late working hours at client site If enough time is not available to travel to the clients site by bus Note: Expenses incurred towards bus & auto will be reimbursed at actuals. c. Reimbursement of food expensesEmployees are entitled to claim lunch & dinner expenses if they are working on installation of furniture at a clients site. The maximum entitlement for managers & workers will be Rs. 50/- & Rs. 25/- respectively. It may be noted that these are not allowances & bills have to be produced along with voucher.If workers are working at the installation site, managers may take an advance from the office to pay for meal expenses incurred at installation sites. The advance must be settled with the Accounts Department on the following working day. Travel Outside Bangalorea. TravelAn employee needs to obtain prior approval form the Head of Department in the prescribed format ( annexure 3) before he proceeds on official travel

Managers will be entitled to travel by train (AC 2 tier) or bus on official work. Workers will be entitled to travel by train (Sleeper class) or bus on official work. All travel bookings will be made through the city office. Managers traveling outside Bangalore must fill the travel requisition form and get the same duly authorized by the concerned Department head / Director. b. HotelAs far as possible, hotel bookings will be made by the City Office prior to the date of travel. If bookings are not made Managers and Workers can incur hotel expenses to a maximum of the limits given below: ManagersMetros, Pune, and Hyderabad Rs. 500/-per day(can be extended to Rs.750/- per day in Mumbai &Delhi with prior approval)Other towns - Rs. 350/- per day WorkersAll Metros - Rs. 250/-per dayOther towns - Rs. 150/- per day c. Food

Managers and workers are entitled to the following limits Managers

Rs. Workers

Rs.

Breakfast 35 20

Lunch 50 35

Dinner 75 35

d. Local Conveyance

Managers and Workers can claim actual expenses incurred by auto rickshaw for official travel within the city/town. They can also claim actual expenses incurred on travel to their residence/hotel from the railway station/bus stand and vice versa. e. Daily AllowanceDaily Allowance is given to an employee to meet out of pocket expenses. The following allowances will be applicable: Managers Rs. 125 / day WorkersRs. 50 / day They will be entitled to this allowance for each full day spent outside Bangalore. For each half day spent, half the allowance may be claimed. f. Telephone BillsEmployees can claim actual expenses incurred for telephone calls made to the client, HO, Factory or to any other person for official reasons. All employees must submit their travel expense statement (Annexure 3) duly authorized to the Accounts Dept., as soon as they return to Bangalore.

. -----------------------------------------------------------------------------------------------------------------------

Annexure 1

Week Beginning: Date From To Purpose Kms (if two wheeler) Amount

Total

Submitted by :

Checked by : Authorised by: Date:----------------------------------------------------------------------------------------------------------------------------------------------- Annexure 2 TRAVEL REQUISITION FORM

Travel Details: Purpose and itineraryFrom (date)To(date)Mode of travel and details such as name of train etc.

Names of Person / Persons Traveling:Name

Designation1.2.3.4.Travel Advance required: Submitted by:

Authorized by: Received a travel advance of Rs._____________ (Rupees ______________________________________)Signature:

Date: To be filled in by Accounts: Debit to (name of project):

-------------------------------------------------------------------------------- Annexure 3 Travel Expense Statement

Date ParticularsTravelLocal ConveyanceFood (mention breakfast, lunch and dinner separately)TelOthers (please specify)Total

Total Expenses Incurred

Travel Advance taken

Amount due to/from me

Settled on

Submitted by:

Checked by: Authorised by: ------------------------------------------------------------------------------------------------------------------------Received an amount of Rs. (Rupees ) Signature: Date:--------------------------------------------------------------------------------

RECRUITMENT POLICY Forecasting the future needs of manpower

Sourcing of profiles.

Screening of Profiles

Interview schedules

Selection Procedure

Employment terms

Joining formalities

Induction

Orientation & placement

Sources of Recruitment

The source of recruitment used would depend on the number of vacancies and the kind of skill level that is required. If the number of vacancies is large and experienced persons with ITI or Diploma qualifications are required, advertising in the newspapers would help. One could also place an ad in the Free Ads papers.

If the requirement is for trainees or skilled workers with no experience writing to the ITI and the polytechnics will be followed.

Sometimes employee referral can be used to source candidate workers to refer candidates but care should be taken to see that one doesnt have too many workers from one region/village/family/ relative in the same area of work.

Screening the resumes preparing a shortlist for the preliminary interview

The resumes provide with an overall picture of the person. Some of the criteria to be used to select candidates must necessarily match with the requirement put forward by the respective department by filling Manpower requisition form.A format for sending the call letters for the preliminary test is given in Annexure 1.

Interview and EliminationIf a large number of candidates have been short listed for the preliminary interview HR will conduct a technical written test before the preliminary interview. The written test is applicable only if the vacancies are for skilled workers. A simple written test can be given for a period of 45 minutes or the top 25% can be short listed for the preliminary interview.

However if the number of shortlists are few then the preliminary interview can be conducted first by HR and if the candidate is found suitable then he or she can be passed down for a second round with the respective department head for which the candidate has been shortlisted.

Note: The suitability of candidature for a given post is first decided by HR.

Candidates must be asked to fill the application form (Annexure 2) before the preliminary interview commences. If some important portions of the form have been left incomplete, the interview panelists must seek this information during the interview and fill the same.

The interview should assess the following competencies and skills:

Technical skills (whether the candidate has the required knowledge to hold the position) Problem solving ability ( Ability to see through difficult situation and yet contribute)

Communication Skills(Ability to communicate effectively within and outside the dept)

Initiative and Drive Values and beliefs Team working Career AspirationsSome of the other aspects that one must assess in the preliminary interview are:

Reasons for leaving the previous job

Family background does he /she need a job?

How will the person get to work?

Is he or she willing to work in shifts and travel at odd hours to get to the factory?

The interview comments must be filled in on the last page of the application form and a record maintained for the same.Reference Check

This is done in the case of candidates who have work experience. The HR Manager performs the reference check on all selected candidates and documents it. During the reference check if the feedback is poor or if there is any Integrity issues , then the candidature is forfeited. Offer Letter

Persons who clear the medical and the reference tests will be made an offer. The salary of the person will be fixed by the Manager and HR in consultation with the MD. The Director will approve the salary and the designation before the offer letter is made. The offer letter will be signed by the Managing Director.

Letter of Appointment

A letter of appointment is issued to the person in the week he has joined. The letter will be prepared by the Manager HR and signed by the Managing Director. The Manager HRdministration will explain the terms and conditions of service to the employee in a language familiar to the candidate.Personal File

The HR Manager shall open personal file on the day an individual joins the Company. The personal file shall contain the following documents:

Resume

Filled Company Application form with interview comments

Written reference report , if any

1 Photograph

Copy of salary slip.(In case the candidate was previously employed)

Acknowledged copy of the offer letter

Acknowledged copy of the appointment letter.

Joining formalities

Induction

Any person joining has to undergo an orientation programme by HR where in the person is briefed about the company and policies.

All the department heads are required to brief the new joinee on their respective departments and the nature of work done there.

Appointment letter is issued within a week of joining

A savings bank account is opened to facilitate credit of salaries in the second month after joining.

TIMINGS / OVERTIME /ATTENDANCE / LATE COMINGTimings:

The Office/Factory starts at 9:00 a.m and closes at 6:00 p.m. The lunch break is between 1:00 p.m & 1:45 p.m.

The Six days working pattern is in place wherein the seventh day is considered as the Weekly Off. As far as Staff members are concerned, they have an additional Off on the 2nd & 4th Saturday of a month. The workers are given a days off as Attendance Bonus if they do not absent themselves in a given month.

Overtime:

Overtime is paid up to the Supervisory Grade and in compliance of the Factories Act 1948 , i.e, twice the regular wages if the working hours exceeds the normal hours fixed. As far as the Production department is concerned the PPC person decides whether or not to permit or perform Overtime. Prior approval in writing should be sought from the G.M Operations before granting of overtime. The floor managers are responsible and should check the veracity of the work done against the hours invested upon. The prescribed formats have to be filled-in and checked by the Floor manager and after his initialing, should be submitted to the G.M Operations for due approval the very next day. After the approval happens the same must be submitted to the H.R Department to incorporate it in the Payroll. The procedure is the same for all other departments i.e, prior approval to be sought before the O.T is done, the reporting to: person monitors the acual performance and finally the dept head approves the O.T done. Attendance:Regular attendance is expected from all employees. An attendance register is kept at the entrance manned by the security guard where in all employees are expected to sign the register. The Registers would be there upto 9:30 a.m and after that would be with the H.R Department. Workers need to sign the register on two occasions ( once in the morning & once in the evening). Employees who arrive late or on official duty need to approach the H.R Department , sign the attendance register and only then resume their official duty. Its also imperative that the Employee should inform his/her Dept Head and the HR Dept in case of late coming and if out on official duty.

Late coming:

Late coming is strictly discouraged & habitual late coming is prohibited . Employees coming late to office on more than 3 occasions in a month would amount to Indiscipline & Disobedience. Warning letters would be issued. Due weight age is given to this factor during performance appraisal of the employee.

PERFORMANCE MANAGEMENT SYSTEMS:We have a Performance Management System which is a systematic process involving the employees, as individuals and members of a group and which improves organizational effectiveness in the accomplishment of organization's mission and goals and simultaneously harness and encourage the competency level of all employees and to reward adequately the deserving ones .K.R.As ( Key Result Areas) in the prescribed format ( attached below) have to be submitted to the Head of Department ( H.O.D) at the beginning of the financial year by all employees. Review of performance is done on a quarterly basis by the H.O.D and is being conveyed to the employee and documented. Deviations if any, from the set goals would be viewed critically and action shall be initiated accordingly.

FORMAT IS ATTACHED HEREWITH

PERFORMANCE APPRAISAL FORM

Name of the Employee : .................................................................

Designation: .................................................................

Department: .................................................................

Date of last Review/Appraisal: .................................................................

Review/Appraisal Period.: .........................................................................

SELF APPRAISAL (use additional sheets if necessary)

1. The following were my primary duties & goals during the concluded appraisal period

a)

b)

c)

d)

e)

2. My contributions, successes, goal achievements, and improvements during the concluded appraisal period

a)

b)

c)

d)

3. The following goals are not met.

a)

b)

c)

4. Reasons for not meeting goals mentioned above.

a)

b)

c)

Employee Signature with date

(Use separate sheets if required)

KEY RESULT AREAS (KRAs)

Name of the Employee : ...............................................

Designation: ...............................................

Department: ...............................................

KRAS for the period: ...............................................

\

Goal SettingsPerformance

Standards Remarks

Signature of Employee

Note: Employees are required to set the goals for the next one year & ensure that the set objectives are met in line with organizations objectives.

Name of the Appraisee:Designation

:

Appraisal Period

:

EMPLOYEE PERFORMANCE FACTORS

FACTORSMax Points Ratings

HoDHRMgt

1. JOB KNOWLEDGE20

a)Understanding of duties & Responsibilities

b)Meeting commitments & work standards

c)Mastery of Skills & knowledge

d)Ability to work independently & adaptation to changes

e)Time Management & Meeting deadlines

f)Quality & quantity of work

Total20

FACTORSMax PointsRatings

HoDHRMgt

2. INITIATIVE & INNOVATION15

a)Creativity in problem solving

b)Generation of new ideas & self development

c)Willingness to accept additional responsibilities

d)Effective management with available resources & work on priority basis

e)Initiating new ideas & conscious of doing it first time

f)Efforts at continues improvement

Total15


HoDHRMgt

3. WORKING RELATIONSHIPS & INTERPERSONAL SKILLS15

a)Diplomatic in expression & Excellent in oral & written communication

b)Co-ordination & co-operation with the teammates

c)Quality of relationship & interactions with people

d)Flexibility & openmindedness

e)Adherence to company policies

Total15


HoDHRMgt

4 LEADERSHIP & TEAM BUILDING 25

a)Acceptability to Team members

b)Development of team building & cohesiveness

c)Positive influence on employee morale

d)Building confidence level at the workforce

e)Formulating structured development plan

f)System implementation

Total25


HoDHRMgt

5. PROBLEM SOLVING SKILLS15

a)Anticipation & prevention of problems

b)Analysis of problems & their causes

c)Overcoming obstacles & bottlenecks

d)Generation of alternative solutions

e)Help to implement process improvement

f)Use of information in decision making

Total120


HoDHRMgt

6. ATTITUDE & DISCIPLINE10

a)Attitude with the fellow workmen.

b)Attendance & punctuality

c)Adherence to company policies & procedures

d)Safety consciousness

Total!D27 Is Not In Table

GRAND TOTAL

100

OVERALL PERFORMANCE OF THE EMPLOYEE

OVERALL RATING AWARDED: _____________

1. Areas of Strengths

a)

b)

c)

d)

2. Areas that required improvement

a)

b)

c)

d)

2. Reviewers Comments

a)

b)

c)

d)

DEPARTMENTAL HEAD HUMAN RESOURCE

PERFORMANCE PARAMETERS

PARAMETERSRATINGSREWARD

EXCELLENT 90---100A Promotion with 1 Increment

VERY GOOD 80----892 Increments

GOOD 66-----791 Increment

MODERATE 51-----655% increase on the Basic Pay

POOR

Education

hr -policies