外企的员工手册(英文版).doc

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XYX XYZ XXUU XIXUX PVT LTD. .

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ADMINISTRATIVE MANUAL

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XYX XYZ XXUU XIXUX PVT LTD. .

11

ADMINISTRATIVE MANUAL

__________________________________________________________________________________________
Address of the Company :

XYX XYZ XXUU XIXUX PVT LTD. .

VISON OF THE COMPANY

- Name of Head of Institution

__________________________________________________________________________________________

RULES AND REGULATIONS GOVERNING EMPLOYMENT
AT
XYX XYZ XXUU XIXUX PVT. LTD.,
KKKKKK

CONTENTS

INTRODUCTION 1

SECTION 1
DEFINITIONS 2

SECTION 2
HISTORY OF CHANGE 5
2.1 CHANGES IN POLICY 5
2.2 RATIONALE FOR CHANGE 5
2.3 KEY CHANGES 5
2.4 HUMAN RESOURCE REORGANISATION 6

SECTION 3
CORPORATE PHILOSOPHY AND CULTURE
3.1 CORPORATE HISTORY 7
3.2 VISION 7
3.3 MISSION 8
3.4 WORD OF HONOR 8

SECTION 4
EMPLOYMENT,POLICIES,RULES & PRACTICES
4.1 EMPLOYMENT APPLICATION 9
4.2 SELECTION AND RECRUITMENT 9
4.3 TRANSFER AND REASSIGNMENT 9
4.4 NON-DISCRIMINATION 10
4.5 NON-DISCLOSURE/CONFIDENTIALITY 10
4.6 NEW EMPLOYEE ORIENTATION 10
4.7 PROBATIONARY PERIOD FOR NEW EMPLOYEES 11
4.8 OFFICE HOURS/SHIFT TIMINGS 11
4.9 LUNCH PERIODS 12
4.10 BREAK PERIODS 12
4.11 PERSONNEL FILES 12
4.12 PERSONNEL DATA CHANGES 12
4.13 EMPLOYEE PERFORMANCE REVIEW&PLANNING SESSIONS 12
4.14 OUTSIDE EMPLOYMENT 13
4.15 CORRECTIVE ACTION 13
4.16 EMPLOYMENT TERMINATION 13
4.17 SUMMARY DISMISSAL - MISCONDUCT 14
4.18 AGE OF RETIREMENT 14
4.19 SAFETY 15
4.20 HEALTH-RELATED ISSUES 15
4.21 EMPLOYEE REQUIRING MEDICAL ATTENTION 15
4.22 BUILDING SECURITY 16
4.23 PERSONAL BELONGINGS 16
4.24 COMPANY PROPERTY 16
4.25 SUPPLIES; EXPENDITURES; OBLIGATING THE COMPANY 16
4.26 VISITORS IN THE WORKPLACE 17
4.27 IMMIGRATION LAW COMPLIANCE 17
4.28 INCLEMENT WEATHER AND EMERGENCY 17

SECTION 5
CODE OF CONDUCT 18
5.1 ATTENDANCE/ PUNCTUALITY 18
5.2 ABSENCE WITHOUT NOTICE 19
5.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT 19
5.4 TELEPHONE USE 19
5.5 INTERNET USE 19
5.6 USAGE OF ILLEGAL SOFTWARE 20
5.7 DRESS CODE 20
5.8 TOBACCO PRODUCTS 20
5.9 OFFICE CLEANLINESS 20
5.10 SUBSTANCE ABUSE 21
5.11 POWER/WATER SAVING 21
5.12 SAFETY PRECAUTIONS 21
5.13 PROTECTION OF ENVIRONMENT 21
5.14 GIFT OR FAVOR 22

SECTION 6
WAGE AND SALARIES POLICIES
6.1 BASIC PAY SCALES 23
6.2 SALARY 23
6.3 COMPUTATION OF DAILY AND HOURLY RATES 23
6.4 ANNUAL INCREMENT 24
6.5 LUMPSUM PAYMENT 24
6.6 OVERTIME 24
6.7 PAYDAYS 25
6.1 BONUS/EX-GRATIA 25

SECTION 7
EXPENSES REIMBURSEMENT POLICIES 26
7.1 EXPENSES REIMBURSEMENT 26
7.2 MOBILE PHONE 26
7.3 TRANSPORTATION EXPENSES 26
7.4 LOCAL CONVEYANCE ALLOWANCE 26
7.5 TRAVEL REIMBURSEMENT 27
7.6 FOREIGN TRAVEL RULES 27
7.7 TOUR REPORT 28
7.8 PARKING 28

SECTION 8
BENEFITS AND SERVICES
8.1 MEDICAL BENEFITS 29
8.2 MEDICLAIM INSURANCE 29
8.3 HOSPITALIZATION SCHEME 29
8.4 TAX DEDUCTION AT SOURCE 29
8.5 PROFESSIONAL TAX 29
8.6 EMPLOYEES PROVIDENT FUND 29
8.7 EMPLOYEES GRATUITY 30
8.8 VACATION/ LEAVE 30
8.8.1 PRIVILEGE LEAVE 30
8.8.2 CASUAL LEAVE 32
8.8.3 SICK LEAVE 32
8.8.4 MATERNITY LEAVE 32
8.8.5 PATERNITY LEAVE 32
8.6.6 EMERGENCY LEAVE 33
8.6.7 PAYMENT IN LIEU OF VACATION/LEAVE 33
8.6.8 LEAVE TRAVEL ALLOWANCE 33
8.7 CONVEYANCE 33
8.8 FOOD/SNACKS 33
8.9 RECORD KEEPING 34
8.10 PUBLIC HOLIDAYS 34
8.11 TRAINING AND PROFESSIONAL DEVELOPMENT 34
8.12 UNIFORMS, WORKING CLOTHES AND SAFETY SHOES 34

SECTION 9
EMPLOYEE COMMUNICATIONS
9.1 BOARD MEETINGS AND STAFF MEETINGS 36
9.2 BULLETIN BOARDS 36
9.3 SUGGESTION BOX 36
9.4 PROCEDURE FOR HANDLING COMPLAINTS 36
9.5 GRIEVANCES 37
9.6 PRESS RELATIONS 37
9.7 VIDEOGRAPHY/PHOTOGRAPHY 37

SECTION 10
BREACHES
10.1 BREACH OF CODE :CONDUCT,POLICIES,RULESPRACTICES 38

INTRODUCTION .

This Handbook will serve as a guide to the Terms and Conditions of Employment, benefits and other related matters pertaining to the service of a staff of XYX XYZ XXUU XIXUX Private Limited (PPPP), KKKKKK.

It supplements the Terms & Conditions of Employment as detailed in the staff contract of service agreement.

The company reserves the right to amend, delete or annex any terms and conditions of service as and when necessary. The Board of Directors will approve all changes to the terms and conditions of service.

These terms and conditions will, where applicable, be subjected to the provisions of any relevant Government legislation and its amendments.

The content of this book is to be kept strictly confidential and is intended to be used as reference for the company and the staff.

Any doubt or query concerning the content of this handbook should be forwarded to the Human Resource Department.

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SECTION 1 .
Definitions

1.1 “PPPP” shall mean XYX XYZ XXUU XIXUX PVT LTD.

1.2 ”COMPANY” shall mean XYX XYZ XXUU XIXUX Private Limited (PPPP). The term “company” or “organization” may also be used interchangeably.

1.3 “MANAGEMENT” shall mean the Managing Director/Directors/General Manager of the Company.

1.4 ”STAFF” shall mean employees, who are in the permanent employment of the company. The term staff, or employee(s) may be used interchangeably to refer to the same meaning.

1.5 “CONFIRMED STAFF” Confirmed staff means employees who have successfully completed the probationary period and are confirmed in the permanent employment of the company.

1.6 “IN WRITING” shall mean in a formal communiqué in the form of physical document.

1.7 “BOARD OF INQUIRY” shall mean a group of Employees and/or outside persons appointed by Management to hear and consider disputes. The Board shall comprise members who are independent, unbiased and impartial to the dispute under consideration.

1.8 “SUPERIOR” shall mean your immediate reporting officer shall mean any Manager.

1.9 “DEPARTMENTAL MANAGER” shall mean a person who works for XYX XYZ XXUU XIXUX PVT LTD., on a salaried basis and who have completed his/her probationary period.

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1.10 “EMPLOYEE(S)”Employee(s) may include full-time Employees and others employed with XYX XYZ XXUU XIXUX PVT LTD., who are subject to the control and direction of XYX XYZ XXUU XIXUX PVT LTD., in the performance of their duties. Employee(s) means any person who irrespective of the salary he/she earns in a month has entered into a contract of service with XYX XYZ XXUU XIXUX PVT LTD.

1.11 "SALARY" shall mean basic salary and all other payments, if any, in cash payable to an Employee for work done in respect of his/her contract of service but does not include any payment by way of commission, subsistence, allowance and other overtime payment.

1.12 “EMPLOYEES UNDER PROBATION” shall mean a new Employee whose performance is being evaluated to determine whether further employment in a specific position or with XYX XYZ XXUU XIXUX PVT LTD is appropriate. It is considered necessary to engage staff on probation in order that their abilities and suitability be affirmed in a work situation. The probationary period is up to three (3) months for all staff, during which, his performance will be reviewed for confirmation. When an Employee completes the probationary period, the Employee will be notified of his/her new status with XYX XYZ XXUU XIXUX PVT LTD in writing. The company may at its discretion extend the probationary period by another three months.

1.13 “PERFORMANCE REVIEW” shall mean the process wherein Employee’s immediate superior will review the performance of each staff on a regular basis using the Performance Review / Appraisal form.

1.14 “COMPANY PROPERTY” shall mean all XYX XYZ XXUU XIXUX PVT LTD owned or leased property used by Employees.

1.15 “CONTROLLED SUBSTANCE OF ABUSE” shall mean any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.

1.16 “DRUG” shall mean any chemical substance that produces physical, mental, emotional, or behavioral change in the user.

1.17 “DRUG PARAPHERNALIA’ shall mean equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.
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1.18 “ILLEGAL DRUG” ” shall mean any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.

1.19 “UNDER THE INFLUENCE Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician. Inhalants used illegally. shall mean a state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.“

1.20 OUTSTATION shall mean any state in India that is outside the state in which the Company is located.

1.21 “OVERSEAS”shall mean any country outside India.
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SECTION 2 .

History of Change

2.1. Changes in Policy. This Employee’s Guide is designed to acquaint Employees with XYX XYZ XXUU XIXUX PVT LTD (hereinafter referred as PPPP) and provide the Employees with information about corporate philosophy, culture, policies, rules and practices, working conditions and benefits affecting employment. The information contained in this Employee’s Guide applies to all Employees. Abiding to the terms and conditions described in this Employee’s Guide, is considered a condition of continued employment. However, nothing in this Employee’s Guide alters an Employee’s status. The contents of this Employee’s Guide shall not constitute nor be construed as a promise of employment or as a contract between PPPP and any of its Employees. The Employee’s Guide is a summary of the Company’s policies, which are presented here only as a matter of information and guideline. All Employees are responsible for reading, understanding, and complying with the provisions of this Employee’s Guide. The Company’s objective is to provide the Employees with a work environment that is constructive to both personal and professional growth. This Employee’s Guide supersedes all previous Employee Handbooks and memos that may have been issued from time to time on subjects covered in this Employee’s Guide. However, since the Company’s business and organization are subject to change, the Management reserves the right to interpret, change, suspend, cancel, or dispute with or without notice, all or any part of our policies, procedures, and benefits at any time. The Management will notify all Employees of these changes. Changes will be effective on the dates determined by the Management, and after those dates, all previous policies will be null and void. No other Employee aside from the Management has the authority to change policies at any time. If any Employee is uncertain about any policy or procedure, he/she is encouraged to speak with his/her direct Superior, Departmental Manager or the Management.

2.2 Rationale for Change. The Company has been using an Office Manual that was created in the year 2003. Since then the Company has undergone tremendous change and growth. These quantitative and qualitative developments necessitated an update to that manual.

2.3 Key Changes. Almost all aspects have been modified to make this as a Official manual. This handbook has a “Definitions” page to facilitate easier and more accurate reference to common terms used. Company policies & all benefits and day to day governing rules are also more comprehensively mentioned.
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2.4 Human Resource Reorganisation. The Company has adopted a new set of categorization for staff. This reorganization is to provide a fairer basis for performance reviews, reassignment of duties and benefits and entitlements. The Company has also stipulated that a formal performance review is to be held at least once a year whilst informal ones can be conducted as and when deemed necessary.
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SECTION 3 .

Corporate Philosophy and Culture

3.1 Corporate History. CCCCCCCCC, a ______________ based _____ Million strong group, basically engaged in the multifarious business spheres like, Air-conditioning, Road Projects, Real Estate, and Hospitality and in distribution of comprehensive range of quality OEM and construction Machinery parts, over the last three decades. As one of the major players in the _______________ Industry, situated in ____________________, XYX XYZ XXUU