Employee Handbook 959

8/6/2019 Employee Handbook 959

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Ash & Alain India Pvt. Ltd.

Employees Hand BookAn Automation Company

ASH & ALAIN

Your Partner in Automation.

ASH & ALAIN

Your Partner in Automation


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Table of Content

1. About the Company

2. About the Handbook3. Manpower Planning

Policy Statement

Appointments

Calling for Application

Employment offer

Joining Formalities

Probationary period

Orientation

Termination of Employment.

Resignation

Resignation Acceptance Letter

Personnel Files

Work Schedule

Work Behavior

Role and Responsibilities

Promotions

Age of Retirement

Transfers

4. Performance Management Policy Policy Statement

Performance Evaluation

Annual Appraisal

5. Training and Development Policy

Policy Statement Scope

Procedure

Training Needs Identification

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6. Compensation

Policy Statement Base Salary

House Rent Allowance (HRA)

Reimbursements.

Medical Reimbursement

Leave travel Allowance (LTA)

Provident Fund (PF)

7. Leaves Policy Policy Statement Scope

Holidays

Leaves

8. Business and Travel Expenses Reimbursement Policy Policy Statement

Business Travel Regulation Traveling Allowance/Travel Mode

Local Conveyance

Hotel Accommodation

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9. Policy on Facilities and Other Personnel Issues Policy Statement

Working Hours/Working Days

Attendance

Stationery Requisition

Visiting Cards

Telephone List

Dispatch Mail

Pay Period

Pay Mode

10. Code of Employee Behavior Adherence to Laws and Discipline

Clean Work - Place

Confidentiality

Communication

1. Bulletin Board

2. Web Mail Relationship between Colleagues

Personal Belongings

Dress Code

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About The Company

We started in year 1988 and since then excelling in the field of automation

by providing advanced technical products and cost effective automationsolutions.

Ash & Alain is a today known of taking any kind of high value automation

task, our understanding of the combination of technology, economics &

commitment to research and development stimulates leading edge thinking

and the continual evolution for products to meet customers increasingly

complex needs.

The change the Indian industrial scenario by opening new dimensions to the

automation industries.

Our Services

We are specialized in complete factory automation systems and control

components .Our success is maintained through continuous development of

a wide platform of technology and skilled in automation, software &

robotics key integration software and hardware products.

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Our Philosophy and Values

We are committed to a set of corporate values based on our philosophy of

equal opportunity, fair, treatment, creation of conducive climate of

motivation and performance, recognition and reward and open-door,

communication which facilities meaningful exchange of ideas.

A person who takes pride in his/her work is capable of putting in a much

bigger effort to produce the best he/she is capable of. To develop the

pride in ones own work, the organization shall strive to create as muchmotivational climate as is expected. Every aspect of creativity shall be

encouraged and in furtherance of this, calculated risk-taking shall be

promoted at all times.

As a corporate philosophy, we shall endeavor to attract, develop and

retain the best talent available and have the right person for the right job.

In brief, we shall constantly strive to make the work place endowed with

a positive culture.

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Organisation Chart of ASH & ALAIN India Pvt. Ltd.

ASH & ALAIN


Mr.Karan Gupta

Director

Ms. Kanika GuptaDirector

Mr. Y.Chander

Admin./Acc.Head

Mr. F.A.Ansari

Eng. /Project Head

CKD

North CKD

DelhiSouth CKD

Bangalore

Mr. PankajManager

Mr. Rajesh

D. Manager

Mr. DeepakSr. Sales Eng.

Mr. H.PrasadManager

Mr. A. J.Mahesh Babu

Mkt.Eng.

Mr. V. Kiran

Chennai

Panel Project

Mr. Rana

Mr. Nitin

Mr.Neeraj

Mr.Giridhar

Mr.P.Lenka

Mr.Jawed

Mr.Vikas

Mr.Inderjit

Back Office Accounts

Mr.Rakesh

Mrs. Sujatha

Mr.W.A.Ansari

Mr.Dutta

Mr.Devender

Mr.Sudeep

Mr. Y.P

Mr.Shrawan

Ms. Jancy

Ms.Snigdha

Asst.Manager-HR

Mr.K.K.Gupta

Director

Mr. A. Sharma

Marketing Head

Omron

Mr. Manoj

Mkt. Eng.

Mr.Rajesh

Mk. Eng.

Mr.Ajeet

Mkt. Eng.

Mr.Priyank

Mkt. Eng.


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Welcome Note

Welcome to Ash Alain India Pvt.Ltd. We are happy to have you join

us and trust that you will be valued addition to our organization. We

hope that you find your association with us to be a challenging and

rewarding experience. Your individual effort is essential to ourcollective success.

This handbook has been prepared to provide you with information for

common questions and concerns. Employees should become familiar

with the contents of the employee handbook. You are responsible for

reading the manual so that you understand the Companys policies,

practices and procedures. Handbook may be changed from time to

time and they become effective on the date of their issue and re-issue.

A table of contents is located at the beginning of the guide.If you havequestions or concerns about the policies outlined here, you should

contact to Human Resource Department.

With Best Wishes!

[K.K.Gupta]

Director

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Manpower Planning

Policy Statement:-Equal opportunity for employment: all the persons have equal

opportunity for being selected, employed, paid, promoted and

transferred with the company.

Planning for Manpower is a process of identifying the human

resources needs of the organization.

Vacancies may arise due to new positions being created as a part of

the business process or due to incumbents vacating the existing

positions.

The company reserves its right to abolish any existing position ormerging the same with another position.

Appointments:-

1. Calling for ApplicationThe calling for application shall be as stated below:

Database-The HR Department shall maintain adatabase of applications received over a period of time.

Advertisement- This shall be need based and usedwith the prior approval of the Director. The HR

Department shall release all employment advertisements

through the Companys appointed advertising agency.

2. Employment offer- Your appointment is based on yourperformance in the recruitment process of our company. Your

appointment is subject to the terms and conditions mentioned in the

Appointment Letter given to you. You need to give your acceptance bysigning and returning the duplicate copy of the Appointment Letter to

the HR Department. Your signing the Appointment Letter implies that

you agree to the terms and conditions mentioned in the Appointment

Letter.

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3. Joining Formalities- At the time of joining, you will be givenwith a New Employee Joining Application, which you need to fill in

completely and submit it to the HR Department. You are also requested

to bring the following documents:-

1. One copy (A4 size only).

2. Degree/Provisional/Course completion Certificate of all

College/University qualifications.

3. Mark sheets of all College/ University qualifications (all

semesters).

4. Mark sheets and Certificates of 10th & 12th classes.

5. Relieving letter (incase you are already employed).

6. Latest Pay Slip (incase you are already employed).

7. Address Proof.

4. Probationary Period- You shall be initially on probation for aperiod of six months, which may be extended and reduced at the sole

discretion of the Management. During the period of probation, the

employment is terminable by the Company without assigning any

reason whatsoever. During the period of probation, if you wish to

terminate this contract, you have to give to weeks notice or payment of

salary in lieu thereof. On completion of your probation period, you shall

be deemed to have confirmed automatically, unless you receive

intimation otherwise in writing, from the company.

5. Orientation-On the day of joining the candidate shall report to theHR Department. The concerned Manager and the Reception shall be

informed.

The HR Department shall complete all the administrative joining

formalities. These include:-

1. All Mark sheets

2. Photographs.

3. Experiences Certificates.4. Address Proof.

5. Resume.

6. Reliving Letter.

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6. Termination of Employment- Post confirmation of yourservices, the company may terminate your employment at any time

either on giving 1 months notice, or without any notice on payment of1 months salary in lieu of notice. On resignation you are required to

give notice in writing for a minimum 1 months period; or payment of 1

months salary in lieu of notice.

7. Resignation- The employees are required to give notice in writingof their intention to resign from the services of the Company as per the

notice period.

8. Resignation Acceptance Letter- The HR Department willIssue theLetter of Acceptance of Resignation and release from the

Company.

Along with the letter of acceptance of resignation the HR

Department shall forward the clearance Certificate, which will have

to be submitted back to the HR Department by the concernedemployee for full and final settlement. The full settlement shall not

be made unless the Clearance Certificate is duly completed and

submitted to the HR Department.

9. Personal Files- Our Company considers it very important tomanage the personal files. It shows the respect and concern of our

company for all employees.

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10.Work Schedule- The work schedule is Six days per week,ninehours a day plus hour meal period .If an employee doesnt follow the

rules :-

The following general rules apply:- An employee, who arrives later than scheduled time, may be

permitted to make up the deficit by working that much longer at the end

of the workday according to the work needs of the company. Otherwise,

delay shall be charged to the appropriate leave category.

Senior shall take appropriate action to correct any abuse or

misuse of this privilege which may include deductions from theemployees pay,

If an employee leaves work early without permission, the timeshall be deducted from the employees pay or may be charged to the

appropriate leave account if justified.

11. Work Behavior- It is essential that all employees accept

personal responsibility for maintaining high standards of conduct andjob performance, including observance of the company rules and

policies. Disciplinary action is considered a dimension of performance

evaluation. It is a corrective process to help employees overcome work-

related, shortcomings, strengthen work performance and achieve

success.

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12. Role and Responsibilities- The Roles and Responsibility ofthe employee will be specified by the Director of the employee at the

time of joining. Apart from the Roles mentioned initially, the company

may assign new roles and responsibilities to the employee as and when

required

13. Promotions- Based on your Performance Appraisals, accordingly

you might be promoted to a senior position as decided by the company.

14. Age of Retirement- The age of retirement is latest 60 years forall employees.

15. Transfers- You are also liable to be transferred to any of the newoffices that the company might open .Transfers may involve a

promotion, reassignment, demotion or lateral move. Your leave credits

and all the other benefits go with you.Your Personnel File is also

transferred to your new office.

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Performance Management policy

Policy Statement- Goal setting is a formal annual exercise where theperformance targets/goals are sets for all the employees based on thebusiness objectives of the organization. In the performance Appraisal

process the individual performance is evaluated against the goals set in

the previous year.

1. Performance Evaluation- Annual Performance Evaluation

will be done during the month of April every year for each employeehaving being employed for six months or longer. The evaluation period

will cover the period 1st April through 31st March.

2. Annual Appraisal- The performance Appraisal shall bedone once in a year. The review of the objectives shall be

done periodically, where the director shall decide the

period mutually with employee. There shall be at least ahalf-yearly review.

Training and Development Policy

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Policy Statement- The purpose of this policy is to reinforce thecommitment that Ash & Alain has, towards creating learning

environment. It is the organizations to provide employees with

training inputs to equip them with the knowledge, skills and behaviorFacilitating in the achievement of organization and individual goals.

1. Scope-The policy is applicable to company-wide educationand training activities including functional, management and

quality related areas.

2. Procedure-

Compensation Policy

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Policy Statement-The compensation structure has been defined toprovide a fair and reasonable compensation package to employees.

1. Base Salary- Base salary is paid per month and is reckonedfor the purpose of PF and ESI.

2. House Rent Allowance (HRA) - The HRA shall be paidon monthly basis as per the grade. The HRA is related to

attendance and is proportionately reduced for absence without

leave.

3. Reimbursements-All entitlements/reimbursements shall beclaimed through Expense Reimbursement Form. The company

shall maintain complete records of all reimbursements.

Reimbursements shall be given to the employees through cash.

4. Medical Reimbursement-For claiming Medical

reimbursement, the employees are required to submit medicalbills in support of claim. These shall be submitted in the

prescribed format.

5. Leave Travel Allowance (LTA) - The LTA amount maybe claimed as an advance before proceeding on leave. The

necessary documents/receipts must be submitted to the HR

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Department within one month after returning from leave. LTA

will be paid yearly.

6. Provident Fund The Employee Provident Fund AndMiscellaneous Provisions Act, 1952, enacted for compulsory

contribution to the provident fund, family pension, employeedeposit link insurance for the employee after his retirement or

for his dependents in case of his early death, the objective is to

accumulate certain sums of the benefit for the employee[s] or

his dependents, the fund has future provision for them and their

families and/ or nominees.

The Company contribution and the Employee contribution

towards PF shall be 12% of the base salary.

7. ESI The main objective of the Employees State InsuranceAct, 1948, is to provide to the workers medical relief, sickness

cash benefits, maternity benefits to women workers, pension to

the dependents of deceased workers and compensation for fatal

and other employment injuries including occupational diseases,

in an integrated form through a contributory fund. Where a

workman is covered under ESI Scheme, no compensation could

be claimed from his employment injury sustained by him.

ESIS is a type of medical scheme where the employer

contributes 4.75% of the salary and the employee

contributes only 1.75% of salary, upon becoming the

member of the scheme. Salary for the purpose includes

Basic, HRA, special allowance etc.

ESI Contribution is deducted each month from the salary of

all eligible employees.

Leave Policy

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Policy Statement-The following policy recognizes theemployees need to have follow the time off from work for various

reasons such as religious, recreational, cultural, medical, personal

or others.

Scope- The coverage for Leaves of absence includes1. Privileged Leave (Referred to as PL in the policy)

2. Casual Leave (Referred to as CL in the policy)

3. Leave without pay.

Leave

Details

Nature Of Leave

CASUAL PRIVILEGE

Quantum of YearlyEntitlement

10 15

Entitlement of Leave From the time of the joining On completion of

One year of services

Leave at Stretch Min-Half day to Min-3 days to the

Max- 2 days Maximum extent

approved

Combination of Leave No No

Accumulation of Leave Lapses at the end of the

Financials year.Availability of Leave Any time in the year subject to prior approval and

Availability of leave

Intervening weekly

off/Paid Holidays

Excluded Excluded

Leave year is the financial year, i.e. 1st April to 31st March.

Process of Availing Leave

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i. A Sanctioned Leave application, authorized by the relevant

sanctioning authority in the prescribed format has to be submitted to

the HR Max- 7 days in advance and Min- 1 day advance .

ii. While availing casual leave, it is expected that the employee informhis/her senior by phone on the same day. The sanctioned leave

application for the leave should be submitted to HR within the same

day of joining back. However, in the absence of receipt of any leave

application, the HR will mark it as Absent and will send a mail of

absenteeism to the employees.

Holidays- The Company has decided to set the following

days as Holidays to all the employees on the State Governmentholidays:-

List of Holiday is available with

[Human Resource Department]

The company will observe the following national holidays every

year.

1. Republic Day 26th January

2. Independence Day 15th August

3. Gandhi Jayanti 02nd October

Privileged Leave

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All permanent employees (who have completed the one year period

successfully) in the organization are eligible for PL.

The PL will be computed on the pro-rata basis in case the employee

joins in between the financial year for the said year with effect of date of

joining.

No employee shall be entitled to avail the PL during the probation

period/training, as the case may be.

Casual leave

The CL is designed to provide an employee with time off for any personal

reason.

CL shall, unless otherwise permitted, be availed for not more than 2days giventime and only twice in a month.

CL that has not been availed cannot be carried forward into the next year nor

can it be paid.

No other type of leave can be suffixed or prefixed with CL.

The employees is required to apply for CL in advance, unless in case of

exigencies where he/she shall submit the leave approval form to the superior

within 48hours of resuming duty.

Leave Without Pay

Leave without pay is a temporary nonpay status and an authorized absence from

duty, issued when the employee has insufficient annual leave or sick leave, or

compensatory time available to cover an approved absence. An employee does

not have to exhaust annual or sick leave before requesting Leave Without Pay.

Requests for leave without pay will be dealt with on an individual basis, at the

discretion of the Manager, in consultation with the Head of the Department.

Business and Travel Expenses Reimbursement Policy

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Policy Statement- The Company appreciates the effort of theemployees who need to travel for business reasons. The employees

endeavor should be minimized the travel expense and help the

Company to manage its budget better.

Business Travel Regulation- For Business Travel, Valid is theBusiness Travel Regulation.

Additional helpful hints you can find in the following sections:

1. Traveling Allowance/Travel Mode- Traveling Allowance forManager, Sr.Engineer, and Engineers would be as following:-

Designation Class A Cities Class B Cities

Manager 800.00 700.00Sr. Engineer 600.00 500.00

Engineer 500.00 400.00

Class A Cities- are Delhi, Mumbai, Kolkata, Bangalore

Class B Cities- all other cities come under this category.

2. Travel Mode-Level Manager Sr.Engineer Engineer Office Asst/others

(a) Inter city II tier A/c

1st class train

1st class Rail 1st class Rail II class Rail

(b) Within city

place of posting

Own 2 wheeler

Auto rickshaw may

be allowed with

prior permission

Any alternative

mode of travel other

than mentioned

above will be withprior permission

Auto Rickshaw with

prior permission

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Local Conveyance- Travel within 65 km radius of the place ofposting will be treated as local conveyance

(a). All Sale Personnel will use their own two wheeler for local travel.

Use of auto rickshaw will be with prior permission.

(b). Office Asst. etc other than sales personnel will travel by local bus.

However they would be reimbursed at the rate/km application in case

they use their own two wheeler.

The following rates of reimbursement of local travel would be

applicable

Motorcycle/Scooter Re.2.00/km.

Hotel Accommodation- The following shall be the expense limitsfor board and lodging inclusive of laundry incidentals.etc per 24 hour

period for tour beyond 65 km radius from the place of posting.

Level Delhi, Mumbai,

Kolkata,Chennai

State, Capitals and

A Class cities

Other Cities

Manager 450 350 250

Sr. Engineer 300 250 200

Engineer 300 250 200

Office Asst/others 125 85 75

Policy on Facilities and other Personnel Issues

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Policy Statement- The Companyintends to clarify certain workingrules and regulations as also streamlining usage of support facilities at

ASH & ALAIN. This policy is applicable to all the permanent

employees.

1. Working Hours/Working Days- The general office timingsare from 9:30Am in the Morning to 6:00Pm in the Evening, with

hour break for Lunch from 1:30Pm to 2:00Pm. The reporting time to

the office (9:30 A.M) ill have the grace period of 10 minutes. After

three such late comings in a month will have to undergo Loss of Pay

( day salary is deducted).

2. Attendance- It is mandatory for each employee to sign in theattendance register from the day of joining. Every Employee is

required to sign the attendance register daily upon his/her arrival and

departure from office. The Register will be available at the Main Gate.

All employees are expected to be punctual and observe the office

timings. All employees are required to be in the office by the

stipulated time at the beginning of the working day or after the lunch

hour. Anyone coming in to work later than the beginning of theworking day shall be treated as late attendance. Recurring late

attendance up to three times will be treated as half day salary

deducted.

Incase an employee is required to attend to some personal work which

would result in his/her coming late, he/she shall inform his/her

respective Department in advance accordingly.

3.Stationery Requisition- The HR/Administration Departmentshall co-ordinate all stationery requisitioning. TheASH & ALAIN



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Departments/Employees shall be issued their stationery items Material

List. Requisitions for stationery items shall be made well in advance,

as it would facilitate stocking of the necessary items.

4. Visiting Card-All employees in the management positions,

sales and service personnel and any other employee with a direct and

regular customer contact shall be issued visiting cards.

The Head of Department shall verify the Name/Designation etc. and

the HR/Administration Department shall be responsible for printing of

the cards.

5. Telephone List- The employees shall be provided with all

important office telephone numbers. A list of intercom numbers willbe provided to the entire Department. The HR Department shall be

responsible for timely update of the list.

6. Dispatch Mail- Dispatch of mail, whether by hand or by post/courier, within / outside the city or international is done through the

Administration Department. The employees can get in touch with

Administration Department for the same.

7. Pay Period- Your Payday will be on the 7th day of each month. Ifthis day falls on Sunday or a holiday, payday will be on the preceding

business day.

8. Pay Mode- Your pay mode will be Cheque. You will receive aSalary Slip indicating the net amount after any additions, subtractions

and any deductions in your salary.

Code of Employee Behavior

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1. Adherence to Laws and Discipline- All employees of ourcompany will abide by the laws of the Indian Government, Labor

regulations and guidelines issued by the company.

2. Clean Work-Place- It is the duty of every employee to maintaina clean and tidy work place in and around his/her desk and also in theremaining places of the offices.

3. Confidentiality- During the course of his/her employment theemployee may be disclosed with certain Technical and Business

information of the Company as well as that of the client such as

methods, processes, pricing data, financial data, customer list etc. The

employee needs to maintain confidentiality of the information he has

with him.

4. Communication- All employees will be expected tocommunicate in a open manner. They are expected to maintain a

cordial relationship with their Colleagues, Superiors, and Sub-

Ordinates.

1. Bulletin Board- The Company will keep a Bulletin Board ata prominent Location in the office for all its internal

communications. Employees are requested to update

themselves on the changes in the Bulletin Board.

2. Web Mail-The Company will also use the Web Mail tocommunicate with the employees.

5. Relationship with Colleagues- All the colleagues shall uniteand cooperate with each other honestly. The nature of work performed

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may differ between staff, but is of equal importance for the company.

The new staff will be expected to follow the instructions of their

senior staff will provide direction and help to new staff.

6. Personal Belongings- Employees have to be utmost carefulwith their personal belongings, while working in the office. It is

advised that the employees should not bring any expensive item to the

office for their own benefit.

7. Dress Code- The customers impression of the Company isformed on the interface with the representatives. It is there for

essential that employees present a professional image to the customer.

Every employee will be expected to take care of his/her personal

appearance. The following dress code applies to Monday to Friday-

For Gentlemen: They are expected to dress in business formals, i.e.,

a full / half-sleeved shirt, formal trousers and formal leather shoes

(brown, black or tan).

For Ladies: They are expected to be in a saree, salwar/churidar

kameez or dressed in western business formals.

The following dress code applies on Saturday:

For Gentlemen: They may opt to wear Jeans, T-shirt and Sports

shoes.

For Ladies: They may opt to wear Jeans and T-shirt

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Your work with Ash & Alain India Pvt. Ltd. has a full

potential for enriching your professional life which in turn

will be beneficial for the company in achieving its goals.

Keep in mind that through your employment, you are a vital

resource ofAsh & Alain India Pvt. Ltd.

Hopefully, this handbook has helped you understand what is

expected of you, your avenues to find out more information

as well as outlining some of the advantages and benefits of

employment with Ash & Alain India Pvt.Ltd.

ASH & ALAIN

LEAVE APPLICATION FORM

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NAME______________________________DATE__________________

LEAVE APPLIED FROM_____________________ TO _____________

TYPE OF LEAVE ( ) CL/PL/WOPL NO.OF DAYS________ DUE

REASON____________________________________________________

ADDRESS WHILE ON LEAVE _________________________________

TEL# _______________________

I AM AWARE THAT, IF I DO NOT REPORT FOR DUTY FOR MORE THAN

SIX DAYS WITHOUT PRIOR PERMISSION, MY SERVICE WOULD BETREATED AS TERMMINATED.

APPROVED BY ____________________________

SIGNATURE APPLICANT SIGNATURE

ASH & ALAIN India Pvt. Ltd.

List of Holidays Delhi Office

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1. Republic Day January

2. Holi March

3. Ram Navami March

4. Independence Day August

5. Raksha Bandhan August6. Janmashtami September

7. Mahatma Gandhi Birthday October

8. Diwali November

9. Goverdhan Puja November

10

.

Bhai Duj November

11. X-Mas December

(1)-R/H

List of Holidays Bangalore Office

1. Makar Sankranti January

2. Republic Day January

3. Ugadi March

4. May Day May

5. Independence Day August

6. Ganesh Chaturethy September

7. Mahatma Gandhi Birthday October

8. Ayudha Puja October

9. Karnataka Rajyotsava November

10.

Diwali November

11

.

X-Mas December

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Headquarter

ASH & ALAIN India Pvt. Ltd.S-100 FIEE, Okhla Industrial Area,

Phase-II, New Delhi-110020 (INDIA)

Tel. : +91-11-41616268/69

Fax : +91-11-41616264

E-mail : [email protected]

SOUTH ZONE OFFICE

ASH & ALAIN India Pvt. Ltd.

W-203, Sunrise Chambers#22 Ulsoor Road

Bangalore-560042

Tel. : +91-80-25594423/24

Fax : +91-80-25594424


NORTH ZONE OFFICE

ASH & ALAIN India Pvt. Ltd.S-100 FIEE, Okhla Industrial Area,

Phase-II, New Delhi-110020 (INDIA)

Tel. : +91-11-41616268/69

Fax : +91-11-41616264


ASH & ALAIN
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

Employee Handbook 959

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Transcript of Employee Handbook 959