SHALIMAR CHEMICAL WORKS PRIVATE LIMITED

HUMAN REOSURCE POLICY MANUAL

FOR ALL ZONES

2018
Contents
1. Code of Business Conduct and Ethics ..................................................................................... 4
1.1 In the Workplace .............................................................................................................. 4
1.1.1 Respect.......................................................................................................................... 4
1.1.2 Equal Employment Opportunity.................................................................................. 5
1.1.3 Sexual Harassment and Other Discriminatory Harassment ........................................ 5
1.2 Business Conduct Certification Program .............................................................................. 8
1.3 Conflicts of Interest ............................................................................................................... 8
1.3.1 Corporate Opportunities ................................................................................................. 9
1.3.2 Outside Activities - Officer or Director of Another Business ...................................... 9
1.3.3 Second Job .................................................................................................................... 9
1.3.4 Vendors, Suppliers and Consultants ............................................................................. 9
1.3.5 Gifts and Entertainment .................................................................................................. 9
1.3.6 Communication of Conflicts .......................................................................................... 9
1.4 Protection and Proper Use of Company Assets .................................................................. 10
1.4.1 Confidentiality .............................................................................................................. 10
1.4.2 Technology ................................................................................................................... 10
1.5 Administration..................................................................................................................... 10
1.5.1 Reporting of Any Illegal or Unethical Behavior; Points of Contact ............................ 10
2. Terms of Employment ........................................................................................................... 11
2.1 Terms of employment ......................................................................................................... 11
2.2 Joining process .................................................................................................................... 11
3. General Administrative Matters ............................................................................................ 11
3.1 Working days ...................................................................................................................... 11
3.2 Weekly off ........................................................................................................................... 12
3.3 Late arrival .......................................................................................................................... 12
3.4 Absence from office ............................................................................................................ 12
3.5 Telecommuting.................................................................................................................... 12
3.6 Housekeeping ...................................................................................................................... 13
3.7 Dress code ........................................................................................................................... 13
3.8 Smoking .............................................................................................................................. 13

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4. Employee Development ........................................................................................................ 13
4.1 General ................................................................................................................................ 13
4.2 Performance Evaluation ...................................................................................................... 13
4.3 Training and development ................................................................................................... 15
4.4 Career Development ............................................................................................................ 15
5. Compensation ........................................................................................................................ 16
5.1 Salary Administration ......................................................................................................... 16
5.1 Salary Increases ................................................................................................................... 16
6. Employee Termination .......................................................................................................... 16
6.1 Resignation .......................................................................................................................... 16
6.2 Dismissal ............................................................................................................................. 16
6.3 No Dues Certificate ............................................................................................................. 17
7. Leave Policy .......................................................................................................................... 17
7.1 General ................................................................................................................................ 17
7.2 Earned Leave: ...................................................................................................................... 17
7.3 Sick Leave 5 days ................................................................................................................ 18
7.4: Maternity Leave Twelve Weeks ........................................................................................ 18
7.5 Public holidays: 12 days ...................................................................................................... 18
7.6 Unauthorized absence ......................................................................................................... 18
7.8 Paternity Leave .................................................................................................................... 18
7.9 Leave during Notice Period................................................................................................. 19
8. Travel and Expenses Policy................................................................................................... 19
9. Internet Use Policy ................................................................................................................ 20
9.1 General .................................................................................................................................... 20
9.2 The Policy ............................................................................................................................... 20

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 1. Code of Business Conduct and Ethics
This Code of Business Conduct and Ethics applies to all employees and officers of the
subsidiaries and affiliates of Shalimar Chemical Works Private Limited., which are referred to in
this Code as Company or the Company.
The Company is proud of its reputation for integrity and honesty and is committed to these core
values. Personal responsibility is at the core of the Company’s principles and culture. The
Company’s reputation depends on you maintaining the highest standards of conduct in all
business endeavors. You have a personal responsibility to protect this reputation, to “do the right
thing,” and to act with honesty and integrity in all dealings with customers, business partners and
each other. You should not take unfair advantage of anyone through manipulation, concealment,
abuse of privileged information, misrepresentation of material facts, or any other unfair-dealing
practice.
The principles set forth in this document describe how you should conduct yourself. This Code
does not address every expectation or condition regarding proper and ethical business conduct.
Good common sense is your best guide. It does not substitute for Company policies and
procedures. In every business-related endeavor, you must follow the ethics and compliance
principles set forth in this Code as well as all other applicable corporate policies and procedures.
You are accountable for reading, understanding and adhering to this Code. Further, compliance
with all laws, rules and regulations related to Company activities is mandatory and your conduct
must be such as to avoid even the appearance of impropriety. Failure to do so could result in
disciplinary action, up to and including termination of employment.
If you are uncertain about what to do, refer to the relevant section of this Code. If you are still
unsure, speak with your supervisor or, if you prefer, communicate with any of the other points of
contact indicated. If you have any doubt, ask for help.

1.1 In the Workplace

Company is committed to providing a diverse and inclusive work environment, free of all forms
of unlawful discrimination, including any type of harassment.

1.1.1 Respect
The Company’s greatest strength lies in the talent and ability of its associates. Since working in
partnership is vital to the Company’s continued success, mutual respect must be the basis for all
work relationships. Engaging in behaviour that ridicules, belittles, intimidates, threatens or
demeans, affects productivity, can negatively impact the Company’s reputation. You are
expected to treat others with the same respect and dignity that any reasonable person may wish
to receive, creating a work environment that is inclusive, supportive and free of harassment and
unlawful discrimination.

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1.1.2 Equal Employment Opportunity
The talents and skills needed to conduct business successfully are not limited to any particular
group of people. Company has a long-standing commitment to a meaningful policy of equal
employment opportunity. The Company’s policy is to ensure equal employment and
advancement opportunity for all qualified individuals without distinction or discrimination
because of race, color, religion, gender, sexual orientation, age, national origin, disability,
covered veteran status, marital status or any other unlawful basis. As part of this commitment,
the Company will make reasonable accommodations for applicants and qualified employees.

1.1.3 Sexual Harassment and Other Discriminatory Harassment

Sexual harassment and other discriminatory harassment are illegal and violate Company
policies. Actions or words of a sexual nature that harass or intimidate others are prohibited.
Similarly, actions or words that harass or intimidate based on race, color, religion, gender, sexual
orientation, age, national origin, disability, covered veteran status, marital status or any other
unlawful basis are also prohibited.

Objective
Shalimar Chemical Works Private Limited. is committed to providing a work
environment free from harassment of any kind and in particular, a work environment that
does not tolerate sexual harassment. We respect dignity of everyone involved in our work
place, whether they are employees, suppliers or our customers. We require all employees to
make sure that they maintain mutual respect and positive regard towards one another.

2. Definition of sexual harassment

“Sexual Harassment” may be one or a series of incidents involving unsolicited and
unwelcome sexual advances, requests for sexual favours, or any other verbal or physical
conduct of sexual nature.
Sexual Harassment at the workplace includes:
a. unwelcome sexual advances (verbal, written or physical),
b. demand or request for sexual favours,
c. any other type of sexually-oriented conduct,
d. verbal abuse or ‘joking’ that is sex-oriented,
e. any conduct that has the purpose or the effect of interfering with an individual’s work
performance or creating an intimidating, hostile or offensive work environment and/or
submission to such conduct is either an explicit or implicit term or condition of
employment and /or submission or rejection of the conduct is used as a basis for making
employment decisions.
“Employee” means any person on the rolls of the Company including those on deputation,
contract, temporary, part time or working as consultants.

3. Internal Complaints Committee

3.1 A Committee has been constituted by the Management to consider and redress
complaints of Sexual Harassment. The Chairman and Members of the Committee are as
follows:

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Any Director / Women employed at senior level from the workplace or other offices of the
Company
Presiding officer: Employee at the level of Assistant General Manager or above Member
Department Head from the division from where the complaint has originated
Member from an NGO or Lawyer Member

3.2 A quorum of 3 members is required to be present for the proceedings to take place. The
quorum shall include the Chairperson, at least two members, one of whom shall be a lady.

Anti Sexual Harassment Policy

4. Procedure for dealing with complaints of sexual harassment

Redressal Process:
4.1 Any employee who feels and is being sexually harassed directly or indirectly may submit
a complaint of the alleged incident to any member of the Committee in writing with
his/her signature within one month of occurrence of incident or last incident.
4.2 The Committee will maintain a register to endorse the complaint received by it and keep
the contents confidential, if it is so desired, except to use the same for discreet
investigation.
4.3 The Committee will hold a meeting with the Complainant within five days of the receipt
of the complaint, but not later than a week in any case.
4.4 At the first meeting, the Committee members shall hear the Complainant and record
her/his allegations. The Complainant can also submit any corroborative material with a
documentary proof, oral or written material, etc., to substantiate his / her complaint.
4.5 Thereafter, the person against whom complaint is made may be called for a deposition
before the Committee and an opportunity will be given to him / her to give an
explanation.
4.6 An “Enquiry/Investigation” shall be conducted and the complainant and the accused shall
be informed of the outcome of the investigation. The investigation shall be completed
within 3 months of the receipt of the complaint. If the investigation reveals that the
complainant has been sexually harassed as claimed, the accused will be disciplined
accordingly.
4.7 In the event, the complaint does not fall under the purview of Sexual Harassment or the
complaint does not mean an offence of Sexual Harassment, the same would be dropped
after recording the reasons thereof.
4.8 In case the complaint is found to be false, the Complainant shall, if deemed fit, be liable
for appropriate disciplinary action by the Management.

5. Enquiry / Investigation process

5.1 The Committee shall immediately proceed with the Enquiry and communicate the same
to the Complainant and person against whom complaint is made.

Anti Sexual Harassment Policy

5.2 The Committee shall prepare and hand over the Statement of Allegation to the person
against whom complaint is made and give him / her an opportunity to submit a written

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explanation if she / he so desires within 7 days of receipt of the same.
5.3 The Complainant shall be provided with a copy of the written explanation submitted by
the person against whom complaint is made.
5.4 If the Complainant or the person against whom complaint is made desires any witness to
be called, they shall communicate in writing to the Committee the names of witness
whom they propose to call.
5.5 If the Complainant desires to tender any documents by way of evidence before the
Committee, she / he shall supply original copies of such documents. Similarly, if the
person against whom complaint is made desires to tender any documents in evidence
before the Committee he she shall supply original copies of such documents. Both shall
affix his/her signature on the respective documents to certify these to be original copies.
5.6 The Committee shall call upon all witnesses mentioned by both the parties.
5.7 The Committee shall provide every reasonable opportunity to the Complainant and to the
person against whom complaint is made, for putting forward and defending their
respective case.
5.8 The Committee shall complete the “Enquiry” within three months and communicate its
findings and its recommendations for action to the Board. The report of the committee
shall be treated as an enquiry report on the basis of which an erring employee can be
awarded appropriate punishment straightaway.
5.9 The Board will direct appropriate action in accordance with the recommendation
proposed by the Committee.

6. Disciplinary Action
In case any such conduct amounts to a specific offence under the Indian Penal Code or under
any other law, the company shall initiate appropriate action in accordance with the law by
lodging a complaint with the appropriate authority.
Where any misconduct is found by the Committee, appropriate disciplinary action shall be
taken against the accused. Disciplinary action may include transfer, withholding promotion,
suspension or even dismissal. This action shall be in addition to any legal recourse sought by
the complainant.

Anti Sexual Harassment Policy

7. Confidentiality

The contents of the complaint, the identity and addresses of the aggrieved staff member,
respondent and witnesses, any information relating to conciliation and inquiry proceedings,
recommendations of the Internal Committee and the action taken by the Company shall not
be published, communicated or made known to the public, press and media in any manner.

8. Protection against retaliation

Regardless of the outcome of the complaint made in good faith, the employee lodging the
complaint and any person providing information or any witness, will be protected from any
form of retaliation. While dealing with complaints of sexual harassment, the Committee shall
ensure that the Complainant or the witness are not victimized or discriminated against by the

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accused. Any unwarranted pressures, retaliatory or any other type of unethical behaviour
from the accused against the complainant while the investigation is in progress should be
reported by the complainant to the Complaints Committee as soon as possible. Disciplinary
action will be taken by the Complaints Committee against any such complaints which are
found genuine.

9. Documentation

The Committee shall keep complete and accurate documentation of the complaint, its
investigation and the resolution thereof. The incident would be documented in both the
complainant’s and the accused’s files with the full report of the Complaints Committee.

10. Complaints made with a malicious intent

This policy has been evolved as a tool to ensure that in the interest of justice and fair play,
our employees have a forum to approach in the event of instances of sexual harassment.
However, if on investigation it is revealed that the complaint was made with a malicious
intent and with the motive of maligning the concerned individual / tarnishing his/her image in
the company and to settle personal/professional scores, strict action will be taken against the
complainant. The employees who are victims of sexual harassment may, in addition to the
above, seek legal remedies as may be provided under the various laws for the time being in
force.

1.2 Business Conduct Certification Program

The responsibility for maintaining the Company’s reputation for integrity and compliance rests
in large measure on associates who guide its operations and others in particularly sensitive
positions. The Business Conduct Certification Program is designed to have you affirm your
compliance with the standards contained in this Code and to help identify situations that may in
fact, or in appearance, involve conflicts of interest or other improper conduct. If you are required
to complete or update a Business Conduct Certificate, you must do so in a timely and forthright
manner with accurate responses. Above all, you must remember that any act that gives the
appearance of being improper can damage Company’s reputation and impair the public’s
confidence in the Company. All such acts must be avoided.
You must acknowledge that you have read and understand this Employee Code of Business
Conduct and Ethics. In addition, management-level associates must periodically disclose on
Business Conduct Certificate information that is considered to be directly relevant to avoiding
problems with compliance obligations, self-dealing and impropriety. In certain circumstances,
disclosure is required even if appropriate approval is obtained. An investigation may be
conducted to resolve potential problems. All associates are required to cooperate in reaching a
resolution of any issues found.

1.3 Conflicts of Interest

Company policy prohibits conflicts of interest. A “conflict of interest” occurs when your private
interest interferes in any way with the interests of Company. In addition to avoiding conflicts of
interest, you should also avoid even the appearance of a conflict.

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1.3.1 Corporate Opportunities
You owe a duty to Company to advance its legitimate interests. You are prohibited from
competing with the Company and from using corporate property, information or position for
personal opportunities or gain.

1.3.2 Outside Activities - Officer or Director of another business

You may not serve as a director, officer, trustee, and partner or in any other principal position of
another for-profit or publicly held organization or company without the prior approval of
Company’s Chief Executive Officer (or a designee). You should obtain approval from
Company’s Chief Executive Officer (or a designee) before agreeing to serve on the board or in a
principal position of a trade or professional association or of a non-profit organization. In any
event, these outside activities must not impact in any way your daily job responsibilities in your
current position.
1.3.3 Second Job
Unless the Company otherwise consents in its sole discretion, you will devote your entire
resources and full and undivided attention exclusively to the business of the Company during the
term of your employment with the Company and shall not accept any other employment or
engagement (honorary or otherwise).

1.3.4 Vendors, Suppliers and Consultants

All vendors, suppliers and consultants shall be approved in accordance with Company policies
and procedures. Company’s business relationships must be totally based on their ability to
competitively meet the Company’s business needs. If your association with a current or
prospective Company vendor, supplier or consultant is of a nature that gives rise, or potentially
gives rise, to a conflict of interest, the Company may have to refrain from entering into the
relationship and, in any event, you must not be involved in any way with approving, managing
or influencing the Company’s business relationship.

1.3.5 Gifts and Entertainment

The occasional exchange of inexpensive gifts and modest forms of entertainment that have no
special significance attached and are reasonable in nature, frequency and cost, are normal in
business and help build strong and trusting relationships with customers, suppliers and other
business partners. However, receiving such gifts or entertainment must never affect your
judgment or decision-making, nor should they be offered in return for favorable treatment from
others.

1.3.6 Communication of Conflicts

All potential and actual conflicts of interest or material transactions or relationships that
reasonably could be expected to give rise to such a conflict or the appearance of such a conflict
must be disclosed. If you have any doubt about whether a conflict of interest exists after
consulting this Code, you should seek assistance from the appropriate persons or entities
identified in the Resources section, so that you can make that determination.
Company and its associates will not directly or indirectly engage in bribery, kickbacks, payoffs
or other corrupt business practices, in their relations with governmental agencies or customers.

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1.4 Protection and Proper Use of Company Assets
Safeguarding and appropriately using Company assets, whether those assets take the form of
paper files, electronic data, computer resources, trademarks or otherwise, is critical.

1.4.1 Confidentiality
Company is committed to preserving customer and employee trust. All information, whether it is
business, customer or employee-related, must be treated in a confidential manner, and disclosing
it is limited to those people who have an appropriate business or legal reason to have access to
the information. You need to take special precautions when transmitting information via e-mail,
fax, the Internet or other media. Remember to treat all such communications as if they were
public documents and printed on letterhead.
In addition, Company meetings are confidential. You may not use audio or video equipment to
record these meetings without the specific prior authorization of the head of your department.
1.4.2 Technology
Safeguarding computer resources is critical because the Company relies on technology to
conduct daily business. Software is provided to enable you to perform your job and is covered
by federal copyright laws. You cannot duplicate, distribute or lend software to anyone unless
permitted by the license agreement.
Company provides electronic mail (e-mail) and Internet access to assist and facilitate business
communications. All information stored, transmitted, received, or contained in these systems is
the Company’s sole property and is subject to its review at any time. All e-mail and Internet use
must be consistent with Company’s policies, practices and commitment to ensuring a work
environment where all persons are treated with respect and dignity. Because these systems
provide access to a worldwide audience, you should act at all times as if you are representing
Company to the public, and should preserve Company’s system security and protect its name
and trademarks.
You must act responsibly and adhere to all laws and Company policies when using e-mail or the
Internet.
You must use your computer appropriately in accordance with Company standards and be sure
to secure both the computer and all data from loss, damage or unauthorized access, reporting all
instances of unauthorized access to the Information Technology Department.

1.5 Administration

1.5.1 Reporting of Any Illegal or Unethical Behavior; Points of Contact

If you are aware of any illegal or unethical behavior or if you believe that an applicable law, rule
or regulation or this Code has been violated, the matter must be promptly reported to your
supervisor or company executives.
Your supervisor is normally the first person you should contact if you have questions about
anything in this Code or if you believe Company or an associate is violating the law or Company
policy or engaging in conduct that appears unethical. Under some circumstances, it may be
impractical or you may feel uncomfortable raising a matter with your supervisor. In those
instances, you may contact the head of your department or any other company executives.

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Furthermore, you should take care to report violations to a person who you believe is not
involved in the alleged violation. All reports of alleged violations will be promptly investigated
and, if appropriate, remedied, and if legally required, immediately reported to the proper
governmental authority.
You will be expected to cooperate in assuring that violations of this Code are promptly
addressed. Company has a policy of protecting the confidentiality of those making reports of
possible misconduct to the maximum extent permitted by law. In no event will there be any
retaliation against someone for reporting an activity that he or she in good faith believes to
be a violation of any law, rule, regulation, internal policy or this Code. Any supervisor
intimidating or imposing sanctions on someone for reporting a matter will be disciplined up to
and including termination.

2. Terms of Employment

2.1 Terms of employment

Terms of employment are as set out in the appointment letter.
2.1.1 The terms of employment are as per the details contained in the appointment letter. The
company reserves the right to amend, alter, change any or all the terms and conditions
governing employment. The company will also be the sole judge of the meaning and
interpretation of all or any of these terms and conditions and its decision thereon shall be
binding on all employees.
2.1.2 The employment contract is a contract between the individual employee and the company
and the terms of contract are individual to each employee. Hence, all employees are required not
to share the terms of contract with others including fellow employees.

2.2 Joining process

The copies of the following documents shall be submitted by an employee on the date of
joining:
• Proof of age (birth certificate/school leaving certificate/passport copy);
• Duly Attested Educational and other qualification certificates;
• Release letter from the previous employer (if applicable);
• Acknowledgement for receipt of the HR Policies and Code of Conduct guidelines;

Appointment letter:
Original to be retained by the employee; and one signed copy to be handed over to Company by
the employee (for the Employee file)

3. General Administrative Matters

3.1 Working days

The working days at the Company will be from Monday through Friday.
Unless otherwise stated, work hours would be as follows:

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 Days Monday – Saturday
Timings 0900 hrs To 1800 hrs.
Lunch-break 60 minutes
Owing to work exigencies, an employee’s working hours maybe different from the timings
mentioned above.
3.2 Weekly off
Saturday and Sunday will be the weekly holidays.
Owing to work exigencies, an employee may also be required to work either on a weekly off or a
public holiday. In such a case, and after obtaining due approval from his/her immediate
manager, the employee is entitled to take any of the weekdays in the following week as a
compensatory off in lieu of the day of the weekly off/public holiday.

3.3 Late arrival

Employees are expected to arrive at work and for meetings on time. If an employee anticipates
late arrival he/she must inform the immediate manager (or a colleague in case the immediate
manager is not available) in advance to allow for schedule changes and to handle coverage of
working hours. Repeat challenges with late arrivals will be recorded as misconduct in the
employee’s file. All employees working with customers must ensure that all meeting
commitments are met on time. Lapses in punctuality will not be acceptable.

3.4 Absence from office

• Any employee, who is outside the office during working hours, should ensure that the
immediate manager (or a colleague, if the immediate manager is not available) is aware
of his/her whereabouts.
• Unauthorized absence from office, or absence from office without prior approval from
the immediate manager, will be recorded as misconduct in the employee’s file.
• Unauthorized absence will be treated as Loss of Pay (LOP).

3.5 Telecommuting
• Any employee who is unable to make it into the office premise can request to work from
home.
• Employee needs to ensure they have all the appropriate equipment (functioning laptop)
and content required to be fully productive working from home. If this is not the case,
they will need to come into the office.
• Requests to work from home more than 1 day a week need to be approved by the
supervisor/manager.
• Employee needs to ensure that they are accessible via phone and instant messenger
throughout the work day.
• Unproductive days may be treated as Loss of Pay (LOP).

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3.6 Housekeeping
It will be the responsibility of all employees to ensure that the offices of the company are kept
neat and tidy at all times. The work area should be cleared of all files and papers every evening
prior to leaving the office. Computers and any lights in the work area need to be switched off.

3.7 Dress code

Men Women

Formal / smart casual shirts, trousers and Formal Western( shirts, slacks, pants,
shoes. suits)/
Formal clothes are mandatory for sales Indian (saree, salwar) business wear
personnel; and others when meeting
customers / visitors.

Employees are expected to use their discretion in determining what appropriate office wear is.

3.8 Smoking
Smoking is prohibited within office premises. In order to maintain a clean and healthy
atmosphere in the workplace and arising out of our concern for fellow employees, smoking is
prohibited within the office premises.

4. Employee Development

4.1 General
• It is the policy of the Company that the work of each employee will be evaluated
periodically by the employee’s manager/supervisor, in order to monitor individual
performance on the job, assess training needs and to identify future leaders.
• The process of employee development is covered by:
o Performance Evaluation;
o Training and Development; and
o Career Planning

4.2 Performance Evaluation

• The process of performance evaluation provides a systematic approach for
communicating goals, expectations and objectives to each employee as well as
documenting individual performance.

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• Nomination and Remuneration Policy

• Preamble
• Section 178 of the Companies Act, 2013 requires certain other class of Companies to
adopt a policy relating to the remuneration of the Directors, Key Managerial Personnel
and other senior management employees. The Nomination and Remuneration Committee
set up, pursuant to above Section is to formulate the criteria for determining
qualifications and attributes and independence of a Director and recommend to the Board
the above Policy for adoption.

• In compliance of the above requirements the Board of Directors of Shalimar Chemical

Works Private Limited (‘Company’) has adopted this Policy.

• Policy Objectives
The aims and objectives of the Policy may be summarized as under-:
• - to enable the company to attract, retain and motivate Members for the Board and
Executive level.
• - to enable the Company to provide a well-balanced and performance-related
compensation package, taking into account shareholder interests, industry standards and
relevant Indian corporate regulations.
• - to ensure that the interests of the Board Members and Executives are aligned with the
business strategy and risk tolerance and long-term interests of the Company and will be
consistent with the “pay-for-performance’ principle.

• Principles of Remuneration
• I. Transparency: The process of remuneration management shall be transparent,
unbiased and impartial and conducted in good faith and in accordance with appropriate
levels of confidentiality.
• II. Performance Driven Remuneration: The Company should follow the culture of
• performance driven remuneration by way of implementation of performance
• incentive system and annual assessment.
• III. Affordability and Sustainability: The Company shall ensure that the remuneration
at various levels is affordable and is capable of being sustained.
• IV. Flexibility: While the remuneration packages at various levels should be
standardized, there should be enough scope to make it flexible with a view to reward
candidates with exceptional qualities and competence.
• V. Internal Equity: The Company shall strive to remunerate the Board Members and
other Executives in terms of their roles and responsibilities undertaken within the
Organisation. Their contribution and value addition for the growth of the Company shall
be counted while fixing their remuneration and subsequent promotion or reappointment.

• The process of performance evaluation is covered in three steps:

o Goal setting:

The supervisor and employee discuss and set performance expectations for
the assessment period and sign off individual performance contracts.
o Performance review:

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Performance review is conducted periodically (semi annually) to assess
individual performance and to take necessary action to remove bottlenecks
and to provide suggestions for improvement. The outcome of this review
would result in the identification of training needs, rewards and
recognition and career development.
o Performance appraisal:

Performance Appraisal is done based on careful consideration of
employee performance for the assessment period.
4.3 Training and development
• The objective of the training and development policy at the Company is to develop
relevant skills in the organization taking into account:
o organizational requirements;
o functional requirements; and
o individual learning objectives.

• It will be the responsibility of the supervisor/manager to ensure that all employees get an
equal opportunity to attend training programmes based on their individual training needs.

• Training program shall include:

o Technical training: for the Company employees;
o Behavioral training: for the Company employees; and
o Leadership programs: for the Company employees for specific career progression
needs.

• The training needs identification will be based on the following:

o Training needs arising out of the Corporate/regional objectives.
o Training needs arising out of the team goals and priorities.
o Training needs linked to individual job.
o Training needs linked to individual potential and career progression needs.

4.4 Career Development

It will be the endeavor of the Company management to provide all its employees with the
opportunity for personal growth and progress. This section deals with the Career Planning
policy. In case of further details, the employee may contact Human Resources.
• It will be the intention of the Company to provide all employees with growth and
development opportunities.
• All career progression opportunities will be contingent upon the existing vacancies but it
will not be binding on the Company to promote an employee.
• All matters with respect to promotions and career progression will be the responsibility of
the Company management

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 5. Compensation

5.1 Salary Administration

All employees will be paid their salary on a monthly basis on the first working day of the
subsequent month through an account payee cheque.

5.1 Salary Increases

Compensation review is an annual exercise, which determines the increment in salary. The
increment is done on the cost of living adjustments and market trends in compensation levels.
However, increment in the employee's salary is not automatic and will be subject to the
employee's performance and the company's performance.

6. Employee Termination
An employee will be separated from the company in the following events:
• On his/her resignation from the services of the company;
• On being removed from the services or on being dismissed by the company;
• On the expiry of any fixed contract period;
• On being found medically unfit to continue working in his/her present responsibility; or

6.1 Resignation
• An employee, who wishes to leave the services of the company, has to submit a
resignation letter serving as stipulated in his/her appointment letter, to his/her immediate
manager and a copy of the same to Human Resource function.
• The notice period from the employee is essential for the company to ensure timely and
smooth hand over of existing responsibilities to another employee. However, under
special circumstances the company may make an exception and either waive off the
entire notice period amount or deduct Cost to Company (CTC) pay for less than the
stipulated notice period.
• On acceptance of resignation, a communication in writing shall be given to the employee
with a copy to Accounts and other related departments for his/her full and final settlement
of dues.
• The payment of other dues after ensuring clearance of outstanding amounts like travel
allowance bills and LTA will be done. Items like computers, cellular phones, calculators,
books, etc have to be handed over to authorized persons.

6.2 Dismissal
a) An employee’s services may be terminated due to
• lack of job related skills,
• inadequate work performance,
• improper character or attitude,
• integrity issues,
• or any other reason that the company believes renders the employee unsuitable for
continuing employment with the company.

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Under such circumstances, the employee's services may be terminated without notice.
b) The appointment of an employee is made on the basis of the information supplied by him/her
in his/her application/résumé at the time of interview, and his/her appointment shall stand null
and void in case any material error is established at any point of time. In such a case, his/her
services shall be terminated with immediate effect.
c) The clearance formalities will be similar to those applicable for resignations.

6.3 No Dues Certificate

On termination of employment with the company, employees must surrender all business
related documents, confidential company data or the like which may have been entrusted to the
employee and get a No Dues certificate signed by his/her immediate manager.

7. Leave Policy

7.1 General
• For the purpose of calculating leave accounts, “year” shall mean the calendar year
commencing on the first day of January and ending on the last day of December of the
next year.
• Leave, other than maternity leave, cannot be claimed as a matter of right. Discretion is
reserved with the authority empowered to sanction leave, to refuse or revoke leave at
any time, depending on exigencies of the company’s work.
• All leave must be applied for at least 2 days prior for approval to immediate manager,
with the exception of sick leave, which may be intimated verbally and post facto
approval sought upon resumption of work.
• Leave records are being maintained on the common share. It will be the employee’s
responsibility to enter their leave for the month and keep the record updated.
• In case employees are found not maintaining regular leave records in system, by default
the employee’s leave balance at the end of the year will be assumed as zero.
• There is no provision at this time to carry forward any unused leave into the next year or
encash it at the time of termination.
7.2 Earned Leave: An employee will be entitled to earned leave up to 10 working days in a year
(exclusive of intervening weekends or public holidays).

• Employees desirous of availing earned leave in excess of 4 consecutive working days

will need to submit a leave application to their immediate manager, at least two weeks in
advance.
• Employees may take leave only after obtaining permission. In the event an employee
goes on leave without notifying the company, it will be deemed that the employee has
been absent from work without permission, and the period of absence will be treated as
leave without pay.
• Earned leave can be added on to sick leave or maternity leave.
• Earned leave entitlement will be on a pro rated basis for employees joining during the
year.

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 • Earned leave will increase to 15 days after 3 years of employment in the company.

7.3 Sick Leave 5 days

• All employees may avail of sick leave up to 5 days in a given year.
• Submission of medical certificates of sickness as well as fitness will be required in case
of sick leave exceeding three days.
• An employee may take sick leave keeping the immediate supervisor informed. The day
the employee reports back to work, leave records need to be updated

7.4: Maternity Leave Twelve Weeks

• Subject to the provisions of the Maternity Benefit Act, 1961, women employees will be
allowed maternity leave on full pay for up to twelve (12) weeks, of which a maximum of
6 weeks can be availed before delivery. An approved medical practitioner should certify
the confinement and the employee must not take up any employment, temporary or part-
time, or otherwise, during this period.
• This leave shall be limited to two children. The maternity benefit will not be applicable
for a third child, when the first two children are living.
• An applicant for maternity leave must give notice to the company supported by a medical
certificate not less than 8 weeks prior to the start of the leave period.
• Maternity leave may be availed in combination with other leave entitlements.
• No pay shall be due or payable in lieu of unavailed maternity leave.

7.5 Public holidays: 12 days

• Twelve public holidays (10 Fixed and 2 Optional) may be availed, as notified by the
company at the beginning of each year (Please refer the list in appendix A).
• In case the working of the office is likely to be hampered on account of strike, power cut, etc,
the company may declare, a public or a weekly holiday (except national holidays) to be a
normal working day and declare the affected day to be a holiday.

7.6 Unauthorized absence

• Unauthorized absence refers to absence from work without requisite approval.
• The employee will need to offer an explanation to the immediate manager in the event of any
unauthorized absence.
• The employee will not be eligible for payment of salary for this period of absence.

7.8 Paternity Leave

• is applicable to all male employees who are married (the employee should be married as per
company's records, with information having been provided at the time of joining or at the
time of marriage)
• is to be availed as soon as the child is born (within a week's time) is available for two
children only
• cannot be carried forward or added to other leave categories
• an employee is entitled to 5 continuous working days of leave
• this leave can be availed even when the child is adopted

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7.9 Leave during Notice Period
Employees are not eligible to take any leave when they are serving their notice period. Any leave
taken during the notice period will be considered as leave on loss of pay.

8. Travel and Expenses Policy

• All employees are responsible for:

o Exercising good judgment and discretion in spending company funds so that expenses
incurred are necessary, have a good business purpose and are reasonable.
o Filling expense reports in a timely manner to facilitate the paying of charged items
relating to the employee’s travel and other record keeping directly related to expense
reports.
• Requests for business travel should be made by the employee and approved by the immediate
manager (Manage level and above). Approval can be over email.
• Upon return from business travel, employees are expected to claim reimbursements for
expenses by the submission of all original receipts. In case of a lost receipt, approval needs to
be obtained from the immediate manager.

List of approved expenses

Boarding and lodging (as per entitlements);
Meals (for self or with business associates, if any);
Conveyance (as per entitlements/local conveyance at actuals);
Visa and inoculation fees (only in the case of international travel);
The following expenses will not be reimbursed:
Health and beauty aids;
Personal entertainment such as sporting events, theatre etc.
Alcohol (to be read with the below given guideline);
Company prohibits the sale, possession, or unauthorized use of alcoholic beverages/tobacco
products on Company premises at any time. With the prior approval of company manager,
alcoholic beverages may be served after business hours at occasions that have a legitimate
business purpose and/or are Company related.
Note:
The above list of exclusions is not exhaustive and it is up to the employee and the manager to
ensure that any expenses not related to company’s business are not claimed.
• All employees entitled to air travel shall travel by economy class.
• All reimbursements shall be on the basis of original bills/receipts.

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 9. Internet Use Policy

9.1 General
Company supports the use of the Internet to conduct business by or on behalf of Company.
Because the Internet provides access to a worldwide audience, Company associates should act
at all times as if they are representing Company to the public, and should preserve Company's
system security and protect Company's name and trademarks. Company associates must act
responsibly and adhere to all laws and Company policies when using the Internet to
conduct business by or on behalf of the Company and/or when the Company or its
products or services are identified.
This Policy applies to all business units, Company associates and consultants with access to the
Internet from any computer used to conduct business by or on behalf of Company (on Company
premises or from home or any other location), or under any circumstances in which Company's
name or its products or services are used.

9.2 The Policy

• The Company recognizes that the Internet can be a helpful tool in dealing with family and
other personal matters; however, its use must not interfere with work responsibilities,
conflict with business needs, or violate any Company policy or law. Company reserves
the right at all times to monitor, access and decrypt associates' use of the Internet,
Company property, equipment, phone lines, computers (including disks, drives,
storage media, electronic mail, etc.) and information.
• All users are expected to use good judgment when using the Internet. Company strictly
prohibits:
displaying, uploading, downloading, disseminating, participating in bulletin board
or electronic forum discussions regarding subject matters containing inappropriate
materials or information that may be offensive to others;
in accordance with the Company's standards of business conduct, hacking or other
attempts to penetrate non-public systems or any dishonest, defamatory, fraudulent,
immoral, illegal and/or unethical activities; and
using Company's name or property or a Company-provided Internet access ID to
conduct business on behalf of an entity other than Company or on behalf of any individual,
including yourself; to represent yourself as someone else; or to solicit Company associates.
All users must respect Company's, its affiliates' and third parties' intellectual property rights
(patents, copyrights, trademarks, trade secrets, as well as rights of privacy and publicity) and
must take precautions to protect software, information and data that are owned, licensed or
managed by Company. No software, information or data may be used or distributed in a manner
that infringes upon any intellectual property right or violates a license agreement or jeopardizes
Company's trade secrets.
No one may conduct business by or on behalf of Company with third parties using personal
access accounts or IDs.

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Misuse of Company resources and conduct in violation of Company policy will result in
disciplinary action in accordance with the Company policy, up to and including
termination.

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