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Transcript of South 2 - Jyothsna Kenguva
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Offer-Cum-Appointment Letter
28th November, 2013
Ms. Jyothsna KenguvaC/o Ramakrishna K44-42-3/4, Nandagiri Nagar,Akkayyapalem,
Vizag
Dear Jyothsna,
Welcome to Abbott Healthcare Pvt. Ltd. and we are sure you will have along and rewarding career with us. Wish you success!
We give here below the details of your appointment and the terms andconditions governing your appointment in our organisation.
1. Designation : Territory Business Manager
2. Division /H.Q.: Diabets Division / Visakhapatnam
3. Date of Joining : Not later than 02nd December, 2013
If you do not join on or before the abovementioned date, this letterof intent stands withdrawn.
4. Your commencing Basic Salary will be Rs. 8,035 /- per month.
5. Special Allowance : Rs. 3,550 /- per month
6. Management Grade : 1B
7. Your appointment in the Company will be effective from youractual date of joining the Organisation.
8. Probation :
(A) You will be on probation for a period of six months. Oncompletion of your probationary period successfully, you will be
confirmed in your present position in writing.
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(B) Your probation can be extended by a further period of sixmonths in the event your performance is not up to the mark.
9. The benefits and perquisites applicable to your grade are attached
as Appendix-I to this letter.
10. The fixed field expenses applicable to your grade are attached as
Appendix-II to this letter.
11. This appointment is further subject to the “General Terms and
conditions of Service for Managerial Personnel” employed by thisCompany, a copy of which is attached as Appendix III.
12. You will be required to strictly understand, abide and adhere to therole, responsibilities and authority of Trainee/Territory BusinessManagers as laid down by the Company from time to time, a copyof which, as in force, is enclosed for your guidance.
Please sign and return to us the enclosed duplicate copy of this letter in
token of your acceptance of this appointment and all the terms and
conditions applicable to it as detailed above and in the appendicesattached hereto.
Yours Sincerely,
For Abbott Healthcare Pvt. Ltd.
P Srinivas RaoZonal Business Manager - South 2
Diabets Division
I hereby confirm my acceptanceof all the terms and conditionsapplicable to me as detailed aboveand in the appendices attachedherewith.
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Salary Break-up
Name : Ms. Jyothsna Kenguva
Salary Structure P. M. P.A.
Basic 8,035 96420House Rent Allowance 4018 48210
Education Allowance 400 4,800
Conveyance Allowance 800 9,600
Medical Reimbursement 1,250 15,000
Health Coverage 400 4800
Special Allowance 3,550 42,600
Leave Travel Assistance 8035
Provident fund 964 11,570
Total 19417 241035
For Abbott Healthcare Pvt. Ltd.
P Srinivas RaoZonal Business Manager - South 2Diabets Division
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APPENDIX I
SALARY COMPONENTS/BENEFITS EXPLAINED FOR EMPLOYEES INMANAGEMENT CADRE
1. House Rent Allowance Is paid @ 50% of Basic Salary per
month.
2. Education Allowance Is paid @ Rs.4,800/- per annum.
3. Medical Assistance (a) Reimbursement of Medical
Expenses for self and family is paidup to a maximum of Rs.15,000/- perannum.
(b) You will be covered under thehospitalisation scheme from the dateof joining.
4. Leave Travel Assistance Is paid @ 8.33% of Annual Basicsalary subject to a maximum of OneMonth’s Basic Salary per annum. The methodology for collectionthereof will be as per company’srules.
Note: For the above salary components Income Tax exemptionapplicable as per the prevailing Income Tax rules
5. Personal Accident You will be covered under the
Company's Group Personal AccidentPolicy, as per rules & regulationsgoverning the said Scheme.
************
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APPENDIX II
FIXED FIELD EXPENSES APPLICABLETO EMPLOYEES IN MANAGEMENT CADRE
You will be paid an amount of Rs. 1500/- p.m as Fixed Field Expenses
alongwith your monthly salary and the same will be taxable.
Fixed Expenses will cover the following :
1. Use of Mobile phone for official purpose
2. Use of Internet for official work
3. Cost of Printing & Stationery and Sundry expenses for official
purpose
4. Cost of Courier expenses for official purpose
The above amount will not be part of your Fixed Pay.
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APPENDIX III
GENERAL TERMS AND CONDITIONS OF SERVICE FOR MANAGERIALPERSONNEL EMPLOYED BY ABBOTT HEALTHCARE Pvt. Ltd., 'D'
MART BUILDING, GOREGAON MULUND LINK ROAD,MULUND( WEST ), MUMBAI - 400 080
1. LEAVE
24 Working days in a year subject to the leave rules in force as applicableto Management Staff with the accumulation limit of 180 working days.
2. PROVIDENT FUND
The Company shall pay an amount equivalent to 12% of your salary intothe Company’s Provident Fund and you shall be entitled to benefitsunder this fund according to the rules in force at the time.
3. GRATUITY-CUM-LIFE ASSURANCE SCHEME
The Company shall pay the premium involved in the Company’s
Gratuity-cum-Life Assurance Scheme and you will be entitled to benefitsunder this Scheme according to the rules in force at the time.
4. NOTICE OF TERMINATION
During Probation Period :
One day’s notice on either side with the Company retaining the right topay one day’s salary in lieu of the notice.
After Confirmation :
One month’s notice on either side with the Company retaining the rightto pay one month’s salary in lieu of the notice.
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Role, Responsibilities & Authority of aTrainee/Territory Business Manager
A. Role
1. To obtain optimum level of Sales by promoting the Division'sproducts to the medical profession wholeheartedly with the
help of the inputs in the form of detailing folders, clinical trialreports, post marketing study reports, reports from medical journals, samples/give-aways etc. to generate maximum
prescriptions from the medical professionals and primary andsecondary off take by the trade.
2. To ensure prompt and full collections of dues from the trade asper Division’s policy.
3. To implement the Division's strategies with a view to achieve theDivision's overall objectives.
4. To enhance the Division's image in the eyes of medical profession
and the trade by sharing the Division values, vision and
mission and generate goodwill.
B. Responsibilities
1. As a Trainee/Territory Business Manager (TTBM/TBM) you willwork under the supervision of a management staff currentlydesignated as the Area Business Manager (ABM).
2. You will function:
a. Without direct supervision on a day-to-day basis in your territory
b. TTBMs & TBMs will be your associates.
3. The ABM and management staff superior to you will function inmanagerial role, which includes supervisory, advisory andsupportive functions.
4. Following are your responsibilities and nature of work during
your tenure as TTBM/TBM in the Division you are currentlyplaced:
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Annual Sales Targets
(a) You will prepare your territory-wise annual sales targets inconsultation with your ABM and review it periodically on a
monthly basis, so that required corrective measures can betaken promptly.
i. These sales targets will be fine tuned by product, month-wise sales etc. to be in line with the overall objectives of thedivision while taking into consideration the local market
conditions, type of products frequently used etc.
ii. You will be responsible for achieving your territory-wisesales and collection targets.
Business Doctors’ List
(b) Keeping in mind the range of products marketed by theDivision and their share to the overall profitability to theDivision, you will maintain an optimum mix of doctors from
different specialities as indicated by your Division from time to
time.
(c) With a view to improve prescription support and for booking ofbulk orders, you will meet the doctors at regular intervals/
frequency as instructed by your superiors. These meetingsmay be in clinics, wards, OPDs of hospitals etc. In hospitals you will also be required to meet commercially importantpersons (CIPs).
(d) You will prepare an approved Business Doctors List (BDL)
generally having medical practitioners in Allopathy covering
specialists pertaining to the product basket as applicable for your division. The No.of such medical practitioners to becovered in your BDL will be indicated by your Divisionconcerned from time to time. The BDL will contain all requisite
information such as name, address, unique database code no.etc. of the doctor as required in the BDL format from time totime.
i) Depending upon the Division's strategy and the market
demands, the number of doctors on your BDL will have tobe changed from time to time.
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ii) According to the potential and prescribing habits of thedoctors, you will classify the doctors into Large, Medium &
Small categories and determine the frequency of visits inconsultation with your ABM.
iii) You will allot the unique database code number to eachdoctor on your BDL.
iv) Based on the number of doctors in your BDL, the codenumbers will be from 1 to 190 or such lesser number as
required by your Division.
v) The BDL is a dynamic document, and needs to be updatedfor its optimal usefulness. Therefore, you will carry thisBDL with you and review it with your ABM. To facilitatethis process, you will list the doctors category-wise/market-wise, location-wise with blank space for updation.
vi) With a view to improving the sales and businessperformance in your territory, you will regularly analyse the
existing Business Doctors List (BDL) and add new names or
delete existing names, depending on their potential inconsultation with your ABM.
vii) Newly added doctors during the year will be given code
number starting last Code in your BDL eg. if your BDL has190 doctors it will be 191 onwards.
viii) In order to avoid duplication, during the year, you will not allot the code number of a doctor whose name has beendeleted to a newly appointed doctor.
ix) You will mention the relevant code number assigned toeach doctor while preparing your Daily Reports.
Call Average
e) You will maintain your minimum call average of Doctors andChemists (retailers calls) as indicated by your division fromtime to time.
i) Calls on distributor/stockists of the Division will be inaddition to the calls on the doctors/chemists.
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ii) Call average will be calculated on monthly basis so that youcan make the shortfall on a day by making additional calls
on other days.
Daily Business Report/Attendance Record
f) You will prepare your Daily Business Reports on a daily basis.
However, you will post Monday to Saturday reports on thefollowing Monday by courier. The original to your ABM andthe first copy to your RBM/ZBM. The second copy to be
retained by you.
i) Your Daily Business Reports should reflect:
Code Numbers of doctors as given in the BDLDoctors name and categoryFeed back of the customersInformation on the movement of products in theparticular area, competitors' activities, suggestions forimprovement in the sales volumes in the particular area
etc.
Any other information that may be asked for from time totime.
ii) As you work without daily direct supervision in the field, the
only basis of marking your attendance is your Daily Report,hence if we do not receive the same on time you will bemarked absent.
Sample Statement
g. You will post your Sample Statement on last working day of
every month to your ABM.
Business Diary
h. You will keep your Performance/Sales Diary continuouslyupdated so that your Superiors can review the same and cangive you feedback, advise, guidance etc. as required.
Business Itinerary
i. You will post your itinerary for the following month to your
ABM with a copy to your RBM/ZBM by the 20th of the
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preceding month so that they can suggest changes if any. Theitinerary will contain the list of the doctors to be visited on each
day of the following month, the areas to be covered, the routeplanning for the coverage of the area and the mode of transport
in following the route.
i) You will follow the itinerary approved by your ABM as far
as possible. If for emergent reasons you have to changethe itinerary you will do so after getting his priorapproval.
ii) You will commence your work for the following monthbased on the itinerary posted by you to your ABM, if youhave not received his approval by 1st of the followingmonth. Your ABM will have the right to change theitinerary at any time during the following month and inthat event you shall follow the changed itinerary.
iii) The mode of your travel for your itinerary is III A/C Railfare/Bus or shared taxi and you will use the mode of
travel as approved by your ABM.
iv) You can also use your two wheeler for ex-base of operationwhere the minimum distance is 20 kms and themaximum 60 kms as specified by the Company from
time to time.
Joint Work
j. Joint work is very important for the Division, therefore unlessthere is an emergency, you will not take leave on such days.
k. You should take the maximum advantage of your Managersvisit to your territory to further explore the market for businessreturns, seek his advise and guidance to improve yourproductivity, product knowledge, skills etc.
Visit to Chemist
l. During your chemists visits :
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i) You will observe where and how the Division's products aredisplayed vis-a-vis competitors’.
ii) You will observe the shelf space occupied by the Division's
products vis-a-vis competitors’ products.
iii) Do aging analysis of the Division’s products vis-a-vis
competitors’ products.
iv) Carry out prescription audits.
v) Book orders for the Division’s products.
Visit to Distributors
m. During your distributors visit :
i) You will ensure that the stock and sales statement (S & Sstatement) for the previous months have been sent bythe 5th of the following month.
ii) Conduct an audit to see that the stocks are available asreflected in the S & S statement (including furthermovements for the period after the preparation of S & Sstatement).
iii) Ensure that redistribution is adequate, the first in firstout principle for stock movement is followed.
iv) The date expired and damaged stocks is within limitsand is quarantine from the saleable stocks.
v) Report such damaged and date expired stocks to ABM.
vi) Ensure destruction after proper checking of such stocksas per Division policy.
vii) Check and report whether stock replacement /creditnotes have been issued for stocks destroyed withapproval.
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Business Expense
n. You will send your Expense Statements to your ABM as per theschedule laid down by the Company. In case of any deduction
in the expense statement, your ABM will inform youimmediately the reason (s) for such deductions with a copy toAccounts department.
Knowledge Updation
o. To face competition you will have to be well equipped in termsof product knowledge, skills and competencies and hence youwill constantly update your product knowledge with theexisting product range as also of product to be launched,improve your communication, detailing and selling skills.
i) This being a continuous process, the company will alsohelp you from time to time through various seminars,training, briefing sessions, doctors meet, workshops etc. conducted by Company’s managerial staff and/or outside
faculty as well as through documents such as product
manuals and medical excerpts.
ii) You must actively participate in the above mentionedprogrammes to acquire maximum knowledge.
iii) You will conduct appropriate healthcare activities anddoctors' meetings to:
Build your professional skills & status Enhance the Division's image
Generate goodwill
Strengthen your customer contacts Increase Division's business
Recruitment
p. If required, you will assist your ABM in short-listing and in theselection process of Trainee Territory Business Managers andimpart training in the market place by accompanying them tothe various customers.
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Image of the Company
q. You will conduct yourself in a manner befitting one's positionand Division's reputation.
i) In order to enhance the Division's image you will dress in amanner befitting it. The dress code for male is full or half
sleeve shirt, trousers, tie, socks and shoes and for female it isIndian or Western outfit.
Implementation
r. You will faithfully implement all Division’s plans, strategies,programmes, activities etc. as instructed/ required from time totime.
Filling up Forms & Formats
s. For various Division’s business related activities whether or notmentioned hereinabove, you will fill the requisite forms,
formats, maintain diaries, registers, give reports, etc. in the
form and manner as specified by the management from time totime.
Compliance to Rules
t. You will observe and comply with the service rules of theDivision as may be in force from time to time.
Secrecy
u. You will maintain secrecy and not divulge or make public any
matter relating to the Division's transactions, dealings or plansthat are of confidential in nature without the prior writtenconsent of the management, except under legal duress.
Fulfillment of Contract
v. Failure on the part of all or any of the TTBMs/TBMs to conformto the service rules as may be in force from time to time shallamount to not only commission of acts of misconduct and
indiscipline, but will also amount to non fulfillment of thecontract of service on the part of the TTBMs/TBMs which will
discharge the Management from its obligation to fulfill its part
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of the contract of service i.e. the Management will be within itsrights not to make payment of any emoluments in such
instance/s.
Transfer
w. Your posting and transfer will be effected to meet the exigencies
of work.
Postal Address
x. You will immediately communicate to the Company any changein your address, qualifications, marital status and otherrelevant personal information.
y. On cessation of employer employee relationship for any reasonwhatsoever from the company, you will return all Company'sproperty and documents in your possession like promotionalmaterial, product literature, training manuals, stationery,identity and visiting cards, settle imprest cash account, settle
outstanding loan or advance, etc. with the person/s nominated
by the management, to help us settle your dues.
C. Authority
1. To evaluate the commercial standing, credit worthiness, personalassets of a party and thereafter recommend to your ABM forappointment as a distributor.
2. Based on the Division’s policy , settle claims upto Rs. 2500/- ofdistributors/stockists for breakage, expiry, spoilage after due
verification and ensure destruction of such goods.
3. You will keep management informed about institutional/governmental /municipal tenders/rate contracts raised in yourterritory, assess the potential of the concerned institutions,
provide information to your ABM. Based on Company policy andon instructions submit tender documents, follow up with theconcerned institutions, if tender is secured on instructions liaisewith the ordering authority for the procurement of orders,collections, etc.
4. To conduct customer relationship activities upto a maximum of
Rs.5000/- per month for pre-identified and approved customers
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and settle expenses as per the Division's policy/norms as existingor varied from time to time at the sole discretion of the
management.
D. TTBMs/TBMs Role in Management Information System (MIS)
1. You are a very important member of the team and your
feedback/inputs is of vital importance to us. Therefore as avital member of the Pharma Market Intelligence, you will:
a)
Provide critical feed back to your ABM and the HeadOffice on a regular basis on the market scenario,emerging trends, state of competition. Make suggestionsto improve sales, marketing, and customer relationship to consolidate and improve the business.
b) Keep a close tab and give information on new entrants inthe market, introduction of new molecules, new drugcombinations dosage form, drug delivery, system, etc.
c) Inform the management of any price changes and
promotional strategies by competitors.
d) Participate in pre-launch and other market surveys andsubmit information as required from time to time.
2. You will keep, at all times full and accurate accounts of all thetransactions, expenditure incurred eg. for doctors meet,customer relation management undertaken by you and submitperiodical statement of accounts and other reports as may berequired to your ABM for preparation of MIS.
E. Leave
1. Privilege Leave (PL)
a. You will be entitled to Privilege Leave of 24 working days foreach calendar year worked. PL earned for service in a calendar year will be taken in the subsequent calendar year, subject tothe rules regarding accumulation. You will apply for PL in theleave application format.
b. PL cannot be availed more than 3 times in a calendar year.
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c. PL entitlement shall be subject to the following provisions:
i) If you join the Company after 1st January, you shall haveproportionate PL credited to your account on the following
1st January.
ii) In case of absence or leave without pay during the
calendar year, your PL for that calendar year will bereduced at the rate of one day for every nine days ofabsence/leave without pay.
iii) You will be allowed to accumulate PL upto a maximum of180 working days.
iv) You cannot avail PL after having resigned from thecompany i.e. during notice period.
v) PL cannot be prefixed and suffixed to Need Based Leave. Ifafter proceeding on sanctioned PL in the event of illnessduly supported by a medical certificate from a registered
medical practitioner qualified in alopathy and other
relevant documents/data which are to the satisfaction of your ABM you may be allowed to suffix need based leave to your PL.
vi) If you have exhausted your need based leave on ailmentwhich is supported by a medical certificate from aregistered medical practitioner and other relevantdocuments/data which are to the satisfaction of your ABM you may be allowed to suffix PL to your need based leave.
vii) You will indicate the period you would like to avail your PL
of 6 working days or more, one month in advance in yourtour programme. You will send your formal leaveapplication for sanction atleast 15 days in advance.
viii) Granting of your PL will depend on the exigency of thework and will be at the discretion of the Area BusinessManager.
ix) After proceeding on leave, if you desire an extension, you
will make an application for the purpose to your ABM inwriting before expiry of such leave to facilitate your ABM
either to sanction or reject the same. In the event of the
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extension of PL being rejected, you will report on duty onthe expiry of the original sanctioned leave.
x) If you remain absent beyond the period of the leave
originally granted or subsequently extended with writtenpermission, you will liable to face appropriate action asdecided by the management.
2. Need Based Leave
a. You will be entitled to 12 working days Need Based Leaveduring the Calendar year.
b. If you join the service during the calendar year you will beentitled to Need Based Leave on pro-rata basis.
c. This Need Based Leave is to take care of times when you aresick or you have some personal work.
d. In case of absence or leave without pay during the calendar
year, your Need Based Leave for that calendar year will bereduced at the rate of one day for every nine days ofabsence/leave without pay.
e. Need based leave for casual purpose can be availed for amaximum of 3 days at a stretch.
f. Need based leave for the purpose of sickness if availed for morethan 3 days at a stretch, the leave application shouldaccompany a medical certificate.
g. You will also apply for all such leave in the leave applicationformat either in advance wherever possible or on the day ofresumption of your duty.
h. Granting of your Need based leave will depend on the exigencyof the work and will be at the discretion of your ABM.
3. Accident Leave
a. If you meet with an accident while on duty, your absence willbe treated as on duty.
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b. You should report the accident immediately to your ABM, SBMand the HR division (Field) and in any case not later than 10
days of the occurrence of the accident. This will facilitate yourclaim for Insurance.
c. If you are covered under E.S.I.S. you will be paid the differencebetween your salary for the period of your absence duly
granted by the company and the cash benefit receivable underthe E.S.I. Scheme for the same period.
4. Special Sick Leave
In case of prolonged sickness - In order to consider request for specialsick leave, the management staff concerned should send necessaryrequest letter indicating the no. of days special sick leave requestedalongwith all medical reports to his immediate superior. This requestfor leave will be considered by the following persons on therecommendations of the immediate next superior concerned.
In case the request is for >15 running days (RD) & <= 30 RD by
Div. Heads & Corp. HR (Field).
=> 31 RD and above, by SBU Heads and the Corp HR (Field).
5. Maternity Leave
Women TBMs who have completed 1 year of service and have beenconfirmed can avail of Maternity Leave of a maximum of 12 weeksof which at least 4 weeks will be prior to and 8 weeks will be afterconfinement. This facility of Maternity Leave shall be restricted totwo occasions during the total tenure of service. In establishing aclaim for Maternity Leave, you shall produce a medical certificate
from a registered medical practitioner for granting of Maternity
Leave.
F. Payment/Deduction for Days worked/not worked
a. For calculating the actual number of days worked weeklyoff, declared paid holidays for the Division and days onwhich the person has remained away from duty for anyreason whatsoever without pay, will be excluded.
b. In the event of deductions to be made for staying awayfrom duty for any reason whatsoever the actual number
of working days (excluding) weekly off will be calculated.
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G. MISCONDUCT
Illustratively the following acts and omissions shall amount to misconducts on the part of the concerned TBM/TTBM :
a. Refusing or avoiding an order of transfer.
b. Non-fulfilment of and/or non- adherences to Rules &Regulations whether in the Appointment Letter or Service Rules
or otherwise as existing from time to time.
c. Display or exhibit at the establishments of the Company ofother Companies/ of Doctors/ Dealers/Retailers/Educational/Medical Institution, hand-bills, posters, pamphlets or causingto be displayed by writing or signs drawn or effigy or othervisible representations or any matter which is derogatory to theCompany.
d. Demanding or accepting any money/articles from any
Stockist/Retailer/ wholesaler/ CFA /Doctor/ supplier with
whom the Company has business contacts whether by way ofloans or gifts or donations or contribution or otherwise.
e. Doing any work for remuneration and/or profit and/or
indulging in an action which is in competition with thebusiness of the Company and/or being employed part-time orotherwise by or with any other individual, firm, party orcompany and/ or indulging in any trade or business
f. Reporting false calls i.e. having reported to have met the
doctor/distributor, CFA, CIP, retailer, etc. on a particular day
when such an individual had not been met.
g. Misuse or abuse of Physician’s samples and/or gifts for thepurpose other than intended.
h. Claiming first class/III-tier AC rail fare when not havingtravelled by first class/III-tier AC or claiming a fare fortransport when such a mode of transport has not been used orclaiming a higher fare than what has actually been paid or
claiming any other expenses not incurred.
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i. Having given false information and/or suppression of anyinformation in the application form or employment or in any of
the personal records.
j. Abusing / threatening / assaulting / intimidating / wrongfullyconfining preventing/ disturbing/ disrupting / or in any wayadversely affecting any employee or business associate or customer of the Company.
k. Abusing/ threatening/ assaulting/ intimidating/ wrongfully
confining preventing/ disturbing/ disrupting / or in any wayadversely affecting of any other Company .
l. Non-participation in the deliberation of briefing sessions,meetings, training programmes or disturbing the saidmeetings/programmes.
m. Refusal or avoidance of the service of a charge sheet or anorder of suspension of service or any other communication.
n. Non-fulfillment and/or non-adherence to service rules.
o. Willful insubordination or disobedience, whether or not incombination with another, of any lawful and reasonable orderof a superior.
p. Going on an illegal strike or abetting, inciting, instigating oracting in furtherance thereof.
q. Willful slowing down in performance of work, or abetment orinstigation thereof.
r. Theft, fraud or dishonesty in connection with the Company’sbusiness or property or the theft of property of anotherrepresentative.
s. Refusal to travel with a superior for work purpose.
t. Willful damage to any property of the Company
u. Habitual absence without leave or absence without leave for
more than ten consecutive days or overstaying the sanctionedleave without a sufficient grounds or proper or satisfactory
explanation.
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v. Drunkenness, riotous, disorderly or indecent behaviour while
on duty.
w. Commission of any act subversive of discipline of goodbehaviour.
x. Habitual neglect of work, or gross or habitual negligence.
y. Failure to submit reports/information as per the instructions.
z. Refusal to accept any order or other communication connectedwith business of the Company and/or work of the TTBM/TBM.
EXPLANATION: Repetition of misconduct on three occasions inpreceding 12 months or on 6 occasions in 3 calendar years orless will be treated as habitual.
For breach of the rules and regulations whether the Service Rulesand/or misconducts the management shall take appropriate action
as legally permissible.