Corporate HR Policy · New Joinees’, Relocation, Transfer and Guest House Policy 5 4 Attendance...
Transcript of Corporate HR Policy · New Joinees’, Relocation, Transfer and Guest House Policy 5 4 Attendance...
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Corporate HR Policy Corporate Office
5th Floor Lakshmi Narayana Complex
10/1,Palace Road
Bengaluru 560052
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Operative Policies & Procedures
These policies are applicable to the staff members in
the HO and all units. The field staff will be covered
under separate policy.
The Policies & Procedures contained in this
document are on "current" basis and any change in
these Policies & Procedure will be incorporated after
due authorization and previous version withdrawn
as and when needed.
Though relevant authorities have been incorporated
in the document, the "Delegation of Authority"
document shall prevail vis-à-vis issues pertaining to
the content of this document.
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Index
Chapter No. Chapter Name
Page
No.Bal Pharma Vision Bal Pharma Mission Bal Pharma Values
1 Talent Acquisition 2-32 Induction 4
3
New Joinees’, Relocation, Transfer
and Guest House Policy 54 Attendance and Working Policy 65 Leave Policy 76 Employee Confirmation Process 87 Compensation & Benefits 9-108 Company Car/Vehicle Policy 119 Mobile Policy 12-1410 Laptop Policy 15-16
11 Salary Advance & Loan Policy 17-1912 Domestic Travel Policy 20-2213 Talent Management 23-24
14
Training, Learning and
Development 2515 Performance Management System 2616 Employee Engagement 2717 Employee Communication Forums 28-31
18
Bal Pharma Ethics & Code of
Conduct policy 3219 Drug And Alcohol Abuse Policy 3320 Equal Opportunities Policy 3421 Harassment and Bullying Policy 3522 IT Policy 36-37
23Employee Separation
38-3924 Gift Policy 40
25 Dress Code Policy 41
Core Values :
Commitment, Trust, Speed, Customer care, Discipline, Adaptability,
Ethics, Employee Development and Integrity.
Purpose and Core Ideology :
To Create wealth for all stakeholders through continuous innovation
and quality health care solution to the global community.
Our Vision:
To be a leading Global Player in Healthcare industry with focus on
innovation , Quality, Products, Processes and Markets
Our Mission:
To provide Dynamic, Scientific, Cost Effective and Quality
Healthcare solutions to the global community through innovation
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1. TALENT ACQUISITION POLICY
Talent Acquisition Approval Matrix:
Any Talent Acquisition across the organization, at any level / function has to be
approved by the concerned authorities as specified in the matrix below:
Roles / DesignationsInterviewing AuthorityPreliminary Final
VP & GM VP HR /GM-HR VP-HR /CEO / MD
DGM-Sr.Manager HOD & GM – HR
HOD, VP-HR
Manager-Assistant
Manager
Reporting Manager
HOD(Minimum GM)
GM – HRExecutives, Officers,
Trainees, Secretarial
Staff
Reporting
Manager,HR
Offer letter Check list:
1. Approved Manpower Requisition Form (MRF)2. Job Description3. Application Form4. Salary Proofs5. Educational Certificates6. Resume (hard copy) of the candidate7. Interview Assessment Sheet (Filled up with specific recommendations by
the concerned Interviewers)8. Background Check Report (For Senior Mangers and Above)9. Reference Checks Details (documented in the specified format)10.Proposed Offer (Existing package & the proposed plan, duly approved by the
concerned authority)
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Notice Pay
Bal Pharma will not encourage buying out of notice period of prospective
employees. Any exception has to be authorized by VP-HR, CEO and Managing
director in the form of an email.
Retirement Age
Retirement age is 60 years. Hence no candidate beyond the age of 60 years to be
hired on the organization roles. Birth Certificate, 10th original mark sheet, School
Transfer Certificate, Aadhar Card, Passport, Voters ID, LIC bond, will be
considered for age proof. However, they can be hired as a consultant on a
specialized retainer ship contract.
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2. INDUCTION PROCESS
Purpose
The broad aim of the induction process is to welcome the new employee to the
company and help them to effectively integrate with the organisation. Induction
process provides information to new members about our organization, to enable
them to carry out their required role and responsibilities to a high and consistent
standard.
A typical induction programme normally initiated by HR team shall include the following:
A basic introduction to the company, and alignment of the particular department
Information of all legal and statutory requirements
Concise information on HR policies
Introductions to key members of staff
Specific job-role information
Assignment of Buddy to onboarding employees up to AssistantManager
A new employee’s onboarding is greatly enhanced by assigning an office Buddy, afellow employee (other than the manager) who provides advice and guidance onthe different aspects of working at Bal Pharma. A Buddy is also a “sounding board”who offers encouragement as the new employee acclimates to Bal Pharma’s cultureand workplace.
Selection Criteria and Process
The successful Buddy is an employee who fully understands the Company’s cultureand environment (has been at Bal Pharma for at least one year) and wants to be a Buddy.
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Additional criteria include:
Time to be accessible and available to the employee.
Familiar with employee’s role and work unit.
A solid performer.
Strong communication and interpersonal skills.
Exemplifies Bal Pharma’s values.
Patience and empathy.
Well regarded and trusted by others.
Individuals can volunteer to be considered as a Buddy or recommended by others. Human Resources and/or the hiring manager can make the final choice based on the selection criteria.
Buddy Responsibilities
In assisting a new employee acclimating to Bal Pharm, a Buddy serves as avaluable resource by creating a trusting relationship and maintainingconfidentiality.
Responsibilities include:
Providing information on policies and procedures.
Identifying resources in the workplace.
Familiarizing the employee to Bal Pharma’s culture, norms, and unwritten guidelines.
Introducing the employee to others in the unit and throughout Bal Pharma.
Taking the employee on an expanded tour of the workplace and campus.
Answering questions and referring the employee to the appropriate resources.
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3. NEW JOINEES RELOCATION, TRANSFER & GUEST HOUSE POLICY
Objective:
To provide guidelines on the procedure and processes for transfer To provide guidelines on relocation policies to new joinees in order to
accommodate the transition of the employees to the new location to accomplish
the organizational goals and for development of the employee. To facilitate Balpharmites movement in a smooth manner and to provide non
refundable financial assistance for moving Balpharmites and their family and
luggage/belongings etc. To define guidelines for entitlements on transfer for executives between
locations and Units.
Eligibility:
Serving employees and Prospective employees of Bal Pharma who are transferred
or joining the company from a different State location within the country,
relocation is offered to them as a part of their offer subject to management
discretion.
Entitlement:
One way travel for self and family (spouse, dependent children and dependent
parents) restricted to IInd or IIIrd AC equivalent.
Reimbursement of freight forwarding charges (by road / train), packing and
transit insurance expenses ranging upto maximum of Rs.10000/- for internal
transfer for Managers and above only. Reimbursement of freight forwarding
charges (by road / train), packing and transit insurance expenses ranging upto
maximum of Rs.25000/- for new joiners in the rank of AGM and above only,
subject to management discretion and against production of bills.
a) The allowance is payable only after completion of two months of service with the
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organization.
b) The allowance need to be claimed within 4 months from date of joining.
Guest House Entititlement :
New Joining Employees will be given accommodation at guest house / hotel for 7
to 10 days during which the employee is required to identify a house as per his
requirements. Finalization of the guest house / hotel accommodation to be done
by the administration coordinator based on the inputs from the HR department.
Transfer related expenses would be debited to the concerned function.
4. ATTENDANCE & WORKING HOURS POLICY (FOR HO AND
REGIONAL OFFICES)
Guidelines
Office Timing:
All locations will be following the prevailing timings for General as well as other
shifts as communicated by respective HR from time to time. These timings will not
be applicable to Office Boys/Telephone Operators/Drivers/Peons who are
required to report at different times. Other departments as exceptions shall be
informed by HR Heads.
Weekly Off:
All employees at the corporate office at Bengaluru and Gurugram will have weekly
off on Sundays, 2nd and 3rd Saturdays and 1st, 4th & 5th Saturdays are half day off.
These Weekly off will not be applicable to Office Boys/Drivers/Peons who are
required to report at different times
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5. LEAVE POLICY
Scope:
This policy shall be applicable to all full-time employees and trainees at all
locations. This policy is not applicable to workmen, who are governed by separate
policies.
POLICY
All leave entitlements coincide with and determined for the CALENDER YEARfrom 1st January to 31st December.
Employees joining/leaving at any point during this period would get pro-rataleaves.
Individual employee leave record shall be maintained by the HRM Department.
ENTITLEMENT
CAUSAL LEAVE (C.L.)
All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.
Employees joining between 1st January to 15th January shall be eligible for fullentitlement of Casual Leaves for that year.
Employees joining after the 15th January , will be credited C.L. as follows.
MONTH OF JOINING CLENTITLEMENTFOR THE YEAR
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JANUARY (16th to 31st) 6.0 DAYSFEBRUARY 6.0 DAYSMARCH 5.5 DAYSAPRIL 5.0 DAYSMAY 4.5 DAYSJUNE 4.0 DAYSJULY 3.5 DAYSAUGUST 3.0 DAYSSEPTEMBER 2.5 DAYSOCTOBER 2.0 DAYSNOVEMBER 1.5 DAYSDECEMBER (1st to 15th Dec.) 1.0 DAYDECEMBER (16th to 31st Dec.) NIL
CL not availed during the year will be lapsed.
In case of new joinee CL can not be availed unless it is earned (i.e. CL earned in the1st month can be availed from 2nd month onwards).
CL can be clubbed with SL but not with EL.
Maximum of 3 days CL can be availed in one spell.
CL can be applied at any time but not less than 0.5 days.
All holidays/weekly off falling in between a spell of CL shall be counted as CL.
Holidays/weekly off days can be suffixed or prefixed to a spell of CL.
No encashment of CL is permissible.
CL should be applied atleast 24 hours in advance in writing. However, in case ofextreme circumstances when person is unable to apply for CL in advance, leavecard duly approved by superior for the same must be given immediately onresuming duty.
SICK LEAVE (S.L.)
All employees including trainees shall be entitled to 5 days of SL in a year.Employees joining any time during the leave year will have pro-rata SL for that
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year of joining as per the details given above similar to CL.
No accumulation of SL is permissible. Unavailed SL will lapse.
SL can be clubbed with CL but not with EL.
All holidays/weekly off days falling in between a spell of SL shall be counted as SL.
No encashment of SL is permissible.
Any employee falling sick shall arrange to send information to his superior at theearliest but not later than 24 hours of his absence on account of SL and to applyfor the same in writing immediately on resuming duty.
In case of sickness for more than 3 days, concerned employee must produce amedical certificate either from a Doctor or from a Registered Medical Practitioner.
EARNED LEAVE (E.L.)
An employee is eligible for Earned Leaves if he/she fulfill the condition ofattendance of 240 days in a year.
For calculating 240 days attendance actual days worked + earned leaves availedduring the year to be considered.
Where an employee fulfils the condition of 240 days (as mentionedabove ) but has remained absent or on leave without pay, such anemployee shall be deprived of Earned Leave on pro-rata basis, as perfollowing table :-
NO. OF DAYS(ABSENT/LWP)
DAYS BY WHICH EL TO BE REDUCED
Upto 7 days 08-14 1
15-22 223-29 330-37 438-45 5
46-516
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In case of new joinee, during first year, EL will be credited on completion of 1 yearof service.
All staff members shall be entitled to 14 days EL maximum in a calendar year.
EL would be credited to the individual employee’s account only after completion ofone year of his service (one year service means having worked for 240 days ormore days in the previous year). For the purpose of computing 240 days, period ofLWP, unauthorized absence, all period of legal lockout, strike and closures,inclusive of intervening, succeeding and preceding Sundays and holidays shall beexcluded, however, sanctioned leave can be counted as working days.
Employees joining during leave year shall be credited EL in the next year on pro-rata basis. Similarly employees leaving the service shall be given a credit of EL onpro-rata basis.
EL can be clubbed with SL on account of special circumstance likeillness/death in the family. This power rests only with Head of theDepartment & above category of employees.
EL can not be availed for more than 3 times in a year and must not be of less than3 day, weekly off days falling within EL period will be counted as EL. EL can beaccumulated upto a maximum of 45 days. No encashment of EL allowed duringthe continuity of service.
At the time of resignation, retrenchment, termination or dismissal encashment ofEL up to a maximum of 30 days is permissible for staff. The last drawn basic salaryshall be the basis for the encashment of EL.
For availing EL, an employee would be required to apply in writing atleast 7 daysbefore the date on which employee wishes the leaves to commence.
Maternity Leave: Company gives leave to female employees for a maximum 26
weeks as per maternity benefit act 1961.Paternity Leave: Company gives leave to male employees on the birth of child.
Eligibility : Maximum 3 days for confirmed staff, two times in career span.
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Compensatory Off : Up to Executive levels permitted and can be approved by Head
& above and such type of leave shall be treated as present.
GENERAL POINTS
All employees have been allotted a leave card which shall be retained / maintainedby the HR Department.
An employees availing leave shall submit a leave application for getting his leavesanctioned and forward the same to the HR for regularization.
All the leaves shall be sanctioned by immediate superior.
Compensatory Off upto Executive levels permitted and can be
approved by Head & above and such type of leave shall be treated as
present.
6. EMPLOYEE CONFIRMATION PROCESS
Objective
To provide clear guidelines on terms, conditions and process flow for confirmation
of services in the organization.
Applicability
It is applicable to all newly joined employees who has joined Bal Pharma on
probation period as per the terms of appointment. This policy does not apply to:
Temporary Employees Casual Employees Retainers Contract Staff Existing permanent employees transferred from one location to other at
their current level or promoted to a new level. Already confirmed employees
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Policy:
The probation period for all newly joined employees other than trainees will be as
per the terms of appointment. All the trainees will undergo a training period of
minimum one year, on completion of which they will be confirmed subject to
performance which may be further extended. It is automatically not deemed as
confirmed unless given in writing.
7. COMPENSATION AND BENEFIT POLICY
Objective:
This Policy has been designed with an intention to introduce a uniform
compensation structure and benefits across all locations in India.
Scope :
The policy will be applicable to all staff level employees across the group.
Classification of Grades:
Standard Grades , Bands & Designation for Bal Pharma Employees in India
Staff
Grade
s
Staff
Band Designation
Equivalent Designation for
Various Functions
AE-1
Band -VI
Apprentice Trainee
Apprentice Engg. ( BE
,Diploma , other Trainees under
statutory provisions )
E-1 TraineeTrainee Assistant/ Executive
Trainee/ Trainee ChemistE-2 Assistant Sr. Assistant/Sr. Chemist / Sr.
Supervisor / Sr. Supervisor
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E-3 Officer/Sr. Officer Officer / Jr. Officer /Sr.Officer
E-4Executive /
Sr.ExecutiveE-5
Band-V
Assistant ManagerE-6 Deputy ManagerE-7 ManagerE-8 Senior Manager
E-9
Band-IV
Assistant General
Manager
E-10Deputy General
ManagerE-11 General Manager
E-12Band-III
Associate Vice
PresidentE-13 Vice PresidentE-14
Band-IIPresident/CEO
E-15 DirectorE-16 Band - I Managing Director
8. COMPANY CAR/VEHICLE POLICY
1. Objective:
Company Car Policy has been formulated in order to introduce an employee
friendly and easy to car scheme in the company .
2. Scope:
Employees in Grade of GM and above are entitled for Car. In case of own car
employee will be eligible for car allowance and the fuel reimbursement at following
rates:
Grade/ Level Fuel Reimbursement per month
GM to AVP 3000
VP/President Actual
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CEO/Director Actual
Managing Director Actual
Vehicle Maintenance : All vehicle maintenance reimbursements are subject to
approval of respective HODs. An amount ranging from Rs.3000- to Rs.5000/- is
allowed for routine service (i.e. every 10,000 Kms or 6 months whichever is
earlier). Any other repairs other than routine service are to be done through
company nominated service centres only. The Admin department shall co-ordinate
the same.
For repair charges, other than the routine maintenance charges including
accidents - a) the vehicle user shall bear 50% of repair expenses for new vehicles
upto 3 years b) between 3 Years upto 5 years 25% repair expenses shall be borne
by the vehicle user c) after 5 years, the company shall bear the full cost of repairs .
All non routine maintenance and repairs charges estimated above Rs.5000/- upto
Rs.20000/- shall be done after the approval of admin department. Above
Rs.20000/-, MD’s approval is mandatory.
Traffic Violations & Penalties : All fines/challan/penalties will have be cleared
by the respective vehicle user. The company shall not reimburse the same.
Note: All entitlement and benefits are subject to the management discretion and
written approval.
9. MOBILE POLICY
Objectives:
To facilitate employees 24 hours connectivity and assist them in making business
related calls to meet official exigencies.
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To Provide guidelines related to Mobile Handset and Services
Scope : To provide mobile facility to employee as per his /her job requirements,
business exigencies and needs.
Policy: Employee can buy an instrument of his/her choice subject to
the following limits
Level/Designation Max. Amount Reimbursement
CEO /Director Actuals
VP/President Actuals
GM/AVP Up to 18000/-
DGM/ AGM Up to Rs.12000/-
Sr.Mgr/Mgr Up to Rs.8000/-
Dy.Mgr/Asst.Mgr Up to Rs.5000/-
Note: The above entitlements are not applicable to field staff. All entitlement and
benefits are subject to the management discretion and written approval.
Limit of Usage
Permission usage limit per month:
Level/Designation Entitlement PM
VP & above Actual
AVP/GM Rs.1500/-pm
DGM/ AGM Rs.1000/-pm
Sr.Mgr/Mgr Rs.750/-pm
Dy.Mgr/Asst.Mgr/Execu
tives
Rs.350/- to 500/-pm
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extensive calling. However such cases would need one time approval from VP-
HR/CEO/MD. The above entitlements are not applicable to field staff.
Rules :
In the event of any employee leaving with in the 3 years from the date of such
disbursal towards purchase of instrument, the company will deduct part of amount
as per following table
Up to one year 75% deduction
More than one year to
less than two years
60% deduction
More than two years to
less than three years
40% deduction
In case the monthly bill is over the permissible limit, then it needs to be
approved by the functional head and needs to be submitted to the
administration department within 7 days on the receipt of the bill.
All new joiners would be entitled to this policy subject to their level and
approval from their functional heads and by the management.
Note:All entitlement and benefits are subject to the management discretion and
written approval.
10. LAPTOP POLICY
Objective:
To provide the Laptops to Executives whose job demands that information
in the form of documentation, data and presentations is readily available on
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the laptop.
To analyze and communicate any information relevant to their business.
To get an easy access to Internet & Knowledge Management.
To make speedy decisions.
Scope:
Level Model
Top Management Apple/Sony Vaio / Similar
GM HCL /HP/Similar
DGMLenovo (Based on the approval from Functional
Head).
Below DGMAny model which is in good working condition to
be decided by EDP department
Approval Process:
Respective department head will send the request to IT department for
1) New joiners who are at AGM and above level at HO, regional offices and plants
and
2) Any employee who gets promoted to AGM and above level (if they have not been
issued a laptop earlier).
3) The company reserves the right to ask the employee to use personal laptop and
reimbursement of upto Rs.1000/- per month can be availed for a period of 15
months.
3) Any exceptions to the above shall be made subject to MD’s approval only.
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Rules: The IT Department shall negotiate with computer manufacturers to get the
best rates for laptops.Damages: Any defects/ damages to the laptop due to
negligence/breakage/improper usage shall be recovered from the employee.
11. SALARY ADVANCE POLICY
This facility is extended to cater for some short term financial needs of the
employees.
1. SCOPE
All confirmed employees after completion of one year of service in case of exigency
and emergency .
2. POLICY
Employee can avail salary advance to meet the urgent funds requirements
like Self Marriage/ Dependent’s Marriage / House Purchase / Medical
Expenses with proper receipts.
Eligible employee will apply for salary advance on prescribed application
through his/her department /Functional Head and Head HR.
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HR will process the salary advance request based on eligibility.
Salary advance should not be more than 75% of average net salary of last
three months. Salary advance will be recovered in the same month’s salary.
Employee can avail salary advance twice in a financial year.
Employees serving notice period will not be eligible for salary advance.
LOAN POLICY
The Company will give Loans to employees on medical & personal emergencies on
basis grade, salary and commitment to the Company.
Eligibility
One years of continuous service.
There should be no advance / loan outstanding against the individual at the
time of the application of advance / loan.
The advance /loan permissible only once in year.
Purpose
Medical Emergency self or dependent
Marriage of self or dependent
Entitlement
Loan shall be limited to :
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Designation Eligibility
GM and Above Three Months Gross Salary
Manager Two Months
Executives One Month
Repayment of Loan
The amount will be recovered in equal monthly instalment (Maximum of 10
instalment), commencing from the subsequent month of the disbursement
of such loans.
In the case of termination of employment, the company will withhold the
individual’s final settlement.
Procedure for availing loan
The application for loan/ advance should be submitted to HOD in the
prescribed form
The application should be recommended by the concerned HOD.
The application will be forwarded to the corporate HR.
The HR will take the approval from the management on the application and
inform the applicant.
12. DOMESTIC TRAVEL POLICY
Objective:
To inform all concerned the Entitlement, Requirements and Formalities to be
followed for domestic travel on official work.
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To provide necessary guidelines for obtaining Tickets, Advances and other
facilities To state clearly the Lodging/Boarding, Local Conveyance allowance
entitlement. To indicate broadly, rules governing Domestic travel on official work. To facilitate reimbursement of official expenses by an employee and not for
his/her profit.
Mode of Travel:
Level Mode of Travel Outdoor Conveyance
VP and
above
Economy Air / 1st /2nd AC
RailHired AC Taxi(Car make <= 1600 cc)
GM- AGMEconomy Air / IInd/3AC/ AC
Class Rail/Vovlvo Bus /CC
Hired AC Taxi/ Point to point AC taxi. (Car
make <= 1200 cc) Hatch Back /Small Car/ Cab
aggregators (Ola/Uber)Sr.Manager
– ManagerIInd Class AC Rail / AC Bus
Cab aggregators (Ola/Uber), Point-to-point
TaxiDeputy
Manager–
Officer
3 Tier AC Rail / AC BusCab aggregators (Ola/Uber), Point-to-point
Taxi / Economical mode of Transport
Assistant
Officer and
Below
Sleeper Class Rail / Non AC
BusEconomical mode of Transport
Cities Level
Lodging (Based on
actuals subject to a
maximum of the
following amounts)
Daily
Allowance(
Against
Bill)
Metros &
Bangalore
Director/President/VP/CEO On Actuals On Actuals
AVP Rs. 6,000/- per day On Actuals
GM – AGM Rs. 4,000/- per day Rs.1000/-
Sr.Manager – Manager Rs. 2,500/- per day Rs.750/-per
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Deputy Manager -Assistant Manager Rs. 1,500/- per day Rs.600/-
Others Rs. 800/- per day Rs.450/-
State Capitals
Director/President/VP/CEO On Actuals On Actuals
AVP Rs. 5,000/- per day On Actuals
GM – AGM Rs. 3,000/- per day Rs.1,000/ -
Sr.Manager – Manager Rs. 2,000/- per day Rs.750/-
Deputy Manager -Assistant Manager Rs. 1,000/- per day Rs.600/-
Others Rs. 600/- per day Rs.450/-
Other Cities
Director/President/VP/CEO On Actuals On Actuals
AVP Rs. 4,000/- per day On Actuals
GM – AGM Rs. 2,500/- per day Rs.1,000/-
Sr.Manager – Manager Rs. 1,500/- per day Rs.750/-
Deputy Manager -Assitant Manager Rs. 850/- per day Rs.600/-
Others Rs. 450/- per day Rs.450/-
Note: All entitlement and benefits are subject to the management discretion and
written approval. Air tickets shall not be booked for destinations which can be
reached within 8 hours overnight. Employees traveling to such destinations shall
travel by rail or road depending on convenience and ticket availability. Approval
needs to be obtained at least 15 to 21 days in advance to take advantage of dynamic
air fares. Any exception has to be validated by MD. Employees who do not travel
frequently should compulsorily obtain approval for any air ticket booking.
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Local Conveyance : Company vehicles can be availed subject to availability and
approval only. Employees shall use the own vehicle/auto rickshaws/cab
aggregator (Ola/Uber) facilities for local conveyance.
Reimbursement : The claim shall be submitted within 2 days of travel. The
reimbursement shall be as follows
1. Cab Aggregators : Actuals as per the invoice
2. Auto : Actuals
3. Two Wheelers : Rs. 3.25/Kms
4. 4 Wheelers : Rs.6.50/ Kms
It is expected that staff with their own conveyance would use the same
and claim the reimbursement provided
13. TALENT MANAGEMENT
Introduction:
To support the above ambitious strategy and enable business success, we are
investing in:
Attracting Developing & Retaining highest quality of human capital.
The intent is to build a high performance management culture across group
companies, backed by world class processes operating on a value framework.
The twin pillars of Education and Systems & Processes will enable to identify high
performance and high potential people and build future leadership.
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Objective:
A comprehensive talent management process put to place at Bal Pharma focuses to
develop the leadership bench strength of the organization.
Scope:
It initiates with identification of the critical talent pool for whom customized
individual development plans are drawn up.
Process:
Initiate from where we are today
(1) with identification of the critical talent pool
(2) for whom customized individual development plans are drawn up
(3) to enable them shape themselves as the succession pipeline to the business
critical roles.
(4) As successors, they propel the organization on a growth trajectory,
(5) therefore establishing themselves as the potential leadership team.
(6) This leadership team, through its vision and strategic positioning would finally
help Bal Pharma achieve Disha.
This talent management initiative focuses on two key elements of this critical
exercise – Succession Mapping and Individual Development Plans.
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14. TRAINING, LEARNING & DEVELOPMENT POLICY
1. OBJECTIVE:
To establish a clear process for identifying and prioritizing training and
development needs of staff level employees of Bal Pharma.
To ensure the development needs of the employees are assessed periodically
and programs are organized to bridge the gaps to ensure the desired level of
performance.
To ensure that appropriate training and development opportunities are
provided for employees at organizational and individual levels
To develop a detailed training calendar and a training curriculum for the
eligible employees to enable them meet the organizational objectives
To ensure that the budgets allocated for training and development are utilized
effectively and equitably.Policy :The training needs assessment serves as basic document to understand the
training requirements. The HODs shall assess the training requirements of each of
his team member based on the skill and competency gaps.
HR would prepare an annual training calender which would be categorized into a. General training which would be organization wide b. Specific training which would be to individuals or team that needs specific
skill up-gradation.The mode training whether internal or external and method of training i.e on the
job or class room session will be decided depending on the criticality, non-
availability of internal resource persons and the strength of the target audience.
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15. PERFORMANCE MANAGEMENT POLICY
1. OBJECTIVE OF THE POLICY
The objectives of this policy are:
To provide brief understanding of the PMS process, formats and time lines etc
relevant to the performance management system deployed at Bal Pharma
2. SCOPE
This policy is applicable to all full time employees of the Company in the staff
category.
3. ELIGIBILITY
The PMS cycle will be financial year i.e. 1st April to 31st March This policy applies to all employees who are on the rolls of the Company
effective within one year of their joining date. Any employee joining till last day of Q2 (30th September) will be eligible for
the appraisal process in that financial year itself. Employee joining on and after 01 October will be eligible for financial review
in next PMS cycle (01 April – 31 Mar every year) on pro-rata basis. KRA Sheet: All
16. EMPLOYEE ENGAGEMENT
Introduction:
Our talented human capital is our biggest asset and liability and we need to
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measure how well it’s adding value. Employee Engagement is an increasingly
important human capital metric as engagement levels correlates with business
performance and measuring it tells us how well we are doing in the competition for
talent. Driving Engagement levels higher improves our ability to attract, motivate
and retain talent and so generates value from our human capital investment.
Employee Engagement Activities :
Birthday emails
Birthday Celebrations
Motivational Talks
Counselling
Picnics and Outings
Employee of the month awards
17. EMPLOYEE COMMUNICATION
Introduction:
Even the best employees cannot perform well without clear, consistent
communication up, down and across the hierarchy of an organization. Employee
communication provides a venue for bilateral exchange of information between
management and workers and between departments. To build a communication
process and engage and retain productive employees in our organization, we have
developed few employee forums.
Objective:
To establish a formal two way communication between management and the
employees
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To share the business progress and future plans. To provide employees with an informal platform to discuss issues, processes
and Objective and provide viable solution if any. To facilitate knowledge sharing.
Scope: Employee Communication Process covers all employees of Bal Pharma
across all location in India.
Monthly Departmental Meetings (MDM )
What is MDM?
The Monthly Departmental Meetings is an employee engagement initiative aimed
at promoting communication, transparency, engagement and emotional connects
within members of a department.
It will be a monthly meeting chaired by the HOD /Unit Head
Objective of MDM :
To establish a formal 2 way communication between the HOD and members
of the said department To share and assess progress of the Dept. BSC and realign efforts to enable
the dept to successfully accomplish the set goals To provide team members an informal platform to discuss internal dept
issues and systems and processes and encourage them to recommend viable
solutions for the same To present teams with the opportunity to conduct Knowledge Sharing
Sessions.
Process of MDM:
1. HR department will coordinate with Business Head / Function Head /HOD to
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create a quarterly calendar
2. Meeting Chair to send out calendar invites to respective team members (1 week
prior)
3. HR department to coordinate with Meeting Chair on Agenda and presentation if
any.
4. HR department to facilitate venue and logistics on the decided date.
5. Standard Agenda (suggested)
Review
o Review of previous MOMs
o Current monthly status
o Plan for next month
Announcements (if any) Achievements (if any) Issues to be discussed along with solutions and recommendations. Q & A session.
6. The minutes of the meetings shall be prepared.
7. HR department to circulate updates MOM to all member of the dept.
Business Head / Function Head / HOD to nominate an internal team member
to track progress and achievement of action points
Point to note:
1. Duration: not to exceed 60 mins.
2. Informal Setting - Businesses to try accommodating meetings at respective
boardrooms
HR department to be facilitator and reviewer for the effectiveness of the meetings.
Questionnaires to be circulated to the participants for feedback and
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communication for improvement.
TOWN HALL
What is a Town Hall?
Corporate and organizations, conduct town halls as per the needs of the
business and communication requirement where large group of employees
are invited together for a meeting with the purpose of communicating either
or all of the following : Critical business events or plans, Announcing any important company developments, Plan for response to competitors or Drive any specific change agenda across the organization, etc.
Benefits of Town Hall
Employee communication can help your organization reach the next level
and emerge from economic challenges ahead of the rest. Communicating with employees helps boost employees during tough times
Provides a platform to allow employees to express their opinions. Town halls allow the company's leadership to hear a variety of perspectives,
connect at a grassroots level Leadership has lots of channels to get content and information from the
bottom up. The whole idea behind the town meeting is to facilitate both top- bottom and
bottom-up communication.
8. BAL PHARMA ETHICS AND CODE OF CONDUCT POLICY
Ethics and Code of Conduct: An Introductory Statement
To support the company’s Vision and Mission, Bal Pharmasets forth the ideals of
motivation, lifelong learning, service to others, and enrichment through diversity,
commitment to excellence, mutual respect, and personal integrity. The Company is
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guided by the belief that a sense of true society is achieved when these ideals and
values are reflected in the behavior of its employees towards one another.
Bal Pharmites committed to create an atmosphere of respect and civility amongst
its employees.
Code of Ethics redefines the expected behaviour of employees and stakeholders
with each other.
As employees of the organization, our interactions with one another are to be
guided by these principles as set forth in the Code of Ethics developed through The
Company’s governance process. In order to make this a living document, each
member of the organization must commit to these standards and promote its
general principles. Failure to follow this Code of Ethics will call for Disciplinary
action.
The ethics document covers following six sections:
Corporate Responsibilities to Employees and Associates Basic Ethics and Conduct Code for Employees and Associates Responsibilities and obligations to all Stakeholders Fair Competition Fair Transactions Responsibilities to Society and Country
19. DRUG AND ALCOHOL ABUSE POLICY
The Company recognizes that alcohol and drug abuse related problems are an area
of health and social concern. It also recognizes that a member of staff with such
problems needs help and support from his / her employer.
Policy:
1. The company will not hire anyone who is known to currently addicted to
alcohol and drugs abuse.
2. The company will educate and inform its employees about the health
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consequences of drug and alcohol abuse.
3. Employees must report to work in a fit condition to perform their duties.
Being under the influence of drugs or alcohol is not acceptable.
4. Any employee on company business, on or off company premises, is
prohibited from purchasing, transferring, using or possessing illicit drugs or
using alcohol or prescription drugs in any way that is illegal.
5. Employees will not be terminated for voluntarily seeking assistance for a
substance abuse problem; however, continued performance, attendance or
behavioral problems may result in loss of a job.
6. Employees on physician-prescribed medication must notify a designated
company official if there's likelihood that such medication could affect job
performance and safety.
7. Employees engaged in off-the-job drug or alcohol involvement may be
considered to be in violation of the company substance abuse policy.
8. Where available evidence warrants, the company will bring matters of illegal
drug or alcohol use to the attention of appropriate law enforcement
authorities.
20. EQUAL OPPORTUNITIES POLICY
1. OBJECTIVE:
To ensure that no Balpharmites receives less favourable facilities or treatment on
rounds of sex, marital status, disability, race, colour, nationality, ethnic origin,
religion, dependents or age
2. SCOPE:
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This policy is applicable to all Balpharmites working at different locations.
Policy
Bal Pharma ensures equal employment opportunity in all aspects of the
employer/employee relationship including but not limited to: hiring, upgrading,
and promoting, maintaining or establishing conditions and privileges of
employment, training, providing educational assistance, social and recreational
programs, compensation and benefits, transferring and disciplining, determining
layoffs, reductions in force, recalls, and terminations to all employees without
discrimination because of race, color, age (within statutory limits), marital status,
religion, national origin, sex, sexual orientation, physical or mental disability, or
veteran status, or any other protected class per applicable statute.
21. HARASSMENT AND BULLYING POLICY
1. OBJECTIVE:
The Company recognises that all Bal pharmites have a right to work in an
environment in which the dignity of individuals is respected and which is free from
harassment and bullying. It is committed to eliminating intimidation in any form.
2. Scope :
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This policy is applicable to all Balpharmites working at different locations. The
Policy applies to harassment on the grounds of disability, gender, marital status,
sexual orientation, age, creed, colour, race or ethnic origin.
Policy :
Harassment breaches the Company's Equal Opportunities Policy and it is
classified as a serious offence which may result in summary dismissal under the
Disciplinary Procedure. Suitable action would be initiated against the delinquent
employees as per the disciplinary procedure of the company in accordance to the
prevailing laws after due investigations.
22 . IT POLICY
1. OBJECTIVE:
To create awareness on the rightful use of IT assets of the company
2. Scope
This policy is applicable to all Balpharmites working at different locations.
Policy :
Core Applications
1. Transmission, distribution, and storage of material or conduct found
unlawful to any local, state, federal or foreign law or regulation is strictly
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prohibited. This shall include but is not limited to, unauthorized use of
material that is protected by copyright, trademark or other intellectual
property right, material that establishes an illegal threat or material that
violates export control laws, regulations or trade secret.
2. Employees with internet access may not transmit or distribute any software
licensed to the company or data owned or licensed by the company (including
license keys) without the express written permission of the owner of the
proper license.3. Information marked “For Internal Use Only” or “Confidential”, or whose
contents place it on a similar level, must not be passed on to outsiders
without authorization. Content marked as “Confidential” must always be
transmitted in encrypted form and transmission of content marked as
“Strictly Confidential” is only permitted provided the appropriate measures
have been taken to ensure that disclosure to unauthorized person is
prevented and that the integrity of the information is guaranteed by
encryption.
4. Confidential information relating to internal projects or activities and
developments must not be passed on to outsiders, and may be transferred to
other BAL PHARMA units only in encrypted form or password protected
form.
23. SEPARATION AND FULL & FINAL SETTLEMENT POLICY
1. Objective:
The objective of this Policy is to provide a means by which we will identify
workplace, organizational or human resources factors which may have contributed
to an employee’s decision to leave employment from a given department, with a
view of identifying any trends requiring attention or any opportunities for
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improving the HCGA ability to respond to employee issues, and to retain key
people.
A detailed exit process is carried out for all team members leaving the company.
This is necessary from a security, financial, administration, asset management and
information management perspective. The exit process applies to all the
employees leaving the company.
2. Scope
This policy applies to Employees who are resigning from the company, voluntarily.
Notice period & relieving
When an employee resigns, the Reporting Manager should attempt to understand
his reasons and identify means to retain him/her. In case, there is no possibility of
retaining him/her the exit process should be initiated.
The notice period to be served will be as per the terms of appointment.
During the notice period it is essential that the necessary work related information
is transferred to another designated team member under supervision of the Head
of Department or Manager as appropriate.
Exit Interview
On receipt of the resignation letter HR will conduct the exit interview.
The exit interview records are important because they capture the perception ofthe people who are leaving the organization. The exit interview discussion with theteam member is documented and will be shared with the Functional Head andReporting Manager. The exit interview analysis would throw light on how thework, the management and the manager are perceived by the team members.
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These could serve as inputs for improvement programs - both for the companyand the Managers themselves.
The exit interview will also facilitate the process of return of all company assetssuch as PCs, laptops, mobile phones, security passes, company cards, etc
Full & final settlement
The employee is to get the necessary sign offs on the clearance form from theconcerned departments and hand over the necessary documents for his/herrelieving to the HR on the last working day for his/her final settlement.
HR will give all the required inputs needed to process the full and final settlementof the team member like accrued leave, pay in lieu of notice etc to the payroll team.
The employee’s final settlement will be processed once all documents are receivedand submitted to the F&A/payroll team. The F&A/payroll team will ensure thatthe team member’s final settlements are carried out within at least two weeks afterthe exit.
24.GIFT POLICY
1. Objective:
To facilitate an uniform gift policy for various occasions.
2. Scope.
This policy is applicable to all Balpharmites working at different locations.
Entitlement :
Particular Gift Amt
Dasara Gift Rs.550
Wedding Gift Rs.2000
First New Born Baby Rs.1000
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25.DRESS CODE POLICY
1. Objective:
The Uniform Policy is necessary in order to convey a professional image Bal
Pharma its employees. Every employees must behave professional at all times,
both within the workplace and at the time of representing the company.
2. Scope.
This policy is applicable to all Balpharmites working at different locations.
Policy :
Prescibed attire should be as follows
Weekday – Formals
Ladies – Formals meaning Sari, Salwar Kameez, Trousers/Skirts (Capries,
Corduroys and jeans are not classified as trousers) with formal tops (Please avoid
tops with bright colors and large prints) sandals or shoes (Sneakers and not
classified as shoes)
Men – Formals meaning Shirts / Slacks and trousers with Shoes (Corduroys and
jeans are not classified as trousers)
Weekends – Smart Casuals
Ladies – Jeans, Corduroys, Sneakers / Shoes/ Sandals, t-shirts with collar only,
and casual tops.
Men – Jeans, Corduroys, Sneakers / Shoes, t-shirts with collar only, Shirts, t-
shirts or shirts to be tucked in (Please avoid sandals, cargo’s etc..,).
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