2- HUMAN RESOURCES AND POLICIES

2.1 Manpower planning

The department wise strength will be discussed and communicated to

the various departments. It is concerned with estimating the number and
type of employees required by an organization for a specified future
period. This can be estimated by keeping mind the expected work load.

Procedure

The format as provided below will be used as the basis on which the staff
status is maintained and monitored.

S. No. Department No Of Staff

1 Administration
2 Front Office(Including Telephone+
Health club)
3 Sales
4 Housekeeeping
5 Food & Beverage Service
6 Food & Beverage
production(including Kitchen
stewarding)
7 Finance

8 Engineering
9 Human Resources
10 Security

2.2 Recruitment
The organization follows the open competition approach in the recruitment.

The organization shall treat all candidates fairly and equitably and shall not
discriminate on any grounds.
Recruitment of candidates

 A job description will be created or updated the vacant position.

 The job description will reveal the essential norms for the position along
with the job title, functions, qualifications, hours/shifts required,
anticipated salary range and any other pertinent information to assist in
gaining the approval to hire.
 The positions will be advertised both in-house and outhouse so as to
maximize
 Equal opportunity.
 The advertisement must run for at least five (5) working days.
 The candidates can apply both through offline and online mode or as
per the mode prescribed.

Selection of Candidates

Interview shall be carried out by the Panel including at least two members
who hold expertise in the area.

The selection Panel will consist of:

 Chairman BOG - Chairman

 General Manager – Member
 Executive Assistance Manager - Member
 Personnel Manager - Member

 The Candidate will be firstly contacted by HR Manager later on followed

by Initial Screening.
 Interview shall include online assessment - Test that measures
competency and skills through a combination of personality
assessment, behavior based assessment and computer adaptive
logical reasoning assessment.
 In the Final interview interaction will be held between with the key
peoples of the hotel.
 The candidate will have to complete the procedural formalities by
providing the necessary documents and mutually accepting.
 In case of Mutual acceptance the joining and onboarding will be
processed.
 2.3 Sourcing of candidates
A thorough search for internal candidates should be conducted and only
if the internal search is not to desired expectations, an external search
should be undertaken. There are several potential sources which can be
used for recruiting suitable external candidates.

These include:

 Applicant on file
 Advertising
 Hospitality School/colleges/Universities
 Employment Agencies

Procedure

Applicants on file

The HR Manager shall maintain a file containing unsolicited job

application filed by job type. In order to obtain maximum benefit frim this
resource the HR Manager should ensure that any applicant held on file is
suitably qualified for a position within the hotel.

Advertising

Any advertisements placed for positions available should adhere to the

guidelines outlined in the “Advertising and Publicity Procedures and
Guidelines Manual”, and should be approved by the General Manager.

Hospitality Schools, Colleges and Universities Local Hospitality Schools,

Colleges and Universities offer ideal potential applicants. The hotel
should thus establish good relationships with these institutions by
maintaining a relatively high profile, being supportive of work experience
programs and offering professional advice on academic curriculum.
Vacancies which may be filled by graduates or students can be
advertised via campus notice boards.

Employment agencies
Due to the expenses involved employment agencies services should only
be used as a “last resort”. Approval must be given by the General
Manager.

Management Level

Recruitment may be sourced through Personal contacts or

Recommendations or Owners Recommendations or Recruitment
agencies.

Assessment Process

 Application form duly filled in by short listed candidates with

photograph as per standard format.
 Applicant will be given a hotel/RH fact sheet prior to be interviewed.
 Interview will be with General Manager by appointment.
 All HOD positions to be interviewed and approved by director of
operations/ Senior vice President.
 Personal profile of selected candidates completed and analysed by
human resource manager.
 References checked from two separate sources.
 Successful applicants advised minimum 2 months prior to start date.
 All unsuccessful applicants advised by letter when all positions are
filled.

Executive level

Sources of recruitment will be through Advertisement or Personal

Contacts or recommendations.

Assessment Process

 Application form duly filled in by short listed candidates with

photograph as per standard format.
 Applicant will be given a hotel/RH fact sheet prior to be interviewed.
 Applicants will be interviewed as per present person specifications.
 Screening interview will be held with HR Manager and by department
manager by appointment.
 Final interview will be with GM.
 References will be checked from two different sources.
  Successful applicants will be advised by letter and phone call.
 All unsuccessful applicants can be advised by letter when all positions
are filled.
 If applicant can fulfill another role then that position may be offered.

2.4 Employment of Relatives

Relatives of any staff or executive shall not be recruited as per the policies
of the hotel.

2.5 Employment thorough Consultancies

Procedure

Any labour employed by the departments through consultancies for

carrying out work in the premises of the hotel should be with the prior
knowledge of the HR manger and security manager.

The terms of contract, if any, should be worked out in consultation with the
HR Manager so as to bind the contractor to cover the liabilities pertaining
to labour laws, E.S.I, Accident Insurance, food on duty etc.

2.6 Types of employees

 Permanent
 Probationer
 Apprentice
 Trainee
 Casual
 Contractual

Classification

Permanent Employee

A ‘Permanent’ refers to an employee means who is entertained on a

permanent vacancy or who has been appointed by the management on a
 confirmed basis in writing by the Management or any other officer who is
authorized on behalf of the Management and who has been given a letter
of confirmation and includes the staffs who have completed the
prescribed or extended period of probation satisfactorily.

A ‘Probationer’ means an employee whose services are engaged for a

fixed period on trial basis in order to test his or her skills, integrity, hard
work, behavior and job knowledge so as to fill a permanent vacancy which
shall ordinarily, be up to last date of the month in which the employee
completes six months service.

An ‘Apprentice’ means a person who is undergoing apprenticeship or

learning in designated section of the hotel under The Apprentices Act,
1961. On completion of the apprenticeship he or she may be absorbed or
discharged at the discretion of the Management. An apprentice shall have
no right to claim employment in the hotel.

A ‘Trainee’ means a learner who shall be paid a training allowance or

stipend during the period of training and will have no claim for permanent
placement with the hotel on completion of training. The period of training
and/ or any extension of the period of training shall totally be at the
discretion of the management.

A ‘Casual’ employee is an employee whose employment is of a casual or

an occasional nature.

A ‘Contractual’ individual may be employed for a specific period/s and in

such cases the employment automatically ceases on the completion of the
period mentioned in the order and such employment or termination will not
amount to retrenchment, as such employment would be treated to be one
under Section 2(oo) (bb) of The Industrial Disputes Act, 1947.
2.7 Reference Check
All candidates who have been short listed should be reference checked.
A job offer shall not be made without conducting a reference check.

Procedure

At least two previous employers should be contacted by telephone and

asked to give a verbal appraisal of the candidate.

2.8 Pre-employment Medical Examination

Every new employee has to undergo a medical examination as detailed

below to make certain he is qualified to perform his assigned duties:

Procedure

F & B Production/ Service/ Kitchen Stewarding

 General examination
 Chest X-Ray
 Blood Test-DLC, HB, Haematocrit, Total RBC, ESR, Platelets,
Blood Group and RH type.
 Stool and Urine examination
 VDRL Test
 Sputum Te

All Other staff

 General Examination
 Chest X-Ray
 Blood test-DLC, HB, Haematocrit, Total RBC, ESR,
Platelets, blood Group
 VDRL Test
The cost for the above test is to be borne by the hotel. Further as per the
requirement under local health authorities all food handlers should undergo annual
medical checkups.

The employee needs to take the medical examination format along with him/her to
the hospital for the Doctors reference.

Medical report is to be submitted by the hotel Doctor HRD within two days of tests
conducted.

All the trainees are also required through the medical examination.

2.9 Letters of Employment

Once a person has been selected for a position, the successful applicant should
be contacted by the HR Manager and be offered the position verbally and with an
offer letter.

After this, letter of appointment outlining the terms and conditions of employment
will be issued to every permanent employee within a week of joining after the
fitness certificate is received from the doctor.

The appointment letter is issued in duplicate. One copy duly signed by the
employee goes into the personal file. Different appointment letters will be used for
management and supervisory/ staff levels.

Procedure

The General Manager will sign all Department Managers and executive offer/
appointment letters.

The HR Manger along with the General Manager signs all Supervisor and staff
offer/appointment letters.

Job Description giving all necessary details of reporting and duties must be
attached to appointment letters.

On joining the following formalities need to be completed by the new

joinees:

ESI Form
All staffs covered under the ESIC scheme have to contribute 0.75% or such
other percentage of gross salary as may be stipulated by the ESIC every month,
being employee’s contribution towards ESI coverage. This amount will be
deducted from their monthly salary. The employer / hotel are also going to
contribute 3.25% of your monthly gross salary towards your account with the
ESIC every month.

PF Form

Provisions of “The Employees’ Provident Fund and Miscellaneous Provisions

Act”, 1952 covers all the staffs. Employee and employer contribution shall be
deposited on a monthly basis in the employee’s provident fund account.

Locker

A locker will be provided in which employee(s) can store their uniforms and
personal belongings. It is the responsibility of the employee to keep their locker
clean and tidy. In the event of a forgotten or lost key, contact human resources
to arrange for the necessary replacement. Staffs are not allowed to duplicate
keys. If the key is lost, then employee will be charged for it accordingly. The
locker is to be kept locked at all times, as the management does not accept
responsibility for the recovery of any personal valuables or property in case of
loss or theft.

Nobody is allowed to keep any items which are property of the hotel in your
lockers, which if found in the surprise checks would invite strict disciplinary
action.

Smoking in the locker rooms is strictly prohibited. Upon cessation of service, the
locker is to be vacated and key is to be returned to the human resources
department. If unreturned then the cost of the same will be recovered at the time
of full and final settlement. Human resources and security may conduct surprise
checks as and when deemed necessary.

Bank Account

As and when the bank is confirmed every new joinee needs to fill the form for
opening his/her Bank Account so that salaries are credited to the respective
bank accounts accordingly.

2.10 Career Tracking

The main focus of the Human Resource Department is the development of
people. Those individuals who show potential to progress throughout the
industry and are not an a traineeship program shall be encouraged to develop
through career tracking.

Procedure

A long term goal shall be established for the employee through a mutual
understanding between the management and the employee and the necessary
steps to be taken to achieve the goal.

This process involves cross exposure training, internal transfers, performance

development reviews and systems for monitoring progress and succession
planning. The HR Manager will monitor the career track with assistance from the
general Manager.

2.11 Performance Development Reviews

The major aim of a performance Development Review is to provide feedback on
job performance and guidelines for improvement. The emphasis should be on
highlighting strengths and identifying areas in which further training and
development needs to occur.

Procedure

Performance of each and every individual will be reviewed and discussed on a

periodic basis. The criteria of the performance management will depend on the
nature of job and shall be communicated to the employee on prior Basis. 360
degree method will be incorporated wherein the employee will be evaluated on
the basis of the feedback received from
customers/supervisor/staffs/Juniors/Interns etc.

The employee will have the right to discuss the feedback received and can
challenge it if they feel they have not been evaluated on fair grounds.

The evaluators (Supervisor/ managers/heads) are not allowed to favour or

discriminate the employees on any grounds.

2.12 Progress Interviews

After two weeks from the joining of employees, the HR Manager should consult
with the department managers for their feedbacks on employees progress. Any
issues arising from the interview should be corrected accordingly.

2.13 Discipline
It shall be the responsibility of the department managers to see that proper
discipline is maintained in their areas. Any matter pertaining to an act of conduct
or misconduct by an employee should be informed on the prescribed form to the
HR Manager.

While submitting the report on conduct/ misconduct of a person, care should be

taken that the specific instance must be supported by giving details of who,
when, where, how and in whose presence the incident occurred.

The intimation to the HR Manager should also specify as to what investigation/

efforts have been exercised in the matter and what facts have been reveled in
the process. This will enable the HR Manager to initiate proper disciplinary
action or in cases where the misconduct is of minor nature, it could be put on
record in the personal file of the employee for future reference.

Dismissal of senior employees should be carried out by the General Manager

and HR Manager. In the case of other staff members, dismissal shall be
handled by the HR Manager after discussion with the General Manager.

It is important to ensure that all the facts are clearly established and the correct
procedures for disciplinary actions are followed.

2.14 Resignation from Service

An employee on probation can leave the services of the hotel by giving one
month notice or by surrendering one month wages in lieu of the notice or wages
equivalent to the days for which such notice falls short of one month as the case
may be.

An employee after confirmation can leave the services of the hotel by giving one
month notice or by surrendering one month wages in lieu of the notice or wages
equivalent to the days for which notice falls short of one month, as the case may
be.
 The management shall however have the right to accept the resignation of an
employee with effect from any date earlier than the date offered by the
employee and thus relieve him at any time during the notice period. The
resignation submitted by any employee shall be given effect from the date
specified by the management and in the acceptance letter and the acceptance
is sent/ delivered to the employee. It shall be open to the management to
withhold its acceptance in respect of resignation submitted by an employer
under suspension or against whom disciplinary proceedings are
contemplated/pending.

2.15 Termination of Service

The services of the employee can be terminated after a duly constituted Enquiry
Committee has established charges against him/her. No notice will be required for
such cases; the employee will be terminated immediately.

The appointing authority shall have the power to terminate the services of any
temporary member of the staff after giving due notice of one month or pay in lieu
during the period of probation.

The appointing authority shall have the right to terminate the service of a
permanent member of staff by giving him two months’ notice or pay in lieu.

The appointing authority will have the right to terminate (without notice) the
services of any employee on recommendation of Screening Committee in case
his/her work is found below average by the committee.

2.16 Exit Interview

An interview shall be conducted by HR Manager with each employee who
resigns to determine the reasons for the employee’s decision to leave the hotel.
The information gathered from exit interviews can then be used to identify
problem areas and utilizing effectively in improving staff morale, reducing staff
turnover and rectifying shortcomings in the work environment.

Procedure

Ideally, prior to conducting the interview the employee should be asked to

complete an exit interview form.
The department manager will also fill the exit evaluation report and hand it over
to the HR Manager.

In the first few minutes of the exit interview the HR Manager should attempt to
put the employee at ease and explain the purpose of the exit interview. During
the interview, discussion will be based on the points raised by employees in the
exit interview form.

The exit interview should be concluded by tanking the employee for his/her
efforts during employment at the hotel and the employees should leave with a
positive impression of the hotel and the company.

Once the exit interview is over, the HR Manager shall record on the exit
evaluation report his own thoughts.

2.17 No dues Clearance

All employees who have resigned or terminated should fill the employee
clearance form and the same needs to be checked and signed by the respective
managers to show that all company property issued to the employee has been
returned prior to their departure. This includes items such as uniforms, keys,
floppies, name badges, identity cards, lighters, knives etc.

Procedure
Once the resignation is approved/accepted the employee clearance form is to
be issued by the HR department.

The employee should get the clearance from the respective department
manager and submit it back to the HR department for calculation of net amount
payable after deductions, if any.

The HR department then submit the form to the accounts office for full and final
settlement of the employee.

Acceptance of full and final settlement by the employee is to be forwarded to HR

department to be placed in employee’s personal file.

2.18 Issuing Reference checks

Written references in the name of the company are to be provided by General
Manager/HR Manager only. Any manager contacted by telephone for a
 reference check on a previous employee should provide the relevant information
with the knowledge of the HR Manager. It is however, important to first establish
that the caller is genuinely a prospective employer.

2.19 Issuing References/ Certificates of employment

Policy

Each hotel should have Standard Certificates of employment which can be

issued by the hotel to verify:

 That the employee was employed by the hotel.

 The position(s) held by the employee.
 The commencement and termination dates of service and reason thereof.

These should be provided by the HR department upon request by the employee

stating the reason for which such certificate is required. However, an experience
certificate will only be issued to a person who has left the services of the
organization but no such certificate shall be issued to employees whose service
has been dismissed or discharged for adverse reasons.

2.20 Re-employment

Policy
Past employees who performed well during their employment and left on their
own accord may be considered for re-employment. Former employees who are
re-employed are considered as new employees for the purpose of determining
entitlement to benefits.

2.21 Long Service Awards

As a company, it is important to give special recognition to employees who have
been with the company for 5 years or more. Long Service Awards are to be
presented to employees for their 5th, 10th , 20th and 25th anniversary with the
company.

2.22 Personal file

 Procedure

All documents of current employees are filed according to ID card number

issued by HR department.

Each employee personal file contains check list for ready reference (Consisting
of name, address, date of birth, blood group position start date, ID number etc.),
summary of employee’s job, performance development review and training
history during employment.

All personal files should be updated whenever information like change of

address, contact number, etc. is received from the employees.

Employee’s files include following documents:

 Check list
 Completed hotel job application form
 Job Application and Bio-data/Resume from the applicant
 Copies of all certificates/reference letters
 Letter of appointment with signed acknowledgment
 Signed Acknowledgement of receipt of staff handbook
 Medical Fitness certificate from hotel doctor
 PF and ESI forms with nominations/authorization
 Change of status forms
 Performance Development reviews
 Copy of pan card and ration card and Reference Check Report

Apart from the above mentioned records, all other relevant documents
pertaining to the employee during the period of employment is filled. For
instance:

 Change of status forms

 Performance Development reviews
 Copy of training sheets
 Copies of staff awards
 Upon termination, the exit interview form, no dues clearance form and copy of
relieving letter is filed.
 The record of ex- employees are kept alphabetically and destroyed as per the
local laws
2.23 Staff handbook
Policy

Each hotel employee should be given a copy of Staff handbook which explains
the hotel policies, rules and regulations governing the employment, facilities and
benefits given to the staff.

The HR manager should ensure that each employee has received a copy of the
staff handbook duly acknowledgment by the employee and having understood
the contents of the handbook as he/she agrees to abide by the terms and
conditions formulated.

2.24 Job Descriptions

Policy

A Job description should be written for every position in the hotel. Each
department manager in conjunction with the relevant employees will prepare
and regularly update job description for each position in their department.

The HR Manager maintains updated job description for all levels and the same
need to be distributed to all newcomers along with appoint letter.

2.25 Organization Chart

Policy
The management prepares the hotel organization chart. The hierarchy structure
should be communicated to all the employees during the induction program.
The HR manager is guided by the General Manager to change the chart
whenever any revisions are necessary as per the existing working structure of
the hotel.

2.26 Sports/Welfare Activities

Policy

In order to promote camaraderie and team spirit amongst employees’ social

activities need to be organized by the hotel. The HR Manager should initiate
regular social and sports activities providing opportunities to the staff so that
they can know each other outside work.

The hotel in due course will have to consider the needs of its employees and
develop a recreation room for facilities like table tennis, caroms, chess, etc. The
various department of the hotel should build up teams for participating in events
at the inter-departmental and inter-hotel level.

Apart from sports/games, the hotel should host Staff Party, family picnic day,
games day, etc. each year for all employees and provide their families at least
one function.

If a staff party is organized, the management would act as host and service will
be done by all executives.

Department managers can organize a departmental picnic once in a year. The

HR department will support in organizing the event. For all the social events the
budget should be submitted by the HR manager to the General Manager for
approval.

Management parties with family will be hosted by the management once in a

year.

However all sport and social activities should be organized as per the
convenience in operations.

2.27 Employee recognition Scheme

Policy
The hotel should identify and reward outstanding contribution made by
individual staff members. The recognition scheme will provide an avenue for
recognition; ideal qualities exhibited by individuals and provide incentives to
motivate the other staff to emulate these qualities recognized in others. The
management will offer regular rewards which can be won by any staff members,
front of back of house.

Some of the schemes that would be introduced are:

Employee of the year Award (Respective Departments)

 Employee of the month Award (Respective Departments)

Outstanding Performance of the year awarded (Complete Hotel)

Award for Best Attendance and punctuality (Complete Hotel)

The judging system needs to be worked out and should be based on individual
ratings and different factors defined for giving rewards.

2.28 Hotel orientation

Policy

In order to provide new employee with necessary information and allow them to
settle smoothly and promptly in their new role orientation and induction program
will be conducted under the guidance of HR Manager.

In case the employee is not able to attend the training imparted on the first day
then he/she is advised to attend the same within two weeks from the
commencement of work.

Orientation/Induction program will cover the following points:

 Overview of the Orientation/ induction program

 Welcome address by the General Manager
 Introduction to the Hotel
 Tour of the Hotel
 General discussion on the items outlined in the Staff handbook
 Terms and Condition of Employment
 Hotel Rules and Policies
 Employee benefits and programs
 Safety, security and fire procedures
 Administration Details- Payrolls, Uniform, ID cards, Time Recording system,
Locker, Staff Cafeteria, etc.
 Question and Answer
 Department Induction
 During the orientation/induction program all new employee will be given an
  Orientation/induction kit which includes:
 Welcome letter from General Manager
 Orientation/Induction Time table
 Hotel brochure/RH fast facts leaflet
 A list of head of department managers names
 Staff handbook
 Uniform Issue form
 Name badge
 Nomination/Authorization form

2.29 First-Aid
Policy

First –aid is the immediate and temporary care given to the victim of an accident
or sudden illness. Its purpose is to preserve life, assist recovery and prevent
aggravation of the condition, until the services of doctor can be obtained or
during on the way to hospital or to the casualty’s home.

First-aid kits must be available at the hotel as per the state legislation. The HR
Manager and security Manager should take essential care in the maintenance of
the kit. Front Office, Housekeeping, F&B production engineering should keep
one set of first aid kit.

Security department will have one first aid kit for use by the rest of the hotel.

2.30 Fire Safety

Policy

A training for whole staff on ‘safety and evacuation’ procedures will be

conducted on regular basis. Fire drills will be conducted each year to ensure
that staff is adequately trained to handle an emergency situation.

The hotel fire manual should be read by all new employees, a copy of same
should be kept in each department as well.

Regular fire training will be conducted by the hotel Security Manager.

2.31 Staff Cafeteria Control
Policy

Welfare is of the statutory and the non-statutory kinds. Though statutory welfare
ensures a bare minimum of facilities and reasonably good working conditions,
employers are free to provide non-statutory welfare. However, all professionally
managed organizations provide non-statutory measures in varying degrees.

Welfare measures eliminate risk and insecurity. This is to ensure their personal
safety and provide them with a congenial work atmosphere.

Staff cafeteria is the major facility an organization can provide to its employees.

The hotel would provide breakfast, lunch, dinner, tea/coffee and midnight snacks
free to all categories of employees.

Employees are not permitted to have the privilege of eating restaurant food in the
staff cafeteria, unless it is authorized by the head of department. Employees are not
permitted to carry their own food to staff cafeteria.

Cafeteria rules:

Employees will be entitled for duty meals as per the shift timings and cafeteria
timings as decided by the management. If employees are working on double shift,
they are entitled for meals as per the duty schedule which should be cross verified
with the department managers.

Off duty employees are not entitled to take meals in the staff cafeteria.

The timings of staff cafeteria should be displayed at important locations viz.

Individual department Staff Entrance, Locker Room and Kitchen.

No outsiders including contractor shall be permitted to eat in the staff cafeteria

unless prior permission is obtained. Such permission will only be given by the
General Manager and HR Manager after which a special pass is issued from the
time office. A special rate per meal will be charged in such cases accordingly.

2.32 Electronic Keycard Control System

Policy
Section card

Section cards are generally issued to maids.

There can be up to 15 Sections.
Nine card holders can be assigned to each section.

Zones

Zone cards are generally issued to Housekeeping supervisors.

There can be up to 5 zones.
Seven card holders can be assigned to each zone.
up
User and user access
Making Keycard issue register
Taking back up of software
Training of staff
Lost card should be immediately reported to front office manager and a blocking
card should block access to all concerned rooms.
Key card issued to employees will be maintained in a register with the following:
S. no Name of card Issued to Quantity Access Validity

1 Grand Grand General Manager 1 All rooms One year

Mater including
double lock
2 Grand Master HOD- 2 All rooms Three
Housekeeping including Months
front Office Double lock
3 Master Kept at HK control 1 All rooms no Three
desk DL Months

4 Zone Card Zone Supervisors Per Zone Zone rooms One Months
no DL

5 Section Card Maids per section Per section Section One Months
rooms

6 Fail Safe Card Front Office Per Room Per rooms No time limit

7 Lock out Card Front Office 1 All rooms No time limit

8 Fire Emergency Security 1 All rooms One year

Card with DL
9 Handicapped Guest issue Delayed Per day
locking
 10 Special cards Gym, 1 One month
LLR,Ex.Offices

Software User Access

Keycard system is to be maintained by front office manager.

Responsibilities include but not limited to:
 Software Setup
 Access rights set up
 User and user access
 Making Keycard issue register
 Taking back up of software
 Training of staff
Lost card should be immediately reported to front office manager and a blocking card
should block access to all concerned rooms.
Key card issued to employees will be maintained in a register with the following
format:
S. no Date Type of card Issued to Old card Issued by Issued to
Validity returned signature Signature

S. no User Access Access Right

1 Front Desk(No of users- Lowest Room Keycard

Unlimited)
2 MOD(No of user- Unlimited) Higher Guest card, System
Report, Lock Read Out

3 Master ( No of users-Two Highest Complete Access such as :

passwords) Guest keycard Employee
card, Report, System, User
add & remove etc.

2.33 Gate Pass System

To lay down a standardized system for the control and follow up of all assets
leaving the hotel premises for any reason whatsoever. Gate passes are and
extremely effective way to carry out a complete check of possible unauthorized
pilferage.

As such the security department exercises strict control over the movement of an
article through properly prepared gate passes. Any of them if taken out of the hotel
premises will necessarily be routed only through one exit point i.e. The service
entrance/exit. This is for a better Gate pass control.

Procedure

Categorization of Gate Passes for removal of Hotel Property

For returnable items

For non-returnable items including sale of empties, newspaper and other scrap.

This gate pass bears the cash check number date and amount of payment
received.

Non-returnable gate pass is also prepared for any rejected supplies. For employees
own packages, the gate pass is prepared by the Executive Housekeeper.

EXECUTIVES AUTHORISED TO SIGN GATE PASSES

General Manger, Rooms Dicision Manager, F&B manager and the finace controller

Banquet Manager , Rooms Division Manager, F&B manager for food and beverage
equipments and food for outside banquets. These gate passes bears the function
prospectus nmber and the date of the function.

Executive Housekeeper of housedeeping for Housekeeping items finally approved

by any of the officials mentioned in clause(a)

Chief Engineer for engineering goods/supplies and for return of empty gas cylindrs
finally approved by buy the officials mentioned in clause (a).

Receiving Asst. For all refected supplies. He will also countersign gate passes for
empty cylinders signed by the Chief Engineer. Final approval by any of the officials
in clause (a).

GATE PASSES FOR NON-RETURNABLE ITEMS

All gate passes for nono returnable items must be finally signed and approved by
the general Manager and the financial controller.
DISTRIBUTION OF COPIES OF GATE PASSES FOR RETURNABLE AND NON-
RETURNABLE ITEMS

Gate passes in the csse returnable items are prepare in quadruplicate by the
issuing department. The original (white) copy, the second ( pink ) copy and the third
(green) copy are handed over to the person taking the article out of the hotle. The
white copy remains with the person taking the aricle out of the hotel and the other
copies are given to the receiving Asst . who enters the same in the register
maintained at the rceiiving department. He retains the green copy and returen the
pink copy tho the person taking the article out of the hotel premises. The security
office records the gate pass number, date of issue,details date of actualreturn
( when received back ) in the register ot be kept in the security office. This register
is maintained department wise.

Gate passes in repecty of non-returnable items are prepared in triplicate. The

original(white) copy and second ( pink) copy are handed over to the person taking
the article out of the hotel. The (pink) copy is surrendred to security personnel when
the article is taken out. The original copy (white)is also surrendred to security. All
gate passes whether returnable or non-reutrnable are signed and stamped by the
security personnel.

RECORD

Used gage pss bokks are returned to the accounts for record.

RETURNABLE ITEMS WHEM RETURNED

All returnable items are brought back through receiving accompanied by the original
gate pass which was issued ate he time of taking the article out of the hotel.

Registers inform the security officer the following details so that the gate pass
register maintained by the security office is up-to-date:

Gate pass number

Date and time of issue

Details of items(S0-i.e. description and quantity of goods

Name of the person

Date of the return

Purpose

Returnable/Non-returnab;e

Approved by/authorized by

Actual date and time of return

Receiver’s signature

Department signature

EQUIPEMT TAKEN FOR OUTDOOR CTERING

Equipment when return to the hotel after catering is checked by the security
personnel. The original copy of the gate pass on which the equipments was
allwwed to be taken out is signed and stamped by the security personnelwho keeps
the gate pass with him if the receiving office is closed. In that case the security
office first co,pletes their record and then forwards the gate pass to the Receiving
Asst. the next day to update his register. However if the receiving area is open the
receiving office first updates their register and then forward the gate pass to the
security office for up dating their register

GATE PASSES FOR EMPLOYEES PACKAGES

In the case of employee carrhing out packages gate passes are prepared by the
housekeeping department. The original copy si given to the security personnel.
When the article is taken out of the hotel.

ARTICLES SENT FOR REPAIRS

Items sent for tailoring and stitching are times returned in installments. In such
cases the nimber of aricle received is noted on the gate pass to the repair bill when
it Is went to the hotel for payment.

ARTICLES FOR TAILORING AND STITCHING

Items sent for tailoring and stitching are at times returned in installments . in such
cases the number of articles received is noted on the gate pass as well as in the
gate pass register when the last installment is received.

SOPNO.2.34

REGULATION FOR SMOKING

POLICY

All executive and staff of the hotel are permitted to smoke only in the respective
locker rooms or a pre-designated area in the premises. All other areas including
office areas and staff cafeteria are prohibited for smoking.

2.44 Loan/Advances
Policy

Introducing the facility of loans will only be reviewed after 2 years of operations.
Salary advances to employees will be reviewed after 1 year of operations.

2.45 Group Accident/Maternity and Hospitalization Insurance

Policy

As part of employee benefits, Group Accident Insurance and Group Hospitalization

Insurance are covered by the hotel for all categories of employees as follows:
POSITION LEVEL INSURANCE MAX AMOUNT IN INSURANCE
CATEGORY LACS P.A. (RS.) COVERAGE

HOD Hospitalization 3.00 24 Hours

Accident 2.00 24 Hours
Maternity 1.00

Executive Hospitalization 2.50 24 Hours

Accident 1.50 24 Hours
Maternity 0.75

Others (Not covered Hospitalization 1.00 24 Hours

by ESI)
Accident 0.50 24 Hours
Maternity

Maternity Expenses
This is given for reimbursement of expenses incurred on hospitalization and medical
treatment at childbirth.
The employee must be confirmed.
The company shall bear expenses only for the first two children in the family.
The employee must not be a beneficiary of a similar benefit under any other
expense scheme.
If the employee leave the service of the company within 3 months after claiming
payment, the entire amount of the payment shall be recovered from the employee
while setting dues.

2.46 Food and Beverage Discount

Policy

As a part of the hotel policy to provide welfare amenities, employees will be eligible
for food and beverage discount for personal use as detailed below:

All department managers and executives will be entitled at all F&B outlets (excepts
Banquets) at 50% discount, and billing not exceeding one month's basic salary.
All supervisors shall be eligible to avail the facility only at Coffee Shop and Pastry
SHOP at 50% discount and billing not exceeding one-month basic salary or 50% of
consolidated salary. Payment to be made in cash.
Charge at 100% will be levied on bills above permitted limits in respective cases. All
executive, supervisory and staff level employees shall take the permission of their
department managers before availing this facility.

2.47 Health Club/ Swimming Pool Facility

Policy

As part of perquisites for department managers, they are permitted to use heal
club/Swimming pool facility.

The management may make rules governing the usage or alter the rules based on
the situation during the peak season.

2.48 Leave Travel Assistance

Policy

AS a part of perquisites to department managers and executives, Leave Travel

Assistance shall be paid as applicable by the respective unit.

Eligibility
To avail this facility confirmation letter in writing and completion of one-year of
service is essential.
If the employee happens to resign, the proportionate amount shall be deducted on a
pro-rata basis.
LTA not claimed in one year may be claimed in the subsequent year.

2.49 Transportation Facility

Policy

Female staff working in the second shift shall be provided transportation back to
their place of residence from the hotel in a staff van provided for this purpose after
completion of duty. A security guard would accompany the van wherever
necessary.

Female staff working beyond 8 pm will be provided transport facility from their place
of residence to the hotel. The security department in coordination with the
personnel department should be responsible for efficient /prompt running of this
service.

2.50 Leave Rules

Policy

The leave rules will be applicable as follows:

Personnel Covered

These rules will apply to employees of the Company including those on contract
employment. Leave Card will be maintained by each department.

Leave Year

The different types of leave computed will be based on completed year (April -
March) of service or proportionate part thereof, to be credited on 1 April of the
Subsequent year. Employees who join during the course of the year will be eligible
to avail PL only after confirmation, subject to the cause above.

Types of Leaves

Following types of leaves will be admissible with pay

 Casual Leave
  Privilege
 Maternity
Limits of Leave Per Annum

Frequency of Taking Leave

Casual /Sick Leave can be availed subject to a maximum of 4 days at a stretch.

(B) Privilege leave can be available up to three times (3) in any leave year with a
limit of one month at a time. The limit of one month's time may however be relaxed
at management's discretion in case of prolonged illness and tour abroad.

Leave Without pay can be availed twice in a year and the total days should not
exceed 60 days for management and 30 days for staff.

Different type of Dept. Executives Supervisor Staff

leaves Managers
Casual/Sick UNLIMITED 12 12 12
Leave
Privilege 30 21 21 21
Leave
Maternity 3 Months paid 3 Months paid As per statute As per statute
Leave/ Paternity leave leave
Leave without pay 30 days at the 30 days at the 30 days at the 30 days at the
discretion of discretion of discretion of discretion of
management management management management

Accumulation of Leave

Different types of Staff Supervisor Executives Dept. Mgrs.

leaves

Casual Non- cumulative Non- cumulative Non- cumulative Non- cumulative

Leave

Privilege leave 30 days 45 days 45 days 75 days

Sanctioning Authority

The leave granting authorities would be as follows:

 Level Recommending authority Sanctioning authority
Staff Supervisor Department Manager
Supervisor Executive Department Manager
Executive Department Manager
Head of Department General Manager

General Leave Rules

Casual /Sick Leave

Procedure for availing casual / sick leave:

Casual leave is intended for urgent business or unforeseen circumstances.

Normally all requests for casual leave except for sickness should be made by an
employee two days in advance and prior permission or sanction should be obtained
from the concerned sanctioning authority. If this is not done the employee may, at
the management's discretion, be marked absent.

General

An employee who joins the services of the company will be entitled to casual leave
only after he has completed minimum 3 months’ active service.

(1) Not more than three days casual leave can be availed at any time.
(2) Casual leave cannot be combined with privilege leave.

Casual/sick leave is non-cumulative and lapses at the end of the year.

All requests for sick leave beyond two days will have to be supported with a medical
certificate. Those covered under ESI are required to submit both ESI, medical and
ESI fitness certificates. This is mandatory requirement.
Holidays, compensatory offs and weekly offs can be suffixed or prefixed to
Casual/Sick leave. The lesser of the two will be taken into account.
Excess SL taken will be offset against the PL balance.
The granting of CL is subject to the exigencies of work and at the discretion of the
company.
SL (Supported by documentary proof) in excess of even PL entitlement may be
granted on the following basis:
  Up to 1 month against current year PL
 Beyond one month and up to 3 months: leave with half pay
 Beyond 3 months and up to 6 months leave with NO pay

This is however subject to sanction by corporate GM (HR).

In case an employee is not able to apply in advance in writing for casual leave/sick
leave because of circumstances beyond his control, he shall immediately inform on
phone or by any other communication about his being not able to attend work and
requiring leave. At the time of resuming work after such absence the employee shall
give his application in writing to the HR department stating the reason of his
absence.

Privilege Leave

Procedure for availing privilege leaves:

This will be availed of as planned and approved by the Departmental Manager/GM

on an annual basis.
All leaves must be applied for on the Establishment's prescribed form/leave card.
Grant of any leave cannot be assumed or presumed by the employees. Leave has
to be applied for and unless the same is sanctioned in writing, no leave can be
availed by the employees.
Leave applications will be submitted at least 15 days in advance through proper
channel. Leave will not be granted in anticipation of earning the same.
Privilege leave can only be availed by employees after having put in 240 working
days.

General

This leave will not be permitted to be taken on more than three occasions in a year
Holidays occurring during such leave period shall be counted as part of earned
leave.
No privilege leave will be granted during notice period to any employee submitting
his/her resignation from service.
Leave encashment is not a matter of right and is at the discretion of the
Management. Calculation of leave encashment will be done on the basis of basic
salary only.
All leaves will be allowed to employee subject to the exigencies of work. Leave
cannot be claimed as a matter of right.
Holidays and weekly off may be either suffixed or prefixed. The lesser of the two will
be counted as PL.
The minimum unit for availing PL would be four days.

HOD'S Will be entitled to carry forward PL up to 75 days as on 1st April of each

year, PL account beyond 75 days shall lapse.

Executives/Supervisors will be entitled to carry forward PL up to 45 days beyond

which it will lapse.
Once the ceiling is reached no further leave can be credited to the concerned
employees account during the entire leave year.
Employees on leave shall not take up any employment or any other vocation for
profit or gain. If they shall do so, they will be deemed to have relinquished their
employment.
If an employee, after proceeding on leave desire an extension thereof, he/she shall
make an application in writing to the sanctioning authority for extension well in time
before the expiry of leave to enable the establishment to send a reply before the
earlier sanctioned leave expires and a written reply either of the grant or refusal of
extension will be sent to the employee at the address given by him/her.
The authority to sanction leave shall be the Department Manager or any other
officer authorized by the Management.
During such period when an employee is on leave without pay or is absent,
proportionate deduction shall be made while calculating earned leave, if due.
If no earned leave is due to an employee it will not be granted in anticipation of
earning the same, except under special circumstances at the discretion of the
Management.
In the first year of service the leave year will be on pro-rata basis, i.e. from the date
of joining to the end of the calendar year.
For Department Managers once the leave is granted, a short email should be sent
on the day prior to the commencement of leave on the leave duration and next
person handling the department in his/her absence along with forwarding contact
details. Out of office response should be activated for all employees and Managers.
Privilege leave is meant for rest and recuperation and the employee shall avail of
the leave at least once in a year.

Maternity leave

Female employees covered by ESIC will be entitled to maternity benefits as per the
ESIC scheme. Executives/Departmental Managers and those employees not
covered under ESIC will be entitled to 3 months paid maternity leave.
Procedure for availing maternity leave:

Application for leave should be on the application form/leave card along with
relevant medical papers.

General

A maximum of 12 weeks will be granted.

For other rules the provisions of Maternity Benefit Act Will apply.
For settling down with an adopted child not more than 6 month or age, a maximum
of 12 weeks leave at a stretch may be granted.
A permanent full time married female employee shall be entitled to maternity leave
with pay for three months (12 weeks) during the period of confinement and in any
case out of this period of three months not less than six weeks’ period shall be
immediately following the day of her delivery shall not be less than four weeks.
For being entitled to maternity leave the married female employee shall produce
necessary medical certificate from a registered medical practitioner about her
pregnancy or delivery as the case may be.
This maternity leave shall be available only once in a period of three years and it
shall not be available for more than two occasion in her entire service. In no case
maternity leave with pay shall be allowable in the first year of service. On the
application of the employees State Insurance Act or the maternity Benefit Act or any
other legislation providing for any benefit on account of pregnancy delivery etc.
becoming applicable to employee the maternity leave provided under these rules
shall immediately cease to be available.
The maternity leave cannot be clubbed with Sick leave or Casual leave however at
the discretion of the management can be clubbed with privileged leave.
The leave should be sanctioned at least 20 days in advance.
All holidays prefix or suffix will be part of the leave period.
Proper handover should be done prior to the commencement of leave.
In case an employee is a member of the ESIC Scheme/Maternity Benefits Act 1961
all policies pertaining to the same will be applicable.
Medical Bonus will be applicable to those covered under the Maternity Benefit Act
1961.
Payment of wages will be as per act.
Transfer leave

Executives who are being transferred from one location to another on a different job
assignment are entitled to Transfer Leave.

Procedure for availing transfer leaves:

Leave has to be applied for on the leave Card and approval taken from the relevant
Departmental Head depending on whether application given prior to or post
transfer.

The date for reporting to the new location/assignment will be as stated in the
Transfer Letter.

General

A maximum of 7 days can be availed.

The leave must be availed at one stretch.
It must be availed within three months of transfer to the new location otherwise it
will lapse.
It can neither be accumulated nor carried forward.
Travel time from point to pint is not part of this leave.
This leave is not applicable on deputation/Short period transfer.

Compensatory Off

Compensatory offs are permitted in case the employee is working on off days and
holidays. Compensatory off will be given to employees with prior approval and
cannot be carried forward to more than 2 months from the date of credit. If not
availed within 2 months, Compensatory offs will be null and void.

Leave without pay

Leave without pay is to be granted solely at the discretion of the management after
taking into account the pressing emergent requirements and or the needs of the
concerned employee.

Absence

Any employee who remains absent from duty or otherwise overstays the sanctioned
leave for 10 consecutive days without information he/she shall automatically lose
lien on his/her appointment. The employee in such circumstances shall be deemed
to have repudiated his/her contract of employment.
Joining/ Transfer Expenses

Policy

Mode of Travel

Only when approved by the General Manager

Department Managers - Airfare (Y Class)/AC First Class rail fare

Executives - II AC rail fare

Transportation and Packaging Expenses

Actual packing and transportation expenses including insurance in respect of

household goods would be reimbursed against vouchers subject to the following
limits:

Department Managers - Rs. 15,000

Executives - Rs. 9,000

Stay and Joining

The General Manager shall authorize stay in hotel for any executive ranked
incumbent for joining, up to a maximum of 20 days.

2.52 Official Inland Travel Policy /General Rules

The formulation of this policy is intended to provide all categories of employees with
clear guidelines within which specific decisions can be made when people travel on
official purpose. The objective of the policy is to ensure that appropriate, cost
efficient and convenient travel arrangements are used consistently.

Policy

Wherever possible, the employee traveling on official work both corporate and hotel
based should stay in other RH/Equinox hotels. The usual staff discount (75 %off
rack rate) will be given subject to occupancy status. In case, another RH/Equinox
hotel does not exist, or the location is inappropriate, then comparable
accommodation should be identified. Wherever possible, a favorable rate should be
negotiated subject to the approval of the General Manager

Travel Allovwance Categories

Traveling Allowance Categories will be specified separately from time to time.

Town Classification

Group A: Delhi, Mumbai, Pune, Chennai, Calcutta, Bangalore, Hyderabad and Goa.

Group B: All other State capitals/ Union Territories and other cities and town.

In case of changes, it will be specified separately.

The General Manager may sanction travel by air or stay in higher category of hotels
when necessary.

Entitlement

Category/ Mode of Mode of Lodging and Boarding Incidental

Grade Travel Conveyance Expenditure
Allowance (if
making Own
arrangement)
Group A Group B Rs. per day
Department Air Taxi As per As per 500/-
Managers Economy Negotiated Negotiated
or I class rate rate
rail
fare or AC
bus
Executives II A/C rail Taxi As per As per 300/-
fare or AC Negotiated Negotiated
bus rate rate
Supervisor II Class Auto As per As per 100/-
Sleeper rail Negotiated Negotiated
fare or bus rate rate
Staff II Class Auto As per As per 100/-
Sleeper rail Negotiated Negotiated
fare or bus rate rate

Sanctioning Authority
All travel arrangements will be made in accordance with the purpose or Visit and
duly sanctioned only be the General Manager.

Payment of Claims/Bills

All travel related bills should be submitted showing all details supported by original
Vouchers when actual expenses are claimed.
All bills would be settled by the concerned employee personally.
Where hotels/Club etc. bills are not settled in cash but are sent to the company for
payment details of bill number and amount should be mentioned in the TA bill and
the requisite amount would be deducted from the bill for payment by the company
on receipt of the same.
Bills must be submitted to Accounts Department within 3 days on return from the
tour.
Delay in settling of accounts and any amount given as advance would be debited to
the following month’s salary of that employee
Travel agent bills for air/ rail tickets would be paid on certification of the person
concerned after the end of the journey.
The amount of each traveling bill must be rounded off to the nearest rupee.

Official Travel By Own Vehicle

Persons using their own vehicles will be entitled to claim reimbursement in lieu of
fare on the following rates:

CAR - Rs. 8.00 Per km (to be finalized)

SCOOTER/MOTORCYCLE - Rs. 3.00 Per km (to be finalized)

While using own vehicle for official travel instead of train the claim amount shall not
exceed the train fare as per the rules.
Where persons using their own vehicles are accompanied by other company
personnel reimbursement of travel will be made only to the person whose vehicles
is used.
In case of using own vehicle for long Journey prior intimation to HR Office must be
given

Miscellaneous Travel Expenses

The following expenses will be payable on actual:

 Sleeper/Berth reservation charges:

  Cancellation charges (ticket/hotel) in case of change in tour program duly
authorized by General Manager.

 Official fax/call charges on production of Official receipts will be reimbursed.

This will also include charges incurred on intimating home regarding
extension of tour/reschedule of arrival.

The mode of travel specified in individual positions is the maximum for that category
and travel by fare other mode of transport may be undertaken provided the fare
applicable is as per rules.

Permission for higher category travel may be given to non-eligible personnel by

General Manager if exigencies of work justify the same.

The rules and regulation for foreign travel transfer and joining expenses for new
employees are formulated separately.

All tour program should be written in a given format and duly approved by the
General Manager before taking up the journey.

2.53 Uniform Allowance

Policy for Management

This policy will be specific only for the GM or any other position identified by the
Management.

Entitlement of Rs. 40,000/- per annum for procuring 3 suits or 3 saris.

The suits or saris should be as per specifications of color and style permitted by the
management.

The suits or saris should be returned in case they have not been used for a
Complete period of one year.

Laundry facility is permitted for the above.

All other HOD/Executive and staff positions will be provided individual uniforms as
per policy,
1. Sourcing of Candidates
2. Employment of Relatives
3. Employment through consultancy
4. Types of employees
5. Hotel Trainees
6. Reference check
7. Pre-employment Medical Examination
8. Letters of Employment
9. Career Tracking
10. Performance Development reviews
11. Progress Interviews
12. Discipline
13. Resignation from Service
14. Termination of Service
15. Exit Interview
16. No Dues Clearance
17. Issuing Reference Checks
18. Issuing Reference/ Certificates of Employment
19. Re-employment
20. Long Service Awards
21. Personal Files

22. Staff Handbook

23. Job Description
24. Organization Chart
25. Sports/ Welfare Activities
26. Employee Recognition Scheme
27. Hotel Orientation
28. First Aid
29. Fire Safety
30. Staff Cafeteria Control
31. Electronic Keycard Control System
32. Gate Pass System
33. Regulation for Smoking
34. Use of Restaurants/ Guest Elevators/ Cloakroom
35. Entry through Time Office
36. Regulation for Staff Visitors
37. Employee Parking Facility
38. Attendance
39. Shifts/ Breaks
40. Cafeteria Timings and Meal Breaks
41. Annual Increments
42. Food & Beverage Discount
43. Health Club/ Swimming Pool Facility
44. Transportation Facility
45. Uniform Allowances
46. Public/ Gazetted Holidays
47. Lost and found Policy
48. Gifts to Staff by Guests
49. Familiarization Plan